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Village of Maryville, Illinois

Description Caucus Minutes
Date1/31/2007 Location Council Chamber
Time Speaker Note
6:30:19 PM Gulledge Called the Caucus meeting of Wednesday, January 31, 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. Trustees Bell and Garcia were absent. Also in attendance were Deputy Clerk Fenton, Attorney Wigginton, Building and Zoning Administrator/Fire Chief Flaugher, Public Works Director Presson, Village Engineer Juneau and two (2) reporters.
6:31:24 PM Gulledge Called for approval of the January 24th meeting 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 Limberg. Voting on the motion: Limberg - yes; Schmidt - yes; Callahan - yes; Kostyshock - yes. Motion carried.
6:31:56 PM Gulledge Went to first agenda item, and asked Presson to discuss.
6:32:01 PM Presson Stated the first item are the bids to install a handicapped ramp at the library. Commented a copy of those bids was provided to the Board at last week's Caucus; however they have received a verbal confirmation from Mike Morgan and M&M that he is willing to donate his labor to the Village, with the Village to provide cost of materials. Stated Morgan did not have time to give a written bid on materials; however his opinion was it would run between $500 and $1,000, maximum. Stated his recommendation is to award the bid to M&M Construction.
6:32:48 PM Gulledge Asked if there were any questions.
6:32:50 PM Kostyshock Commented they will be saving approximately 50%, which is a good deal.
6:32:52 PM Gulledge Polled the Trustees; all were in favor.
6:33:03 PM Presson Went to next item, Pay Application #2 to Petroff Trucking in the amount of $92,030.79 for Old Town project work completed. Reminded the Board the Village is maintaining the 10% retainage.
6:33:35 PM Gulledge Stated this bill takes the project to the 20th of the month, which is a 30 day period. Asked if there were any questions. There were none. Polled the Board; all were in favor. Stated the item will be placed on the Board meeting agenda for next week.
6:34:06 PM Presson Went to next item, Additions to Old Town Project. Referred to the sheet listing the changes from Petroff. Requested the Board hold items #2 and #3 and only approve #1, Trench Drain at 210 S. Lange for a lump sum of $2,950. Explained this will alleviate a water issue that could become a problem.
6:34:36 PM Gulledge Stated the area is in front of Kimberlin's garage. Asked if there were any questions.
6:34:45 PM Schmidt Clarified they are holding off on items #2 and #3.  He was told yes.
6:34:53 PM Gulledge Stated they will obtain this in the form of a change order before next week's Board meeting.
6:35:02 PM Schmidt Asked if they will need to accomplish #2 and #3 eventually.
6:35:05 PM Presson Answered eventually; however they will discuss them later.
6:35:09 PM Gulledge Explained they have some concerns with the pricing. Polled the Board regarding item #1. All were in favor.
6:35:38 PM Presson Went to next item, Change Order #1 to the D&K Contract for the Tegtmeier Sanitary Sewer Replacement. He asked Mayor to explain.
6:35:51 PM Gulledge Explained this is the easement they have been negotiating with the Tegtmeier family between 159 west along the bike trail and down the slope. Stated when they get the short piece put in, they will eventually connect it and take off the line that currently goes through the middle of that property. Stated because this will become an 18 inch line, it will greatly increase the capacity to drain sewers from anything east of Route 159. Commented Juneau's estimate was $25,000; the change came in at $24,513.25. Commented it needs to be done as part of the upgrade to Old Town sewers. Asked if there were any questions.
6:37:17 PM Callahan Asked exactly what is being done.
6:37:21 PM Gulledge Drew a diagram for Callahan to explain. Stated it is a good price. Commented the contractor gave the same price as on the Copper Creek lines. Polled the Board. All were in favor. Schmidt clarified it was coming out of WSOM; he was told yes.
6:38:54 PM Gulledge Explained Presson has an issue to discuss that was neglected to be put on the agenda. Asked him to discuss the Water Department payment drop box relocation project.
6:39:06 PM Presson Explained the drop box will be moved off of the building so customers can drop payments in a secure box that will be installed next to the mail box on the island.
6:39:34 PM Gulledge Explained this will facilitate drop off from the customer's vehicle.
6:39:41 PM Presson Stated the recommendation is to purchase the 300 letter drop box for $1,653. Commented his opinion this is more than sufficient capacity than they have currently, which is a 50 count. Commented his opinion that once it is moved out, the box will be utilized more.
