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Village of Maryville, Illinois

Description Caucus Meeting
Date8/8/2007 Location Council Chamber
Time Speaker Note
6:30:23 PM Gulledge Called the Caucus meeting of Wednesday, August 8, 2007 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 Schmidt, Bell, Callahan, Kostyshock and Garcia; Limberg was absent. Also present were Deputy Clerk Fenton, Attorney Wigginton, Public Works Director Presson, Public Service Officer Jones, and two (2) reporters.
6:31:08 PM Gulledge Called for approval of the July 25th Public Hearing, Special Board Meeting and Caucus minutes. He 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, revisions to the Employee Handbook. Asked Garcia to discuss.
6:32:12 PM Garcia Referred to the copies of the revisions. Asked for questions or comments.
6:32:48 PM Gulledge Asked for any questions on page 14. There were none. Went to page 15. There were no questions. Went to Jury Duty section.
6:33:46 PM Callahan Asked if this was because of a law change.
6:33:50 PM Garcia Responded no, they simply felt it was unfair to make employees use their vacation for Jury Duty.
6:33:56 PM Wigginton Commented also, once they are on jury duty they have no control over the length of case.
6:34:07 PM Schmidt Commented it would also include Grand Jury duty, which will last one day a week consecutively up to 12 weeks.
6:34:29 PM Wigginton Explained this circumstance would be rare, but at least gives the Village the option of evaluating it.
6:34:37 PM Gulledge Went to Witness Duty. Commented they wanted to address the difference between such duty on behalf of the Village versus due to a private issue.
6:35:06 PM Schmidt Commented on a new process for assigning jurors whereby it is an electronic system using the telephone to call the weekend prior to the service date for instructions on whether to appear. Explained this will cut down on individuals attending court for no reason. Discussion ensued.
6:36:01 PM Gulledge Stated the employee is required to provide a copy to the Village, after which the Department Head will act appropriately. Asked for other questions. There were none. Went to Sick Leave Benefit. Explained this section was cleaned up a lot. Explained the benefit has never been used, but they want to make sure questions as to the affect were clarified. Asked for any questions on the changes. There were none. Stated if there are no questions, they would like to approve the changes at the next Board meeting for incorporation to the policy.
6:37:20 PM Wigginton Explained they will have to attach the changes to a Resolution.
6:37:27 PM Kostyshock Clarified regarding jury duty, the employee keeps the stipend.
6:37:43 PM Gulledge Responded on mileage, if they use a personal vehicle. If a city vehicle is used, the mileage stipend is returned to the Village. Asked for any questions for Wigginton. There were none.
6:38:58 PM Gulledge Went to next agenda item, Pay Request #2 to JE Construction.
6:39:12 PM Kostyshock Stated this pay request is in the amount of $15,085.80. Asked Presson to discuss.
6:39:23 PM Presson Stated all the lines are in. Stated the new pumps, control panels and emergency valves are installed, Stated they should have the emergency bypass engine installed this week, with final completion of the project scheduled for next week.
6:39:55 PM Gulledge Asked for any questions. There were none. All were in favor of making the payment. Went to Agenda item #10 regarding the change order for Old Town roads. Explained they were contacted last week to make a decision at the Fire House regarding parking on the west side at the main doors on the East side of Donk. Explained there are a lot of cracks. Stated they there is $12,000 in the contract already to make the transition from a V curb to facilitate drive-up. Stated the consensus was in two to five years they would have had to pull out the concrete anyway, and at twice the price. Stated this addition to the contract will make it a smooth transition and get it all done at one time from the V gutter through the sidewalk and up to the parking area. Explained all were in agreement that this needed to be done. Explained the contractor did it at contract price. Stated it would have cost $30,000 to fix in the future. Asked if there were any questions. There were none. Explained this will extend the project by 56 days, which makes the new date for completion October 15, 2007.
6:44:40 PM Kostyshock Explained it looks like the Ameren work is finished; however they are now waiting for Charter and AT&T.
6:44:53 PM Gulledge Asked for any questions. There were none. Asked for other questions for Presson.
6:45:11 PM Bell Stated Park Recommendation #1 involved Presson, which is to straighten and re-pour the volley ball posts in the park. Commented he believes they have two nets.
6:45:54 PM Presson Stated he will have to check, as he believes every net purchased is out.
6:46:05 PM Gulledge Commented his belief Bell is right that they bought two. Suggested Presson look for it.
6:46:36 PM Gulledge Excused Wigginton from the meeting.
6:47:00 PM Callahan Asked if they found out about the well yet.
6:47:05 PM Presson Responded the video testing was done which found the well is heavily encrusted with iron and manganese, the solution for which is high pressure acid treatment. Explained they are in the process of getting bids for that project. Clarified no damage to mechanical elements was found.
