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Village of Maryville, Illinois

Description Caucus Minutes
Date1/11/2006 Location Council Chamber
Time Speaker Note
6:31:10 PM Gulledge Called the Caucus meeting of Wednesday, January 11, 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, Kostyshock and Garcia. Also in attendance were Clerk Long, Attorney Wigginton, Public Works Director Presson, Vantage Homes Representative Kevin Bollman, three (3) citizens and (3) three reporters.
6:32:11 PM Gulledge Called for approval of the December 14, 2005 Caucus minutes. Motion to approve was made by Kostyshock and seconded by Schmidt. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
6:32:51 PM Gulledge Went to first Agenda item, Construction Plan Approval for Villages of Amberleigh. He turned the discussion over to Trustee Schmidt.
6:33:24 PM Schmidt Commented the item was placed on the agenda as an update for the benefit of the Board members and media. Stated this is a plan for residential development on the west side of Route 162 across the street from Anderson Hospital. Stated it is approximately sixty-three (63) acres, and will contain single-family homes, townhouses, villas and a swimming pool. Stated it was annexed in to re-zone in June of 2005. Stated the preliminary plat went before the Planning Commission on July 11, 2005, and recommendation for approval was presented to the Board on July 20, 2005. Stated the project is in the construction phase at the present time, and the Planning Commission is waiting on the Vantage Homes attorney to supply the covenants. Stated they have three different areas of recommendation from Juneau Associates that they need to fulfill before bringing final plats to the Planning Commission. Stated they do have the approval of the Zoning Administrator and with the cooperation of Public Works Director the installation of the sewers may begin at any time. Stated there is a representative from Vantage Homes present if any Board members have any questions.
6:35:26 PM Gulledge Asked if there were any questions regarding the recommendation for the planning Commission to allow the construction plans for the Villages of Amberleigh. Stated in accordance with Village Ordinance, it is a decision by the Village Zoning Administrator and the Village Engineer, who are both in agreement. Commented they are not getting final plat approval; that won't be done until covenants and other requirements are met. Stated they just wanted to let everyone know what is going on with the project, and he appreciates Schmidt keeping everyone apprised. He invited any questions to be directed to Kevin Bollman.
6:36:04 PM Bollman Stated his name and address for the record: Kevin Bollman, 13 Cedric Drive, Fairview Heights, Illinois.
6:36:09 PM Garcia Stated she knows an individual interested in a townhouse, and asked if it was too early to discuss the issue with Vantage Homes.
6:36:37 PM Bollman Answered it is not too early and offered to supply some contact information for the Project Manager.
6:36:38 PM Schmidt Commented just so the Board is not confused, this is not something the Board will vote on, and will not be coming before the Board next week.
6:36:56 PM Gulledge Commented they will be starting construction for the sewers, and permits were issued.
6:37:20 PM Gulledge Invited Kostyshock to discuss items six (6), seven (7), eight (8), nine (9) and thirteen (13).
6:37:36 PM Kostyshock Discussed renewing the contract with RJN Group for the storm water Phase II project. Stated there is presently a contract in place; this will run from April 2006 to April 2007. Explained some of RJN Group's projects: They develop government operation training programs, develop annual reports, implement training programs, etc. Stated if the Village signs up before February 28, 2006, the cost will be $1,500; after that date the cost goes up to $1,800.
6:38:11 PM Gulledge Commented this is the same contract that the Village had last year, for the same price. Stated he was doing this up to about one year ago when Presson took it over. Stated the project is very involved, and Presson has kept-up with it and attends meetings regularly. Asked if anyone had any questions. The Trustees all were in favor. Went on to Item seven (7).
6:38:57 PM Kostyshock Discussed the old-town storm water improvements, Change Order Two (2) for $4,334.57. Stated there are actually two change orders. Stated these orders could have to do with, for example, water lines in the way, relocate a catch basin, etc.
6:39:26 PM Presson Explained the adjustments on Change Order Two (2) were due to utility conflicts and some grade conflicts so they could get proper drainage off the streets. Stated almost all the inlets located on North Donk needed to be adjusted in order to accomplish this.