6:40:06 PM Gulledge Commented people will not have to get out of their cars and walk to the building to use the drop box. Commented he has had a number of people request this service.
6:40:26 PM Limberg Commented there have been times when the current box is stuffed to capacity.
6:40:31 PM Gulledge Concurred.
6:40:38 PM Presson Referred to the picture, saying it will be just the box itself. Stated they may add the pictured safety barriers; however that will be an additional cost to the Village and is not included with this purchase.
6:40:55 PM Gulledge Asked for any questions.
6:40:58 PM Kostyshock Commented it is a good idea as weather is an issue with people exiting their cars to use the current box.
6:41:05 PM Gulledge Polled the Board. All were in favor.
6:41:15 PM Presson Reported the generator engine was dropped off today; the crane will be here tomorrow; and the generator should be up and running tomorrow afternoon.
6:41:28 PM Schmidt Asked who is doing the legwork on the new billing process for the Water Department.
6:41:34 PM Presson Answered Melissa. Explained the paperwork has been sent to the state; however they have not received any information as yet.
6:41:44 PM Gulledge Explained they have been discussing the issue; they are waiting on the State. Commented Melissa indicated it will not be operational for this billing period; however it should be ready by the next period.
6:41:59 PM Limberg Asked if there has been any information from J Sha on the electrical issue.
6:42:07 PM Presson Stated he did not meet today's deadline for bid submission. Stated Juneau may have more information on the subject.
6:42:19 PM Gulledge Before Juneau takes the podium to answer that question, asked if there were other questions for Presson. There were none. Asked Juneau to address the Board.
6:42:28 PM Juneau Stated the specs were sent via e-mail for review from J Sha.
6:42:48 PM Gulledge Asked how far they are.
6:42:52 PM Juneau Stated they should have it ready to bid by the first part of next week.
6:42:59 PM Schmidt Asked if Juneau knew what the issue was in the attic.
6:42:59 PM Juneau Stated he did not know.
6:43:00 PM Gulledge Explained Juneau has not been involved; however they have asked him to push J Sha to get it finished. Stated he knows what the issue is and will address it after the meeting. Asked Juneau to discuss the change in the subdivision code regarding concrete monuments.
6:43:38 PM Juneau Stated the existing ordinance as written requires concrete monuments be set at the back lot corners to an elevation to provide for drainage. Explained the anticipated thought was it would be along the lot lines where the drainage channels are usually located. Stated that often is not the case. Referred to photos to illustrate the issue. Stated they are proposing changing the ordinance to reflect that the concrete monuments be put at the center of the drainage way. Commented several subdivisions have drainage ways which are shown in the plat by a "squiggly" arrow, which is a dedicated easement which, in Rolling Meadows, is approximately 30 feet wide. Further referred to the diagram showing certain lots where the channel is far up in the back yard.
6:47:01 PM Callahan Asked where the grade monument is in reference to the diagram.
6:47:12 PM Juneau Stated if they put the monuments on the property line, as the existing ordinance requires, in this particular case they would be on a hill. Explained there is a swale cut in as part of the subdivision to carry water, which does not follow where the back lot lines are. Explained in order to monument where people have to keep their yard low, they need to move the monumentation to the center line of the designated swale area. Stated they are now requiring developers call those points out in elevation and will set the points at the elevations.
6:48:20 PM Callahan Stated that doesn't keep anybody from changing them in between.
6:48:24 PM Juneau Responded the Village would know and could tell them to remove it. Referred to the photos showing where the issue has occurred where people have filled in parts of their yards. Showed the photo of property in Rolling Meadows showing the ditch that was planned as part of that development. Pointed out on the photo where the swale goes through the yards. Commented some people have built up their yards with retaining walls and one homeowner filled in the back yard and put a pipe across it. Stated if this was a new subdivision under the new ordinance there would be monuments every 100 feet, which would be set along the swale; before the developers had built the lots they would know where those are and the tops would be set to the elevation so the swale would have to flow in a certain direction. Stated if they were set at the back property lines, as required now, it does no good, as the example is a high bank. Commented on another situation which occurred in Keebler Oaks, which precipitated the ordinance change. Referred to the photo and explained the developer in this case had a grading plan which called for a ditch and swale at the back of the yards that flowed down to an inlet. Stated the developer in this case changed the grades because he wanted to do some walk-out and daylight basements, and dug out the area where the elevation of the yard is now actually lower than the catch-basin to which it was supposed to flow. Stated this has caused the water to "pond" in the areas. Explained if they had the monumentation there, he would not have been able to move that soil, as it would also have removed the monumentation. Stated at that point they could shoot the existing monuments to illustrate that he violated the plan elevations and must put back the soil.