6:47:37 PM Gulledge Commented his understanding they will have ongoing problems with iron and manganese.
6:47:45 PM Presson Responded the well was built in 1967 and has given several good years of service.
6:47:58 PM Bell Asked if it would cost more for this to be acidized to schedule it done annually or twice a year.
6:48:08 PM Presson Stated the high-velocity acid will cost approximately $8,000-$10,000 more. Explained after the treatment, they will get back approximately 98% of the well.
6:48:31 PM Schmidt Asked if the output has looked good in the past few days.
6:48:34 PM Presson Answered really good. Bell asked if Collinsville is still on. Presson answered yes. Stated he spoke with them, and they are waiting on a waiver from the EPA with the hope they would have it this week. Callahan asked if they are under conservation as Edwardsville and Glen Carbon are. Presson answered no.
6:49:08 PM Garcia Asked if they are on the same well.
6:49:19 PM Gulledge Responded same aquifer. Garcia asked if that is what is wrong. Gulledge responded he does not know their particular problems. Commented Maryville has worked hard at making lines bigger and other projects to avoid such problems.
6:49:35 PM Presson Commented this is the third year in a row that Maryville has not had any conservation because they stay on top of it.
6:49:56 PM Gulledge Asked for other questions. There were none. Excused Presson from the meeting. Asked Bell to finish Park Recommendations.
6:50:12 PM Bell Stated the second recommendation is to place additional surveillance signage in the park to deter vandalism. Stated they will try to get back with the vendor on the surveillance cameras to get the issue worked out. Explained this particular recommendation was not a unanimous vote, but probably 70/30. Explained his belief the signs are not very expensive.
6:51:16 PM Gulledge Commented if no one has a problem with it, he should add it to the Board meeting agenda.
6:51:25 PM Bell Stated he would like to get the two items either on the To-Do list or Board meeting agenda for a vote. Schmidt commented he needs to indicate from which budget line item the funds will be taken.
6:51:33 PM Bell Stated the first request is maintenance; the second he is unsure. Stated the third recommendation is to change the name of the committee to the Maryville Park and Recreation Advisory Committee.
6:51:54 PM Gulledge Explained the reason for this recommendation is they feel they are more than a committee because they are running the programs. Explained the decision is up to the Board.
6:52:18 PM Bell Asked if that should be put on the Board meeting agenda. Mayor responded yes, as they will have to change the ordinance.
6:52:57 PM Garcia Asked if the surveillance has been fixed.
6:53:02 PM Gulledge Answered no.
6:53:10 PM Garcia Asked if it has ever worked.
6:53:13 PM Gulledge Answered for a short while. Stated they need to straighten it up.
6:53:24 PM Gulledge Went to OSLAD Grant Application. Explained they met with Steve Gonzalez, who is the Senior Grant Administrator for OSLAD to go over the project. Explained the grant is on a pointing system, and Gonzalez went over a number of items on the application that the Village should consider. Explained the grant is scored for two classifications: Infrastructure and Recreation. Gonzalez indicated Maryville's application is top-heavy on infrastructure. Explained for this reason, they need to make some changes and get them to Springfield by next Friday. Stated he, Bell, Shoup (Chairman of Parks Committee), and Collier (Juneau Engineer) met to try to come up with some appropriate changes. Explained they may be getting some last-minute changes to the grant to the Board for approval.
6:55:22 PM Bell Commented they are not trying to increase the overall project spending total. Explained they may have to eliminate a few items; hopefully change some to flip them from infrastructure to recreation; and possibly add some recreation items to get the ratio to an acceptable level. Commented this could mean eliminating some of the parking along Division Street. Explained the infrastructure needs to be under 39% of the project.
6:56:43 PM Gulledge Stated due to the timing issue, they need to let the Board know next week and will be unable to discuss the items at Caucus.
6:57:13 PM Bell Explained the major changes were adding walking paths; circle basketball courts with three baskets; taking out some of the parking; adding horseshoes and bocce ball courts; make some changes to the bridge to make it more of a recreation category item. Explained they have some good ideas on how to accomplish this such as fishing knock outs, piers, etc.
6:58:31 PM Gulledge Explained they will run the numbers and try to get it to the Board as soon as possible. Reiterated it may take discussion at the Board meeting. Asked for questions on this item. There were none.
6:59:35 PM Gulledge Went to Save a Life Proclamation. Explained this is an annual Proclamation recognizing Save a Life Foundation for the month of September, 2007.
7:00:23 PM Gulledge Went to Calendar Updates. Commented the Movie in the Park event will be held this Friday, and Mayor will make sure the equipment is there in Bell's absence. Asked for other comments in August. There were none. Went to September.
7:01:10 PM Callahan Stated the Community Improvement Board meeting normally scheduled for September 3rd falls on the Labor Day Holiday; therefore they will move the meeting to the 10th.
