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Village of Maryville, Illinois

Description Caucus Meeting
Date 9/24/2008 Location Council Chamber
Time Speaker Note
6:30:26 PM Gulledge Called the Caucus meeting of Wednesday, September 24, 2008 to order and invited those in attendance to join in the Pledge of Allegiance. After the Pledge, he asked for a roll of those officers present. Answering the roll call were Trustees Schmidt, Bell, Callahan, Kostyshock and Garcia; Limberg was absent. Also in attendance were Deputy Clerk Fenton, Attorney Wigginton, Public Works Director Presson, Village Engineer Juneau, and three (3) reporters.
6:31:10 PM Gulledge Called for approval of the September 10th meeting minutes. Asked if there were any questions, additions or subtractions to the minutes as prepared by the Clerk. There were none. Motion to approve was made by Schmidt and seconded by Kostyshock. Voting on the motion: Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
6:31:48 PM Gulledge Went to first agenda item, Proclamation of International Walk to School Day, October 8, 2008. Asked for any questions. There were none. All were in favor. Stated the item will be placed on the Board meeting agenda.
6:32:20 PM Gulledge Went to next item, Park Committee Recommendations, and asked Bell to discuss.
6:32:35 PM Bell Stated the first recommendation was to research establishing video surveillance at the bike trail comfort station.
6:33:38 PM Gulledge Explained they would also try to scope the whole area as it is the entry to the park.
6:34:19 PM Bell Explained they have a system in place at the other side of the park. Asked if they can research another system through that company, or possibly look at a different company.
6:34:39 PM Gulledge Asked for questions or comments. Explained this is not a commitment, just research of the issue. All were in favor. Stated Presson and Chief Schardan will research.
6:35:00 PM Bell Stated the next recommendation is to install lighting at the Merz Gazebo. Suggested they research some type of solar powered motion activated light.
6:35:22 PM Gulledge Commented the area is dark, and the police cannot see back there during their patrols. Commented the neighborhood watches over it, but cannot see in the dark.
6:35:41 PM Schmidt Asked if a dusk to dawn light could be installed on a pole.
6:35:50 PM Presson Responded as long as it is solar.
6:36:00 PM Gulledge Commented they do not want to take away from the aesthetics of the area with a pole light. Schmidt commented anything at ground level is susceptible to vandalism.
6:36:13 PM Bell Stated they discussed that issue. Commented there are lights available with a metal guard installed over them.
6:36:45 PM Callahan Asked where the closest electricity is located.
6:36:49 PM Bell Responded a long way.
6:37:44 PM Callahan Commented a solar panel will be unattractive.
6:38:01 PM Bell Commented landscaping are solar; however they are not very big. Explained they would like it to be motion activated.
6:38:25 PM Kostyshock Suggested they let Public Works check into the issue.
6:38:46 PM Gulledge Polled the Board. All were in favor. Went to next item, Sewer Treatment Contract with the City of Collinsville. Stated they have been working on the agreement for at least two years. Asked Village Engineer Charlie Juneau to discuss.
6:40:28 PM Juneau Explained this agreement is considerably different than the current agreement. Stated the existing agreement expires in December of 2009. Stated the differences address issues that have come up over the last 30 years. Commented the original agreement was entered into in 1973. Went over high points. Stated they have a different definition for "design average flow". Stated it is the actual average monthly flow measured at the plant during the three low-flow months in the preceding twelve (12) month period. Explained prior to this agreement, they could have a wet weather peak which would throw them over a flow of one day, which would put them in jeopardy. Explained design peak flow is the largest volume of flow received during acontinuous 24 hour period expressed as a volume over time. Explained when a huge flow is going down the pipe, similar to what happened with the recent large rain event, that is a peak flow event. Explained the plant has a design peak flow of what its capacity is to take a flow. Stated right now the design average flow is 4.4 million gallons a day; the plant will take a peak flow of 23 million gallons a day. Next, discussed the changes to capacity sharing. Stated Collinsville has embarked on a major expansion. Stated Maryville will be paying a portion of that cost and accordingly wants to be able to have the benefits of the expansion. Stated the current daily flows for the plant are 4.41 million gallons a day for the design average flow and 23 million for the design peak flow; they anticipate their design average flow will increase to 5.85 upon rating of the plant by the EPA and will be expanded to 8 million gallons per day from its current capacity in future. Stated it will be re-rated from 5.85 to 8. Stated the maximum