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Village of Maryville, Illinois

Description Caucus Meeting
Date 11/12/2008 Location Council Chamber
Time Speaker Note
6:30:20 PM Gulledge Called the Caucus meeting of Wednesday, November 12, 2008 to order and invited those in attendance to join in the Pledge of Allegiance. After the Pledge, asked for a roll call of those officers present. Answering the roll call were Trustees Limberg, Schmidt, Callahan and Kostyshock; Bell arrived late, and Garcia was absent. Also in attendance were Public Works Director Presson, Community Improvement Board Member Joe Benker and one (1) reporter.
6:31:03 PM Gulledge Called for a motion to approve the October 29th meeting minutes. Asked if there were any questions, additions or subtractions to the minutes as prepared by the Clerk.
6:31:17 PM Schmidt Stated he had a correction to minutes on page one under time stamp 6:31:37: In the last sentence, the date of the second installment payment to IML should read 2009 versus 2008.
6:31:45 PM Gulledge Called for a motion to approve the October 29th meeting minutes with one correction as stated. Motion was made by Schmidt and seconded by Kostyshock. Voting on the motion: Limberg - yes; Schmidt - yes; Callahan - yes; Kostyshock - yes. Motion carried.
6:32:19 PM Gulledge Went to first agenda item, Employee Handbook Revision. Stated they are simply clarifying the criteria for close relation to the Mayor or any Village Trustee. Stated they used the same verbiage, word for word, from the bereavement policy and placed it under the "Close Relation" section. Asked if there were any questions regarding the change. There were none. Stated the item will be placed on the Board meeting agenda.
6:33:14 PM Gulledge Went to next item, request for Village advertisement on the Troy/Maryville Chamber of Commerce map.
6:33:34 PM Schmidt Stated the Mayor received a request from Dawn Mushill asking for a contribution to help sponsor the newest community map. Stated the map will be printed within the next year. Referred to the price list contained in the Trustee packets. Displayed last year's map as a reference.
6:34:55 PM Gulledge Explained the Village will receive free maps for distribution in the Welcome Packets. Stated Troy and St. Jacob are sponsoring with a standard panel at $445; it is his recommendation for Maryville to do the same. Commented there are seventy-nine (79) businesses from Maryville in the Chamber. Explained Maryville will also have sign-off rights on the map. Suggested taking the funds from the Community Relations budget line item. Asked for any questions or comments. There were none. Stated the item will be placed on the Board meeting agenda.
6:37:16 PM Gulledge Went to next item, Proclamation of December as Drunk and Drugged Driving Prevention Month. Explained this is traditionally done every December. Stated the item will be on the Board meeting agenda.
6:38:03 PM Gulledge Went to next item, Water and Sewer Rate Review, and asked Presson to discuss.
6:38:31 PM Gulledge Stated they have been reviewing water and sewer rates for several months. Stated the committee is recommending keeping the same water and sewer rates; however they have a recommendation to increase sewer tap-ons by $250, as well as water tap-ons by $150. Presson added there will be an increase of $10 per PE to keep up with rates. Asked for questions or comments. Stated they plan to send letters to all area builders. Stated the increase would be effective January 1. Stated they plan to allow builders to pre-pay for taps.
6:40:40 PM Schmidt Asked Presson to explain the PE factor.
6:40:44 PM Presson Stated it is an engineering number based on occupancy of the building. Explained a 50 seat restaurant will use more than a 10 seat restaurant; a Laundromat PE would be different than an attorney's office; etc.
6:41:14 PM Gulledge Commented the Village is currently low. Commented they will lose money because of the price changes in materials.
6:41:42 PM Schmidt Asked if this amount is enough on the 2-inch in order to avoid raising it again in the next 18 months.
6:41:49 PM Presson Explained the actual fee will increase; however they put wording in that the contractor is responsible to pay for the 2-inch meter, which offsets the increase.
6:42:16 PM Schmidt Asked if they allow pre-payment of taps, are they on lots already platted with the County.
6:42:35 PM Gulledge Stated they allow pre-payment on any lot that is platted with a building permit.
