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Village of Maryville, Illinois

Description Caucus Meeting
Date12/13/2006 Location Council Chamber
Time Speaker Note
6:30:04 PM Gulledge Called the Caucus meeting of Wednesday, December 13, 2006 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, Public Works Director Presson, Building and Zoning Administrator/Fire Chief Flaugher, Fireman Darrin Hartman, three (3) citizens and three (3) reporters.
6:30:54 PM Gulledge Called for approval of the November 29th Caucus minutes. He asked if there were any questions, additions or subtractions to the minutes as prepared by the Clerk. There were none. Motion to approve was made by Schmidt and seconded by Kostyshock. Voting on the motion: Limberg - yes; Schmidt - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
6:31:31 PM Gulledge Commented they will skip the first item on the agenda, Technology Upgrade Bids for Fire Department, as the Technology liaison Trustee Bell will be late to the meeting. He went to next item, Well Acidizing, and asked Presson to discuss.
6:31:54 PM Presson Commented on the report given, and explained this is a general maintenance purpose for the wells. Stated they received an exceptional bid price this year. Stated the item is in the budget. Stated his recommendation is to acidize well #2 and #3 for a combined price of $10,472, versus the bid for one well at $10,750.
6:32:31 PM Schmidt Asked if this is done once a year.
6:32:34 PM Presson Answered it depends on their draw downs and capacities, but on an average basis they need to do one to two a year.
6:32:44 PM Schmidt Asked if these have been done within the last twelve (12) months.  Presson answered no.  Schmidt asked what he has in the budget.
6:32:53 PM Presson Stated he has approximately $10,702.
6:33:04 PM Gulledge Asked what well #2 and #3 are drawing at currently.
6:33:08 PM Presson Answered #2 is running approximately 400 gallons per minute; #3 fluctuates depending on ground level, it will do several hundred gallons off what the others are doing. Commented it varies on a daily basis.
6:33:26 PM Gulledge Asked for other questions for Presson. There were none. Commented they are recommending the Brotcke Well & Pump bid, which is who they have used for the last few years. Commented this is also Kostyshock's recommendation. Kostyshock commented on the large discrepancy in cost. Gulledge stated the item will be put on the Board meeting agenda.
6:34:17 PM Gulledge Discussed the problems with the generator, as mentioned last Wednesday. Stated he is referring to the newer generator that operates the new portion of the building at both the Police Station and Village Hall. Stated he gave the Trustees a copy of the bid received yesterday. Stated they also had some problems with the electrical box. Commented as this is an emergency situation, this is the only company from which they can get a motor that will fit the existing generator. Commented they will try to turn the item in to the insurance; however they do not yet know what or how much they will pay. Stated he told Presson to have it fixed, as there is currently no generator backup system. Asked Presson to explain what happened.
6:35:49 PM Presson Stated they have proven the storm caused the damage to the transfer panel; therefore there should be no problem with reimbursement. Commented it is proven by CK Power, and have added an additional statement in addition to the copy given to the Trustees. Stated they have also issued a letter regarding other problems with the engine and the current area that is out. Stated they thought they had several options which involved upgrading the engine, changing the type, etc; however the costs started skyrocketing with the retro-fits for that generator and additional labor. Stated it came down to the cheapest and most efficient way for the Village to go is to put the same engine back in that generator. Commented a new generator will cost upwards of $30,000, depending on the size. Stated the ATS panel should be covered by insurance. Stated they will also turn in the damage done to the generator.
6:37:17 PM Gulledge Commented they don't know what they will pay; however they could not wait around, as it needs to be fixed in case of another emergency situation. Commented they were lucky it did not affect the small generator that runs the 911 Center in the old part of the Police Station. Asked for any questions.
6:37:48 PM Schmidt Asked who determined it was the motor.  Answered CK Power.  Schmidt asked how old the generator is.
6:37:57 PM Gulledge Answered approximately 4 or 5 years. Commented it was put in when the two new buildings were built.
6:38:21 PM Presson Commented this was not a lack of maintenance, as that is done on a contract basis from this company as well as in-house checks done daily.
