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Village of Maryville, Illinois

Description Caucus Minutes
Date1/24/2007 Location Council Chamber
Time Speaker Note
6:31:03 PM Gulledge Called the Caucus meeting of Wednesday, January 24, 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 Limberg, Schmidt, Callahan, Kostyshock and Garcia. Trustee Bell was late. Also in attendance were Deputy Clerk Fenton, Public Works Director Presson, three (3) reporters and two (2) citizens.
6:31:49 PM Gulledge Called for approval of the January 10, 2007 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: Limberg - yes; Schmidt - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
6:32:21 PM Gulledge Went to first agenda item, Increase in Water Meter Deposit, and asked Presson to discuss.
6:32:31 PM Presson Stated the recommendation is to increase the water meter deposit from $50 to $100. Stated they have had problems with people leaving their residence with a balance due, and the current $50 deposit no longer covers the cost.
6:32:59 PM Schmidt Asked if it was within his discretion to raise the figure.
6:33:11 PM Gulledge Commented regarding that point, he also suggests changing the ordinance wording from "Water and Sewer Superintendent" to "Public Works Director or his designee".
6:33:32 PM Bell Arrived and was seated.
6:33:37 PM Schmidt Asked what the current procedure is with regard to deposits.
6:33:48 PM Gulledge Commented the Water Clerk is more familiar with the people than he or Presson. Stated this clause was put in for the multiple offender.
6:34:17 PM Schmidt Clarified that the Clerk is the one to "blow the whistle".
6:34:23 PM Gulledge Answered yes, at which point she reports it to Presson.
6:34:45 PM Kostyshock Commented the issue of leaving a balance due mostly pertains to rentals.
6:34:53 PM Callahan Clarified that the ordinance says the owner of the property is responsible for the bill.
6:35:00 PM Presson Stated there have been situations where even homeowners leave without paying their bill.
6:35:08 PM Gulledge Commented he had reservations about raising the figure at first; however they need to keep in mind it is a deposit and is refunded to the customer.
6:35:33 PM Bell Commented $100 is closer to an average bill.
6:35:39 PM Gulledge Concurred.
6:35:51 PM Callahan Asked if the tenant leaves without paying does the Village have any recourse.
6:35:59 PM Kostyshock Stated the owner pays the delinquent bill.
6:36:12 PM Gulledge Commented it has not been much of a problem when it is a homeowner; however they have had instances where a homeowner does leave.
6:36:48 PM   The meeting was interrupted due to the discovery of a failure to record. Audio was connected and the meeting resumed.
6:36:53 PM Callahan Commented he does not have a problem raising the amount; however he is surprised they are not able to collect.
6:37:00 PM Gulledge Commented sometimes it costs more than $50 to recover the delinquent amount.
6:37:18 PM Presson Commented especially if they do it every single time this occurs. Explained this is going to prevent that single time. Explained if there is a bill that is substantial, they do not have a problem going after it; however to lose the $60 to $75 bills here and there, with legal costs as high as they are, it is not feasible.
6:37:40 PM Garcia Asked if a homeowner leaves, can they lien the property.
6:37:46 PM Gulledge Explained how it works: They bill every two months; in certain situations they get enough notice if they are getting ready to send bills out. If someone was to have left a month ago and sold their house, it would not work out. Stated they do as good a job as they can staying on top of it; this is just added protection. Reiterated the resident gets the $100 back if they are not at fault.
6:38:17 PM Schmidt Stated there have been cases where people left their home in the middle of night.
6:38:44 PM Limberg Commented some utilities charge more than $100 to get the service turned on.
6:39:00 PM Gulledge Stated he does not believe they are out of line on this issue.
6:39:11 PM Garcia Asked if they should make it higher.
6:39:16 PM Gulledge Stated if they start having trouble they will revisit the issue again. Polled Board; all were in favor. Went to next item.
6:39:29 PM Presson Stated Item #6 is actually a misprint: It should be 1" Minimum Water Meter Service. Stated all new tap ons will be required to be 1 inch under Village ordinance.
6:39:53 PM Limberg Asked if this is a common practice in other communities.
6:39:56 PM Presson Stated there are a few that do it. Stated Illinois Plumbing Code is 1 inch from the meter into the house, so all the Village is doing is taking it from the main to the meter.