6:39:49 PM Callahan Asked for clarification of whether the inlets were just not where they were supposed to be.
6:39:50 PM Presson Answered they had some water lines that were not where they were supposed to be.
6:40:00 PM Gulledge Clarified that none of this was the contractors' fault. Presson answered that is correct. Gulledge polled the Trustees: All were in favor of placing the item on the Board Meeting agenda for payment. Went to the next item.
6:40:18 PM Kostyshock Stated this is the same issue: Old town storm water improvement Change Order Three (3) for $1,420.44. Stated the issues with this Change Order are similar to the previous.
6:40:32 PM Presson Stated this one also includes a problem and repair to sewer laterals that were in conflict with the storm drain.
6:40:44 PM Gulledge Asked if there were any questions. There were none. Polled the Trustees: All were in favor of placing the item on the Board Meeting Agenda for payment. Went to the next item.
6:41:12 PM Kostyshock Discussed Pay Request Four (4) in the amount of $168,415.49. Stated the original contract was $383,378.95. Stated the Village is holding back approximately $30,000. Gulledge commented the exact number is $38,337.89. Kostyshock stated the contractor has completed the work, but they are holding the money to make sure the project is done to the satisfaction of the Village.
6:41:44 PM Gulledge Asked Presson if he had done a walk-through with the Village engineering firm and jobsite overseer.
6:41:52 PM Presson Answered that is correct, and they have compiled a list of items that need to be done, which has been issued to the contractor. Stated the last conversation stated they would be starting on that list shortly. Stated the list included the final grading, some more asphalt and general problems and concerns.
6:42:07 PM Gulledge Commented the list is not $38,000 worth of repairs. Presson answered that is correct. Gulledge asked the trustees if they were in favor of adding the Pay Request to the Board Meeting agenda. All were in favor. Went to Item Thirteen (13), Copper Creek/Parkview Drive Waterline Extension Directional Bores.
6:42:36 PM Kostyshock Stated they received four (4) different bids, the lowest from Spring Valley Contracting for $11,400. Stated his recommendation to accept this bid.
6:42:53 PM Gulledge Commented this is a pretty good bid, and Presson worked hard. Stated they gave him a six-month date, on which Presson followed-up. Stated it has been five or six months since the Board decided to do this project. Explained it is out in the Copper Creek area, and will hook up Copper Bend, come across the back of the property and the eastern part of the park and will hook-in at Parkview to that system. Commented that it will really help everyone in the area. Stated the parts are ordered and permits have been obtained. Asked the trustees if they approved of placing the item on the Board Meeting agenda.
6:43:54 PM Schmidt Asked if this would go underneath the trail.
6:43:55 PM Presson Answered that is correct. Schmidt asked if Jerry Kane was informed. Presson answered yes, they obtained a permit from him.
6:44:02 PM Gulledge Polled the rest of the Trustees. All were in favor of placing the item on the Board Meeting Agenda. Asked if there were any other questions for Presson.
6:44:16 PM Bell Stated he received two e-mails from Computron regarding the water plant software. Explained they purchased a new PC for Public Works, and in the process of installing the PC which runs Windows XP Pro, it was discovered that the water plant software, which is based on NT Technology, will not work with XP Pro. Stated they have contacted Fastechnology regarding the current software "Wonderware". Stated they have given a bid for licensing the plant PC and the laptop. Stated the e-mail states Computron had talked to Mark Metz from Fastechnology who indicated someone from their company needs to install and configure the software. Stated he did not know if that was included in the bid. Suggested Presson contact Mark Metz and see what needs to be done. Stated the bid he has is for $2,000 for software, but he does not know if it includes installation. Stated he did not know if the bid would be ready for approval at next week's Board Meeting.
6:48:36 PM Gulledge Asked if there would be time to discuss the item in two weeks at the next Caucus Meeting once all the information is obtained. Presson stated he will start making phone calls tomorrow.
6:48:41 PM Bell Stated if everything is in place, he would rather not wait three weeks to approve the ordering of the software, as the new PC is sitting unused until the software is installed. He asked if it would be a problem to bring it to next week's Board Meeting after all the information is obtained.
