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Village of Maryville, Illinois

Description Caucus Meeting
Date11/28/2007 Location Council Chamber
Time Speaker Note
6:30:06 PM Gulledge Called the Caucus meeting of Wednesday, November 28,2007 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 Limberg, Schmidt, Callahan and Kostyshock; Bell and Garcia were absent. Also in attendance were Deputy Clerk Fenton, Attorney Wigginton, Public Works Director Presson, Baugher Financial Representative Ben Crowder and three (3) reporters.
6:30:48 PM Gulledge Called for approval of the November 14th Caucus 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: Limberg - yes; Schmidt - yes; Callahan - yes; Kostyshock - yes. Motion carried.
6:31:15 PM Gulledge Went to first agenda item, Employee Health Insurance and invited Ben Crowder from Baugher Financial Insurance to speak.
6:31:34 PM Ben Crowder 2323 Locust, #403, St. Louis, Missouri, 63103. Distributed handout. Thanked Village for their business over the last year. Explained they are anticipating savings over last year in excess of $120,000. Stated he met with Brussatti and Gulledge to discuss insurance renewal, which renews December 1st. Explained dental and vision have a two-year rate guarantee, so they are not being evaluated this year. Referred to the handout, saying page 1 and 2 are quotes from various insurance companies. Commented the Village is currently paying approximately $22,000 per month for health insurance. Explained the renewal rate increase is almost 8%, or almost $25,000 per month. Stated this is a great rate as the trend is a 12-15% increase per year. Explained every quote beyond BCBS requires an underwriting process, meaning Baugher would meet with all employees to go over their medical information which is then submitted to the insurance company, after which they will offer a "final" quote. Explained the quotes listed in the handout are best-case scenarios and subject to change. Compared the listed plans. Commented on the United Healthcare proposal, which is their recommendation and has a $1,000 deductible, which is a significant change from the current plan. Commented in discussing deductible, they should be thinking of major hospital stays, significant outpatient procedures, major tests, etc. Explained after the deductible it is 100% coverage with a $20 doctor visit co-pay and a $10/$35/$60 drug co-pay. Explained they have discussed an HRA (Health Reimbursement Arrangement). Explained an HRA is where a higher deductible plan is purchased, and should an employee meet the deductible, the employer reimburses the difference. Explained HRA plans require administration. Went over the detail of the savings an HRA can generate for the Village, concluding there is approximately $100,000 worth of savings with the United Health Care plan, should the numbers come back as quoted. Explained the level of risk to the Village regarding the potential dollar amount that could be reimbursed to employees. Explained currently there are 77 potential exposures, meaning 77 people on the plan that could meet the deductible. Stated they used a projection of 25%; however realistically the number should be between 10% and 15%. Stated this reduces the savings to approximately $80,000. Explained they also need to have a plan to administer the plan; the recommendation is to contract Baugher Financial to meet this need, for a cost of $200 per month. Commented United Healthcare will do it for free. Explained the reason he believes Baugher is the better choice: They administer reimbursement twice per month, coordinated with payroll; oftentimes claims are processed incorrectly, and Baugher serves as the intervention in that instance; in an extreme situation, Baugher can cut a check immediately. Explained the bottom line is there is almost $80,000 in savings with the recommended plan compared to what was paid last year. Commented the reimbursement program is as customizable as the Board chooses; a portion of doctor co-pay, drug co-pay, etc. can be reimbursed. Explained the process requires a lot of up-front work and cooperation from Baugher Financial. Went over a sample of legal documentation of the administration of the reimbursement plan.
6:50:32 PM Schmidt Asked how Baugher lets the Village know when amounts are reimbursed.
6:50:38 PM Crowder Explained checks are mailed directly from Baugher Financial, after which they will invoice the Village. Explained the Village will not receive information on the employees reimbursed, only an invoice with a check number and amount. Explained any time the administration knows anything about the health issues of an employee, they are putting the Village at a position of liability.
6:51:42 PM Gulledge Asked how the Village monitors Baugher to make sure they are not being over-billed.
6:51:52 PM Crowder Explained it would be in the best interest of the Village to hire an independent auditor to review. Explained the legal document is lengthy and is fully customizable. Commented this is a good opportunity. Commented if the Village decides to stay with BCBS and take the 8% increase, they are still recognizing a significant amount of savings over what they would have paid by staying with the State. Commented the plan renews December 1st; during the meeting with Brussatti and Mayor, they decided to evaluate it for January 1st.