flow generated by Maryville will not exceed 15% of the daily average flow measured at the plant during the three (3) low flow months. Stated they also have 15% of the design peak flow. Stated if Maryville conducts a study and implements an infiltration inflow reduction program that shows Maryville is properly managing infiltration inflow, they should have the right to request an increase in the maximum loading from 15% up to 20% of capacity. Stated Maryville should continue to take steps to monitor infiltration inflow and keep illegal connections down as much as possible to keep up the integrity of the system. Explained Maryville will employee a third-party acceptable to Collinsville to calibrate the metering equipment annually during the month of February. Stated the third party will report the results to Collinsville during that month. Stated for purposes of billing, Collinsville and Maryville will both have representatives read the meter and Collinsville will furnish the readings to Maryville. Explained Maryville shall have access to Collinsville's meter station for documenting flow and verifying billings. Explained Maryville will have the right to employ, at their sole cost, a third party to calibrate and verify the metering equipment operated by the Collinsville plant. Stated Maryville would then furnish the results of the calibration to Collinsville. Explained the importance of good meter readings because Maryville is paying in proportion to use. Explained in the event Maryville exceeds any limitations for fifteen (15) or more consecutive days, Maryville is required to reduce its flow to within limitations within thirty (30) days. Stated if the plant has been put on restricted status by IEPA, Maryville cannot allow additional tap ons. Stated whichever party is responsible for the restriction will pay to resolve the issue; if there is no definitive responsible party, both shall share in the cost based on their proportional use.
6:51:27 PM Callahan Asked what happens if Collinsville exceeds the limits for fifteen (15) consecutive days.
6:51:36 PM Juneau Explained limits do not exist for Collinsville, as it is their plant.
6:51:53 PM Schmidt Asked how Maryville reduces flow.
6:51:59 PM Juneau Explained if there are cases of broken pipes or a manhole in a low area that is taking in service water, the flow can be reduced by correcting such issues. Stated smoke testing can find people who have connected gutters to sewer, etc. which should be taken off. Stated right now he has no recommendations for such issues; however in future they may be looking at the system and running TV cameras through lines to detect when sewers need to be re-lined. Schmidt asked if thirty (30) days is enough time. Juneau explained if they have a case where they have exceeded for fifteen (15) or more days, that indicates a major rain event. Commented his opinion it will never occur. Wigginton commented they discussed the issue at length, and an event that would cause them to be in violation for fifteen (15) days would be a significant problem. Juneau explained in the present agreement, one event puts them in jeopardy; this language is more liberal. Went on with discussion of agreement: Collinsville and Maryville agree to meet each year to review costs, discuss operations, major repairs, etc. Stated Collinsville will bill monthly based on total cost allocated each year, divided by twelve for each month of the year. Explained this will be a fixed bill amount per month for an entire year. Stated at the end of the year a reconciliation with applicable adjustments to the budget billing will be made at meetings scheduled in February and September. Explained Maryville will participate in any debt service related to the plant in proportion to use of the facility. Stated if base meters are not operating properly, it will base readings on the previous year's reading during the same period. Stated if the meter is not fully operational, Collinsville can install a flow meter or Maryville can put in a portable flow meter or replacement part. Stated in the event of any dispute the remedy shall be determined by arbitration, which can be petitioned by either party. Stated the length of the agreement is for fifteen (15) years and will continue for ten (10) year periods upon mutually agreed conditions.
6:59:16 PM Gulledge Asked for any questions.
6:59:23 PM Callahan Asked regarding the list on page eleven (11) if that is all the things eligible for shared cost. He was told yes.
6:59:38 PM Wigginton Stated it is a sample copy of a document showing OM&R costs.
6:59:50 PM Callahan Clarified right now they pay per 1,000 gallon fee.
6:59:57 PM Gulledge Responded they have two charges: A use charge and a depth service charge. Callahan asked if the listed charges are new. He was told no.
7:00:16 PM Callahan Asked if there is any way of telling whether it will cost more, the same, etc.
7:00:24 PM Juneau Stated the calculations will stay pretty much the same; the difference is now they will be budget billed. Stated all costs allocated under the present agreement are the same as in this agreement.