6:40:08 PM Limberg Asked what is required for a sprinkler system.
6:40:12 PM Presson Stated 1 inch is more than enough to supply it. Explained it also has to do with pressure; usually a sprinkler system requires 60 PSI, and there is no problem meeting that in most areas of town.
6:40:31 PM Gulledge Commented before they go any further, went back to proposed ordinance which says "Water and Sewer Superintendent"; is the Board in favor of his suggestion to change that to "Public Works Director or his designee". All were in favor.
6:40:47 PM Bell Asked Mayor to break the meeting to check the recording system.
6:42:15 PM Gulledge Resumed the meeting. Asked for questions or comments regarding the 1 inch meter service. Clarified all of these issues have been brought before the Public Works Committee and Juneau has been involved. Stated again, he would like to change the verbiage to read they are "inspected by the Public Works Director or his designee", as the Superintendent doesn't inspect them. All were in favor of the change.
6:42:52 PM Presson Went to Agenda Item #7, Phase II Permit Fee. Explained they have been involved with this consortium for three to four years. Stated they provide annual meetings, support and general consultation for the Phase II Stormwater Permit. Stated the fee is $1,500.
6:43:19 PM Kostyshock Asked how many people they send to that training.
6:43:22 PM Presson Answered himself and Matt Hoffman. Explained the operator, Joe Simpson, has attended when neither he nor Hoffman are available.
6:43:36 PM Gulledge Stated he and Presson started out going to them; however it became too much as it is a really involved subject. Commented they are saving $300, as they did last year, by paying the fee early. Stated his opinion they should definitely be involved in it again, so the recommendation is to approve the payment now so as to save the $300. Stated the check needs to be in no later than Tuesday, April 3rd. All Trustees were in favor.
6:44:22 PM Presson Went to Agenda Item #8, Bids to Install Handicapped Ramp at the library. Stated they received three (3) bids. Stated they had called five (5) contractors; however two (2) have not yet responded. Referred to the last bid for $895; this contractor was asked for proof of insurance and bonding and would not provide it. Explained his recommendation would be to drop this contractor from the process. Stated the other two bids are both the same at $1,995; his recommendation is General Construction Services.
6:45:20 PM Kostyshock Clarified they want to go with bid #2 from General Construction Services, as they provided the insurance an bonding. Presson answered that is correct.
6:45:34 PM Gulledge Asked if there were any questions. Reminded the Board this is the Village's building, but it is the library site.
6:45:52 PM Presson Commented they will still have to pour the concrete pad.
6:45:53 PM Gulledge Clarified that they may still get more bids.
6:45:55 PM Presson Answered they may, and if they come in he will contact the Mayor.
6:45:58 PM Gulledge Stated they have another Caucus meeting next week, so they will be able to look at them if they come in. Asked Limberg to review the bids, as he has expertise in this area.
6:46:18 PM Limberg Commented regarding the second proposal, the company did not bid any demolition of existing structure.
6:46:28 PM Gulledge Stated if more come in they can review next week, and will make a decision then. Asked if there were any other questions for Presson.
6:46:50 PM Presson Commented to Trustee Bell that the swings are up and running. Commented to Trustee Schmidt the street signs are up in the Amberleigh development.
6:47:08 PM Gulledge Distributed pictures of the signs and posts taken by the Public Works Department. Commented the pictures are nice, but encouraged all to view them in person as they look really nice.
6:47:23 PM Schmidt Asked if they are working on bids for existing areas.
6:47:27 PM Presson Stated he received one bid for Old Town for the posts, brackets, footings; basically everything except for the signs themselves. Stated the bid for between 50 and 60 signs/posts was $32,000 minus the actual signs.
6:48:03 PM Gulledge Stated they are not ready for this now, as he does not want to do signage until all the street construction is complete.
6:48:17 PM Bell Clarified that this company will be in business for a while to facilitate receiving the same product far into the future.
6:48:22 PM Presson Stated he does not see a problem with finding multiple companies able to provide the signs to the specifications of the Village.
6:48:32 PM Gulledge Commented they have plenty of time on this issue. Suggests in a month or two putting a formal request out to as many companies as they know of that supply this equipment, including a request to be provided the period of time for which they will hold the price for the Village.
6:48:52 PM Presson Stated the item will be a budget line item.