7:01:35 PM Gulledge Commented the Village Hall is closed Monday September 3rd for the Labor Day Holiday. Asked for other comments for September. There were none.
7:01:51 PM Gulledge Went to Public Input. There was none. Went to To Do List, page one.
7:02:23 PM Bell Explained Collier was not aware the Board approved the aerials, so he planned on ordering them today. Asked the status of the boat ramp for which Juneau has provided plans to ADA.
7:03:06 PM Gulledge Responded they have not yet had a chance to do it. Went to page 2.
7:03:39 PM Bell Stated he would like to add a Status Report from Pleasant Ridge Park Advisory Group to page two.
7:04:05 PM Gulledge Stated it is already there. Went to page three.
7:04:32 PM Garcia Asked if the park will have a lake.
7:04:37 PM Bell Stated they did not think a lake was possible, as the location is on a bluff and there is nothing to feed a lake.
7:04:52 PM Gulledge Argued there is a natural creek line that runs through the property.
7:05:00 PM Bell Responded according to the architect there is not. Kostyshock commented there is. Bell suggested they get him the information on it so he can bring it up at the next meeting. Explained he would like to see a body of water in the project and does not plan to give up on the idea. Commented one idea from another member of the committee was for a waterfall located by the bike trail. Commented the committee includes a good group of people with a lot of Maryville representation. Explained this is not a planning committee, simply an advisory committee.
7:07:47 PM Gulledge Went to Trustees comments.
7:07:53 PM Bell Stated Jones has approached him regarding a wireless card for his laptop to facilitate access to Time Matters while in the field. Explained there would be two ways for him to work: Replication or wireless access. Stated replication is expensive. Explained they can set up the laptop with a wireless card for a one time set-up cost of $220 and a $60 monthly charge from Nextel. Explained the card is free with the contract, and the system can be used free for thirty days. Commented they are getting the same capabilities for the fire trucks and police cars, and his opinion is this system will be useful for Jones. Commented he is unaware as to how the Time Matters software is working so far.
7:11:12 PM Jones Explained they had another training today at which more customization was accomplished. Stated the progress is not as timely as he would like. Explained he is using the program at 100% for the Code Enforcement portion; however they are waiting on customization from Spengler for the Building and Zoning portion.
7:11:40 PM Gulledge Asked for any questions.
7:11:42 PM Schmidt Clarified the expense for the first year will be under $1,000.
7:11:51 PM Jones Explained the cost is in the PSO budget under Network and Internet Fees. Explained he budgeted $800.
7:12:06 PM Schmidt Asked if this needs to be renewed on a yearly basis.
7:12:10 PM Bell Stated he is unsure but would think after the thirty day trial, they will require a one or two year contract.
7:12:24 PM Gulledge Suggested Jones get the answer before the Board meeting. Jones agreed.
7:12:45 PM Garcia Asked Bell to explain the process again.
7:12:52 PM Bell Explained he will have access to all reports, the Time Matters database, e-mail, etc. from his truck.
7:14:35 PM Gulledge Asked Trustees opinion. All were in favor. Bell asked that the item be placed on the Board meeting agenda.
7:14:57 PM Kostyshock Asked Jones to explain the recent animal abuse case as reported on local news.
7:15:08 PM Jones Explained he received a call from the Sheriff's Department regarding the case. Explained it is out of Maryville limits and is being handled by the Sheriff's Department and Madison County Animal Control. Discussion ensued as to the details of the case. Explained he plans to contact the media to inform them the case is not within Maryville as they are currently reporting.
7:17:43 PM Gulledge Thanked Jones. Continued with Trustees' Comments.
7:17:48 PM Bell Stated the communicators approached him about rearranging the computer situation in the communication room. Stated he met with Steve Black and the Chief to discuss the plans. Explained they were good ideas which are to eliminate the in-house computer and combine the PIPs and LEADs on to one terminal; eliminate a mouse; and add a monitor. Explained right now they need a switch box to switch between each computer. Explained he would like comments from all of the telecommunicators regarding the idea, as his understanding is they are not all in favor of the idea. Explained several have told him they like the quad panel.
7:20:12 PM Gulledge Explained Schardan spoke with him on this issue today, and there are a lot of questions. Stated Schardan plans to meet with Callahan on the issue.
7:20:27 PM Bell Commented there is not a lot of cost involved with this idea, and the funds currently budgeted for two new PCs could be used. Discussion ensued as to how the system works now.
7:21:37 PM Gulledge Reiterated Schardan plans to meet with him and Callahan to explain the issues, after which they will make a proposal to the Board. Continued with Trustees' Comments.
