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Village of Maryville, Illinois

Description Caucus Meeting
Date 5/28/2008 Location Council Chamber
Time Speaker Note
6:39:17 PM Gulledge Called the Caucus meeting of Wednesday, May 28, 2008 to order and invited those in attendance to join in the Pledge of Allegiance. After the Pledge, he asked for a roll call of those officers present. Answering the roll call were Trustees Limberg, Schmidt, Bell, Kostyshock and Garcia; Callahan was absent. Also in attendance were Deputy Clerk Fenton, Attorney Wigginton, Public Works Director Presson, Building and Zoning Administrator/Fire Chief Flaugher, two (2) residents and two (2) reporters.
6:40:01 PM Gulledge Commented his suggestion to limit the length of the meeting due to current computer problems. Asked that comments be spoken slowly and loudly to assist the Deputy Clerk. Called for approval of the May 14th 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 Bell. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes. Motion carried.
6:40:53 PM Gulledge Went to first agenda item, Madison County Plumbing Inspection Program. Asked Flaugher to discuss. Explained he and Flaugher attended a meeting at the county on the subject.
6:41:07 PM Flaugher Explained he has spoken with Mayor regarding hiring a part time plumbing inspector. Explained currently the Village does not perform plumbing inspections, as the requirement is for a licensed plumber to perform them. Explained they utilize the State inspector through the Department of Public Health. Explained the inspector for this area is currently covering fourteen counties and is not able to keep up with demand. Stated the County has realized this and has hired a full time inspector; however they do not have enough work to keep this individual busy for forty hours per week. Stated for this reason, the County has contacted area municipalities to see if they are interested in some type of agreement. Stated he believes it will be a good fit for Maryville. Explained the fee will be collected by the Village from which they will pay the County fee, which will be invoiced monthly. Stated the proposed fee is what is currently on the fee schedule for Maryville with a difference of a $10 fuel charge, per permit. Stated the fee from the County per permit will be $55. Explained if the Village decides to enter into an agreement, they would have to look at increasing the plumbing inspection fee to offset the $10 fuel charge. Stated his proposal is to increase the Village fee by an extra $5 to cover administrative costs, making the fee charged $60. Explained the inspections will be called in to Maryville, and he or Fenton will have to call the County to set up the time. Stated the inspector will send the documentation on whether the plumbing passes or fails.
6:46:16 PM Gulledge Agreed this is something they need to do. Stated his opinion the fee should be a flat rate versus broken out with a $10 fuel charge to avoid arguments from builders regarding how far the inspector had to drive. Stated for this reason, the agreement would need to be modified slightly. Agreed with the extra charge for administrative work.
6:48:00 PM Flaugher Explained the $60 fee covers the entire permit, meaning if it is a commercial building with multiply plumbing fixtures necessitating multiple inspections, one fee covers them all. Explained if something fails, the County charges a re-inspect fee which will be passed on to Maryville, so the ordinance needs to include this provision in order to recoup the cost from the builder.
6:49:11 PM Rod Suggested the fee should be raised to $65 to raise the administrative costs to $10.
6:50:13 PM Kostyshock Questioned the three inspections listed.
6:50:27 PM Flaugher Explained three inspections are required: Under floor, rough-in and final. Stated all three inspections are covered by the single permit flat fee.
6:51:09 PM Garcia Asked about the reinspection provision.
6:51:14 PM Flaugher Explained if any phase fails, there is a $30 charge for a re-inspection. Reiterated Maryville will change the ordinance to match.
6:51:56 PM Schmidt Asked whether Attorney has had a chance to review the agreement.
6:52:08 PM Wigginton Commented it will need to be changed somewhat, as they need to negotiate some of the language.
6:52:25 PM Gulledge Polled the Board. All were in favor. Explained they will work on the agreement and try to get the changes done by next Wednesday for a Board meeting vote.
6:52:59 PM Garcia Commented her concern that if they are offering the service to other counties, eventually the inspector will be overloaded just as the State inspector was.
6:53:24 PM Flaugher Explained right now if they contact the inspector by 9 a.m., on a particular day, he can come out the same day. Stated most other inspections require 24 hours' notice. Stated if he gets busier, they will go to the 24 hours' notice agreement.