6:52:38 PM Callahan Commented he understands why the back of the lot is not the correct place to put the monument; however he still does not understand why they only want one per lot.
6:52:47 PM Juneau Corrected it would be on every hundred feet. Explained a typical lot is approximately 80 feet long.
6:52:58 PM Mayor Commented they want to match up from one property to the next.
6:53:02 PM Juneau Explained it does not matter whether it is in the middle.
6:53:08 PM Callahan Commented the example that if a homeowner had a monument in the corner of his property and dug a hole in his yard before he gets to the next monument. Juneau interjected he would have a pond in his backyard. Callahan responded the homeowner has nothing to go by as he can't go in another homeowner's yard. Juneau responded those are easements to facilitate the right to establish where they are.
6:53:43 PM Gulledge Commented the monuments are there before the structure is built.
6:53:44 PM Callahan Responded he agrees; however the reason they did it property to property is so that someone in between could not build a dam. Stated this could still happen under the proposed ordinance.
6:53:56 PM Juneau Concurred; however the owner will also be told to tear it out.
6:53:59 PM Callahan Argued the homeowner doesn't have any idea where the other monument is, as with an 80 foot lot it would not be on his property.
6:54:08 PM Juneau Stated even along the lot lines there will be ties to them for location, and anyone with an instrument could go out and shoot the elevations.
6:54:21 PM Callahan Stated an engineer could; however he is referring to the homeowner.
6:54:30 PM Gulledge Explained what Juneau is saying is if this occurs, the Village will tell them they have to take them out because their yards don't match up with the other property marker.
6:54:43 PM Callahan Stated if they had a monument on each corner of their lot they would know.
6:54:49 PM Juneau Answered no they wouldn't. Referred to another photo display of a lot in Tuscany Ridge. Stated the back lot line is high, and putting a monument there does no good.
6:55:08 PM Callahan Stated he agrees it needs to be in the drainage line versus the lot line; however he does not understand how it will help long-term if they don't have the monuments on the property for the homeowner's reference. Stated the example of a town home, where there might be four different homes before getting to the next monument.
6:55:33 PM Juneau Explained the drainage ways could be traveling diagonally across lots, between homes, etc., but they need the monumentation along the lines of the drainage way to document the grades.
6:56:04 PM Callahan Stated he agrees that when they are building this will work, but it will not help once the contractor leaves and the property owner makes changes.
6:56:18 PM Juneau Stated a typical property owner won't know the monument is even there. Stated most owners don't look at their recorded plats. Commented a lot don't even know where the property corners are unless they have had it surveyed. Stated when the owner wants to remodel his yard, another neighbor will call the Village to report they are having a ponding problem. At this point the Village will look at the plat, find out where the monumentations are, survey and shoot it to illustrate that the owner violated it when he filled the ditch.
6:57:34 PM Callahan Argued it is possible the owner may not have known he violated it, as he did not have a monument on his property.
6:57:41 PM Juneau Argued he wouldn't have known anyway.
6:57:47 PM Callahan Argued they will be saying he can't do it because his neighbors have monuments and he doesn't. Juneau explained nobody knows where the monuments are unless they have done the investigation.
6:58:11 PM Callahan Commented maybe it makes it easier for the Village to police the situation, but it doesn't help the homeowner. Commented in fact it is worse than before, as now the owner has no clue. Commented at least before they could argue that there were two monuments in the yard to which he should have paid attention.
6:58:27 PM Juneau Reiterated the owner would never know where they are, as they are flush with the ground. Stated the only other solution is what some subdivisions have been doing which is installing concrete ditches along the back lot line, which is extreme and looks like a sidewalk in the backyard.
6:59:04 PM Callahan Asked if what Juneau is saying is, worst case, the drainage is running diagonally, and at some point it will hit one side but may not be anywhere near the corners. Juneau answered that is correct.