6:38:40 PM Gulledge Stated he wanted to inform everyone he approved the repair. Asked for any other questions for Presson. Asked Presson for an update on storm clean up.
6:39:11 PM Presson Stated they are doing their best to get the clean up accomplished as quickly as possible. Reminded residents not to panic; crews will be coming back through. Stated they have done around 300 to 400 loads, and are not even close to being done. Commented for the summer storm, at that many loads they were just about finished.
6:39:49 PM Callahan Commented on seeing employees working Saturday.
6:39:55 PM Presson Responded that is correct. Commented the water tower is open Monday through Saturday, 8:00 a.m. to 4:00 p.m.
6:40:05 PM Gulledge Stated they also want to make everyone aware they received documentation from Madison County Emergency Management. Explained the Governor has indicated five counties that may be a disaster area, and has requested municipalities to get the cost information together. Commented it will be hard to get that information in by January 2 because the work likely will not be completed by then. Reiterated the need for patience, as the Village is working the best they can. He estimates there are five-times the limbs as from the summer storm.
6:41:35 PM Callahan Commented on the number of insurance claims going up from the summer storm. Commented the Village employees did very well. Commented, as they are waiting for Bell, he would like to discuss the need for a generator at the Fire House. Comments were made that the Fire House is on Ameren's service. Commented he did not know the Fire Department did not have generator.
6:43:06 PM Flaugher Explained they were fortunate that they came back up Friday; however for some reason after most was returned to normal, they lost power again for almost 24 hours. Explained they were able to get by with the generators on the trucks. Stated all that can do is run lights; when the power is down they can't raise the garage doors and they have no radio, as they found out during the July storm as they tried to dispatch from there and could not. Stated they also can't run the heat without power.
6:44:14 PM Callahan Stated they need to consider a generator. Stated he was shocked it took so long to get the power back, as Ameren advertised that emergency facilities are the first to get turned back on. Commented he knows it is expensive and the item is not in the budget.
6:44:45 PM Flaugher Stated he was going to suggest this also. Stated it doesn't need to be the capacity of the Police Station, but at least something that can be used to run the heat, radios and lights. Stated they can raise the doors by hand. Stated he will get someone to come in to rate the building to see what size generator they would need.
6:45:19 PM Callahan Commented they need to do it as quickly as possible.  Flaugher stated he will try to get proposals together.
6:45:37 PM Gulledge Commented getting proposals won't hurt. Explained the reason they did not pursue a generator in the past is because of the generators on the trucks. Stated the problem with that is, if it is very cold outside you may have problems with the trucks freezing. Flaugher commented in that situation, the trucks have to sit outside with the generator running. Gulledge instructed Flaugher to look into it and get some prices. Asked for any further questions. There were none. Thanked Presson.
6:46:33 PM Callahan Commented that Flaugher is well-versed in the Technology Update issue; he is unsure why they need to wait for Bell.
6:46:42 PM Gulledge Commented the only reason he wanted to delay is that Bell is the Chairman of the Technology Department.
6:46:52 PM Flaugher Stated he spoke with Bell and gave him a copy of the specs sent out for bid. Stated Bell responded via e-mail that he was fine with it. Stated he has not received comments from Bell regarding the quotes received. Gulledge commented Bell did not get his packet. Stated the Fire Department has the oldest system in the Village currently; in fact, Computron was in the process of suggesting an upgrade the day he sent the bid request to them. Stated the reasons for the upgrade are age; also they are starting on a new EMS reporting software where the reports will be done on laptops, which requires upgrading a lot of equipment in the station as well as adding wireless equipment. Stated they sent a bid package to Computron, Hartman Computer, and Computerease in Collinsville, from which they did not receive a response. Stated the bids are comparable as far as equipment; however there is a considerable difference in price: Computron's bid was $4,197, $800 of which was labor; Hartman's bid was $2,540. Commented he only budgeted $3,000, as he anticipated a new system this year.
6:49:21 PM Schmidt Asked when they will be adding laptops.