7:00:48 PM Gulledge Commented it will cost a little more because of improvements being done at Collinsville to enlarge the plant. Stated they will pay for 15% of the improvements, but get usage as well.
7:01:10 PM Juneau Corrected they will only pay their percentage use up to 15%.
7:01:18 PM Gulledge Stated this gives them an opportunity to grow too.
7:01:23 PM Callahan Asked if other companies involved reduce the 100% by their usage, or is it just whatever Collinsville and Maryville use incidental to what others are using.
7:01:38 PM Gulledge Stated the only other on is Mounds, which he thinks is 4%. Stated they have their own contract and are responsible for their own percentage.
7:01:49 PM Garcia Asked if Collinsville has agreed to this.
7:01:54 PM Wigginton Responded he advised them Maryville will be discussing this in Caucus and the engineer, attorney and Mayor will be recommending it be placed on the agenda for the next regular meeting; they will do likewise. Garcia clarified they are unsure whether Collinsville will accept it. Wigginton responded their committee is recommending it to their Council; however they have not yet voted on it.
7:02:34 PM Schmidt Asked if they anticipate adding users.
7:02:39 PM Juneau Nothing anticipated; however they could. Schmidt asked if it will change the contract. Juneau responded no.
7:02:59 PM Wigginton Explained they are buying up to 15% of the total plant. Suggested thinking of it in terms of leasing space.
7:03:14 PM Gulledge Commented they have a program set up to show they are trying to stop infiltration problems. Stated now they can go up to 20%. Stated Presson has been working on infiltration issues. Presson confirmed they have fixed four (4) and an additional four (4) are scheduled. Stated due to the rain event a couple weeks ago, they found a couple of problems which they will work on. Commented he suspects they have some people either knowingly or unknowingly hooked into the septic system off roofs or basements, etc. Stated they are doing their best to find them.
7:04:45 PM Callahan Asked the actual use capacity now.
7:04:50 PM Gulledge Responded not quite 9% before the improvements.
7:05:28 PM Callahan Asked if Collinsville disapproves, can they go to arbitration.
7:05:52 PM Wigginton Responded yes, over any dispute or disagreement.
7:06:12 PM Schmidt Asked if they need a paragraph protecting Maryville against liability about any fines imposed by the IEPA.
7:06:26 PM Wigginton Responded Maryville does not own the permit. Schmidt clarified his meaning that they cannot put the 15% on Maryville if they get fined. Wigginton responded if it is something they did, no; if it is something that Maryville did, yes. Schmidt asked if there should be a clause stating that. Wigginton responded it is said throughout the agreement. Stated the whole spirit of the agreement is they are responsible for their actions, Maryville is responsible for theirs.
7:07:06 PM Gulledge Asked whether they should wait for Collinsville before taking formal action. Wigginton responded no; Maryville should go forward and place the item on the agenda for an ordinance authorizing the Village to enter into the agreement. Mayor confirmed the Board is in favor. All were. Thanked Wigginton, Juneau, Jolene Henry and Presson for their work on the agreement. Commented his opinion it is a fair contract.
7:08:46 PM Kostyshock Asked to make a comment. Stated the water treatment plant needs a new roof. Stated Presson received three (3) bids, the lesser of which is $9,860 from East Side Roofing. Stated they would like to get it repaired before the bad weather sets in.
7:09:22 PM Gulledge Asked for any questions. The difference in the bids was discussed. The question was raised as to when the roof was last done. Presson responded approximately early 1990s. Asked the Board's opinion. All were in favor. Stated the item will be placed on the Board meeting agenda.
7:12:53 PM Gulledge Went to Calendar Updates. Commented on the Movie in the Park event on Friday, at which the movie to be shown is Beethoven; the Golf Scramble needs to be removed, as it has been cancelled; the Police Department Halloween Party should be added on October 31st; Pooch Party on October 5th; Rabies Clinic on October 4th; Community Improvement Board meeting on October 6th.
7:14:10 PM Gulledge Commented the Comprehensive Plan will hold a public hearing on October 15th at 6:15 p.m. and on the Board's agenda later that evening. Schmidt commented he also plans to have the item on the Caucus agenda for discussion and will provide maps on the 8th. Stated the last Comprehensive Plan public hearing was attended by Committee members and six to seven residents, only one or two of which were from Maryville; the others had questions about different areas. Stated only two comments were made, neither of which were really significant to the plan.