6:56:25 PM Gulledge Commented they have some other issues with Union negotiations that they need to work through, which is the reason for the delay. Stated if the Board chooses to make a change to the insurance, will they stay on BCBC on a month to month basis until the decision is made. Crowder answered yes. Commented they have two Board members that are absent this evening, and he wants to make sure they have some input as well. Clarified they are under no immediate duress to change anything before December 1st.
6:57:52 PM Crowder Responded the quotes from United Healthcare are good for the quarter in which they were issued. Explained there will be some slight fluctuation in the quote the longer they wait. Reiterated the 8% increase is good; however there is another opportunity for additional savings by changing to United Healthcare. Commented the transition will be seamless, as they are comparable companies, should they move forward.
6:59:51 PM Gulledge Asked if the Board chooses the HRA and hires Baugher to administer it, would the quoted administration cost include reimbursement of doctor and drug co-pays, should the Board choose that option.
7:00:26 PM Crowder Responded there may be a minor impact. Explained adding co-pays and drug costs makes the process more labor intensive; however he believes it could be worked out at the $200 per month rate.
7:01:36 PM Kostyshock Asked if there could be cases where employees' current doctors are not covered by United Healthcare.
7:01:53 PM Crowder Responded there is always that possibility. Stated the two companies' networks are very similar. Commented in living so close to the metropolitan area, it should not impact the situation by much. Commented currently United Healthcare is under negotiation with Gateway Regional Hospital in Granite City, which does not look good right now. Commented previously they were under negotiation with SSM Healthcare, which was resolved and a four-year contract has been signed. Commented he knows for a fact that Anderson Hospital is not an issue. Commented his opinion that BCBS's and United Heath Care's networks are nearly mirror images of each other. Commented United Healthcare is nationwide, as is BCBS.
7:03:26 PM Kostyshock Asked if the dental care is similar to BCBS.
7:03:34 PM Crowder Stated the dental and all other plans are staying in force as they signed a two year rate guarantee.
7:04:16 PM Callahan Asked if the projected $80,000 savings is compared if they pay the increase to BCBS, or is it from last year's rates.
7:04:40 PM Crowder Responded it is compared to the renewal. Callahan asked the amount of the increase from BCBS. Crowder responded approximately $1,800.
7:05:12 PM Callahan Clarified his point is they are saving $79,000 versus renewal, but if they just renew, how much will it cost.
7:05:24 PM Crowder Stated $1,800 per month times 12 months.
7:05:37 PM Callahan Stated if they take that sum and subtract it from the $79,000, that is what will really be saved.
7:05:42 PM Crowder Stated the savings analysis compares the United Healthcare quoted rates versus the renewal. Stated the quoted rate from United is just over $16,000. Stated the renewal from BCBS is almost $25,000. Explained that is an $8,000 per month savings. Pointed out if the numbers come back as quoted, they could reimburse all 77 people their deductible, and still recognize a savings of $30,000.
7:06:49 PM Gulledge Commented they won't know the exact number until the interviews are done.
7:06:56 PM Crowder Explained the interviews will be a two-day process where all the forms will be filled out with the personal information, the employees will verify the correctness, and then the medical history questions will be asked.
7:07:37 PM Schmidt Asked if they will cover employment status of spouses at that time.
7:07:46 PM Wiggington Commented that is not Baugher's job.
7:07:48 PM Callahan Commented that is why they need to hire the third party, whom they could also use to cross check whether Baugher is reimbursing correctly. Commented he doesn't understand the savings versus what they paid, and will have to take the calculator to it. Stated he has the same concern as Kostyshock regarding the network. Commented his opinion BCBS has the best network, and does not know how the other people fall. Commented while Crowder's statement regarding the proximity to a metropolitan area is true, it means employees may have to go to a St. Louis hospital.
7:08:41 PM Crowder Stated he can do an analysis of hospitals; however he is not aware of a hospital in this area the United Healthcare does not have.
7:08:55 PM Callahan Commented he is not concerned as much about the hospitals as he is the doctors.
7:09:24 PM Wigginton Asked if Crowder could provide the Village with the network coverage of each bid. Commented Madison County Government uses United Healthcare and has done so for years.