6:48:59 PM Schmidt Asked if they know if the original developers own Tuscany.
6:49:05 PM Gulledge Stated yes it is the original developer. Stated he has been told that the individual that was going to do the development and buy the housing lots backed out; they also had another individual lined up who also backed out because of the slowness of the market.
6:49:28 PM Schmidt Stated the reason for the question is there are no signs in that subdivision yet. He asked if provisions had been made for that developer to use the chosen sign format.
6:49:45 PM Presson Stated that development only has two street signs and the developer is aware of the requirements.
6:50:06 PM Garcia Asked if this means the subdivision is not going to be developed until somebody comes in.
6:50:07 PM Gulledge Answered yes; however he is not worried about it. Stated he knows there are people looking at it, as he has received a number of calls. Stated he spoke with the current owners, who are in discussions right now on the issue.
6:50:22 PM Limberg Commented there has been a slow-down in the housing market.
6:50:27 PM Gulledge Commented it is picking up. Limberg concurred.
6:50:38 PM Presson Went on to inform Garcia that the lights at the food pantry will be taken care of either this evening or first thing tomorrow.
6:50:53 PM Bell Commented the lights at the marquee are still burned out.
6:50:57 PM Gulledge Stated Brussatti is aware and has called for repair. Thanked Presson for his contribution and excused him from the meeting.
6:51:13 PM Gulledge Went to Planning Commission Recommendations, and asked Limberg to discuss.
6:51:19 PM Limberg Stated the Planning Commission met Monday evening. Stated they reviewed the proposed changes to the ordinance regarding requirements on collection of fees and sight development plan, as well as the concrete monuments at the rear of some buildings. Stated there was lengthy discussion on most of the items. Stated changes to the ordinance were recommended as follows: Regarding the collection of a 4% inspection fee, most of the time the Village is covered at 4%; however they need to watch the development as sometimes more involvement is required by Juneau, which drives the cost up. Stated the recommendation is to revise the ordinance to reflect the inspection and testing fees will be a minimum amount of 4% of cost of the improvements as determined by the Public Works Director of the actual documented total of all awarded contracts for improvement to be dedicated to the Village plus any documented cost greater than 4% paid by the Village to cover the Village's additional cost to monitor compliance with the Subdivision Control Code. Explained the verbiage is being changed to cover any additional cost.
6:53:19 PM Gulledge Commented the 4% will not change.
6:53:28 PM Schmidt Asked who monitors the costs. Gulledge answered there is a spreadsheet. Schmidt asked who keeps the information.
6:53:36 PM Gulledge Answered Kevin maintains one and Tracy maintains one, which she provides to him monthly. Stated he does not sign the final plat until he reviews the log to make sure all fees are paid. Stated if they owe additional fees, a letter is sent. Stated this has never happened on any subdivision developments thus far; however it has happened on single-lot developments. Explained that is what drew his attention to the matter. Stated they will be discussing making the same change for these people, changing it to $500 from $250, and if it is over $500 they would be responsible for any additional. Commented they are not going to make any money, but will not lose money on review of the plat itself.
6:54:46 PM Schmidt Asked if the individuals monitoring costs see the bills from Juneau.
6:54:55 PM Gulledge Answered yes, Tracy obtains the information and provides him a spreadsheet. Stated it is a comprehensive report showing exactly where they are on each development. Explained it is the first thing they go over at each Public Works meeting. Asked if there were any questions on this first recommendation. Concluded the only thing they are changing is that if the cost goes over 4% the developer has to pay for it. Explained they are not trying to make money; it is in the situation where the developer has caused the problem, making extra review necessary.
6:55:59 PM Limberg Stated he discussed the issue with Kevin, who informed him they have never lost on any of the big developments; it is the smaller developments that are the issue. Added it has not been a great amount of money; however they are not in business to lose money.
6:56:18 PM Gulledge Asked Trustees their opinion. All agreed to the recommendation.
6:56:21 PM Limberg Explained the second change is the fees that are paid for site development plans. Stated the Commission is making the recommendation that the fee should be a minimum of $500. Stated payment of those fees should be paid to the Village prior to final inspection.
6:56:53 PM Gulledge Further explained anything over $500 is the responsibility of the developer. Asked for any questions. There were none.
6:57:03 PM Limberg Stated the last item discussed was the concrete monuments. Stated his opinion there is a misunderstanding on how they are supposed to work.