6:59:22 PM Gulledge Commented most drainage runs across the back and comes out between houses.
6:59:36 PM Callahan Commented on the situation in Rolling Meadows where the owner built up the yard. Stated the ordinance didn't' help that because the corner pins in that drainage ditch were not in the corners, but more in the middle of the yard.
7:00:04 PM Juneau Explained in Rolling Meadows, installing them at the back lot corners would not have helped the situation at all.
7:00:10 PM Callahan Asked how it was enforced.
7:00:12 PM Juneau Explained it didn't exist.
7:00:15 PM Callahan Answered he understands; his question is how did they make the owner cut it out if they didn't have an ordinance.
7:00:19 PM Juneau Answered because they could show there was a thirty foot wide drainage easement in his backyard on the plat.
7:00:33 PM Gulledge Commented for everyone's information, it was never taken out and the issue was turned over to the property owners to fight it out because there was no ordinance. Commented they are still dealing with it.
7:00:54 PM Callahan Commented the elevations are on the plat maps, and asked why they can't enforce it that way.
7:01:03 PM Juneau Explained the plat map shows a drainage easement goes back there and the water should flow across the yards at a direction to the south; however they did not have elevations on it. Stated the proposed ordinance will reinforce it from the standpoint there are actual elevations at which the soil has to be set. Stated this will eliminate the issue of builders changing contour lines.
7:01:36 PM Gulledge Commented on the Rolling Meadows issue: It does not stop the water but slows it down on the neighbors to the north. Stated he built it up so he doesn't have a ditch; however he installed a drain pipe that is not big enough. Stated it works; however the neighbors to the north are upset because it takes their property longer to drain, and they still have a ditch.
7:02:04 PM Callahan Asked Juneau for a guess on most subdivisions if the back corners are the drainage.
7:02:14 PM Juneau Answered they vary, especially where subdivisions back up against someone else's property.
7:02:21 PM Gulledge Commented most don't; most come out between the houses.
7:02:29 PM Callahan Commented the logic was they are putting a pin there anyway, so that is where they will put the monument.
7:02:32 PM Juneau Commented that was his logic at the time.
7:02:35 PM Callahan Asked if they will still require the pin be put at grade.
7:02:41 PM Juneau Answered no, because that pin can be up and down depending upon where it is located. Stated there is no sense in putting it at grade if it is at a high point in the yard.
7:02:56 PM Callahan Stated it might cause another problem, as they can lower the pin and change the drainage.
7:03:03 PM Juneau Answered they are protecting the drainage swale.
7:03:06 PM Callahan Commented if they allow the property owner to change the back corners, that could affect the drainage even though there is a swale.
7:03:19 PM Juneau Responded each house is at a different elevation because the subdivider has not set his house elevations as part of the plat. Stated how he wants to move his elevation of finished floors up and down and finish out his yard, he should be able to do that; however what they are saying is they can't violate the drainage way.
7:03:43 PM Callahan Asked Flaugher when a house is inspected if he knows where the elevations are.
7:03:55 PM Flaugher Explained he does not now, but will when the markers are set. Explained the current plats show the drainage easement; when he inspects a final grade he has no way to tell without physically shooting the grade. Stated with these he will be able to tell, as if the concrete markers are either not exposed or higher than grade, he knows they have violated.
7:04:33 PM Callahan Asked how long ago they passed the ordinance.
7:04:38 PM Flaugher Explained how it happened: They passed it five or six months ago; the first two subdivisions that this effects are Amberleigh and Tuscany. Stated he was out at Tuscany doing the final walk through, and he made the comment they had everything completed but setting the grade markers. Stated he and John Dutton looked on the street that butts up to Copper Creek and realized the property lines go up six or seven feet. Stated the developer was getting ready to come out to set them, and he brought the issue to Dutton's attention that if they set them at the property corners it will do no good at that elevation. Stated the same situation happened at Amberleigh when they got ready to set theirs; the structures with zero lot lines are not established until the building is built, as the lot line has to go through when they are sold individually. Stated again, they could not set markers in this situation. Stated this is when he indicated to Juneau that they need to revisit the issue.
7:06:16 PM Callahan Commented the original problem was years ago.
7:06:22 PM Gulledge Responded they didn't know how to fix the issue.
