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Village of Maryville, Illinois

Description Caucus Minutes
Date4/26/2006 Location Council Chamber
Time Speaker Note
6:41:23 PM Gulledge Called the Caucus meeting of Wednesday, April 26, 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, Bell, Callahan and Garcia. Kostyshock was absent. Also in attendance were Clerk Long, Attorney Wigginton, Public Service Officer Jones, Public Works Director Presson, three (3) citizens and two (2) reporters.
6:42:20 PM Gulledge Called for approval of the April 12th 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 Bell and seconded by Schmidt. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Garcia - yes. Motion carried.
6:43:18 PM Gulledge Asked for a motion to amend the agenda to allow for discussion regarding: 2006 Motor Fuel Tax Bids; Mary Knoll bid for possible rejection; Pay Request #2 for Drost Park; and Park Committee Recommendations. Motion was made by Bell and seconded by Schmidt. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Garcia - yes. Motion carried.
6:43:52 PM Gulledge Commented they will take the agenda out of order to accommodate the Staff. Asked Jones to discuss Animal Control Training.
6:44:31 PM Jones Stated this is the second level of the training he received in February. Explained this class will complete the National Certification, and the curriculum is more in-depth. Stated he found the first class beneficial. Requested permission to attend the class, which will be held June 19th through 23rd.
6:44:58 PM Limberg Asked if this is the last of the classes to complete his certification.
6:45:15 PM Jones Answered there is a third class, however this class will provide his National Certification, which he thinks will be sufficient as of now. Stated the third class is not required, and he does not feel it is necessary right now.
6:45:23 PM Limberg Recommends sending Jones to this class. All Trustees present agreed. The request was approved.
6:45:55 PM Presson Apologized that the wrong bid was included in the packets, and handed out the new information for the bid on the trailer. Commented as discussed previously, he went back for bids on the larger trailer. Stated the Bobcat bid came in, which is twenty feet (20') wide, eighteen feet (18') long, with a gross weight capacity of almost three times that of the previous trailer. Stated the recommendation is that they would get more use out of the larger trailer. Stated there will be no additional welding cost for this trailer.
6:48:14 PM Schmidt Asked which department would bear the cost:  Street, Water, or both. Presson replied the allocation will be up to the Board; the majority of the use will be for water.
6:48:47 PM Gulledge Commented Presson is recommending Bobcat of St. Louis, and Trustee Kostyshock previously indicated that would be his recommendation as well. Asked the Trustees their opinion. All agreed. Stated they will place the item on the agenda for next week.
6:49:04 PM Gulledge Went to the issue of the Motor Fuel Tax bid opening Monday at 10:00 a.m. Stated he, Presson, Bob Massa of Juneau Associates, and a representative from the State were in attendance. He read the bid recommendations from Juneau. He asked if there were questions or comments regarding the bid. There were none.  Stated the item will be placed on the agenda for Board approval, which is required before submission to IDOT. Went on to discuss a memo from Bob Massa at Juneau, with a recommendation to rescind the Mary Knoll gutter replacement job. Stated there was one bidder and they were not within the bid specs of the engineer's estimate.
6:51:34 PM Schmidt Asked if this was the second time this issue has come up.
6:51:41 PM Gulledge Answered last year they decided not to do it because of the timeframe. Stated the item will be placed on the agenda next week to disapprove the bid.
6:52:24 PM Bell Asked to review Park Committee Recommendations while Presson is in attendance. Asked the status of the fishing dock on Drost Park Lake.
6:53:01 PM Presson Stated they have all the supplies, and he believes the project will be completed within the next month.
6:53:13 PM Bell Asked about the second dock in storage. Stated there is now a pathway down to where it will be located.
6:53:29 PM Presson Clarified the location near the small pavilion. Stated he was not aware they were expected to install it.
6:53:42 PM Gulledge Explained it was part of the grant application. Bell explained they pulled the complete dock out of the original project.
6:53:58 PM Presson Clarified that the Board intends to keep the non-floating dock.
6:54:08 PM Bell Answered they were going to put a third dock in as part of the project, which was cut because of cost. Explained they still have a second dock that they planned to put at the mid-way point. Explained now they have decided to put it at that position.