6:57:15 PM Gulledge Commented the fault lies with the Village, as the Public Works Committee and engineer required they be put on all back lots, which was not the correct way to handle it. Asked Limberg to explain.
6:57:29 PM Limberg Stated on single family homes it is not normally a problem. Explained the problem lies when they get into zero lot lines where it is hard to decide where to put them. Stated they are recommending the subdivider place the markers at intervals not to exceed 100 feet below the flow line on the back of the properties. Stated there was discussion as to whether those would be lot lines; that is not what they are supposed to be. They are supposed to be final grade lines. Stated when they are put in position and set in place, when the building is finished nothing can be graded any higher or lower than that point. Reiterated they will put them at intervals not to exceed 100 feet.
6:58:36 PM Bell Stated you can drop grade a lot over 100 feet.
6:58:45 PM Gulledge Explained these are in swales only where the water moves off the lots between property lines.
6:58:59 PM Limberg Stated the reason they did this is there have been problems in the past with people mounding dirt in their backyard and stopping the flow.
6:59:10 PM Callahan Stated they are defeating the purpose. Stated his opinion they need to have a monument on every lot.
6:59:19 PM Gulledge Stated these are for grades/swales. Stated the engineers said they are not needed. Stated they will still have the corner pins.
6:59:36 PM Callahan Asked if the pins are at grade. He was told no. Stated his opinion that they need to have a grade line on every lot. Stated if not, the people in the middle portion of the building can do what ever they want.
6:59:48 PM Limberg Responded most of the time 100 feet covers the lot.
6:59:56 PM Bell Argued not on the zero lot lines, which are 50 or 60 feet.
7:00:04 PM Gulledge Stated they discussed this with the engineers.
7:00:09 PM Bell Stated at 100 feet the middle individual can do some damage.
7:00:21 PM Callahan Stated he agrees they are not supposed to be corner pins. Stated his opinion is they were having a problem with people doing "weird" stuff with their yards. Stated the idea is to have a grade that they cannot go above or under. Stated if they say one is not needed in every yard, they are defeating the original purpose.
7:00:42 PM Gulledge Stated they won't vote on this, and will have the engineer come in to discuss. Bell asked if it was a cost issue. Gulledge answered no, it is just they are not needed. Stated this came from the engineer; he will ask Juneau to come in to explain the reason for the Board.
7:00:55 PM Callahan Asked who made the request to eliminate this requirement.
7:00:59 PM Gulledge Responded they are not eliminating it, but changing it. Callahan responded they are going from requiring everyone to have it to just the either end of the building. Gulledge answered it is not needed on every lot.
7:01:10 PM Callahan Stated they need to know where the grade is on every lot, which is the purpose of the ordinance. Stated his understanding they passed the ordinance because they had people going out of grade. Stated he doesn't mind if it is just one pin, but he thinks everyone needs to have a pin to show grade.
7:01:41 PM Gulledge Commented this is just for drainage, and it shows on the plat how they drain the subdivision.
7:01:54 PM Callahan Clarified for a single family subdivision they are required at the corners. He asked if they are still requiring them at the corners of each lot. Limberg answered a pin. Callahan responded they were requiring a concrete boundary at grade. He was told yes.
7:02:18 PM Gulledge Stated they will have Juneau come in to answer questions.
7:02:22 PM Callahan Commented if there is grade variation in the lot at all, you need two monuments.
7:02:39 PM Gulledge Responded the plats are supposed to show the grades. Stated this was to keep the Village from going out and shooting every lot. Stated this is just to make sure that the water moves through it. Stated they can always go back on the back pins, which is supposed to be to grade. Stated the problem was that they were changing it around and putting dams in the yard. Stated they have time to ask Juneau to come in to explain the situation and answer questions.
7:03:18 PM Callahan Stated he is surprised the engineer suggested this.
7:03:24 PM Limberg Stated it came directly from Juneau.
7:03:30 PM Schmidt Stated Juneau is the one that brought it up to begin with.
7:03:33 PM Gulledge Responded no; Kevin was having problems because they had to keep going out to people's yards that were changing them, and they were unable to get water out of some of the backyards. Stated they were having to put swales in, at which point it became a problem with basement windows. Stated they went to Juneau, who came up with the grade markers on the backs of the lots. Explained after doing Vantage and Tuscany, it was agreed that many were not needed because they already have the plat that shows the grade. Stated this was individuals going in and changing their yards.
