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Village of Maryville, Illinois

Description Caucus Minutes
Date2/14/2007 Location Council Chamber
Time Speaker Note
6:30:15 PM Gulledge Called the Caucus meeting of Wednesday, February 14, 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, Kostyshock and Garcia; Bell was absent. Also in attendance were Deputy Clerk Fenton, Attorney Wigginton, Public Works Director Presson, Village Engineer Juneau and one (1) reporter.
6:31:00 PM Gulledge Called for approval of the January 31st Caucus minutes. He asked if there were 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; Garcia - yes. Motion carried.
6:31:27 PM Gulledge Went to first agenda item, Pay Request #1, and asked Presson to discuss.
6:31:34 PM Presson Stated this request is for D&K Backhoe less the 10% retainage for $123,660.43 for the 18 inch interceptor extension and force main for Copper Creek. Commented the project is moving forward rapidly and they are doing a good job. Commented he has only received one complaint so far.
6:32:04 PM Schmidt Asked from what account the funds are coming.
6:32:06 PM Presson Answered WSOM.
6:32:13 PM Gulledge Asked the Board if they were in favor; all were. Stated the item will be placed on the Board meeting agenda.
6:32:29 PM Limberg Asked what the complaint was.
6:32:33 PM Presson Stated it was a tree that was removed.
6:32:41 PM Gulledge Went to next item, Tapping Machine Replacement.
6:32:43 PM Presson Stated these are the tapping machines that are currently in use. Stated they have had the current one for approximately 4 1/2 years, which puts it at 600 to 700 taps minus bits. Stated these bids are for one tapping machine. Commented his intention to put one on each service vehicle. Stated HD Supply was able to give a bid for two sets at $2,944 which is the lowest bid. Gulledge clarified they are giving two sets, and the other companies only bid one. Presson answered that is correct.
6:33:27 PM Gulledge Stated he is in favor of this recommendation.
6:33:33 PM Presson Clarified this is not a mistake. Stated they have demo-ed the equipment for over week. Stated it was bid to put in 3/4 to 2 inch services with two sets of bits. Commented they will not be using 3/4 anymore, of which he was unaware at the time of the bid; however they said they will replace the 3/4 bits with 1 inch at no charge.
6:34:06 PM Schmidt Clarified they are getting two sets from H&D for $2,944 versus one set from the other three bidders at the list amount. Presson answered that is correct.
6:34:19 PM Gulledge Asked for other questions.
6:34:25 PM Limberg Asked if all companies were biding the same equipment; i.e., are they comparing "apples to apples"?
6:34:28 PM Presson Answered there is no such comparison with tapping machines. Explained they come in different varieties. Stated they were all bid to tap 3/4 to 2 inch. Some brought brass, some aluminum, some cast iron, some brought hand-crank machines that were 1 1/2 feet long. Explained there is no certain cast for a tapping machine.
6:34:57 PM Gulledge Clarified this is the one Presson recommends. He answered yes. Asked the Board if they were in favor; all were. Stated the item will be placed on the Board meeting agenda.
6:35:19 PM Schmidt Asked if the funds will come from WSOM.
6:35:20 PM Presson Answered it will fall under "Small Tools" under WSOM.
6:35:31 PM Gulledge Asked Juneau to discuss the bid package.
6:36:08 PM Juneau Discussed the proposal for the police station power upgrade. Distributed the bid package from J Sha. Stated they have advertised for bids to be received by February 27th. Stated the bid requirement is that each company has to make a site visit to review the facility and work required. Stated the scope of work is basement rewiring, new supply, first floor rewiring for which the items of work are listed on the spec sheet; he also feels strongly that all demolition should be done as part of the project to avoid figuring out what is abandoned and new in the future; accordingly the spec sheet includes removal of fuse box and pulling old wiring. Stated J Sha estimated the work to abandon all the wiring at $8,000. Stated this is based on what J Sha feels the project would take. Referred to the estimated cost shown along with the 20% contingency.