7:09:36 PM Crowder Stated they do a bulk of their business with BCBS, United Healthcare and GHP for a number of reasons, one of which is network; the second being quality of coverage. Stated Callahan is accurate in saying that nationwide BCBS has the edge over United. Commented Baugher is with United. Stated he can provide the statistics.
7:10:46 PM Gulledge Commented both his wife and Trustee Schmidt have United, and they have never had a problem.
7:11:00 PM Crowder Stated there are always concerns regardless of who they go with.
7:11:25 PM Schmidt Commented for Crowder's information, they got a letter at the county regarding the negotiations with Gateway were closer than they have been.
7:11:48 PM Crowder Commented he received a call from the representative and although it is not official, he was notified they are terminating their contract and the soonest they could come back into United's network is February of 2008.
7:12:20 PM Schmidt Commented in the proposal there is an alternate renewal plan with BCBS with a higher deductible.
7:12:40 PM Callahan Commented he thinks there is a savings; however they are comparing two different numbers.
7:12:45 PM Crowder Commented it is savings from the renewal, not savings from the current plan. Stated the difference would be $1,800 less, which would be $6,600 multiplied by 12 would be approximately $79,000. Stated anticipating $20,000 in reimbursements and $2,000 in fees brings the total savings down to approximately $57,000 compared to current.
7:14:13 PM Schmidt Asked if the higher deductible BCBS plan is an option.
7:14:26 PM Crowder Stated that would generate savings of approximately $60,000, plus the 25% reimbursement at $20,000 for an approximate total savings of $40,000. Stated that would be a good option if the Village decided not to go through the evaluation process with United Healthcare, or if they took the numbers from United and they didn't work out. Stated they will have to put in a request for that, as they will be doing it off renewal at January 1st.
7:15:54 PM Gulledge Stated they need to move on with the agenda, as it is lengthy. Commented his appreciation to Crowder for his address. Stated he will refer the issue to the Trustees assigned to health insurance, Schmidt and Callahan to continue review and work.
7:16:41 PM Wigginton Commented this is a perfect topic for the insurance advisory committee that the Village has agreed to create as part of the collective bargaining negotiations with the FOP. Stated the health insurance section of the agreement has already been tentatively agreed to, subject to ratification vote which will be scheduled for the first meeting in December. Stated the purpose of the insurance advisory committee is to periodically review the ongoing operation of the health insurance plan, investigate ways to improve the healthcare program, evaluate proposed cost increases and make effective recommendations for changes to the hospitalizing program. Stated they want to empower the employees directly affected by the plan with some decision making and recommendations. Stated the formation of the committee will consist of equal numbers from each bargaining unit, other non-represented employees and individuals representing the employer. Stated each member shall have equal voice and vote regardless of position. Stated he is very familiar with reimbursement accounts; in fact his firm adopted one several years ago. Commented most employers in the private and public sector are looking at them. Concluded this is a subject that should go to the advisory committee.
7:19:18 PM Callahan Asked if this committee would have two members from the Board.
7:19:25 PM Wigginton Stated he has read from the language as agreed to. Callahan clarified his question is whether it is non-binding. Wigginton responded the recommendation from the Committee is made to the Board to be brought up for vote.
7:20:34 PM Gulledge Stated this is what will be done. Stated Crowder will likely be working with the advisory committee. Stated he will speak with the other departments and get the advisory group together and turn over the issue to work through as quickly as they can.
7:21:23 PM Crowder Commented if they plan to evaluate United, they need to conduct the employee interviews.
7:21:51 PM Gulledge Stated they should go ahead and start the process if the Board agrees. All were in agreement.
7:22:16 PM Crowder Stated he will do more comparison work on the reimbursement, comparing the reimbursement to the current rates and including the BCBS option, as well as obtain network statistics.
7:23:15 PM Gulledge Went to next agenda item, Cable and Video Law Discussion.