6:43:51 PM Kostyshock Commented the water tap-on fee will be $150 inside, but $250 outside. Reiterated it is just tap-on fees, not rates.
6:44:13 PM Gulledge Commented a schedule of other communities' fees was included, and for the most part Maryville is on the low end.
6:44:50 PM Kostyshock Commented some on this list are bi-monthly and monthly, which also makes a difference.
6:45:05 PM Bell Arrived and was seated.
6:46:06 PM Gulledge Asked for other questions or comments.
6:46:11 PM Bell Commented with the current economy, they need to encourage builders and he is worried raising rates will deter building.
6:46:31 PM Gulledge Stated they considered this at the meeting. Commented the original increase proposals were much higher, and they opted not to use those figures for that reason.
6:46:48 PM Presson Commented Village costs have gone up as well.
6:46:56 PM Gulledge Stated they tried to be fair. Asked for other questions. There were none. Polled the Board; all were in favor. Stated the item will be placed on the Board meeting agenda.
6:47:35 PM Gulledge Went to next item, Welcome to Maryville Signs, and asked Benker to discuss.
6:47:58 PM Callahan Commented Benker has been working on this project for 1.5 years. Explained they originally proposed five (5)signs; however due to budget constraints, they had to cut the proposal down to one.
6:48:29 PM Benker Explained the original budget was $35,000 for five (5) signs. Stated the recommendation from the MCIB is for one sign located across from Town Center Drive. Commented the utilities will take four to six weeks to install, and with weather issues they likely will not get started until spring.
6:50:00 PM Kostyshock Commented the proposal is an attractive sign.
6:50:07 PM Benker Explained the photo is digitally enhanced. Stated the original proposal from Design One Signs was for two signs; because they came down to one, it raises the cost by $186. Stated Meeks stated they will get approval drawings, etc. once a contract is entered into. Discussion was held as to the location of the example sign and design.
6:51:24 PM Bell Asked what font will be used on the sign.
6:51:47 PM Benker Stated the logo will be the same as what is hanging in the Village Hall in a darker gold cover. Stated he will try to get a sample of the lettering to show to the Trustees.
6:52:27 PM Callahan Explained including the population allows for a larger sign through IDOT rules.
6:52:37 PM Benker Explained the population figure is removable for changing purposes. Explained because Route 159 has a four inch curb they are able to place the sign closer to the street. Explained in future, they may have issues with the sign on Route 162 where there is basically no curb.
6:53:14 PM Bell Clarified the second sign location is near Lou Juan Hills.
6:53:26 PM Benker Explained Presson has the exact locations. Commented the proposal includes the prep work, lighting and electrical. Stated they investigated solar lighting; however it is not feasible due to brightness issues, size of panels, etc.
6:54:07 PM Gulledge Commented the electrical service for Ameren is an estimate due to the fact they do not have exact measurements. Asked for other questions or comments.
6:54:50 PM Limberg Asked if the plan is to install one per year.
6:54:54 PM Callahan Answered the general consensus would be to come back to the Board as early as May to get approval for another one on the north end of town. Stated they wanted to install these two in one year.
6:55:17 PM Benker Stated Design One is requesting half up front and half on completion. Commented they could order two in April and pay for one half in this budget year and the other half in the next budget year. Stated the goal was to make sure they can get the exact same sign at all five locations.
6:56:53 PM Schmidt Asked if Meeks will lock in the price until next spring for a second sign.
6:57:05 PM Benker Responded yes; Meeks knows the timeline.
6:57:23 PM Gulledge Commented they will have to consider Presson's schedule as well, as he will pour the concrete. Stated the MCIB is looking for a consensus that the Board is interested in doing these signs; and that they will authorize the work to be done and turn it over to Benker and Presson to work out the specifics with Design One and Ameren. Commented there were concerns over price; however the vote was overwhelming at fourteen (14) to two (2) to recommend the project to the Board. Commented the MCIB is trying to create an image for Maryville.
6:59:45 PM Limberg Commented these signs are much nicer when compared to Glen Carbon.
