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Village of Maryville, Illinois

Description Caucus Minutes
Date7/26/2006 Location Council Chamber
Time Speaker Note
6:30:00 PM Gulledge Called the Caucus meeting of Wednesday, July 26, 2006 to order and asked 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 Clerk Long, Attorney Wigginton, Police Chief Schardan and three (3) reporters.
6:30:58 PM Gulledge Explained Bell's absence: He is in Louisville, as his father is ill and has undergone surgery. Called for approval of the minutes from the July 12th Caucus meeting. 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 Kostyshock and seconded by Schmidt. Voting on the motion: Limberg - yes; Schmidt - yes; Callahan - yes; Kostyshock -yes; Garcia - yes. Motion carried.
6:31:48 PM Gulledge Went to Agenda item #1, Use of Police Department Workout Equipment. Explained last week Callahan brought up an item to purchase workout equipment for the station, and discussion ensued regarding who, how and when it can be used. Stated he asked the Chief to come up with a list of rules and regulations, and invited him to discuss.
6:32:30 PM Schardan Stated the equipment is set up and is in use. Presented the Trustees with a list of rules. He read the list as follows so as to make them a matter of permanent record. Rule #1 - Off-duty police personnel only in the room and use of equipment; Rule #2 - No family or friends are permitted in the room; Rule #3 - Officers are to report to the dispatcher to sign in and get the room key; Rule #4 - Officers are to return the key to the dispatcher; Rule #5 - Officers are to lock the room when leaving; Rule #6 - No food or drinks in the room; Rule #7 - Officers are to clean the room, put equipment away and leave them in the condition found or better; Rule #8 - No free weights are to be used without another person assisting or safeguards are present to prevent injury from falling weights.
6:34:09 PM Schmidt Asked regarding Rule #3, will the sheet include a sign in and out time. Schardan answered that can be done. Schmidt asked if the key is needed to get out of the room. Schardan answered they could actually return the key before they are done, as the handle can be unlocked from the inside. Schmidt asked how many keys are in existence. Schardan answered he has one in his office, and one will be in the key-box out front.
6:35:01 PM Gulledge Asked Garcia if her questions have now been answered. Explained Schardan is recommending no one be allowed to use the equipment except for off-duty police personnel.
6:35:16 PM Garcia Answered that is fine with her, as long as there are written rules to prevent questions.
6:35:21 PM Gulledge Stated that is the reason he asked Schardan to come up with the list. Commented Wigginton made a good point at the last meeting as to the fact the evidence locker is in the same vicinity. He asked if there were other questions or comments. Schmidt reiterated his opinion that officers should sign out as well as sign in. Gulledge and Schardan concurred. All Trustees were in agreement.
6:36:16 PM Limberg Asked what the procedure will be for someone breaking the rules.
6:36:21 PM Schardan Answered they will issue a warning, and if it does not work he will restrict that person from using the room for some time period.
6:36:32 PM Gulledge Commented his belief that it will be okay as long as the list of rules is established and everyone understands them. He asked that the list be posted on the entrance to the door, as well as distribute one to each of the personnel. Asked Schardan to have each person sign the list in acknowledgment that they have received and understand the rules. Stated he wants to avoid problems with on-duty officers using the equipment.
6:37:15 PM Callahan Asked about two people using the room at one time; commented his thought that the original officer would be responsible for returning the key.
6:37:29 PM Schardan Commented one of his thoughts was a fear that an officer would lock the key inside the room. Stated if that happens, they will just have to wait until he returns to the station to get the extra key.
6:37:49 PM Gulledge Asked if there were other issues anyone wanted to discuss with the Chief.
6:38:05 PM Schardan Stated the interviews for the police eligibility list were conducted Monday evening, and went very well. Stated there is one candidate that is in the military for the next two weeks, so they extended his interview until next Thursday morning at 7:30 a.m.
6:38:21 PM Gulledge Asked when the priority list will be posted.