6:49:24 PM Gulledge Stated he is fine with it, as long as the information can be included in all the Trustee packets and each Trustee has time to review it and feel comfortable with the information.
6:49:38 PM Garcia Asked Bell to clarify if the new computer purchased is not compatible with the software or operating system.
6:49:45 PM Bell Answered the old software is so outdated that it won't work on a new PC.
6:49:53 PM Garcia Clarified that this means they need updated versions.
6:50:01 PM Bell Answered that is correct; the company has XP versions of their software and the Village needs to upgrade to those. Stated it needs to be done. Stated the new PCs were purchased because they were having problems, and since these computers are running the entire plant it was time to upgrade.
6:50:26 PM Gulledge Suggested getting the information together, including an explanation of the expense, for inclusion in the Trustee packets for the Board Meeting next week. Stated they will place the item on the Agenda, and if everyone feels comfortable with it they will have a vote. Bell agreed.
6:50:58 PM Bell Discussed the new computers for the squad cars are in need of the anti virus software. Stated he has e-mailed Computron requesting a quote for those, including two additional licenses for two (2) Public Works PCs.
6:51:26 PM Gulledge Suggested he get the information together. Asked if anyone else had questions for Presson.
6:51:32 PM Schmidt Asked who the Madison County Storm Water Coordinator is.
6:51:39 PM Presson Answered Mike Booth.
6:52:06 PM Bell Asked, regarding the e-mail from Computron, if the Village still has a support contract with Fastechnologies.
6:52:25 PM Presson Answered he believed they had one at one time, but not currently. Stated any problems they have had, they have paid for Fastechnologies to come out and fix.
6:52:35 PM Bell Stated they need to check into the situation. Stated if they do not have a support contract, they need to get a bid from Mark Metz.
6:52:51 PM Gulledge Went to Item Ten (10), Outreach Center. Stated he, Juneau and the contractor had a walk-through of the building and there are some small items that will be taken care of at a minimal cost, probably not to exceed $200. Stated there is a $155,000 grant from Community Development. Referred to the payment application, where the cost to date is $157,141.49. Stated $2,131.49 comes from the Ministerial Alliance. Stated Community Development understands this, he wanted to make sure the Board does as well. Stated with the Board's approval, the plan is to authorize $5,322.87 at the Board Meeting next Wednesday. Stated the Ministerial Alliance will hold the $2,131.49 payment to the contractor until the touch-up work is completed. Stated the contractor is agreeable. Asked if there were any questions. Bell asked for specifics on what need to be done. Gulledge answered it is basically some dry-walling, some sockets, making sure the ceiling is level. Stated there are two wall sockets that are not working, and the electrician has been called. Stated everything else is working. Stated the building has turned out nice, and invited everyone to come down and take a look at it. Asked if the Trustees were in agreement. All were.
6:56:37 PM Gulledge Explained Flaugher and Schardan are not present because they are attending a Madison County Mitigation Disaster Awareness meeting with other County officials. Turned the discussion over to Limberg regarding the next item.
6:57:02 PM Limberg Discussed purchasing another taser. Stated there are three officers working on the streets, and the Department only has two tasers. Stated Schardan asked Limberg to present bids for a third taser. Stated the company that provided the tasers last time has the cheapest price. Referred to the bid from Ray O'Herron, which shows two prices; stated the second price includes a holster. Recommends purchasing the taser with holster from Ray O'Herron for $804.95. Stated the money would come from funds received from drug arrests. Commented he thinks there is approximately $9,000 in that account. Gulledge clarified the purchase will not come from General Funds, but from Confiscated Funds and Materials.
6:58:58 PM Gulledge Asked if there were any questions. Polled the Trustees. All were in favor of placing the item on the Board Meeting agenda. Turned the discussion over to Bell regarding 2006 PEP Grant Project.
6:59:29 PM Bell Discussed the Grant. Stated the Park Committee plans to build a small pavilion by the playground to provide a shaded seating area for parents to supervise their children. Stated they have sent out for bids and should have the information in a couple of weeks, but they plan to build as big a pavilion as possible for a cost of $15,000. Stated he will have more information in two weeks.