7:23:34 PM Callahan Discussed the Community Improvement Board meeting held Monday. Stated they discussed updates on existing projects, as well as consideration of additional projects. Stated two projects were discussed: First, installation of an electronic reader board sign to replace the current Village marquee. Explained the he commented he is not in favor of moving signs; however the idea is to have the information displayed as one screen and flip every few minutes. Stated they will look into incorporating the reader board with the existing sign, versus building a new sign.
7:25:13 PM Schmidt Commented the existing sign's plastic needs to be replaced on both sides, as it is faded. Commented this sign is at least ten (10) years old.
7:25:59 PM Callahan Stated his question to the Board is do they want the MCIB to pursue this idea?
7:26:07 PM Bell Commented his opinion is if they do it, they should do both sides and keep a control on the timing of the scroll.
7:26:48 PM Gulledge Stated all the committee is asking to do is gather information at this point.
7:27:15 PM Callahan Commented when they installed the original sign they looked at the electronic option; however it was very expensive.
7:27:36 PM Gulledge Explained there are additional problems with the sign including the locking mechanism, the grooves, the letters, etc. Stated regardless if they go with an electronic board, they need to do some work on the sign. Discussion ensued.
7:29:30 PM Callahan Stated the other item discussed was a committee to take over the Holiday lighting project, which Presson agreed to chair.
7:30:50 PM Bell Commented his opinion that Linda did a wonderful job with the decorations thus far.
7:31:06 PM Callahan Explained the money for this project comes from the Hotel/Motel fund.
7:31:31 PM Kostyshock Discussed the Museum Committee meeting, at which they decided the purpose of the committee is to continue to discover and preserve Maryville's heritage; encourage the preservation of original homes, buildings and barns in the area; and continue to develop and update a viable museum of Maryville's history and artifacts. Stated the first project they will work on is returning all the photos donated to the Centennial Committee for the book. Stated the next meeting is scheduled for October 2nd.
7:33:32 PM Callahan Asked if discussion was held regarding the possibility of combining the library and museum in the same building.
7:33:53 PM Kostyshock Stated both committees are in favor. Discussion ensued.
7:35:20 PM Kostyshock Commented upon a visit to the lake, he noticed people are not adhering to the size limits on fish. Comments were made as to the difficulty of enforcement.
7:36:14 PM Garcia Commented on the beauty of the park and her disbelief in the amount of people that do not know it is there. Asked if there is any way to inform the public.
7:36:31 PM Gulledge Commented he agrees with her, but does not know what can be done as it is constantly advertised in the Gazette, website, and Troy Chamber newsletter. Discussion ensued. A suggestion was given that they include the complimentary e-mail recently received about the park in the next issue of the Gazette.
7:38:56 PM Gulledge Went to Mayor's Comments. Apologized that these items were not in the packets, as he received them late. Discussed the letter from R Cann Electric regarding demolition and installation of electric service. Explained new poles have been installed around Firemen's Park on the West Side of Donk; the service on the old poles needs to be moved onto the new. Stated his opinion is R Cann's estimate of $2,395 is a good price. Stated the letter explains exactly what they will do. Stated he would like to have R Cann do the work and would like to get approval tonight so they have time to order materials. Explained he is trying to avoid Petroff accusing the Village of keeping them from pouring the sidewalks. Asked if there were any questions.
7:42:28 PM Kostyshock Asked if they can start moving it next week, as they have poured all the curbing on the east side and are quickly approaching this part of the project.
7:42:47 PM Gulledge Explained that is why he is seeking approval tonight. All were in favor.
7:43:05 PM Gulledge Went to second issue, which is more involved. Stated this goes with the demolition of the small pavilion where they sell tickets. Explained they received the new pavilion purchased from the grant. Explained they have to move the electrical out of the existing building, as it is the central location for the whole park. Explained RCann came up with an idea to house the electrical in an underground vault that is totally water proof and legal. Explained his estimate is below what they thought they would have to spend on this project. Explained he has talked with private contractors, pavilion companies, etc. Stated the cost from RCann is $8,430. Explained they can use Public Comfort funds, or park money. Commented they have to move the electrical before demolition of the building.
7:45:42 PM Garcia Asked what the new pavilion looks like.
7:45:46 PM Gulledge Explained it is an open pavilion.
7:46:07 PM Callahan Asked for clarification on the electrical vault.
7:46:13 PM Gulledge Explained the only thing that will show is the access doors. Explained nothing will be sticking up out of the ground. Stated it will be within ten to fifteen feet of where the panel is currently. Bell asked where the meter will go. Gulledge answered it will be attached to the pavilion. Discussion ensued. Asked for other questions. There were none. All were in favor.
7:48:40 PM Gulledge Asked for further business to come before the meeting.
7:48:59 PM Schmidt Asked if they will be getting polo shirts for the IML Conference.
7:49:07 PM Gulledge Stated that is not a problem, and asked all to get their sizes to him for ordering. Garcia suggested they order two shirts each. All were in favor. 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: Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
7:50:54 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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