7:16:23 PM Schmidt Commented the consensus of the committee was to recommend the last draft of the map with the Executive Summary on the back to the Board.
7:16:39 PM Kostyshock Commented his opinion the Committee did a good job.
7:17:00 PM Gulledge Went to Public Input. There was none. Went to To Do list, Page 1. Stated they have started dredging the lake. Stated the overflow pipe work will begin next week. Commented on the water going over the dam during the recent storm, which he does not remember ever happening before. Went to Page 2. Bell asked if the solid playground surface was poured. Presson stated the Village has done their prep work and are waiting on the company. Stated the work has been pushed back to October 11th. Went to page 2. There were no comments. Went to page 3. There were no comments.
7:19:31 PM Gulledge Went to Trustees Comments.
7:19:48 PM Bell Stated he has received e-mail questions suggesting events displayed on the marquee be duplicated on the Village Website. Explained they stopped that practice because the electronic reader changes so often and has so much information. Encouraged ideas regarding displaying information on the web. Next, stated they have received several e-mails regarding the recent boil order. Explained he has investigated a way to send notification e-mails. Explained residents would sign up for notification e-mails, and the address list is maintained by the web server; in case of an event, the notification is drafted as an e-mail and sent to the server, which then disseminates the e-mail to everyone on the notification list. Stated they could initially use the procedure for Public Works issues such as road closures, boil orders, etc., with possible future use for other items. Stated it is available at low or no cost: The ability is already built into the server, the only cost would be design of the pages. Explained it is possible that he could design it at no cost; however he is extremely busy and plans to investigate whether the server host might do it for a nominal fee.
7:27:07 PM Garcia Commented they use a similar system at church and it works well.
7:27:36 PM Gulledge Stated they talked about the issue at the Public Works meeting. Commented Maryville goes above and beyond what other communities do regarding boil order notification. Commented the problem for one area came from one individual. Commented his opinion it is impossible that none of the residents saw the sign at the entrance to the subdivision.
7:28:29 PM Bell Stated if no one has a problem, he would like to find out if Diane Rollin would write the scripts for a minimal charge.
7:28:45 PM Gulledge Stated this should come out of the Water Committee. Asked Presson and Kostyshock if that is what they want to do.
7:28:52 PM Bell Disagreed that it should be split across all departments. Stated they can create lists for any group.
7:30:13 PM Kostyshock Commented if they start the service, they will be required to continue it. Bell concurred. Commented if the Village chose to stop the service, they would need to notify subscribers they are doing so.
7:32:17 PM Bell The question was raised as to how to handle notification if boil orders happen after business hours. Bell stated the system can be set up for individuals to send the notification from a home computer. Explained only certain people will have privileges to send the notification e-mail.
7:35:35 PM Gulledge Asked for other comments.
7:35:46 PM Bell Stated there is a small list of people that have excessive amounts of e-mail that need to be cleaned out. Explained it is mostly Police Officers, and Springer and Henry have tried repeatedly to encourage them to clean out the excess; however it has not yet happened. Explained excessive e-mail storage takes up a lot of disc space on the server, for which the Village pays. Recommended setting a quota for storage; once the quota is reached, e-mail cannot be used until the excess is deleted.
7:38:33 PM Garcia Asked if employees are allowed to use e-mail for personal use.
7:38:44 PM Bell Responded the Village does not monitor e-mail use; however it is supposed to be used for Village purposes only.
7:39:29 PM Gulledge Suggested Bell give him the list, and he will work on getting the issue resolved. Asked that they hold-off on the restriction to see if he can resolve the issue first.
7:40:20 PM Gulledge Went to Mayor's comments. Commented on the excellent job done by the Fire, Police and Public Works Departments during the recent rain event. Next, asked Presson to explain what happened with the recent boil order.
7:42:48 PM Presson Explained the water was not contaminated; there was no main break; the issue was with the tower communication with the pumps. Explained any time the pressure falls below 20 PSI, they are required by EPA to issue a boil order. Explained the pressure was sporadic throughout different parts of town. Explained to err on the side of caution, they issued an across-the-board boil order. Reiterated the water was never contaminated.
7:44:13 PM Gulledge With no further business to come before the meeting, asked for a motion to adjourn. Motion was made by Bell and seconded by Schmidt. Voting on the motion: Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
7:45:26 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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