6:49:25 PM Flaugher Explained they have the laptops: The Homecoming Association and Women's Auxiliary purchased them. Commented the Homecoming Association purchased the Code Red software; which is EMS reporting software. Stated they also need to update to facilitate GIS compatibility. Stated they have two (2) laptops with the anticipation they would get a third with the FEMA grant, which fell through; however they will try to get the Homecoming Association to purchase a third if not this year, then next. Stated both ambulances need laptops as all of the reporting paperwork is electronic.
6:50:31 PM Gulledge Asked for questions for Flaugher and/or Hartman.
6:50:38 PM Schmidt Asked how the wireless works on the ambulances.
6:50:49 PM Hartman Stated the laptops will be in the trucks, with a wireless access point outside the bay area which will feed the whole building.
6:51:21 PM Schmidt Commented this means that outside a certain radius of the building, the laptops cannot work.
6:51:30 PM Hartman Answered yes. Explained the way the Code Red software works is that the admin person will make the changes on the server, and when the guys come in one of their procedures will be to update the laptops. Stated this facilitates any changes made to the server to be updated to the field units. Stated they do not need capabilities outside of the radius of the building; the units are self contained, and when they get to the hospital facility, they will remove the digital card, insert them in the printer and print the reports. All hospitals require paper copies. Stated the electronic reporting allows the Department to populate databases with stats which is being done manually right now.
6:52:39 PM Callahan Asked if the two bids are equivalent.
6:52:44 PM Hartman Answered as far as equipment, yes. Stated his quote eliminates all labor costs, as he will be doing the majority of the work, with help from the full time people at the Department. Commented Computron's quote had some add-ons that would be beneficial; his quote includes those add-ons at a lower price. Explained the networking equipment, which is needed for the process to work, was not included on the Computron bid.
6:53:55 PM Schmidt Commented Computron had a concern with wiring that may be needed in the bay area.
6:54:08 PM Hartman Stated his opinion is they wanted to keep the access point in the main building and run a line and antennae out to the building. Stated he has tested the range and determined an antennae is not needed.
6:54:38 PM Gulledge Asked who will handle the maintenance contract.
6:54:45 PM Hartman Stated he will take care of any problems if he does the work. Stated he is there all the time anyway. Stated the vendor of the computer supplies a three year parts and labor warranty. Stated the network equipment has a one year warranty. Stated he will do the follow up on that.
6:55:26 PM Gulledge Asked Callahan's recommendation.
6:55:33 PM Callahan Answered they should go with Hartman.
6:55:38 PM Hartman Stated he feels it is beneficial, and the city is saving a lot of money by allowing Village employees to do the work under his direction. Commented Computron is very reputable and has done good work; however he feels his work is comparable and they can get a much better system at a much better price.
6:55:55 PM Gulledge Stated Callahan recommends approval of the bid from Hartman Computer Solutions be put on the agenda for next week for a total price of $2,540.36. He asked for questions or comments.
6:56:23 PM Garcia Asked if they shouldn't pay Hartman.
6:56:29 PM Hartman Responded when anyone does work at the Department they typically fill out work detail sheets; it is not a whole lot of money, but it is how they keep men active on work details. Stated he works part time anyway during the day, which is when he will be working on it when not running calls.
6:57:08 PM Gulledge Asked for further questions. Callahan commented Schmidt had a question.
6:57:27 PM Schmidt Commented his concern about the number of calls being made to Cambridge House; however he does not know that they can do anything about it. Stated he will be curious to see what their assessment is which will determine how much tax they pay to the Fire District.
6:57:36 PM Callahan Asked if Cambridge House is full. He was told yes.
6:57:43 PM Gulledge Commented they will not pay money to the Fire District but to the Village.
6:57:48 PM Limberg Commented he had a conversation with one of the full time firemen, who said initially the reason they had so many calls was many of the people going in should not have been there, as they needed a higher level of care than is provided at Cambridge House. Stated since then, they have moved on to higher care facilities. Stated this fireman feels it will get better.