7:04:23 PM Callahan Stated in mentioning Vantage, they don't tend to follow any of the Village rules. Gulledge answered they had nothing to do with the issue. Callahan stated the point is whether they have had a problem since they changed the rule; if not, why are they changing anything.
7:04:39 PM Schmidt Commented no one has put any in yet.
7:04:40 PM Callahan Stated they have had subdivisions do it. Gulledge answered no, as this is for final grade and no one has done that yet.
7:05:08 PM Callahan Stated he does not understand the logic and does not understand why Juneau would say not to do something unless somebody requested it.
7:05:15 PM Gulledge Responded Juneau said "let's do it different", he did not say not to do it. Stated he will ask Juneau and Flaugher to come in next week to explain.
7:05:38 PM Limberg Went on to next issue: On Osborn's 2nd addition to Remington, they want to make changes to the plat pertaining to the Village's lift station.
7:06:28 PM Gulledge Explained this is so the Village will have access to and ownership of it. Stated there have been a couple of name changes. Stated no lots have changed.
7:06:47 PM Callahan Asked if this is the western portion of Remington.
7:06:54 PM Gulledge Answered no, it is southern, which is closer to the water tower. Stated they have installed streets; however they have not started building because they have not yet signed off and recorded it.
7:07:10 PM Limberg Commented they are doing it for the Village.
7:07:22 PM Schmidt Commented since they are changing things in this particular ordinance, under section 154.118, paragraph D, it states variance rezoning request fee is $75 per request. There is another clause elsewhere in the Zoning Division that shows this fee is $100. Stated they need to change this ordinance to $100 so they match. Gave Gulledge the ordinance numbers to give to attorney.
7:08:51 PM Gulledge Thanked Limberg. Went to Bell to discuss Fishing Regulation Ordinance. Stated the recommendations came from IDNR.
7:09:02 PM Bell Commented attorney was supposed to look it over. Gulledge answered he did.
7:09:19 PM Callahan Commented there is no length on a channel cat.
7:09:24 PM Bell Answered no, just on large mouth bass.
7:09:29 PM Gulledge Commented attorney is okay with any changes the Board wishes to make. Reiterated this was a recommendation from the individual that tested and shocked the lake.
7:09:40 PM Bell Commented the blue gill is high, but they are small fish.
7:09:48 PM Callahan Commented the only fish that don't reproduce are the channel cat, which is why he is surprised there is no length limit.
7:09:58 PM Gulledge Commented the problem will be enforcement.
7:10:07 PM Bell Commented with regulations in place, they can put up signs.
7:10:26 PM Gulledge Asked for any questions. There were none. Commented maybe it will take care of the "snacker lady". Went on to tell a story about the fish a lady was catching one day.
7:11:44 PM Gulledge Asked if the Trustees agreed to the regulations.
7:12:07 PM Bell Stated these regulations are in addition to any state laws.
7:12:24 PM Garcia Asked if they should include the license requirement on the sign.
7:12:36 PM Gulledge Stated they can put it on the sign. Commented this is State law.
7:12:50 PM Kostyshock Asked if they plan to stock the lake this year.
7:12:53 PM Bell Responded they have not yet discussed it.
7:13:21 PM Kostyshock Commented his opinion it should be done and get bigger fish. Discussion was held as to fish sizes and restrictions on channel cat fish.
7:16:52 PM Gulledge It was decided to leave the regulations as is. Stated he will have the Park Committee contact the IDNR representative for his reasoning for allowing six (6).
7:17:08 PM Gulledge Explained they applied for the 2007 PEP grant; he received a call from Madison County informing him they were not allowing wheeled or riding machinery, such as the lawn mower the Village planned to purchase. Explained apparently he was given the wrong grant application. Due to the mix-up, the County has given the Village additional time to apply for the grant. Stated he needs ideas as to what to purchase with the grant funds. Stated a decision needs to be made next week so as to approve it at the next Board meeting, as they have given him until February 12th to submit the application.
7:18:52 PM Schmidt Asked why they turned down the mower.
7:18:57 PM Gulledge Answered it is a rule this year; they are not allowing wheeled mowers.