6:54:42 PM Presson Answered he does not know what the depths are at that location, so he will need to measure it and will probably have to come back with some kind of change-order for larger rails. He explained the procedure for proper construction of the dock.
6:56:01 PM Gulledge Discussed summer help. Stated in the past they have allowed any previous summer help employees in good standing to return. Stated if more people are needed, they will hire people from Maryville first, Fire District second, and outside the Fire District third. Stated Presson has been speaking with a few people and has received some applications. Commented if the Board is in agreement, they will continue as they have in the past and let Presson give his recommendations for hiring summer help, and they will approve it next week. Commented if anyone has any recommendations, they should get the names to Presson. Trustees all agreed.
6:57:23 PM Schmidt Asked the status of hiring a full-time employee.
6:57:28 PM Presson Answered he turned the final five candidates in to the committee for review. Commented he hopes to have it back within the next couple of days at which point interviews will be set up.
6:57:47 PM Gulledge Commented they are trying to get interviews lined up and will attempt to conduct them Monday night.
6:58:21 PM Bell Went to the third Park Committee Recommendation to increase the rental fee for Pavilion #4, Firemen's Park Pavilion, to $50.00 for non-resident use. Commented the recommendation comes from the fact that it is a larger pavilion with more amenities, and the higher fee is comparable to other local towns. Commented they are in the process of changing some of the wording on the application so as to avoid the recent problem with a reservation. Commented the rest of the pavilion fees will stay at $5 and $25, but Pavilion #4 will be $5 for resident and $50 for non-resident.
6:59:19 PM Limberg Commented this is going to be a nice pavilion, and the Village will probably be inundated with reservation requests.
6:59:23 PM Gulledge Commented his agreement with the recommendation, as they have become aware that neighboring communities seem to like Maryville's park and pavilions over their own. Commented they are certainly not trying to keep non-residents away, but at the same time they want to keep availability reasonable if a Maryville resident does want to rent a pavilion. Suggested $50 may not be enough.
7:00:17 PM Bell Commented the Park Committee reviewed a lot of numbers and looked at surrounding communities and decided that $50 was reasonable; however there are some that charge more, as well as some that charge less.
7:00:49 PM Gulledge Asked the Trustees their opinion. Limberg said he would like to increase it to $75. Schmidt agreed. Callahan agreed to $50. Garcia agreed to $75. Gulledge stated they will put the change on the agenda for next week.
7:01:42 PM Gulledge Went to Item #5, Bids for Photo Gallery Framing.
7:01:53 PM Schmidt Stated he enclosed three bids received for framing of the mayors' pictures for the gallery. Stated these bids include wood frames, ultra violet non-glare glass, matting and labor. Stated the lowest bid was from the Art Loft Gallery in Collinsville for $1,510. Stated this is his recommendation. Stated this is for twenty frames, and he anticipates using sixteen to seventeen frames for past mayors, and keeping three additional on hand for future use. The question was asked how large the finished photos will be. Schmidt answered after matting and framing, each should be approximately fifteen inches (15") by eighteen inches (18").
7:03:44 PM Gulledge Asked the Trustees their opinion. All agreed. Stated the item will be placed on the agenda for next week. Went to Agenda Item #9, Change Order #3.
7:04:28 PM Bell Stated this change order is to paint and seal the restroom facility a two-tone color to match the outside due to the wrong stones being installed. Stated the order is for the agreed change to the paint; there is no change to the cost.
7:05:13 PM Gulledge Stated this is a formality to have the change in writing. Stated this item will be placed on the agenda for next week. Asked Bell to discuss Pay Request #2 for Drost Park, as amended on the agenda.
7:05:32 PM Bell Stated this is an application to Plocher in the amount of $33,747.75. Stated they have already been paid $93,730.32.
7:06:05 PM Gulledge Commented they do have a current copy of their stored materials. Stated the item will be placed on the agenda for next week.
7:06:35 PM Gulledge Went to Budget. Discussed Callahan's question on the Special Service Areas. Stated the balance on SSA #1 is $72,598.55. Stated bi-yearly payments are made of $7,995.71, and the payoff is October, 2011. Stated the balance on SSA #3 is $196,765.01. Stated the bi-yearly payments are made of $10,116.33, and the payoff is February 2017. Stated as of the last meeting, they are still looking at a deficit of $11,024.00. Bell asked about the issue Mayor previously mentioned that he thought would resolve the deficit. Mayor answered he has not yet made the changes; however he has an item to discuss that may positively change the number. He invited other comments before he explains.