7:06:24 PM Callahan Stated his understanding they talked about putting the ordinance in place three to five years ago when the problem first came up.
7:06:34 PM Gulledge Responded they didn't know the answer. Explained this is the first time it has come into play. Stated they first came to the Board five or six months ago and passed it in time for Tuscany and Amberleigh.
7:07:09 PM Flaugher Stated they were actually going to have some set that were not in drainage areas at all, which was never the intent.
7:07:17 PM Callahan Stated his confusion is that this problem is quite old, even though they have realized these exceptions just recently. Commented his disbelief that it took the Village five years to pass the ordinance.
7:07:45 PM Gulledge Stated he remembers it being a problem; however he does not remember the monument part of it. Stated his memory is they were going to shoot grades.
7:08:11 PM Juneau Commented for Flaugher to go out and see elevations on a plat, he has no reference point; conversely if he can walk every hundred feet and see a monument he can monitor the grade.
7:08:31 PM Callahan Commented he understands the need at the final inspection; however it does not do anything to help the homeowner, as it will not be seen.
7:08:46 PM Juneau Concurred that they will be grassed-over in the interest of the homeowners using their yards.
7:08:59 PM Callahan Asked for instance, if no monument is on a homeowner's property, how can the Village expect him to know where the grade lines are as he is not allowed to go on somebody else's property to inspect the location.
7:09:24 PM Juneau Responded there are easements.
7:09:29 PM Callahan Clarified his meaning if the individual "in the middle" decides to build up his yard because there is no monument and he feels he is not breaking any rule.
7:09:39 PM Juneau Responded when he comes to the Village to state his intent to make improvements to his yard, Flaugher will show him where the monuments are and explain he must keep the grade equal.
7:09:49 PM Gulledge Commented if the homeowner does not come to the Village, the Village then goes to the owner and tells him he has impeded the drainage and must remove it.
7:10:00 PM Juneau Commented even if he had monuments on his property, the homeowner could still mound it up and cover it, as he would not know it is there.
7:10:16 PM Schmidt Asked if they will be required to be shown on the final plat so the Village has an idea where they are.
7:10:27 PM Juneau Stated the as-builts will show where they are.
7:10:31 PM Flaugher Clarified they will not be on the plat but on the as-builts. Schmidt asked if that will help him.  Flaugher answered definitely. Explained the as-builts are the set of plans received after the subdivision is built that shows exactly where water and sewer lines are, etc. Commented on the final plat they are not exact.
7:10:57 PM Schmidt Asked if they get as-builts from the individual building the home or the developer.
7:11:02 PM Flaugher Answered from the developer. Explained according to ordinance, until as-builts are received no building permits are issued.
7:11:17 PM Schmidt Asked if it would be better if they were 75 feet apart, versus 100.
7:11:22 PM Flaugher Stated there is no problem with 100 feet; what they have to remember is they are reference points.
7:11:59 PM Gulledge Stated he understands Schmidt's point, and asked if placing them closer together is "overkill"
7:12:08 PM Flaugher Stated 50 foot would be. Stated most SR2 lots are 80 feet. Stated he understands Callahan's point of setting them on the property corners.
7:12:27 PM Gulledge Stated that doesn't work because when it comes out between the houses sometimes it is not on the low point. Stated there is no clear cut way to decide exactly where to put them, other than the lowest part of the swale.
7:12:41 PM Juneau Concurred.
7:12:45 PM Flaugher Stated his opinion is 100 is okay because what will happen is the only time they will hear about them is when there is an issue, at which point they will have to get Juneau to shoot a grade.
7:13:09 PM Callahan Asked if ground-zero is the low-point where the first marker is placed and has nothing to do with where the property lines are. Juneau responded that is correct. Callahan further commented they then go 100 feet both ways. Gulledge answered yes, and each are still at the lowest point of the swale.
7:13:22 PM Flaugher Stated it becomes almost like connect the dot. Stated his question was how does he know they are at grade. Stated Juneau clarified they will spot check them.
7:13:48 PM Callahan Asked if they can put them in the GPS system.
7:13:53 PM Juneau Answered they can be. Commented there will be iron pins in them, which will facilitate finding them with a metal detector as well.
7:14:07 PM Callahan Asked if they put corner pins in the GPS. Juneau answered no. Callahan asked what they put in.