7:23:43 PM Wigginton Commented he has a document summarizing what the Village has to do before December 31 of 2007. Asked whether they received a notice from AT&T that they received a permit from the State of Illinois. Mayor commented he has not seen it. Schmidt was told it was sent via Federal Express to all the communities. Mayor stated he will check with Clerk Long. Wigginton stated they need to check, as that notice triggers a number of things; they have 45 days from the date of receipt of that permit in which to review certain issues and approve or deny certain issues, or else it is automatically permitted. Schmidt indicated his understanding the permits were sent October 24th. Wigginton went over the history of the issue. Stated in 1997 a telecommunications municipal infrastructure maintenance fee was established for any telecommunications company that wanted to use the right of ways. Stated every municipality, particularly non-home rule, were required to follow the statutes of the State. Stated that act eliminated the ability of municipalities to require telecommunication retailers to enter into franchise or license agreement and pay negotiated fees for the use of the right of ways; it set standard fees and mostly the State controlled it. Stated it was challenged by the telecommunications companies as over-reaching. Stated the act went through the court system and ultimately was ruled unconstitutional. Stated the legislature took up the act again and replaced it with the Simplified Municipal Telecommunications Tax Act, under which they have been operating since. Commented at that time users saw a tax that went to a municipality added to their cell phone bill that was dependent upon where the phone was purchased. Stated it should be based on where the consumer lives; however there has been confusion surrounding that as well. Stated AT&T and other traditional telephone companies are making the decision to get into the video provider services business, bringing TV over fiber optic lines. Stated this began the competition with the cable companies. Stated after a lot of negotiation in Springfield, the legislature passed the Cable and Video Competition Law of 2007. Stated under that act, there are three ordinances which will have to be passed if they fall within one of the footprints of a telecommunicator that wishes to provide video services; in this case the only realistic company is AT&T at this time. Stated the three ordinances are: First, a right of way construction control ordinance, which sets forth the duties and responsibilities of building within Maryville's right of way and is a 36 page ordinance. Stated the IML spent a lot of time putting this ordinance together, and it establishes standards for construction. The second ordinance, which must be in by December 31, 2007 because AT&T anticipates beginning service in February of 2008, is the fee ordinance. Stated one positive change is it has expanded the definition of gross revenues which are currently capped at 5%. Stated there has always been an argument over what is gross revenue, as when it first started it was basic cable; then cable got into the internet business, causing arguments over whether internet was included; then cable got into telephone service. Stated this caused a lot of disputes over what is included in gross revenue. Stated additionally, they get advertising revenue; when cable first began it did not have advertisements. Stated under the new law the definition of gross revenues was expanded and is all inclusive with ten other categories, including service charges. Stated the third ordinance to adopt, which is not required but is recommended, provides for consumer protection. Stated if they don't adopt it, they leave the policing of video service companies' conduct solely with the Illinois Attorney General. Stated by passing the customer protection law, the Village would have concurrent jurisdiction and/or authority with the Illinois Attorney General. Cited the example of policing of time limits for responding to calls, which have been violated for some time. Stated the recommendation is for passage so they are not solely reliant on the Attorney General if they have problems with a video provider. Commented once it is passed, it is up to the Village to enforce. Commented they have indicated to the cable company that they intend to take a more aggressive stand on this issue in the future.
7:34:01 PM Gulledge Stated first they need to find out where the notice is from AT&T; they then have 45 days from when it was sent. Commented he is also seeing a date of December 31st.
7:34:18 PM Wigginton Stated the December 31st deadline is for the fee ordinance. Stated with respect to the document, a telecommunications company who wants to supply video must submit an application to the Illinois Commerce Commission, who will review and approve or reject; if they approve it, they send a letter to all affected municipalities located within the footprint of proposed coverage. Stated municipalities have 45 days to review and take action on the permit, and either accept it, reject it, or comment on it; if they don't respond it is deemed respectable in all respects and is automatically in affect and thereafter the company can start laying lines. Stated the reason Maryville wants to review the permits is under the first ordinance regarding construction, there is coordination and review by the Public Works Director and the Village has authority to restrict where large boxes are located, etc. Commented there is not a lot of leeway in the ordinances because they track the language of the Illinois Statute. Stated he has provided all with copies, and asked them to review between now and December and direct any questions to him. Suggested they concentrate on the first lengthy ordinance. Schmidt commented there are two parts to the second ordinance. Wigginton explained if Maryville decides to establish a public, educational and governmental channel they can also assess an additional 1% percent of the revenue to fund it that would be passed on to consumers in Maryville. Stated they do not currently have one, and does not know whether they are willing to create one in the next month. Stated his recommendation is to pass the ordinance without, and look at it down the road. Commented the most important ordinance for review is the ordinance regarding standards for construction.
7:37:55 PM Schmidt Asked whether Presson was given a copy and has had a chance to review it.
7:38:00 PM Gulledge Stated he does not know, but will get him the documents.
7:38:12 PM Callahan Stated AT&T has been active installing boxes. Asked what ordinance they have been using.