7:08:45 PM Callahan Commented on the Park Budget, pointing out the budgeted income of $402,000 and budgeted expenses of $247,000. Stated that results in a surplus of $155,000. Stated his opinion that if Bell receives $402,000, he will not give up the $155,000; therefore that is not actually a surplus.
7:09:11 PM Bell Responded, as discussed at the last meeting, the $11,000 total number is not a real number; these are individual funds that need to be balanced. Stated, for example, if Presson requests a purchase, they will make sure he hasn't gone over the $721,000 figure, not the $6 million figure.
7:10:00 PM Callahan Asked Bell if he gets the grant, will he spend more than $247,000.
7:10:09 PM Bell Answered they could.
7:10:13 PM Gulledge Interjected, it is not Bell's decision; it is the Board's decision after Bell makes the recommendation. Commented to Callahan that part of that money is green space fees, and he hopes the Board will adhere to their original decision to save 50% of that for future park ground purchase. He explained the plan is to have a summary of the budget at each meeting so they will be able to see exactly where they are on it.
7:11:19 PM Bell Commented his belief that what Callahan was getting at is that if the Park Department receives more green space fees or grants, he doesn't want to be limited to spending $247,000 if he receives more. Stated Callahan is also saying that Parks is showing a positive budget, thinking that they can dip into that money, and that is not the case.
7:12:23 PM Callahan Commented they cannot use another department's surplus to balance a budget.
7:12:25 PM Gulledge Answered they do it currently. Stated Police and Fire are always going to be in deficit, as there is no way they can have a balanced budget.
7:12:37 PM Callahan Commented they come out of a real money source. Stated Parks comes out of a grant source.
7:12:42 PM Gulledge Commented the General Fund pays the source when they are short.
7:12:46 PM Callahan Answered they know that, and they have already estimated what the General Fund will bring in.
7:12:53 PM Bell Commented they will not spend the money if they don't get the grant.
7:12:59 PM Callahan Commented he doesn't care how much money they spend; however it effects the bottom line. Stated the budget shows an $11,000 deficit, but really if they look at the Park budget at $154,000 plus, that means they actually have $166,000 deficit somewhere else that they are not looking at. Commented his point is if they have the funds and they think they are going to spend it, it should be shown as an expense so they don't show a big surplus.
7:13:54 PM Gulledge Asked what Callahan's reasoning would then be for the Police and Fire Departments.
7:14:00 PM Callahan Answered they know where that income source is coming from; General Funds. Commented it is balanced; they know that they don't have a surplus that is helping the budget look better, they have a deficit that makes it look worse.
7:14:17 PM Bell Commented maybe it would be better to include a line item in Parks that puts the $154,000 away for park ground; if they get the money and they only did the listed projects, they would have $155,000 that can be listed as a line item as going into a park ground fund. Stated this way it will show a zero balance on the parks.
7:14:49 PM Callahan Answered that makes more sense.
7:15:04 PM Schmidt Commented any grant money received will have to be spent. Commented most Park grants are an 80/20 split. Bell answered that is incorrect; they get some, but not all. Stated most are 100%. Schmidt commented what he is getting at is, they are speculating the amount of grant money, and they are not figuring they have to have money in-hand to spend towards those grants if they are 80/20 splits, and he does not see a line item for expenditures for that. Further discussion ensued regarding how the Park budget should be reflected.
7:17:41 PM Callahan Went to Page 1, and asked why they show $448,000 state income tax year to date, but they are only budgeting $450,000 for this year. Gulledge answered that was the issue he is planning to speak about. Callahan went on to ask if the number below that is the adjusted number for the sales tax, as they previously thought the first number was too high. Gulledge answered that is correct.