6:53:57 PM Gulledge Went to Planning Commission items and asked Flaugher to discuss.
6:54:09 PM Flaugher Stated the Planning Commission met Monday and has recommended two items to the Board for approval: First, the final development plan for the 159 strip center, a copy of which was sent to each Trustee. Stated the development is proposed for the lot across from Executive Plaza on two parcels. Stated it is a nine (9) unit strip mall development. Stated the developer is asking for three variances, which need to go to the Zoning Board of Appeals for approval. Stated once these are approved, a Resolution will come to Board for final approval. Stated the variances are for ten (10) foot parking driveway setback and for required parking. Stated currently the Village requires eight (8) spots per 1,000 square feet, which is one (1) for every 125 square feet. Stated the industry norm is five (5) per 1,000, which this development meets; therefore they are requesting the variance. Stated the third variance is one portion of the building to the south impedes on the 25 foot building set back. Stated they already have the recommendation on the variances and development. Stated they withdrew the request for the parking island in exchange for the parking space variance.
6:57:20 PM Gulledge Asked for any questions. There were none. Went to Executive Plaza.
6:57:25 PM Flaugher Stated this is for lots 1, 2 and 3, and is a combination of offices and retail located behind the Executive Car Wash. Stated the Planning Commission recommended approval with three conditions: One has already been corrected, which was the light poles exceeded 25 feet. Explained that was a mix-up on the engineer's part and has been corrected. Stated the other two were a grade on handicap spots on lot 3 that were a greater grade than ADA accepts. Second is an accessible route was not provided on handicap spots. Stated this will be taken care of prior to the Resolution coming before the Board for approval. Stated the Planning Commission has recommended approval with no variances.
6:58:50 PM Gulledge Asked for questions. Clarified they will receive a letter from Juneau saying the conditions are met; if so, the item will be on the Board agenda for approval next Wednesday.
6:59:15 PM Schmidt Asked if they anticipate getting an okay from IDOT on the strip center before next Wednesday.
6:59:24 PM Flaugher Stated the strip center will not be on the agenda next Wednesday because of the variance requests.
6:59:32 PM Gulledge Asked for further questions. There were none. Went to 2007 Municipal Maintenance Expenditure Statement.
7:00:23 PM Presson Stated this is the remainder of MFT funds. Stated $74,656.47 was transferred. Stated the remainder of that amount for January, February and March was $31,009.38 which will be refunded to the General Fund.
7:01:15 PM Gulledge Asked for any questions. Explained this is a bookkeeping item. Stated these are eligible expenses. Explained they are moving the funds back into the General Fund where they have more flexibility. Stated these will be sent to IDOT. There were no questions. 
7:01:54 PM Gulledge Went to next item, Bauer Lane sewers. Reminded the Board of the difficulties in the past with obtaining easements. Explained they may have a plan to grant sewers to a small portion of the area. Stated he was approached by individuals from the area with a petition. Stated this is a condensed area where the properties all touch each other. Stated he wants to avoid expending money and effort on this project again unless he has some assurance that none of the residents will back out. Stated for this reason, he would like to set up a meeting with these 15 individuals that make up the block adjacent to the lift station that should have been there. Stated one of the items he will discuss is a legal agreement that each family would have to sign stating they will give the necessary easements. Stated the individuals will have to understand that if the project comes in at or under the estimate, they will be required to follow through. Stated he will also request the money up front. Explained the lift station that should have been installed there in 1971 was never finalized. Stated his opinion it is the responsibility of the Village to put it back where it should have been. Stated he has spoken with the engineer who has agreed not to charge the Village if the project does not get underway. Stated at this time he is asking Board approval to authorize the Mayor to conduct meetings with these individuals and draft an agreement. Commented if this does not work, he does not believe they will ever get sewers in the Bauer Lane addition.
7:07:29 PM Bell Asked if this estimate is for gravity sewers. He was told yes. Asked if the 15 are closer toward the front. He was told yes.
7:07:44 PM Gulledge Showed the location on the map provided. Commented his opinion there are a lot of advantages to the project. Stated long term, if the neighbors see the project working, they may get more to come in on other blocks.