7:38:18 PM Gulledge Explained they have only given AT&T a permit to build; they have not given anything to hook them up and turn them on.
7:38:30 PM Wigginton Explained the issue has been in flux. Stated even while speaking with AT&T, they were in litigation with a number of municipalities in collar counties because some said they couldn't come in the city period without a franchise agreement; others welcomed them because they wanted competition. Stated this was all while the bill was being negotiated over the summer. Stated Maryville took the position, led by Trustee Schmidt, that they welcomed competition with cable.
7:39:21 PM Gulledge Stated Wigginton will bring the issue back in December. Stated he will check on the notice.
7:39:34 PM Schmidt Commented he has an e-mail of a copy and will forward if he still has it.
7:39:50 PM Gulledge Went to next agenda item, Voluntary Annexation of the Arnold property, which is along 159 on the east side just past Route 162. Stated it is 3.5 acres and is not currently in the city. Stated Mr. Arnold wants to voluntarily annex, which will be accomplished December 5th, to come in at SR-1 zoning.
7:40:35 PM Callahan Asked if the land where Red'z is located with the white building is already in the Village limits. He was told yes. Clarified this property is located north of the Red'z location.
7:40:49 PM Gulledge Explained it is on the other side of the little houses on other side of Red'z. Commented there are no buildings on it. Stated it is the open ground between the property owned by Osborn and the small house where the switching station is located.
7:41:29 PM Gulledge Went to next agenda item, Update on AT&T Lightspeed, and asked Schmidt to discuss.
7:41:35 PM Schmidt Presented an update of the installed nodes via display on PowerPoint with a comparison of before and after installation photos. Asked Gulledge if there had been any calls regarding the installations.
7:44:31 PM Gulledge Responded no; however they have had calls about AT&T not returning the site to the original status. Stated he believes they are all resolved now.
7:44:45 PM Callahan Asked when they will be ready to offer the service.
7:44:50 PM Schmidt Stated he has been told in late January/first of February they will have a ceremony at a location in Fairview Heights. Stated the first communities to be turned on will be Maryville, Collinsville, Swansea, Fairview Heights, O'Fallon, Shiloh and possibly Belleville.
7:45:35 PM Callahan Asked if anyone has heard about rate structure.
7:45:39 PM Gulledge Stated they have seen estimates, but nothing at 100%. Callahan asked if it is comparable to cable. Gulledge responded the estimates are approximately 60% cheaper.
7:46:17 PM Gulledge Went to next Agenda item, Mike Seminisin Memorial. Stated the item will be tabled due to the absence of Trustee Bell, as there is some question regarding funds collected. Went to next item, Fire Call Review, and asked Callahan to discuss.
7:47:04 PM Schmidt Commented he put the figures together for Callahan, which were revised right before the start of the meeting after talking to Flaugher.
7:47:21 PM Callahan Commented his only recommendation is, it is in budget and he has no problem with raising the amount although he has not yet received a recommendation from Flaugher. Stated they can afford to pay what was paid last year, the question is whether to raise it, of which he is in favor.
7:47:57 PM Schmidt Referred to the figures distributed. Explained he got totals on points for responses, training and work details through October, which he divided by 11, then multiplied by 12, to get the estimated figure of 53,776 points. Explained there are approximately nine (9) personnel that are not going to meet their 15% requirement on responses. Stated the number of points for these nine (9) individuals is 6,787. Explained taking the estimated figure and subtracting 6,700, brings the estimated total figure to 46,989; multiplied by what was paid last year comes to $72,842.95. Explained they have to factor in three (3) men getting a $500 bonus each because of EMT service, which adds $1,500, bringing the amount to $74,332.95. Stated Flaugher indicated today they are at 915 calls; last year the total calls were 708. Commented the total calls in excess of last year compared to the points is deceiving. Commented the only explanation he has is that he doesn't know the turnout average per call because of the excessive amount of calls. Commented another factor is the increase in calls has resulted in less personnel meeting the 15% call requirement.
7:51:28 PM Callahan Commented the money is in the budget. Asked whether Flaugher had made a recommendation regarding an amount per point.
7:52:16 PM Schmidt Stated Flaugher was uncomfortable making that recommendation, as he is affected by the decision.
7:52:27 PM Gulledge Commented Flaugher feels he is in a difficult position as he draws a check. Stated the only comment he made is that he doesn't want the Board to cut it from $1.55.