7:18:24 PM Gulledge Stated he received information from the state showing Motor Fuel income tax and State Use tax going up in March of this year. Referred to the budget and went to page 1 under State Income Tax. Stated that figure will increase $8.17 over current, multiplied by 5,905, which equals $48,243.85. Stated he changed the $450 figure to $498,243.25, then dropped down to the $348 figure for Illinois Increase Use Tax, which also changed. Stated the bottom line is $72,307.40, instead of $60,000. Stated Motor Fuel Tax is going down to 21 cents multiplied by 5,905, or about $1,200. Commented on an article in the March issue of the "Illinois Municipal Review" showing helpful schedules.
7:22:17 PM Bell Asked if they will change the Park Land Acquisition number, or add a miscellaneous line to zero-out the $154,000 figure. Gulledge stated he did not know. Bell commented it gives a better picture of the other departments. Gulledge answered he is okay with changing it if the Board wants, but they are supposed to be looking at each line, not the bottom line. Bell commented that would mean if they received all expected funds, they would have $154,000 left over that, in his opinion, they would want to put into the fund for purchasing park ground. Stated they have $50,000 in there now; they could change it to $204,575. Gulledge reiterated it is up to the Board.
7:23:36 PM Callahan Asked on page 35 under Police Officer Pension Fund, why is it so much more next year.
7:23:59 PM Gulledge Answered because they are playing "catch up", and they also plan to hire two more police officers. Various comments were made regarding the fluctuation of the figure. Gulledge commented this will be the first full year in the new fund.
7:25:05 PM Callahan Commented they are going from a three years' previous figure of $49,000 to this year at $140,000. Asked if the reason is it's just that much more expensive.
7:25:19 PM Wigginton Explained the funds themselves get a letter from the actuary with the recommended amount based upon the age of the population that is in the pension fund, the amount on hand, and the expected retirement date. Commented since they are going new into the system, they have to play catch-up.
7:25:43 PM Callahan Asked on Page 56, last year they carried water softening as a separate fund and transferred the money to the water fund; however this year they are not putting the money in, all they do is show it as a deficit and it actually pays for itself. Stated they shouldn't show it as a negative, or just include it as the department, because they are showing it as a $50,000 charge with no income. Stated his argument would be to put in the income, pay the charge, and then transfer the income to WSOM so it doesn't look like it's got a deficit.
7:26:49 PM Schmidt Agreed, stating that on page 62 it shows a line item for the income from water softening fees.
7:27:08 PM Long Commented that is the change the Board wanted. Stated they wanted the money taken out and put in WSOM and the only funds kept in the softener fund to be the bonds and payments. Callahan asked if they put the money in and then take it out. Long answered it is part of the water bill and has a line item.
7:27:33 PM Callahan Commented it doesn't show that it ever hits and then is taken out. Stated this is a profitable area, and it looks as if it is losing money, when it is actually covered fairly well. Asked on Page 60, is the surcharge what they pay to the city to the south. Gulledge answered yes. Callahan asked if it is going down.
7:28:24 PM Gulledge Responded they have fixed a lot of the problems.
7:29:07 PM Callahan Asked on Page 5 under administration, the computer software expense is $2,000.00; asked if that is realistic, as they have spent $15,000 this year.
7:29:27 PM Gulledge Answered they don't believe they will need to buy any new computers next year.
7:29:34 PM Bell Commented there is possibly one that might be replaced in the admin department this year.
7:30:07 PM Schmidt Referred to Page 62, line item 850, utility system: Asked what the $410,000 is for.
7:30:30 PM Long Answered it is the water utility system, i.e., lines, plant.
7:30:46 PM Gulledge Commented the item is included in Presson's summary. Various comments were made in an attempt to explain the item.
7:31:53 PM Gulledge Commented he would like to bring the budget before the Board for approval next week if they can decide any changes to numbers or format. Asked for a decision. Discussion ensued over the water softening issue. Gulledge stated he intends to make the changes he discussed; asked the Board if they had additional changes.
7:33:08 PM Bell Stated he would like to change page 48, Park Land Acquisition, to $204,575, which will show $165,000 in the bottom line, which is more accurate.
7:34:09 PM Callahan Asked if they are estimating the green space fees. Bell answered yes, at $200,000. Callahan asked if they were estimating grants. Bell answered yes, $200,000. Callahan stated his opinion that it would make more sense to have the green space fees paying all of the expenses and the grant as the push.
7:34:37 PM Bell Answered the grants are tied to the park improvement projects; the green space is for events, etc.; and some of the green space is to be saved against buying land. Explained the grants listed are ones they will apply for, but they don't know that they will get them. However if they do, they have projects in mind for them.