7:19:18 PM Bell Commented they had planned to buy rip rap with the additional money from that grant; his idea was to use the total sum to purchase it. Stated they don't know how much shoreline that would finish, but it might be a good start especially where they are losing the most trees.
7:19:50 PM Gulledge Commented he does not have a problem with the idea, except they are looking to dredge the lake in that area. Stated he does not know if the rip rap will have anything to do with the process. Commented he does not intend to purchase rock and store it at the park before it can be used.
7:20:10 PM Bell Stated they could rip rap on the west side of the lake that has already been dredged where there are trees on the boundary.
7:20:24 PM Gulledge Answered the people from IDNR told them to start on the cove where the biggest trees are being lost. Commented this is the only place rip rap is really needed; to go all the way around is strictly aesthetics.
7:20:53 PM Callahan Asked if the lake is deep there.
7:20:57 PM Gulledge Answered not any more. Explained he and Bell checked the whole lake and there was one spot that was 10 feet, but that was all.
7:21:06 PM Bell Clarified Mayor's concern that if they put it down and the lake is dredged, they will lose all the rock.
7:21:12 PM Gulledge Answered it is what he's worried about, although he does not know whether it should be a concern.
7:21:27 PM Callahan Asked if the dam is where the railroad track is.
7:21:31 PM Gulledge Answered yes; there is an overflow there. Stated you can see the current. Stated they are losing the trees on the bank and something needs to be done. Stated he doesn't know if this is the right time.
7:22:08 PM Bell Commented it was short notice regarding the grant, and they were going to buy rip rap with the residual. Stated his opinion is to go ahead and buy it.
7:22:21 PM Gulledge Responded they will bring up the issue again at next Wednesday's Caucus, and if nothing else is decided they will purchase the rock so as not to lose the $15,000. Encouraged ideas to be brought to the next meeting.
7:22:34 PM Bell Commented he will be gone next week, but will try to contact Roger before he leaves. Commented they need to find another way to purchase the finish mower.
7:22:59 PM Gulledge Stated they will put the item on the Caucus agenda for next week. Encouraged the Board to contact him with any ideas so he can get in touch with Bell to discuss.
7:23:13 PM Gulledge Explained they have been working on ideas for the new Community Improvement Board. Stated they will hold a special meeting next Monday night. Stated they sent the proposed ordinance to all of the potential members, asking for questions or comments. Explained they are not asking for Board approval, simply if they have other thoughts or suggested changes to the structure of the board.
7:23:52 PM Callahan Stated the ordinance is the standard format. Stated the biggest debate is over duties, as they don't want to overstep the bounds of any other positions. Stated his opinion that the members of the committee will try to expand the definition. Stated the biggest problem they are facing is the number of people interested in membership on the Board.
7:24:20 PM Gulledge Stated they are currently at 21 members; he has had correspondence from one individual that has informed he will not be able to participate due to family medical reasons.
7:24:38 PM Callahan Stated nobody wants to tell a citizen that wants to be active in this issue they cannot be part of the committee. Stated the attorney said they can't "drag their feet" regarding the number of members; if the ordinance is adopted, it needs to have a number. Stated if they choose to go with 20 members, his idea is to have the Mayor nominate the bulk of members for one year, and then the rest for two or three. Stated that way they can start paring down as people leave.
7:25:27 PM Gulledge Stated there are a couple of ways to look at it: He is not going to tell anyone no. Stated his thought is maybe the committee can work it out on their own. Stated whatever is done, the number needs to be in denominations of three so as to stagger the term. Stated he is not opposed to trying a bigger number, and if it doesn't work, the ordinance can be changed.
7:26:39 PM Callahan Commented the next meeting will be the third they've held; if all 21 show up, they are obviously interested and they should just go with the number as is.
7:26:54 PM Gulledge Stated he wanted to get the Trustees opinion on the number and also wanted to relay the feeling that they are not comfortable telling anyone they cannot serve. Stated they informed the group they could work it out amongst themselves, as some may prefer to only serve on sub-committees versus being actual members of the board. He invited all the Trustees to attend the meeting Monday night.
7:27:34 PM Bell Asked with that many members, where will they hold the meetings.
7:27:42 PM Gulledge Stated they held it in the Council Chamber with no problem at all.