6:38:28 PM Schardan Answered it should be the week of August 7th.
6:38:36 PM Gulledge Asked that he provide each Trustee with the list after posting.
6:38:47 PM Garcia Asked what Schardan means by military: Is it that he is in the reserves or is he getting out of the military, etc.
6:38:51 PM Schardan Stated he was serving his two-weeks of active reserves.
6:38:58 PM Gulledge Commented no one can use military in the judgment for hiring.
6:39:05 PM Garcia Answered she understands; she simply wanted to know if he was getting out of the military.
6:39:11 PM Gulledge Asked if there were other questions for Schardan.
6:39:17 PM Schmidt Asked Schardan to relate his experience in the storm last Friday. He explained the situation. Various comments followed.
6:45:55 PM Gulledge Discussed the Proclamation of Air Force Week, and referred to the copies of information he provided to the Trustees. Explained Scott Air Force Base would like the surrounding communities to proclaim the week of August 6th through 13th as "Air Force Week", similar to the navy's "Fleet Week". Stated he has no problem supporting Scott Air Force Base, but wanted to bring it up to the Board. Asked the Trustees if they were in agreement. All were.
6:46:39 PM Gulledge In the absence of Trustee Bell, discussed Park Committee Recommendations. Stated the first issue deals with the fact that there have been rental requests for the new pavilion in Drost Park. Stated as a reminder, the funds used for the facility were from two separate grants: the MEPRD grant and the State grant. Stated both grants were approximately $95,000. Stated one of the reasons for the location of the pavilion was for use by people using the bike trail. Stated for this reason, he agrees with the Park Committee that this pavilion should not be rentable for functions. Explained they are asking that any decision be left until the end of the year until they are sure of the grant restrictions, as they do not want to jeopardize the grants.  Stated the representative will be coming to sign off on the project within the next couple of weeks, at which time he plans to ask these types of questions. He asked the Trustees if they were in agreement. All were.
6:49:00 PM Gulledge Went to next recommendation, to purchase and install six directional park signs. Explained the various highway signs display different names for the same park; the committee wants to make the signs uniform. Asked if the Trustees were in favor. All were. Schmidt asked if they needed more than the six requested. Gulledge commented the ones about which they are discussing require State approval, as they are on State highways. Stated they may come back and request more. He clarified the locations of each sign.
6:51:10 PM Gulledge Next, although inclusion on the recommendations was neglected, they need to discuss the grant received from Community Development for the poured rubber surface for the playground equipment. He referred to the sample, and described the material and colors available. Explained the surface comes in black with two other colors available to be chosen as "speckles". Stated the committee is recommending a neutral beige color to match the building colors. Stated some of the members of the committee are familiar with such matters, and explained that the darker colors will hold the heat; the recommended color is lighter and will be a lot cooler on which for the kids to play. Stated they need to turn in the color choice, and asked the Trustees to approve one. Explained if they decide to do the entire surface, versus just half, due to the volume the price of materials has gone down significantly. Stated originally they thought the cost would be around $32,000, for which the grant would be $16,000, which figured to be around half. Stated the actual cost is going to be approximately $8,000 for half, as the price of the material has gone down from last year; so instead of the Village's share costing approximately $16,000, it will only cost around $8,200. Explained the committee would agree if the Board chooses to do the whole surface at once. Explained the Village will have to install a drainage system; accordingly Presson would prefer they do the whole surface at one time. Stated the cost will be $8,203.
6:55:12 PM Callahan Asked about the difference in the thickness from one part to another.