7:35:16 PM Garcia Asked how they can budget for something they don't know they are going to get.
7:35:22 PM Bell Answered you can't; you can list it as an income and expense, and if you don't receive the income, you don't make the expense. Explained, as previously mentioned, a couple of the grants are 80/20's, so they had to figure in the cost of the project, which is why the two numbers do not equal out exactly. Commented they are both guesses.
7:36:10 PM Gulledge Asked if they were prepared to approve a negative budget.
7:36:19 PM Callahan Commented it is negative in that they are taking the year's income, but they are not anticipating spending any money currently in reserve.
7:36:31 PM Gulledge Answered he realizes that; he is simply explaining that the budget will be negative. Discussion ensued regarding accounting for cash reserves. Gulledge stated he will make the changes and put them in the packets for next week's meetings.
7:39:19 PM Gulledge Went to Public Input, and invited anyone from the floor to address the board. There were no comments. Went to Calendar Updates. Pointed out the scheduled dates for Economic Development, GIS and Planning Commission. Stated May 1 the Congressional Prayer Breakfast will be held, and reminded the Board to let Clerk Long know if they would like to attend. Stated the plan is to leave the Village Hall by 7:10 a.m., and the event starts at 7:30 a.m. Stated the Mayor's Prayer Breakfast is scheduled for next Thursday, and encouraged all to come at 7:00 a.m. at Buffalo Park. Reminded everyone to contact Clerk Long for a ticket.
7:41:00 PM Bell Stated the Bike Safety Rodeo is scheduled for May 6th at 8:30 a.m. at the Fire House.
7:41:34 PM Gulledge Stated there is a Memorial Day service scheduled for May 29th. Went to To Do List, page 1. There were no comments. Went to page 2. There were no comments. Went to page 3. There were no comments. Went to Trustee Comments.
7:42:38 PM Schmidt Commented on the Rabies Clinic scheduled for May 20th, although it is not yet on the Calendar. Stated he will provide flyers to the press. Commented on the Planning Commission Meeting last Monday, stating they did not have enough members for a quorum, so the meeting will be rescheduled.
7:43:13 PM Garcia Commented on the Open House/Dedication for the Outreach Center last Sunday, saying they had over 100 people at the celebration, and it went well with many comments regarding how nice the building is.
7:43:37 PM Gulledge Reminded the Board of the discussion at the last meeting regarding pavilion colors. Stated none of the colors chosen were available. Stated he has a list of available colors, and recommends a beige color for the roof, similar to the other two pavilions, and a dark brown for the railings and posts. Stated if there are no objections, he will order those colors. All agreed. Commented the company indicated it will take approximately two (2) months. Stated any changes to the Gazette must be turned in by close of business tomorrow to facilitate forwarding to the printer.
7:45:46 PM Callahan Asked about the meeting Saturday regarding Old Town.
7:45:51 PM Gulledge Answered it went very well; they had a little over 100 people in attendance. Stated the explanation was brief and they broke up into three (3) tables representing anyone entering into Lange, Donk or side streets. Stated each table had an engineer. Stated they received approximately eighteen (18) easements, which is a lot more than they thought they would; in fact he got another recently. Commented he did not see anyone that was negative regarding the project. Schmidt commented there were some concerns, but nobody "jumping up and down". Mayor stated he plans to meet with Juneau later in the week to determine where they are on the project.
7:47:39 PM Garcia Commented now that the budget discussion is finished, they need to discuss raises. Gulledge answered that is what they are going to do.
7:47:45 PM Gulledge Asked for a motion to go into closed session in accordance with 5ILCS 120/2(1)(1)(3) to discuss compensation and performance of Village employees and collective negotiating matters. Motion was made by Schmidt and seconded by Garcia. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Garcia - yes. Motion carried.
7:48:23 PM Gulledge Commented he had no idea how long they will be in closed session; however they will not take any action upon returning.
9:19:21 PM Gulledge Called for a motion to come out of closed session. Motion was made by Bell and seconded by Schmidt. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Garcia - yes. Motion carried.
9:19:43 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; Garcia - yes. Motion carried.
9:20:08 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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