7:52:57 PM Callahan Commented the only opinion he has is they are asking a lot of their volunteers, and they have saved a little due to the increase in percentages. Commented his opinion they may want to raise it by 5 or 10 cents to keep incentive up.
7:53:32 PM Gulledge Commented he prefers to stay out of the discussion, as it affects his son.
7:53:45 PM Limberg Commented the Fire Department has always asked a lot of their volunteers. Commented he is in agreement that they should not cut the amount. Commented they need to be aware if the number of calls keeps increasing next year and the respondents increase, they may have to consider cutting the amount next year if they raise it tonight.
7:54:26 PM Callahan Commented he and Schmidt have been concerned about calls to one particular place; however he does not think it will get much worse. Commented that is where most of the increase has come from.
7:55:07 PM Schmidt Commented they were averaging a call per day. Commented they are and have been at full capacity. Commented the quality of people living there may have improved.
7:55:36 PM Limberg Commented the automatic response with Troy and Collinsville has increased the call numbers as well. Commented it is a good agreement which he supports; however response numbers have gone up for this reason as well.
7:56:00 PM Gulledge Commented the program reciprocates for Maryville.
7:56:13 PM Wigginton Stated at $74,332.95, if they raised the amount per point by 5 cents to $1.60 that would equate to a 3.23% increase per point, and totals $77,021.75. Stated an increase of 10 cents would equate to a 6.46% increase per point, and totals $79,710.55 based on the estimated numbers. Commented one justification for an increase of at least a nickel is the cost of gas has increased in the last year.
7:57:16 PM Callahan Commented the volunteers do not do this for the money.
7:57:25 PM Gulledge Asked what the Board wants to do.
7:57:28 PM Kostyshock Suggests they pay $1.65 due to the amount of training and hazardous calls. Commented it has changed a lot since when he was a fireman. Commented they are getting thirty people for less than $80,000 per year, which is inexpensive.
7:58:03 PM Callahan Stated he did not think of the gasoline issue; in light of that he believes a 10 cent increase is not out of line.
7:58:22 PM Gulledge Polled the Board on their opinion of making the bonus $1.65 per point. All were in favor. Went to next item, Pay Request #13 to Petroff Trucking, and asked Kostyshock and Presson to discuss.
7:58:57 PM Presson Stated this is a pay request in the amount of $16,671. Commented it is not the final request; however it is the final major request. Stated there are several pieces which were overlooked including some sidewalks, steps, etc. that are still under the contract to complete and will be billed. Commented this work amounts to less than approximately $5,000. Stated that amount plus the retainage leaves an amount due of approximately $63,000.
7:59:48 PM Gulledge Asked for any questions. There were none. Stated the item will be placed on the agenda. Passed out a letter received from R Cann yesterday regarding the bathroom at the bike trail. Explained last year they received many complaints that the bathroom was closed for the winter. Explained they cannot keep it open, as there is no heat in it. Commented he discussed the issue with MEPRD, who are willing to give the Village two brand new electric heaters. Stated they pursued an estimate from R Cann for installation. Explained the consensus was they would need a third heater, which Mayor believes they have found.
8:02:26 PM Presson Commented they will incur expense with installation of a drop ceiling and insulation.
8:02:37 PM Gulledge Commented to receive the heaters from MEPRD, he will have to sign an agreement to keep the bathrooms open. Explained the estimated cost of installation is $1,285; a drop ceiling and insulation will cost approximately another $1,500.
8:03:46 PM Presson Commented the majority of the cost will be in insulation.
8:04:11 PM Gulledge Commented Trustee Bell is in favor of this project. Asked the Board's opinion.
8:04:17 PM Limberg Commented he is in favor as long as people are not using it as a warming station instead of a bathroom.
8:04:31 PM Gulledge Commented that point came up, and the recommendation is to keep the temperature at 50/55 degrees so the pipes don't freeze, while not making it too warm to perpetuate that problem.
8:04:48 PM Schmidt Asked how the heaters will be regulated.
8:04:55 PM Presson Stated the thermostat will be locked in the control room.
8:05:00 PM Callahan Asked if they are 110 or 220.
8:05:03 PM Presson Responded they are 220. Stated there will be one in each bathroom and one in the utility room.