7:27:47 PM Callahan Stated at the last meeting the Trustees sat on the dais and the members sat in the gallery; at Monday's and subsequent meetings, the plan is to have the elected officers sit on the dais and the Trustees will sit with the committee in the gallery.
7:28:06 PM Gulledge Explained they have made it so the Chairperson will appoint a secretary at each meeting. Stated he assumes it will be Fenton, as she is on the committee and has volunteered, but if she can't make a meeting, the Chairperson will appoint someone else. Explained this way the Chamber recording system can be used.
7:28:26 PM Callahan Commented the only problem they may run into is a lot of the members want to participate, so there will be a lot of discussion.
7:28:38 PM Gulledge Stated it will be up to the Chair to maintain order and make sure only one person speaks at a time. Commented they have been really good at the last two meetings in staying to the format.
7:28:46 PM Callahan Asked if there is something any of the Trustees would like added to the duties in the ordinance.
7:28:53 PM Schmidt Commented regarding the number of members; there are a some husband/wife couples participating. Asked if both individuals need to be separate members.
7:29:10 PM Gulledge Stated one individual has informed him she will step back due to her job; she wants to be involved, but is going to give it all to her husband. Stated he has not talked to the other two couples. Commented there are three couples: The Shoups, Clarks and Ridgeways. Stated they plan to let the committee work it out. Asked if anyone had a problem with the large number.
7:30:01 PM Bell Commented his opinion that it is too many.
7:30:03 PM Gulledge Commented they can try it, and cut it back if it doesn't work out. Commented they may weed themselves out.
7:30:11 PM Bell Commented ten or eleven is a more realistic number. Stated it is not a problem until they have quorum issues or differences arise on big issues.
7:30:32 PM Callahan Commented the group was under the impression if the Chair or Vice Chair is absent they cannot have a meeting; he informed them they don't want to do that, as if they have a quorum they want to hold the meeting and can appoint a temporary Chair. Commented a lot of the people are not familiar with the formats the Village uses. Commented they were really enthusiastic.
7:31:01 PM Gulledge Commented under Section 4, they need to omit the word "other" before Trustees, and leave it at "the Mayor and Trustees".
7:31:17 PM Schmidt Asked if they need to set a term limitation on the secretary.
7:31:32 PM Gulledge Stated the reason it was done this way is because Fenton can do it on the recording system; if she cannot make a meeting, the Chair can appoint a secretary. Stated this way they can take advantage of the recording system.
7:32:01 PM Bell Stated they will need to use the backup computer.
7:32:02 PM Gulledge Concurred they will do whatever Bell needs.
7:32:15 PM Schmidt Clarified the Secretary is not a permanent appointment, but a meeting by meeting appointment. Stated his other question is whether they really need a budget for this board.
7:32:30 PM Gulledge Stated yes because they will want to do things and the Trustees will need to enforce it.
7:32:56 PM Schmidt Stated his point is no other board has a budget other than parks. Stated if they want something done, it is good to put it in a budget, but a lot of things they want done might incorporate other fees which they would not know to incorporate within their budget.
7:33:34 PM Callahan Stated if they don't build it into their budget, it will come out of other departments.
7:33:45 PM Gulledge Stated that is why there will be a liaison for direction. Stated they are an advisory type board and cannot expend money without Board approval.
7:34:06 PM Schmidt Stated he understands; however the issue could involve another department, and upon each suggestion the Trustee can make the decision to take the money from that department.
7:34:33 PM Gulledge Stated his opinion the committee may be under the impression the Village has more money to use and the Board may be overwhelmed with requests. Stated it will be better to get them a budget so they can plan within their means. Schmidt asked what the figure will be. Mayor's opinion was somewhere between $30,000 and $50,000. Commented the Board will make that final decision.
7:35:17 PM Callahan Commented that with no budget for this board, if they have a good idea, they will want to take it out of that department's budget; however that department has not figured on that expenditure and the money likely will not be available.
7:36:02 PM Bell Commented they need a line item for the beginning of the year for ideas on what they want to spend.
7:36:26 PM Gulledge Stated they will have to put together a list of priorities.
7:36:31 PM Schmidt Commented if they are set up with a budget, they could theoretically spend it the first couple months of their year and have no money left.
7:36:52 PM Gulledge Commented he has people right now that do that. Stated he understands Schmidt's point; what he is trying to convey is it is the Trustees job to provide the proper guidance.