6:55:15 PM Gulledge Answered he does not know, as he had another meeting that day. Looked at the information and stated he reads it that the difference would be for the higher elevations of the equipment; the thicker portion would be for more shock absorption. Commented he and Presson looked at a playground that has this surface, and it is fantastic. Callahan asked if the Village will install it. Gulledge answered the Village will lay down the under-layment; the company installs the surface. Callahan asked if the equipment needs to be removed, the surface laid, and the equipment re-installed. Gulledge answered yes. Stated he agrees with the recommendation to do the whole surface at once. Schmidt clarified that the equipment anchors are driven into the surface. Gulledge answered yes. He asked the Trustees their opinion. All were in favor of doing the whole surface at once. Schmidt asked from which account the funds will come. Gulledge answered the Park account. Gulledge asked the Trustees' opinion on the color. All agreed to the committee's recommendation.
6:58:49 PM Gulledge Went to Public Input. There was none. Went to Calendar Updates. Commented the Movie in the Park event is scheduled for Friday evening, at which the movie to be shown is "Back to the Future". Stated Bell asked him to remind everyone, as they had a great turn out for the first event. Reminded all it is at the library off Schiber Court, and everyone should bring their own chairs; water and candy bars will be provided by FNB; popcorn will be provided by the Chiropractic Service next to Subway; and Bobby's will supply ice cream at no charge. Reminded all there is no alcohol permitted, but coolers of non-alcoholic beverages are permitted. Asked for other calendar items for July. There were none. Went to August. There were no comments. Went to To Do List, page 1.
7:00:35 PM Schmidt Asked the core results on the streets in Stonebridge Bluffs.
7:00:46 PM Gulledge Answered there were no problems.
7:00:55 PM Callahan Asked about the brine tank and street creep litigation.
7:01:02 PM Wigginton Answered he spoke to their attorney yesterday and reported they conceded the motion to compel arbitration which was before the court. Stated they will select an arbitrator; he previously sent them three (3) names of local attorneys with non-structural experience to serve as such. Stated he is hoping to get it scheduled as quickly as possible since it has taken a long time.
7:01:28 PM Callahan Asked about the street creep.
7:01:29 PM Wigginton Answered that goes by insurance.
7:01:33 PM Gulledge Commented it should be taken off the list.
7:01:40 PM Wigginton Commented he has nothing to do with that case other than to monitor it.
7:01:47 PM Garcia Asked about the sidewalks in Old Town.
7:01:52 PM Gulledge Answered they are running into a slight problem with some of the easements; people don't understand. Stated he spoke with another individual today who indicated he would come in to sign. Commented his opinion that it may take a little longer than originally thought to get them.
7:02:11 PM Garcia Stated she was told there was one lady on Donk that indicated she would sign as long as they come down and explain it to her, which no one has done.
7:02:21 PM Gulledge Commented that could be true; however they have been trying to contact people from a compiled list. Commented the issue was put on hold with the recent storm situation, but they are working diligently on the issue. Commented Presson, Kostyshock and John Dutton have all been working on the project; however it is sometimes hard to find people at home.
7:02:57 PM Kostyshock Commented they spoke with some people yesterday, and the big problem is there are no dimensions listed from the street to their property. Stated after people receive explanations, they are happy.
7:03:16 PM Gulledge Reiterated they are working diligently on the project. Stated there are more easements involved due to the fact they added sidewalks, which is why it is taking longer. Went to page 2.
7:04:07 PM Callahan Said he was told the wood chipper came in and is in use.
7:04:11 PM Gulledge Answered he was going to announce same. Stated Presson called the company to check the status, and it showed up the previous day around noon. Stated they received a quick training session at lunch time, and had it working yesterday afternoon. Stated the exciting part is they will be able to put a chipping program in place to help residents with limbs on some type of regular basis. Stated right now they are swamped, but the plan is to come back to the Board with a recommendation.
7:05:19 PM Callahan Asked what will be done with the mulch.
7:05:22 PM Gulledge Answered they have rules attached to the grant regarding what is to be done; one of which is to make it available free of charge to the general public. Stated that is an issue they will have to work on.
7:05:54 PM Kostyshock Stated the Master Gardeners use a lot, and actually need a couple of truck loads currently, so it will be good for them.
7:06:08 PM Gulledge Went on to page 3. There were no comments. Went to Trustees Comments.