6:59:55 PM Bell Asked the reason for not going solar.
6:59:58 PM Benker Stated solar does not generate enough light due to wattage. Explained the size of the panels would be large.
7:00:23 PM Gulledge Stated they may check into the issue more. Discussion ensued. Mayor polled the Board. All were in favor. Thanked Benker for his presentation.
7:03:46 PM Gulledge Went to Calendar Updates: Commented there will be no Caucus meeting on the 26th; a Park meeting is scheduled for Monday; The Turkey Trot is scheduled for Saturday; Villa Marie Grand Opening scheduled for the 15th, with a ribbon cutting at 10:30 a.m. to which Mayor encouraged all Trustees to attend; Saturday is the pickup for Scouting for Food, for which help is needed from 10:00 a.m. to 2:00 p.m. at the Seniors' Building; the Village Hall will be closed on November 27th and 28th for Thanksgiving.
7:05:34 PM Gulledge Went to Public Input. There was none. Went to To Do List, page 1. Stated they have two more days with the equipment for the Drost Lake dredging. Commented the project has gone well. Stated they will remove the Drost Lake overflow pipe project, as they only have to install a screen to keep the fish in and a bar to keep children out. Bell asked about the gazebo drainage problem. Mayor stated they have not had the time or manpower to work on it. Went to page 2. There were no comments. Went to page 3. There were no comments.
7:09:51 PM Gulledge Went to Trustees' Comments.
7:10:20 PM Kostyshock Commented Public Works is currently working on tarring streets. Commented it is a big job and will save the Village a lot of money in the long run.
7:12:17 PM Callahan Asked about instituting a rule governing the Police and Fire Board to promote people meeting a certain length of service criteria.
7:12:41 PM Gulledge Stated he does not know if they can do so; Wigginton will have to answer.
7:15:51 PM Kostyshock Commented the Christmas decorations are up and will be lit at Thanksgiving.
7:16:08 PM Gulledge Went to Mayor's Comments. Stated next Saturday at 9:00 a.m. at the Seniors' Building, all are invited to the Community Improvement Board breakfast meeting. Stated the purpose of the breakfast is to show appreciation to the MCIB and to brainstorm better ways to serve, new ideas, etc. Next, discussed the Village Christmas Party. Commented on an article run in a local paper questioning the expense of a neighboring community's party. Stated his opinion is the Village throws the party as a gesture of appreciation both to its employees and the over 150 organized volunteers. Stated last year 182 people attended the party, and the expense was $1,454.69. Commented he would like to see the Board continue the party. Stated if the Board feels more comfortable with placing a limit on spending, he would be in favor. Commented they are always conscious of spending, and he does not think anyone could find a party that costs less than what Maryville spends.
7:20:40 PM Schmidt Commented his opinion they should continue the practice as a thank you to all the volunteers. Commented his opinion if they set a limit, it should be between $1,600-$1,700.
7:21:34 PM Limberg Stated he is in favor of continuing. Commented they did cut back on expenses with participation at the IML in Chicago this year. Commented the party is justified and not frivolous.
7:22:06 PM Kostyshock Echoed comments.
7:23:00 PM Gulledge Asked if they should set a limit.
7:23:23 PM Bell Responded his opinion they do not need to; all agreed.
7:24:04 PM Gulledge Next, stated it has been the tradition of the Village to give Holiday employee bonuses. Stated last year 46 employees were eligible and received $100, net for an expense of $5,070.73. Stated this year they will have 44 employees eligible, for a cost of $4,843.07. Commented he would like to continue the practice. Stated they budgeted $5,000.
7:26:21 PM Bell Stated he is in favor.
7:26:33 PM Schmidt Stated he is in favor, but suggested they relay to the employees that this may be the last year they are able to give bonuses.
7:26:57 PM Gulledge Polled the Board. All were in favor.
7:27:19 PM Gulledge With no further business to come before the meeting, asked for a motion to adjourn. Motion was made by Schmidt and seconded by Bell. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes. Motion carried.
7:27:35 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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