7:37:02 PM Callahan Commented the group was also aggressively talking about fundraising and incorporating business participation. Commented the budget is to protect the other departments.
7:37:48 PM Gulledge Commented they should try it like this; Schmidt could be right and they may need to change it in the future.
7:38:16 PM Gulledge Went to Calendar Updates. Commented on the MCIB meeting Monday; asked for any changes to the calendar; no changes to January; commented the regular meeting of MCIB is February 5th, which is their regular night; commented on the Discovery Series Sunday's in February from 1:00 p.m. to 3:00 p.m. With no further changes to the Calendar, went to To Do List, page 1.
7:40:07 PM Callahan Asked the status of the rewiring.
7:40:12 PM Gulledge Stated they received an e-mail that the contractor had a family emergency out of town. Explained the e-mail states they will have the proposal by next week.
7:40:32 PM Callahan Asked what other problems were found.
7:40:36 PM Gulledge Responded there was something in the attic. Went to page 2.
7:40:54 PM Bell Stated they can mark off the swings. Asked to add the zero turn radius mower.
7:41:09 PM Gulledge Commented his opinion that items need to be approved to be added to the To Do List. Bell argued that is not how it works; the purpose of the To Do List is to serve as a reminder so items are not forgotten. He asked that the item be added to the list.
7:42:30 PM Gulledge Asked for other changes. There were none. Went to page 3.
7:42:41 PM Bell Went back to page 2 and asked if they still plan to tear down the small restrooms at Firemen's Park. Gulledge responded he did not know, as that is Bell's committee. Bell commented they had planned to do it right after the homecoming last year. Commented the issue is the building houses the electrical box.
7:43:08 PM Callahan Asked if that falls under Fire Department or Parks. He was told parks.
7:43:14 PM Garcia Asked if it could be redone, as the building is used during the homecoming celebration. She was told it is in too bad of shape to rehabilitate. Clarified her meaning to tear it down and build a new one.
7:43:26 PM Bell Answered possibly, as the electric needs housing.
7:43:40 PM Gulledge Commented maybe that is an idea for the 2007 PEP grant discussed earlier. Bell responded that is a good thought. Mayor asked for other changes to page 2. There were none. Went to page 3. There were no changes. Went to Trustees comments.
7:44:36 PM Schmidt Asked the status of the cable consortium.
7:44:43 PM Gulledge Answered they met today and got more done because the cable company was not in attendance. Stated it was a good meeting and he will distribute the minutes to the Board as soon as he gets them. Stated his opinion they came up with a good plan of action.
7:45:27 PM Callahan Stated Flaugher asked him to discuss approval for he and Darin Hartman to attend the Fire Department Instructors Conference in Indianapolis to be held April 19th through 21st. Stated the rooms are $99 per night, and anticipates spending no more than $500. Commented it is budgeted in the Department's travel and training line items.
7:46:03 PM Gulledge Asked for questions or comments. There were none. Stated the item will be put on the Board agenda. Callahan commented it will be $500 for both individuals.
7:46:39 PM Callahan Asked if W-2 forms are done yet.
7:46:43 PM Gulledge Answered they came in and Brussatti is working on them; however he is unsure whether they are finished.
7:46:59 PM Garcia Asked what happened to the ice skating rink they previously erected.
7:47:05 PM Gulledge Answered it is still stored. Commented it didn't work well as it never got cold enough and it was knocked over multiple times and would lose the water. Stated it was a lot of work, which is why they never erected it again.
7:47:47 PM Gulledge Went to Mayor's comments. Stated he received a request from the Troy Chamber that the Village host a monthly meeting. Stated his first response was the inability to provide alcohol, to which the Chamber responded it is not required. Stated it should cost approximately $200 to $250. Stated the request was for a date in April. Commented the Trustees should think about the issue, and he will try to get more information. Commented it would be held at the Senior's building. Kostyshock asked the number of attendants. Mayor answered 50 to 100 people. Next commented the Public Works Department is just about caught up on debris clean up, and have been back to their regular projects. Reminded the Board to try to make the Community Improvement Board meeting if they are available.
7:49:36 PM Gulledge With no further business to come before the meeting, asked for a motion to adjourn. Motion was made by Schmidt and seconded by Bell. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
7:50:27 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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