6:38:51 PM Gulledge Asked if there were any questions.
6:38:54 PM Kostyshock Asked if the wiring in the walls is okay.
6:39:01 PM Juneau Answered this is for all new wiring including in walls.
6:39:10 PM Gulledge Commented most of the wiring is on the outside of the wall within conduit.
6:39:22 PM Kostyshock Clarified if there is any old wire in the wall they will remove it and replace it with new.  He was told yes.
6:39:29 PM Gulledge Asked if they receive the bids on February 27th whether they will have time to review them and make a recommendation to the Board at the meeting on the 28th.
6:39:43 PM Juneau Answered yes; that was their purpose in scheduling the bids for the 27th.
6:39:48 PM Kostyshock Asked what size wiring they would use.
6:39:52 PM Juneau Answered he does not know and looked through the bid package for the information. Commented the package states all "full wire", although he does not know what that means. Kostyshock commented they should not try to put 14 in.
6:40:49 PM Gulledge Responded it has to be up to code, which he believes is 12.
6:40:53 PM Kostyshock Responded they can use 14 for light switches.
6:41:06 PM Juneau Stated he will follow up to make sure it is 12.
6:41:10 PM Schmidt Commented his understanding that Bell had a concern about running additional computer wires at the same time as these repairs are done.
6:41:23 PM Gulledge Stated he understood Bell to mean not to disturb the existing connection. Stated there is not a problem with the computer wire, which was all done recently for each desk to have hook ups.
6:41:48 PM Callahan Commented the main computer is from the State.
6:41:53 PM Gulledge Concurred. Stated they will ask Bell, but he does not remember the issue. He asked for any other questions.
6:42:06 PM Callahan Questioned the sheet listing 45 exit signs.
6:42:42 PM Juneau Commented he finds it hard to believe there are 45. Discussion was held as to how many there might be.
6:42:57 PM Gulledge Stated they will check on it.
6:43:22 PM Callahan Questioned 40 lights and 4 vent fans, as well.
6:43:33 PM Gulledge Discussion was held on the issue. Comments were made that the list likely includes the exhaust fans in the bathrooms. Similar comments were made that 40 lights is not unreasonable, if they are counting by fluorescent bulbs. Gulledge stated they should wait for the bids to come in, as this is just an estimate.
6:44:10 PM Garcia Commented if they go by this list, the project will be over-bid.
6:44:20 PM Juneau Explained this is just J Sha's worksheet; the actual bid sheet is different.
6:44:33 PM Gulledge Stated he hopes the numbers he bid out are not 45 exit signs. Juneau said it is not. Stated they will need to make sure they take a close look at the numbers when the bid package comes in. Asked Juneau to talk to J Sha to make sure it is right. Asked for other questions for Juneau. There were none. Thanked Juneau and excused him from the meeting.
6:46:06 PM Gulledge Went to Calendar Updates. Commented the Village Hall is closed Monday, February 19th in observance of President's Day. Went to March. There were no comments.
6:47:07 PM Gulledge Went to To Do List, Page 1.
6:47:14 PM Callahan Asked the status of the concrete on the Fire Department driveway.
6:47:23 PM Gulledge Answered nothing has been done in close to a year. Callahan asked if it was getting any worse. Gulledge commented he looked at it three months ago and thought it had stabilized. Stated they need to do something. Callahan asked if it can be pulled out and re-poured. Gulledge answered they were cautioned against that. Stated they have been told they need to find out what is causing the issue. Suggested they might take out a section to try to figure it out. Stated the worst side is to the north.
6:48:08 PM Callahan Suggested they pay somebody to take out a chunk.
6:48:14 PM Gulledge Responded they can do that. Kostyshock speculated it is 12 inches thick. Gulledge responded his belief it is 8 inches with reinforced mesh installed for the trucks. Commented maybe they can pull up the corner with the big crack on the north side on the west part of the drive towards the park.
6:48:50 PM Presson Commented the portion toward the street is not more than 4 1/2 inches on the drive from the street going into the building.