8:05:53 PM Gulledge Polled the Board; all were in favor. Went to next item, Special Census. Explained the response from the Bureau has been slow, which he believes is due to the fact everyone is trying to apply. Commented they are putting a moratorium to stop applications after the 28th of February. Stated in 2004 Maryville did a complete census for $77,000; the estimate for this special census is $95,000. Stated the Bureau's explanation is they were charged wrong in 2004, and it should have been more. Stated after paying this fee, based on what they are projecting, they will still net around $250,000 to $275,000.
8:08:18 PM Limberg Asked if the amount paid to local personnel is correct.
8:08:29 PM Gulledge Responded yes. Stated that amount is not just to pay the local people, but also for the cost of buildings, etc. Commented his opinion it will not be the full $27,000. Reminded the Board this is an estimate. Stated they have already received the cost estimate packet; they are required to sign the Memorandum of Understanding and send it for receipt by the Bureau by February 28th. Stated he would like to bring this back to the Board in early February to adopt it and send a check. Stated this will give the Village time to work on their finances. Asked if there are any questions.
8:10:09 PM Schmidt Asked about the notation that something needs to be received by November 30th.
8:10:27 PM Gulledge Stated that was the request for the estimate, which is what has been received.
8:11:06 PM Kostyshock Commented they have had a lot of building and have over 100 so far this year. Commented they could use the money.
8:11:25 PM Schmidt Asked what the increase in water customers has been.
8:11:33 PM Gulledge Stated that is misleading because of Cambridge House. Stated he is estimating 1,500 new residents from 2004. Commented at $131 per person, that is significant money.
8:12:11 PM Limberg Asked an estimate when they would start.
8:12:16 PM Gulledge Stated the agreement says 3 to 6 months before getting underway. Commented his opinion that will work in with the weather as well. Commented if some things fall right, they could have even more increases. Stated they will bring the issue back in February.
8:13:19 PM Gulledge Went to Calendar Updates. Commented there is a Community Improvement Board meeting Monday; a Museum meeting Tuesday; Santa Fest Saturday; the Planning Commission meeting has been moved to the 17th at which there will be two (2) Public Hearings; commented recommendations from the Planning Commission will be discussed under Limberg's comments; Dawn Mushill will attend the MCIB meeting.
8:15:12 PM Gulledge Went to Public Input. There was none. Went to To Do List, Page 1; there were no comments. Went to Page 2.
8:15:55 PM Schmidt Asked about the Drost Lake tree removal.
8:16:03 PM Gulledge Stated they have more to remove. Commented there is a Public Works meeting tomorrow; an ISO meeting Monday at 8:30 a.m.; there were no other comments on page 2. Went to page 3; there were no comments.
8:16:37 PM Gulledge Went to Trustees' Comments.
8:16:50 PM Limberg Commented the Planning Commission met Monday evening. Stated Flaugher was not in attendance due to vacation. Stated he, Mayor, Kostyshock and Schmidt attended. Stated the first issue was the rezoning of the Adler property located at 123 West Zupan. Stated it was the consensus of the Commission to recommend approval of zoning from SR2 to B1. Commented there was some discussion as to if it met the projection, which it does. Commented there was little opposition on the Commission; there was a family that spoke against, who own the house next door. Stated the Commission is recommending to the Board to approve the rezoning. Explained this is where Sew Time will be moved. The next issue discussed was the Zupan Villas Minor Subdivision. Stated the Planning Commission denied the request for what was proposed. Stated the biggest problem was it did not meet the square footage requirements for a multi-family development.
8:19:05 PM Callahan Asked why they were asking to take a piece of property already zoned multi-family and rezone it to build multi-family. Asked if they were asking for provision.
8:19:25 PM Limberg Stated they would have had to ask for variances. Schmidt commented they were not asking for rezoning. Limberg stated they were asking for variances, as they were trying to put too much on too small a piece of property. Stated the requirements are 25,000 square feet per section; the largest they had was 15,000. Stated the Planning Commission told them to come back with a better plan. Stated the next issue discussed was the Retail Center property at Routes 162 and 159 where Red'z is presently located. Stated they approved the preliminary plat and preliminary development plan, and are recommending them for Board approval. Commented there is one "big box" that is looking at the front side, and the developer commented there is some interest in the outlets too.
8:21:39 PM Callahan Asked what "big box" means. Wigginton and Gulledge commented it is not really a "big box" store. The location was discussed and displayed via the projection.