7:08:44 PM Kostyshock Commented his hope that others will hook on. Commented this is a good opportunity.
7:09:22 PM Schmidt Asked where the main line will run from the lift station. He was shown on the map.
7:09:37 PM Gulledge Commented the project is do-able. Stated they have discussed the item on three or four occasions in the Public Works meeting. Stated they have worked with the engineers. Stated the opinion is the plan will succeed provided they can come up with the necessary agreement.
7:10:02 PM Limberg Commented with the amount of rain the area has had in the past year, these residents must be having big problems.
7:10:15 PM Gulledge Agreed, commented many have called him. Commented the sad part is the majority of people that have called are the individuals that backed out in the past and now want to change their position. Stated he has told these individual they can't go backwards. Commended the individuals in the area that have gone door-to-door getting a petition signed.
7:11:14 PM Presson Commented this is a good project; however it is not a budgeted project.
7:11:26 PM Schmidt Commented on the ordinance that forces people on sewers that are within a certain distance from a main. Asked how this will affect the surrounding people.
7:11:54 PM Presson Stated the ordinance reads unless it creates a hardship.
7:12:01 PM Gulledge Agreed. Explained the hardship would be regarding how the line is laid out, as it may not be accessible.
7:12:33 PM Presson Commented it may not be accessible due to property lines.
7:12:46 PM Gulledge Commented Schmidt makes a good point. Commented another issue is if residents in the future choose to tap on will they be charged less than the original individuals. Stated they will have to review this issue. Commented the project is a strong possibility, but there are still things that need to be worked out. Commented if easements cannot be obtained the Village simply cannot continue to spend time, money and effort on this issue.
7:14:32 PM Garcia Stated she is in favor of sewers. Asked, since the project is not budgeted, will they have the $70,000 to accomplish it
7:14:50 PM Gulledge Responded they will have to review the issue; however he thinks they can find the money. Commented they won't do it unless they know they have the money. Stated he will not expend any more time or money if the Board is not in favor of this project. Polled the Board. All were in favor. Stated he will contact the individuals to set up a meeting.
7:16:33 PM Gulledge Went to next item, Comprehensive Plan Update.
7:16:51 PM Schmidt Stated the last time the plan was updated was in 2003/2004. Stated they are currently looking to upgrade the entire plan. Stated they have talked with various entities and received bids. Stated the end decision was to go through Juneau for the subletting with help from Tom Wobbe. Stated the charge will be $17,000, which is a fair amount. Stated he will be the liaison to the Board for the review committee that will be put together by he and the Mayor. Stated they plan to start in June and hold five to six meetings, with the goal of passage by the Board before the first of the year or early January. Stated the contract states June 1 to October 1; however he has asked Juneau and Wobbe to extend the end date through December 1 to give the availability of two more meetings.
7:18:47 PM Gulledge Stated he agrees with Schmidt that $17,000 is a fair price. Stated the next best price was $28,000. Commended the people trying to find the best available deal for the Village. Commented Tom Wobbe was involved in the last Comprehensive Plan and the update, and has a vast knowledge of the community. Stated they plan on trying to meet on the third Thursday of each month at the Village Hall. Stated the plan is to get three individuals from each of the Village committees, as well as three citizens with no Village committee affiliation for a total of fifteen (15) members. Stated Schmidt will be the non-voting liaison to the committee. Stated he invites all Trustees to be present at the meetings in the same capacity for advice, questions or comments. Commented if any Trustees have a recommendation for members, he will accept it. Commented the plan is every important, as an updated plan must be done every five years to qualify for many grants. Asked for any questions. There were none. Stated the item will be placed on the Board meeting agenda. Asked Schmidt to mock-up his resolution and send it to Attorney for review.
7:23:22 PM Gulledge Went to next item, resolution to authorize the Mayor to sign EPA Loan documents. Explained this is for water plant improvements and the water storage facility. Explained they are under no obligation; however they must have a signed resolution or the EPA will not entertain a low interest loan for the Village. There were no questions. Stated the item will be placed on the agenda for next week.