6:49:13 PM Gulledge Commented they had better check, as that is not thick enough. Stated they will see what Bell wants to do as he is Building Chairman. Stated they need to find out the cause. Commented his opinion it is not getting any worse.
6:49:34 PM Garcia Asked if the Senior Center remodeling is done.
6:49:39 PM Gulledge Answered no; they have some work in the kitchen they would like to do. Stated most of work done by the Public Works Department is finished and looks very good. Commented he had many compliments at the Christmas party.
6:49:59 PM Schmidt Asked if they are still looking into bricking the outside of the building. Gulledge responded yes; however Garcia's meaning was inside.
6:50:15 PM Limberg Stated they have upgraded the bathrooms and replaced a counter top, applied paint, installed new shades, lights, trim, ceiling tile.
6:50:34 PM Gulledge Responded it looks good, but there are a few more things to do. Went to Page 2.
6:50:46 PM Schmidt Asked about the demolition of the small pavilion in Firemen's Park, as the list states it is planned for summer of 2006.
6:51:12 PM Gulledge Responded that is the reason Bell commented at the last meeting that they are behind on the project.
6:51:19 PM Schmidt Commented his opinion it needs to be torn down by Spring of 2007.
6:51:20 PM Gulledge Responded if it is approved, it should be done shortly after Homecoming.
6:51:37 PM Garcia Asked if it will look the same as the one across from it.
6:51:41 PM Gulledge Answered it will be similar with a gabled metal roof and a 6 X 6 enclosed room with a door so they can lock up the electrical portion. Stated if he remembers correctly, it will be an area approximately 24 X 36. Commented it is much bigger than he thought they would get. Commented it will not have all the brick work; however they had an idea to try to find a volunteer bricklayer and possibly brick the pedestals to match it up a little with what is there.
6:52:37 PM Garcia Asked if it will be done by the picnic.
6:52:42 PM Gulledge Answered he does not think so, as they don't want to tear it up and leave a muddy mess during Homecoming.
6:52:52 PM Gulledge Brought the Board up to date on the $25,000 Fire Department Training DCEO Grant, which was approved. Stated he will sign the documents tomorrow and return them; they will then cut a check for 25% of the $25,000, according to the application. Stated this will allow them to get started on the project. Explained as they turn in quarterly reviews, the Village will get the rest of the money for the training center. Went on to say they also received the approval on the $1.8 million grant for Lakeview Acres Road. Stated Juneau and attorney reviewed the documents with him, and he will sign and return them; similarly they should be getting 25% of the total which is $450,000 to get started. Explained they are still several months away; however they can at least get started with the plans and preliminary steps to get the project up and running.
6:54:27 PM Gulledge Asked for other comments on page 2. There were none. Went to page 3.
6:54:36 PM Garcia Asked the status on the Bauer Lane sewers.
6:54:39 PM Gulledge Answered no. Stated he knows the paperwork was sent, however he has had no word.
6:54:53 PM Gulledge Stated attorney is working on the H&L annexation agreement.
6:55:09 PM Wigginton Explained he met with Forrest Lerch and has had phone discussions. Stated the goal is to hold a public hearing on March 7th for the annexation agreement for the property on Pleasant Ridge. Stated it will be the subject of public hearings on zoning at the Planning Commission on February 26.
6:55:33 PM Gulledge Commented they will also discuss the Bean farm on Keebler.
6:55:48 PM Callahan Asked if they will come in with regular zoning or PDR.
6:56:02 PM Wigginton Answered PDRs. Stated he is not sure on the Bean farm property. Explained the majority is SR-1 lots; but there are a few lots that don't meet SR-1 requirements, so he can bring it in as either as a PDR or SR-1 with certain lots as SR-2.
6:56:28 PM Gulledge Commented the Bean farm is all single family.
6:56:34 PM Callahan Asked if the other is still all single family.