7:14:12 PM Juneau Answered the valve, manhole, hydrant locations. Callahan asked if they put lot lines in.
7:14:21 PM Juneau Answered the GPS system has the survey plat that shows that and gives X and Y coordinates based on the surveyor's and engineer's drawings.
7:14:46 PM Callahan Asked how hard it would be to put the monuments into GPS.
7:14:51 PM Juneau Answered these monuments will be easy; however property lines is not.
7:15:01 PM Gulledge Commented he does not disagree they should be in the GPS; however they do have a metal detector to use with the metal rod in the monuments.
7:15:22 PM Callahan Asked what they do with standard flat ground.
7:15:30 PM Juneau Answered there will not be flat ground if they have designed and built the subdivision right, because at every hundred feet if they are dropping at a 3-4% grade or, for example the minimum of 2% required for a lot, then every one hundred feet they are dropping two feet.
7:15:57 PM Callahan Asked if the whole subdivision is tilted one way, how do they do that drainage.
7:16:04 PM Juneau Answered it is tilted so as to either flow onto someone else's ground, or there is a ditch to where the water will have to turn and go down across some lots to get to an inlet.
7:16:24 PM Callahan Commented it seems as though they will have places where all the elevations are the same; for example there might be four or five homes that all drain to one low spot.
7:16:35 PM Juneau Stated they can't have a flat place, or the result will be a pond.
7:16:38 PM Flaugher Commented his understanding of Callahan's point, and explained it will all flow to one collection area. Stated each lot coming in will have a grade marker down to that low spot, and once it hits the low spot if flows on where it is supposed to go.
7:16:55 PM Callahan Stated he now understands the reason for not requiring the pins at the corners. Stated he is more concerned about the fact there is no point of reference on the properties. Stated he understands it might be cumbersome in some cases where they might have to have one or two or four or five if the yard is large with a couple of pieces of drainage coming in; however he believes the argument from the homeowner will be there is no way he can know what the drainage is because the monument is not on his property.
7:17:31 PM Flaugher Responded what they should know is to look at the plat. Commented they are not supposed to be making changes whether there are grade markers or not. Stated if he understands correctly, the people in Rolling Meadows did not consult an engineer to put a big enough pipe in. Stated homeowners can make changes; however they are supposed to have an engineer to make sure it doesn't affect the flow of the water. Stated the bottom line is they are not supposed to be changing anything in that area whether there are markers or not. Commented many people do not realize when buying their lot that the drainage easement is in the back and water will run through their yard.
7:18:44 PM Gulledge Commented on the amount of people that call when it is raining complaining about the amount of water in their yards. Moved the discussion on and asked if there were any questions regarding the concrete monument issue.
7:19:07 PM Schmidt Asked what they want attorney to do.
7:19:13 PM Gulledge Responded he has an ordinance prepared that says 100 feet, and referred to the copy included in the packets.
7:19:33 PM Limberg Commented the Planning Commission discussed the issue and recommended 100 feet.
7:19:42 PM Gulledge Clarified it is not an ordinance but a change in 154.017(d).
7:20:16 PM Wigginton Commented he will change the section with the proposed language from the Planning Commission and Juneau.
7:20:29 PM Schmidt Asked if it is required to be notified with the State Board.
7:20:33 PM Wigginton Answered no, as it is not a change to the Building Code; however a public hearing is required.
7:20:42 PM Flaugher Responded that was done before the Planning Commission meeting, along with the other two issues as discussed last week at Caucus.
7:20:56 PM Gulledge Explained the Board was okay with the other two issues at last week's Caucus; however there were questions regarding this issue so they held it for discussion tonight. Polled the Board. All were in favor of the change to the ordinance.
7:21:17 PM Callahan Asked if it has always been an ordinance that land that is under water is not used to count lot size.
7:21:34 PM Gulledge Answered yes.
7:21:35 PM Juneau Commented that came up at Fox Mill when they wanted to build a lake.
7:21:42 PM Gulledge Asked for any other questions for Flaugher or Juneau.
7:21:49 PM Flaugher Updated the Board on the generator proposal for the fire station. Explained it turned out to be more involved than originally thought. Explained they have to rate the station for maximum kilowatt usage during the peak period of the year. Stated he contacted George Kroder, who indicated he should research the information with Ameren. Stated this information basis will determine the size generator the building needs. Stated he will pull the bills to figure this out; Kroder gave him a formula to use in figuring the size needed. Stated once this research is done, he will put together a bid package. Commented he currently has four companies interested in bidding the project.