7:24:50 PM Gulledge Went to next item, photocopier bids. Stated Jolene Henry has done a good job researching a copier. Stated they have $10,000 in the budget for a copier for the upstairs offices. Explained the current copier is old and replacement parts cannot be found. Stated if the Board approves a new copier, the current copier will be given to the Fire Department, as it is better than what they currently have.
7:25:43 PM Bell Asked how old the main copier is. Speculation was given at five to six years.
7:25:52 PM Gulledge Explained the proposed copier will make color copies; however it will be password protected with only a few key individuals given access. Polled the Board. All were in favor.
7:27:44 PM Gulledge Went to next item, annexation of two acre plot that belongs to the First Baptist Church. Stated the parcel is contiguous. Stated this is a voluntary annexation. Stated the item will not be on the next Board meeting agenda, as the notices need to be sent to the taxing bodies. Stated the item will be on the agenda for the second meeting in June.
7:28:43 PM Schmidt Asked if an adjacent lot will be able to be annexed after this annexation passes.
7:28:59 PM Gulledge Responded no because they have not annexed across the street yet.
7:29:17 PM Gulledge Went to next item, hotel motel tax amendment. Stated this issue has been discussed for some time. Stated the current tax is 3% on room usage at Maryville's only hotel. Stated the proposal is to raise it to 5%. Commented most neighboring communities charge 5%.
7:29:58 PM Limberg Asked the highest rate that can be charged.
7:30:02 PM Wigginton Stated 5% is the maximum under the State, which Maryville must follow due to their non-home rule status.
7:30:09 PM Gulledge Stated this is the recommendation from the Finance Committee. All were in favor.
7:31:05 PM Gulledge Went to Calendar Updates. Bell commented they had a nice turnout at the Elvis/Buddy Holly Impersonation concert. Comments were made that next time they will block off Donk Street in front of the Fire House for safety reasons. Commented the Community Improvement Board meeting is scheduled for June 2; Museum meeting for June 3; suggested to Schmidt the need to hold an Economic Development Committee meeting on June 9; Library meeting on June10; Park Meeting on June 16; Planning Commission meeting on June 23; Fishing Derby on June 14; Movie in the Park on June 27, at which the meeting to be shown is Uncle Buck.
7:34:43 PM Gulledge Went to Public Input. There was none. Went to To Do List, page one. Stated tomorrow at 10:00 a.m. they will attend the 2008 Solid Surface Grant meeting at Madison County. Went to Page 2. There were no comments. Went to Page 3. There were no comments. Went to Trustee Comments.
7:35:58 PM Bell Stated applications and forms for the Yard of the Month Contest and the Electronic Message Board are available on the website. Commented Jolene Henry and Tracy Fenton are working on other forms to be added. Next, commented at the Community Work Day volunteers were able to get the primer on the bathroom; asked the plan to finish the painting.
7:37:19 PM Garcia Stated on June 13th students from her church will be coming back to paint.
7:37:32 PM Gulledge Stated the plan is to paint the fence and they will try to get the building done as well.
7:38:34 PM Kostyshock Commented the concert was well attended. Commented the Park Board did a good job. Stated the volunteers at the work day also did a good job and worked hard.
7:39:12 PM Gulledge Went to Mayor's Comments. Referred to the permit resolution distributed. Stated this is a standard resolution from IDOT. Stated this relates to the Midkiff building. Stated they have to install an encased 8" water main and force main on the north side of Vadalabene Drive, which is a State road. Stated if the Board is in agreement, the item will be put on the Board meeting agenda. All were in favor. Next, commented this Saturday the Community Improvement Board will hold a work day to continue the landscaping project at the memorial. Next, commented his appreciation for everyone's patience with the grass due to all the rain. Stated the Public Works Department is working as fast as they can trying to get caught up.
7:42:13 PM Limberg Commented the footings are in for the Walgreen's construction.
7:42:20 PM Gulledge Commented on the Memorial Day Service held Monday, which was held inside due to the threat of bad weather. Commented it was a beautiful service. Thanked the newspapers for their coverage.
7:43:18 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; Kostyshock - yes; Garcia - yes. Motion carried.
7:43:32 PM   The meeting ended.

Respectfully submitted

Thelma Long, Village Clerk

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