6:56:38 PM Wigginton Answered the last he looked he was getting away from the villas but using small, townhouse-style lot sizes on the highway properties. Stated one of the biggest problems with that property is it is nearly impossible and certainly commercially impractical to require he connect that piece of ground to the bike trail because of the ravine. Stated he would have to build a bridge and the Village does not want to take over care or maintenance for a bridge. Commented these are things they are working through.
6:57:33 PM Gulledge Asked for further comments on the To Do list. There were none. Went to Trustee's Comments.
6:57:40 PM Limberg Commented there will be a Planning Commission meeting held Monday, February 26 at 7:00 p.m.
6:57:50 PM Schmidt Commented he has had preliminary talks with the Illinois Regional Vice President of External Operations for AT&T out of Chicago. Explained AT&T is in the process of incorporating their "Light-Speed Project", which is the installation of fiber optic cables with the telephone system infrastructure. Stated by the Village working with AT&T, they can bring another media source to the residents for television service. Stated another part of this project will be access to DSL broadband internet connection, as well as other assorted items. Stated he, Mayor and Presson will be meeting with the representative the first week of March. Stated he has packets for the Board members, and asked that they review the information and get any questions to him or Mayor before March 6th.
6:59:42 PM Gulledge Commented they are excited about this opportunity. Stated this is in the preliminary stages, however they are interested in bringing some competition to the community. Commented his opinion that there are some entities with which they work that need such competition.
7:00:12 PM Schmidt Commented the Economic Development Committee met Monday. Stated they are still in the process of subdividing the business districts into smaller zoning. Stated at the next meeting they will look at re-mapping the different types of business to present to the Board. Stated after presenting the ideas to the Board, they will take it to the Planning Commission as they will need to update building size restrictions, set backs, lot limits, etc. Stated once their recommendation is done, the entire project will be brought back to the Board for review before going to public hearings on the subject.
7:01:39 PM Kostyshock Commented the Library Board cancelled their meeting last night due to inclement weather; his assumption is they will hold it next Tuesday at 7:00 p.m. Next commented on the snow and the good job done by the Public Works Department on keeping the streets clear.
7:02:08 PM Gulledge Commented on the feasibility study done by Crawford Buente Brameier (CBB) with regard to road improvement fees. Stated attorney is drafting a developmental agreement with the Osborn Company on the Remington Development for road improvement fees along Lakeview Acres Road. Stated they will try to have this in the packets next Tuesday and, if there are no objections, hold a vote at the Board meeting. Stated they plan to follow the finding of CBB, which the Board agreed to, of $2,200 for each single family unit. Stated this will be payable by the individual purchasing the lot, similar to water and sewer permits. Commented the problem with charging the developer is it is a great outlay of money, especially after putting in roads and paying green space fees. Commented this is the practice of most other communities.
7:04:15 PM Wigginton Stated the fee will be paid at the time the building permit is applied for, and would be a condition of issuance. Explained otherwise they force a developer with, for example, a 200 lot subdivision to put out $2,200 per lot, which would be $440,000 right off the top. Stated this would eliminate the number of potential developers in town.
7:04:46 PM Gulledge Clarified the Trustees understand the plan. Commented the format will be simple.
7:04:55 PM Callahan Asked which formula is being used.
7:04:57 PM Gulledge Answered it is the one the Board agreed to; he has a copy of the minutes.
7:05:04 PM Callahan Asked how they are treating multi-family.
7:05:07 PM Gulledge Answered it is by each household; for example for a four-plex structure, it is four times $2,200.
7:05:19 PM Wigginton Answered the reason is each unit may have a two-car garage; it is based on use of the roadway.
7:05:27 PM Gulledge Explained they pulled the minutes to determine which plan they all agreed to. Reiterated the agreements will be in the packets; they do not have to vote at the meeting if they are not comfortable, however it would be nice as the Osborn Company is waiting for their plat.
7:05:57 PM Callahan Asked whether this was passed as an ordinance.
7:06:03 PM Gulledge Answered it is not going to be an ordinance.
7:06:08 PM Callahan Asked if this means they have to agree to a fee for every development. Commented his recollection that Juneau came up with an escalated formula.