7:23:28 PM Callahan Commented on the possibility of going to a full time station. Stated for this reason, they might need to consider a bigger generator than peak usage.
7:23:58 PM Flaugher Responded Kroder's suggestion was to go up one level, just to be on the safe side.
7:24:27 PM Callahan Commented this issue happened with the Police Station.
7:24:34 PM Gulledge Commented the decision was to buy a second generator instead of one big one, which has definitely paid off. Stated they are working on issues at the water plant and may have an answer if they have to make changes there. Explained they may make the large one there on a trailer in order to move it to different locations. Stated this solution may save a lot of money. Asked if there were any questions for Flaugher. There were none. Thanked Flaugher and Juneau for their input and excused them from the meeting.
7:25:42 PM Gulledge On behalf of Bell, discussed the 2007 PEP Grant use ideas. Explained they turned in the grant for the turn mower and rock; however they were informed they could not use the grant for wheeled machinery. Stated he has discussed the issue with Shoup of the Park Committee regarding taking down the small bathroom in Firemen's Park that houses the electrical. Stated they have decided they would like to use the $15,000 for a small pavilion without bathrooms on that corner that would house the existing electrical. Stated he needs to know whether the Board approves, as he is under a deadline to submit the grant. Stated he was in contact last week with people to send bids, of which they need three. Stated it has to be turned in no later than close of business on February 12th. Stated they are soliciting bids for a $13,000 for the pavilion, which would leave $2,000 for the concreted needed to erect it. Asked the Board's opinion.
7:27:52 PM Schmidt Commented it is a needed improvement and is a good idea.
7:27:57 PM Gulledge Commented it will look nice. Commented it has been on the To Do List for two or three years.
7:28:03 PM Callahan Asked whether losing that bathroom will hurt.
7:28:08 PM Gulledge Responded the only time they are needed is the two nights of the Homecoming celebration; as bad as they are, they would be better off renting extra "Johnny-on-the-Spot" units. Polled the Board. All were in favor.
7:28:39 PM Schmidt Asked if they are talking with the same contractor that did the other pavilions.
7:28:45 PM Gulledge Answered no, he is contacting the people that have bid the pavilions in Drost Park. Commented he received one, and another came in this afternoon.
7:29:12 PM Gulledge Next, stated he received a request from the Troy Chamber of Commerce for Maryville to host an After Hours event. Stated the two open dates are April 12th or October 11th. Commented he informed the Chamber they would not be able to serve alcohol on Village premises; they understood and told him not all events serve alcohol. Stated it should run $200 to $300. Asked the Trustees opinion.
7:30:09 PM Schmidt Commented his opinion it is an assumed responsibility of joining the Chamber. Stated he is in favor.
7:30:30 PM Gulledge Polled the Board. All were in favor.
7:30:40 PM Kostyshock Asked what the Village will provide.
7:30:43 PM Gulledge Read the items from the contract: Food, beverages, two or more door prizes. Asked the Board's opinion regarding the April or October date. The Calendar was consulted. It was decided to request the October date so as to avoid conflicts with the Khoury League. Commented the event starts at 5:00 p.m. and is usually over by 6:30 p.m.
7:32:35 PM Gulledge Went to Calendar Updates. No comments were made.
7:32:45 PM Gulledge Went to To Do List, page 1. No comments. Went to page 2. No comments. Went to page 3. No comments.
7:33:16 PM Gulledge Went to Trustees' Comments.
7:33:26 PM Callahan Commented on the Community Improvement Board meeting held Monday night. Stated they will have a membership of 21.
7:33:49 PM Gulledge Commented they had 21 and he spoke with three people in questions: Two wanted to remain; one has a scheduling conflict, so she withdrew from the committee but will attend meetings when she can. Stated now they have 20; they plan to use 21 as the official membership, and will find another individual to step up. Commented a minority of the Board wanted to reduce the membership to eleven; the majority voted to keep it at 21.
7:34:46 PM Callahan Commented they will elect officers at the Monday night meeting at 7:00 p.m. in the Council Chamber. Commented they may even have recommendations for Wednesday's Board meeting.