6:58:36 PM Flaugher Commented it has gotten better; in fact they thought things were leveling off. Stated the calls went down in November, but they are at ten calls for December already. Commented his opinion Cambridge needs to be doing a better job on their screening process. Stated he asked the firemen if these are legitimate calls; they indicated they are. Stated he agrees a few of the residents should not have been there. Commented George May told him of one patient that they transported at least fifteen times. Stated this patient is no longer there. Commented getting those people into the type of care they need will help the situation. Stated Cambridge's policy is they screen their patients every ninety days to make sure they are still capable of being there.
7:01:08 PM Gulledge Asked for any other items.
7:01:12 PM Flaugher Stated he included a memo in the packets regarding the development plan for the First Baptist Church. Explained normal policy is after Planning Commission, items come to Caucus and then on to the Board agenda. Stated because of the holiday falling on the fourth Monday, they moved the Planning Commission meeting to the 18th. Stated they are anxious to get started on the project, and he didn't know if the Board would have a problem putting the item on the agenda for next Wednesday. Stated 99% of this project is just an addition to the building; they are not doing any site work, no additional parking, etc., as that was all covered under the original development plan. Stated because the building is 28,000 square feet, they have to do a development plan because of ordinance requirements. Stated the project has already gone to Juneau for review, who had a couple comments on minor issues, which have gone back to their engineer who assured him they will have the revised plans by Friday. Stated he has a copy of the plans if any Trustee wants to review them tonight.
7:02:38 PM Gulledge Stated this is going to the Planning Commission on the 18th. Stated if they come out of that meeting in good shape, and they get a recommendation from the Commission, he will add it to the agenda for Wednesday night. Stated if there are problem Monday, they will not include it on the Board meeting agenda. Asked Trustees opinion.
7:03:19 PM Callahan Clarified this is not a "planned development".
7:03:23 PM Flaugher Answered no, it is a development plan. Stated the ordinance requires any new improvements over 5,000 square feet. Stated this is strictly adding on to the building. Stated there are minor issues with slightly enlarging a detention basin; however there are no major items.
7:03:55 PM Gulledge Reiterated he will base it on what happens at the Planning Commission. Stated they will put an update in the packets on Tuesday. Asked for other questions. There were none.
7:04:44 PM Gulledge Went to next item, Resolution 2006-23, which is a formality to allow a signatory on the IEPA loan application. Asked for any questions. There were none. Stated the item will be on the Board agenda.
7:05:40 PM Gulledge Went to next item, Employee Bonuses. Stated he handed out a sheet showing what was done in 2005. Stated there were 41 employees paid at $100 each for a total of $4,100. Stated this year they have increased by two employees, who are both police officers. Before opening the item for discussion, commented last year they were told they had to include the bonus on the regular pay check.  Commented on his preference of the tradition of passing out bonus checks at the Christmas party. Stated they have discovered they can cut a separate check. Stated the process can be handled several ways: They can figure in the Social Security and cut a check for $108.28, of which the employee will realize $100.00. Similarly, they could cut the check for $100.00, of which the employee will realize $91.72 after taxes. Commented the extra $8.28 for 43 employees would cost the Village another $356.04. Commented bonuses were included in the budget. Asked the Trustees opinion.
7:09:16 PM Garcia Asked if Social Security is all that is taken out.
7:09:23 PM Gulledge Responded Summit told Jolene that is the legal way to do it. Garcia asked if Federal or State tax will be withheld. She was told the employee must pay on it, but it does not have to be withheld.
7:09:37 PM Gulledge Verified the Trustees opinion. All were in favor of a separate check with the extra $8.28 so the employee realizes a full $100.00. Gulledge said they will take care of it. Commented for the record, neither the Mayor nor the elected officials receive a holiday bonus.
7:10:50 PM Gulledge Went to Calendar Updates. Commented on the successful Santa Fest; the holiday lighting contest nominations are due the 16th; the Planning Commission meeting has been moved up a week due to Christmas, at 7:00 p.m. and the only item on the agenda is the First Baptist Church development; the Village hall will be closed on the 22nd at noon; the Christmas party is at 1:00 p.m.; the Village Hall is also closed on the 25th and 26th in observance of the Christmas holiday. Asked the Board if they want to hold a Caucus meeting on the 27th; he will be on vacation and will not attend. All Trustees were in favor of canceling the meeting. Mayor stated for the record, there will be no Caucus meeting on December 27th. Went to January. Commented the Village hall will be closed January 1st in observance of the New Year holiday; the Appearance Board meeting will be held January 8th at 7:00 p.m. in the Council Chamber, while the Economic Development Group will meet the same night in the conference room.