7:06:18 PM Wigginton Answered yes; the Board passed the charges they plan to use. Callahan commented his opinion they never voted on it. Wigginton responded he believes they did.
7:06:33 PM Gulledge Responded it was not voted on at a Board meeting, but agreed to at a Caucus meeting. Explained the reason it was not up for a vote is because they did not yet have a developmental agreement coming to them.
7:06:49 PM Callahan Commented his point is that there is no ordinance other than the agreement, for which they cannot vote. Asked if Osborn's are paying a certain amount, what is the next person going to pay.
7:07:05 PM Gulledge Answered the fee will be formed off of the agreement.
7:07:12 PM Wigginton Answered there are two ways to enforce this: If they are not within corporate limits and want to be, it will be put in the annexation agreement, which is a private contract between the municipality and the developer; if they are in the corporate limits, it is done in the form of a development agreement. Explained the goal is they know what CBB's firm calculated to be the appropriate fee for all the lots on Lakeview Acres Road; the position the Village has taken is those fees would be charged for that road if they locate on that road. Explained they will not go down. Stated the Board discussed putting in an escalator each year, which was done. Commented his opinion that Callahan's concern is they might charge one developer a fee, and another developer a lower fee; that is not the intent. Stated they have made this clear with the developers.
7:08:41 PM Schmidt Asked if this is just for the second addition to Remington.
7:08:44 PM Wigginton Answered yes. Stated they already have final plat on the first addition.
7:08:54 PM Gulledge Commented the same is true for Pinehurst, as they did not have an agreement in place for them.
7:08:58 PM Wigginton Commented they are doing the same on Pleasant Ridge within the annexation agreement with the developer. Stated they will pay a roadway improvement fee. Commented their language was done before discussion began with Osborn Development on Remington. Commented everyone is being treated the same to avoid claims of advantage. Stated the leverage is the final plat signing because they can't subdivide the property without it.
7:09:40 PM Callahan Clarified there is no specification of where the money goes.
7:09:45 PM Wigginton Stated they have agreed in Village policy that the moneys collected from each developer will be placed in a dedicated account for use only for improving that particular road.
7:10:12 PM Callahan Clarified it is not a particular portion but the whole road.
7:10:19 PM Wigginton Answered that is correct. Commented no other entity can get to the funds, and it will not be put into general revenue for roads not included in the study. Stated the whole purpose of the study was to calculate the cost of improving those roads. Stated those that are developing and causing the need for the improvement will be the ones to pay for it; however it is also fair to them to place the funds in a dedicated account so it cannot be used elsewhere.
7:10:52 PM Callahan Asked if the Lakeview Acres project includes East Main.
7:10:58 PM Wigginton Answered they have three dedicated areas.
7:11:02 PM Gulledge Stated Lakeview Acres, East Main and Pleasant Ridge were all separate. Asked for other questions on the issue. There were none.
7:11:17 PM Gulledge Commented the Public Works Department did a good job on clearing the streets. Stated he received comments from a Maryville resident who is a police officer for a neighboring community that Maryville always does the best job on the roads of any of the communities he works in.
7:11:43 PM Gulledge Called for a motion to go into Closed Session for discussion pertaining to 5ILCS120, regarding wages, compensation and benefits as well as the status of labor negotiations. Commented there will be no formal action taken upon coming out of the closed session.
7:12:19 PM Wigginton Clarified for the record, the first discussion is under 5ILCS120/2c1; the second is under 5ILCS/2c2.
7:12:39 PM Gulledge Called for the motion. Motion was made by Schmidt and seconded by Garcia. Voting on the motion: Limberg - yes; Schmidt - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
8:08:42 PM Gulledge Called for a motion to come out of Closed Session. Motion was made by Schmidt and seconded by Kostyshock. Voting on the motion : Limberg - yes; Schmidt - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
8:09:00 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 Limberg. Voting on the motion: Limberg - yes; Schmidt - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
8:09:18 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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