7:35:02 PM Gulledge Stated the ordinance is done and they will approve it at the Board meeting. Commented they will also have a drawing of members for the terms, which are three, two and one year. Stated he will make the recommendation to the Board for a vote to place the individuals on the committee.
7:35:35 PM Callahan Asked if they will vote name by name.
7:35:37 PM Gulledge Answered no, he will list the group at three, two and one year terms of office.
7:35:51 PM Gulledge Went to Mayor's comments. Asked Wigginton to discuss the health insurance issues.
7:36:05 PM Wigginton Stated he has prepared the revision pursuant to the comments of the Insurance Committee to the health insurance policy contained in the personnel handbook. Stated he has forwarded it to Baugher Financial for their review and to compare it with the clauses contained in the health insurance policy. Stated he asked them to get their comments back to him by Monday afternoon so as to include it in the packets next week. Stated it is a substantial revision and includes all the comments the committee thought was necessary.
7:36:50 PM Gulledge Stated they will likely go into Closed Session next Wednesday night to discuss. Callahan asked whether they will vote on it next week. Gulledge answered there is a possibility, as it will be up to the Board after they come out of Closed Session.
7:37:14 PM Gulledge Next, commented on the opportunity for the Madison County $20,000 Recycling and Landscape Waste Management Equipment Grant Program. Explained last year they applied and got the wood chipper. Stated they again have an opportunity to use this grant for an attachment called a "clam" on the front of the backhoe that does the work of several employees. Stated they would also be eligible for a "thumb" on the back of the backhoe which can reach into a yard to avoid driving into it. Stated for the grant, they have to show the Board is behind it and pass a resolution at next week's Board meeting. Stated it is an 80/20 grant. Stated the Village's cost should be approximately $1,500 for both attachments. Stated using it one time would pay for itself. Commented it would have saved $15,000 in labor from the last pick up. Stated the bids will be in the packet next week. Commented there is a timeline on this. Stated he needs to get it back to the Madison County Board by the third Wednesday of this month, which is why he can't wait until the next Board meeting to approve it. Asked the Trustees. All were in favor.
7:39:50 PM Kostyshock Commented on the ease of operation.
7:40:06 PM Gulledge Went on to Park Committee recommendations. Stated the first is to allow the Maryville Redbirds Select Baseball team to become established to use the Drost Park Khoury League field with restrictions on scheduling to accommodate parking and diamond use with the Drost Park Khoury League. Stated they will have to get clearance from the League to use the fields. Limberg asked the age group of the team. Mayor stated he believes 11 year old, but could be a combination. Commented they get calls from many select teams looking for fields. Stated he does not have a problem with it, as long as they coordinate it through the Drost Park Khoury League and does not cause a problem with parking.
7:41:28 PM Schmidt Asked if this is an existing team.
7:41:37 PM Gulledge Answered no; it is a brand new team. Stated this particular team is all Maryville boys. Stated their teams do well at the State level, and they want to take it a little farther with a select team. Asked the Trustees their opinion. All were in favor. Went to next recommendation to expend and allocate funds from the IEPA grant and other funds to complete the dredging of Drost Lake. Stated he told the committee the Village plans to do it anyway within reason. Asked for any comments. There were none. Mayor commented no action needs to be taken. Went to next recommendation, to apply for the Madison County Recyclable Materials Grant in the amount of $8,000 maximum, which is a 100% grant, to purchase 20 trash cans similar to the one placed at the entrance of the Village Hall. Stated these will replace a lot of the old blue 55 gallon trash cans around town. Commented it is also something the Improvement Board is interested in seeing as well. All Trustees were in favor of applying. Went to last recommendation to purchase and install bulletin boards for Firemen's Park pavilion #4, Drost Park pavilion #5, and the comfort station by Pavilion #1 at an approximate cost of $226 each. Stated the present bulletin board on the comfort station may be placed at the library. Stated Sharon Petty is in charge of securing pricing information. Explained the committee is simply informing the Board they are researching it; they understand they need to get Board approval before purchasing. Callahan asked if the boards are locked. Gulledge answered yes. Explained Sharon Petty and Al Ebert will be in charge of taking care of them. Stated there will be two keys kept one each by the Committee and Public Works Director Presson. Asked the Trustees opinion. All were in favor.
7:44:25 PM Gulledge With no other 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.
7:44:51 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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