7:06:30 PM Limberg Commented there was a Planning Commission meeting Monday night, with only one item on the agenda. Stated the project, Executive Plaza, did not move forward, as the developer will need to re-do the plan due to a shortage of parking spaces. Schmidt asked if it was one or two buildings. He was told two. Garcia asked the location. Limberg answered right next to the Post Office. Garcia asked what the plan was. Limberg answered two office buildings. Garcia asked what happened to the car wash. She was told that is a different lot.
7:07:40 PM Gulledge Commented they are going to "go back to the drawing board" and hopefully come back to the Planning Commission next month.
7:07:46 PM Garcia Asked if a building permit was issued for the car wash. She was told yes. Garcia commented it has been a long time.
7:08:01 PM Gulledge Commented it has, and they came back and got another one; however they have not done anything further with the project.
7:08:16 PM Kostyshock Thanked all the Firemen, Police, Public Works and Administration for all the good work they did this past week. Commented on the Public Works Department and the excellent job they did keeping the lift stations running due to the loss of power.
7:09:01 PM Gulledge Expanded on Kostyshock's comments regarding Public Works: People thought all the department was doing was clearing the roads; however the sewer system basis is lift stations, which run on electricity. Commented when the area loses electricity, people are able to flush their toilets for a little while; however soon it will start backing up. Complimented not only the Public Works Department, but also the Board for approving the purchase last year of the extra portable pump. Stated without that pump, they wouldn't have made it, as they tried everywhere to find portable pumps and were unable to find any. Commented every one of the lift stations had no power; and the Department personnel were up all night, for which he commends them.
7:10:49 PM Gulledge Went to Mayor's Comments. Stated they had a brief discussion approximately two months ago regarding the old tractor owned by the Village. Stated there have been two people contact him that are interested in it. Asked Wigginton if he can draw up an ordinance to accept sealed bids. All Trustees were in favor. Next commented regarding the seized Cadillac. Stated they did not have any luck with the first sealed bid back in February. Stated he wants to get rid of it, and asked the Board to authorize Mayor and the Chief to use whatever means it takes to sell the car, pending final approval of the Board. All Trustees agreed.
7:14:30 PM Garcia Asked if the car could be donated.
7:14:34 PM Gulledge Stated he would prefer not to, as they have incurred costs of $1,100 for towing and storage. Went on with comments regarding the terrific job done by the Police Department, Administrative Staff as well as residents helping each other. Commented regarding clean up: As long as residents cut the limbs into manageable pieces and leave them as close to the curb as possible, while not blocking the sidewalk or street, the Village will pick up the debris. Explained they are taking main roads first, and will do subdivisions as they can. Stated if things go well and the weather cooperates, they should have everything picked up within the next seven to ten working days. Commented they have picked up approximately 200 dump-truck loads already, not counting the wood chipper or little pick-up trucks.
7:18:20 PM Kostyshock Commented they were one person short in Public Works; however now they are two due to an employee that is also a volunteer fireman recently injured on a mutual aid fire call. Stated he has been put in a body cast and will be out three to six months.
7:18:49 PM Gulledge Commented they are close on choosing the Public Works employees from the interview process that was done last week. Stated with everything that has been going on, it has been difficult to follow up; however they have some people they are confident can perform the job and are in the process of background checks. Stated after that they will be asking them to submit to a physical examination, at which time they will bring their names to the Board for approval of job offering. Stated they hope to have the employees start by sometime next month or early September. Explained the issue Kostyshock brought up; Dean Luessenheide was on a call in Troy and fell and fractured his back, which will require a long recovery process. Stated it will be at least two to three months before he will be back to work. Garcia asked who the other employee is. Gulledge answered they never replaced Matt Pomernatz. Went on to ask for a meeting with Schmidt, Callahan and Garcia regarding the status of the Seniors' project. Stated he has come up with a couple of ideas he would like to share.
7:21:05 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.
7:22:03 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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