7:13:34 PM Gulledge Went to To Do List, page 1.
7:13:41 PM Schmidt Asked the status on the police station rewiring.
7:13:50 PM Gulledge Answered they have not received bids back. Stated another problem has been discovered in the attic area. Stated Presson has been talking to J Shah; he thinks they will have the bid back by either this Friday or next Friday.
7:14:31 PM Schmidt Asked if they should add the item under "Buildings"
7:14:36 PM Gulledge Answered he will.
7:14:53 PM Garcia Asked if the Old Town street project has been started. She was told yes.
7:15:01 PM Kostyshock Commented they have poured one curb on Third Street from Route 159 to Donk.
7:15:23 PM Callahan Commented it seems as though they are cutting a lot of water lines.
7:15:26 PM Gulledge Responded it is not Petroff; the Village is moving them out of the way of construction.
7:15:29 PM Gulledge Went to page 2.
7:15:49 PM Garcia Asked the status of the Bauer sewers.
7:15:56 PM Gulledge Commented next week they are approving the resolution authorizing him to sign the loan application. Went to page 3. There were no comments. Went to Trustees comments.
7:16:19 PM Kostyshock Commented on events at the library: Al Hrubetz will be at the library Saturday from 1:00 p.m. to 3:00 p.m. for a book signing. Stated he handed out a list of upcoming events, on which is listed another local writer, Jack Jones, who will be signing his book "Impact with Intent" on January 20th.
7:17:28 PM Gulledge Commented on the annual Fire Department Christmas Party at 6:30 p.m. at BS Boogies on Saturday. Commented today is the deadline for RSVPs, and he can contact Flaugher this evening if anyone needs him to. Next, commented on Resolution 2006-22 which will tell the IEPA they are constructing gravity sewer plans titled the Tegtmeir Sanitary Sewer Replacement, which is for the small stretch for which they just got easements along Route 159. Stated this is so they won't have to pay for a permit. Commented the item will be put on the Board meeting agenda. Acknowledged that Deputy Clerk's son Collin Fenton is in attendance to observe the meeting, as well as Justin Peterson.
7:20:14 PM Schmidt Asked if Mayor has heard anything regarding Charter.
7:20:21 PM Gulledge Answered he saw an e-mail sent to Neil Gilb. Commented they basically are not answering any of the questions, but have responded that they "will do better". Stated in answer to the question, he does not know where they are other than Charter has not yet given what they have asked for.
7:21:11 PM Garcia Asked if the Village gets money from Charter through franchise taxes.
7:21:17 PM Gulledge Answered yes, 3%.
7:21:21 PM Callahan Commented some people think that when Charter sends letters that are read into the record and the Board votes yes, they are actually voting to increase the rates from Charter. Stated they don't understand the Board is simply voting to place the communication sent on file. Commented this is the reason he does not like the letter read at the meetings.
7:21:40 PM Gulledge Responded they want people to know that the Village is not responsible.
7:22:09 PM Garcia Commented on an item she read in the newspaper saying that Collinsville gets hundreds of thousands of dollars from cable because of their franchise. She wondered if the same was true for Maryville.
7:22:17 PM Gulledge Responded Maryville gets a check each month for approximately $2,500, sometimes more, sometimes less. Commented Collinsville is three to four times bigger than Maryville. Commented other municipalities also charge higher or lower percentages, while Maryville's is 3%.
7:22:49 PM Gulledge With no further business to come before the meeting, asked for a motion to adjourn. Motion was made by Schmidt and seconded by Kostyshock. Voting on the motion: Limberg - yes; Schmidt - yes; Callahan - yes; Kostyshock - yes; Garcia- yes. Motion carried.
7:23:11 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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