8:21:46 PM Limberg Stated the last issue discussed was a recommendation for the McCray Midkiff Medical Park. Stated they will recommend approval with note of variances that will have to be reviewed, the biggest of which is the height of the building. Stated it will be three (3) stories; the Village requirement is 35 feet, and the plan for this building is 42 feet. Stated they will have to go before the Zoning Board for a variance. Stated this is the property in back of Ceretto's. Comments were made as to the beauty of the building drawings.
8:24:42 PM Callahan Asked how they will sewer the property.
8:25:22 PM Gulledge Stated their idea is to force it to the gravity at the post office and run it back out to the lift station. Commented his opinion that lift station is taxed out. Stated they may have to look at an alternative. Commented they could go across the street or go toward the hospital. Stated the storm water is going towards Buffalo Park.
8:26:41 PM Limberg Reiterated they are recommending approval with a variance on height. Commented they meet the requirement for parking. Stated they will take up the green space on the final. Commented there is no basement.
8:27:06 PM Schmidt Asked if they have received a detailed plan from the owner of Maryville Garage.
8:27:24 PM Wigginton Responded no. Stated they have a hearing set for December 4th. Stated they have been cited with property maintenance code violations. Stated the owner raised a defense that they had been issued a demolition permit and that all the junk laying in the yard was due to the demolition process. Stated they filed a response that issuance of a demolition permit does not provide immunity from compliance with other ordinances.
8:28:13 PM Schmidt Asked whether they should have a time limit on demolition permits.
8:28:16 PM Wigginton Responded yes.
8:28:19 PM Gulledge Commented they have learned their lesson and have made changes.
8:28:34 PM Schmidt Asked the status of the resolution regarding the portable sign at Red'z.
8:28:44 PM Wigginton Stated they went to court, and the owner failed to show. Stated the judge ordered conviction in abstention and assessed fines and costs.
8:28:57 PM Gulledge Commented the business has to be out by December 31st.
8:29:14 PM Schmidt Asked how they are progressing with the rezoning issue of MR areas along Route 159.
8:29:24 PM Wigginton Stated they are waiting on information from the administration on adjacent property owners. Stated this item is on the agenda for his meeting with the Mayor on Friday.
8:29:42 PM Schmidt Asked if they went north of Main.
8:29:53 PM Gulledge Responded no. Stated the area is all south of Main.
8:30:15 PM Wigginton Stated the ordinance is ready; they will have to hold two public hearings.
8:30:31 PM Callahan Commented regarding checking employee eligibility status. Stated it is not Baugher's job to monitor, as they put anyone on with the initial application. Stated for this reason they need to hire a third party to audit compliance by employees. Commented in addition if they use the program with reimbursed deductibles, they need someone to make sure Baugher is administering it properly.
8:32:07 PM Gulledge Commented maybe Baugher could recommend someone.
8:32:10 PM Wigginton Commented he is familiar with some third-party auditors. Stated they have created an affidavit regarding eligibility requirements. Stated the employees have a continuing duty to inform the administration of any changes in family status; however they have to take their word. Commented his agreement it may be wise to hire a third party to verify.
8:33:17 PM Gulledge Commented they need to discuss the issue. Wigginton will get names to the committee.
8:33:33 PM Gulledge Went to Mayor's Comments. Stated he was going to discuss the employee holiday bonus; however he has decided to delay the discussion to the 12th. Next, stated Fenton received a call regarding the electronic message board and asked her to discuss.
8:34:16 PM Fenton Explained the salesman made a mistake regarding the specifications of the board that was ordered, as it does not have 5-inch letters, but 4.25-inch for four lines of copy. Commented two lines of copy is available at 8-inch or 10-inch. Stated Meeks wants to make the Village aware, as it is different than what was originally told. Commented the letters as displayed now are 6 inches. Stated Meeks indicated because this is the company's mistake, the Village can cancel the deal at no cost. Stated the decision needs to be made as to whether 4.25 inches will be readable from the street. Stated the option exists to go to a 6-inch letter for an additional $6,000.
8:35:46 PM Callahan Commented that is still significantly less than the higher bids received.
8:35:53 PM Gulledge Commented his opinion 4.25 inch should be sufficient. Discussion was held as to whether there were signs in the area that could be viewed as a sample. Fenton stated she will contact Meeks to find out if any area signs are comparable.
8:39:00 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 Kostyshock. Voting on the motion: Limberg - yes; Schmidt - yes; Callahan - yes; Kostyshock - yes. Motion carried.
8:39:18 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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