7:00:15 PM Gulledge Commented this is just an information item to let the Board know that is what is being worked on. Commented the grant is required to be turned in on February 3 to Madison County. Stated it is based on population, and the least amount they grant is $15,000. Stated Maryville's population, and the fact they are included in CARD works against the Village for a potential bigger grant. Commented his opinion that the recommendation is a good one. Commented it will basically be a rectangular structure placed on the south side of the playground so the sun will always be at the back.
7:01:59 PM Kostyshock Asked if it is approved, would it be built by the summer. He was told yes. Comments were made regarding the boat ramp.
7:02:27 PM Gulledge Asked if there were any other questions regarding the PEP Grant project. There were none. Went to Calendar Updates. Commented the Planning Commission is on the calendar, but as of that morning there was nothing for the Planning Commission.
7:03:11 PM Kostyshock Commented the Library Board meeting is on February 7th at 6:30 p.m.
7:03:17 PM Callahan Commented the Economic Development meeting will be February 13th at 7:00 p.m. in the Village Hall.
7:04:34 PM Gulledge Commented the Park Committee meeting should be 6:00 p.m. instead of 7:00 p.m. Went to the To Do List, page 1.
7:05:11 PM Schmidt Commented Bell is doing a good job keeping up the web site. Stated he understands it is time consuming. Commented he is anticipating posting past issues of the Gazette. Commented he noticed another local community is paying a web site design service to maintain their site, and they can't keep up with it. Referred to the fact that all of the Village Ordinances can be accessed from the Village website, commenting that is just one example of the benefit of the website to the citizens. Comments were made regarding the positive aspects of the site. Schmidt asked, regarding page one (1) of the To Do List, if the Board is going to discuss impact fees next week.
7:07:05 PM Gulledge Answered they had a meeting with he attorney, engineer, Kostyshock, Presson and himself and they are trying to incorporate what they have. Stated they are going to meet next Wednesday and will try to put it together and get it out to the Trustees. Stated the goal is to discuss it on January 25th.
7:07:40 PM Gulledge Went to page two (2). Commented that now that Christmas is out of the way, they should be working on the employee appreciation day in the summer. Garcia commented that the date has already been set for June 17th. Gulledge apologized for his oversight. He asked what the time will be. Limberg commented they can have the party anytime, however they cannot swim until 3:00 p.m. Gulledge asked for any other comments on page two (2).
7:08:24 PM Schmidt Asked if the Police Department received their vests yet.
7:08:29 PM Gulledge Answered not as far as he knew. Stated Clerk Long indicated she got an invoice today, but he has not seen Schardan so he does not know.
7:08:48 PM Gulledge Asked Presson if they got the sewer jet truck. Presson answered yes. Gulledge went to page three (3).
7:08:57 PM Bell Stated he needed to go back to page one (1). Stated the GIS meeting is scheduled for Monday, January 16th at 9:00 a.m. Asked if the water tower fence is complete except for the slats on the south side of the fence. Presson answered that is correct. Asked if he was correct that part of the fence had been replaced. Presson answered that is correct.
7:10:16 PM Gulledge Went to next Agenda Item, Trustees Comments.
7:10:29 PM Limberg Discussed memorandums from Flaugher regarding attending the Fire Department Instructor's Conference in Indiana. Stated this year it will be held the 27th through the 29th. Stated they will discuss the item at the next Caucus. Stated he and another firefighter usually attend. Stated Flaugher does not anticipate the expense being more than $700, similar to last year. Stated Flaugher enjoys the conference and indicated it is a worthwhile event.
7:11:55 PM Gulledge Asked if all were in agreement to place the item on the agenda for the Board Meeting next week. All were in agreement.
7:12:02 PM Limberg Commented the Demonstration Library is doing a great job. Stated the building looks great, they are ordering more materials. He encouraged everyone to go out to see the library. Gulledge gave the hours of operation: Closed Sunday and Monday, open Tuesday 1:00 p.m. to 8:00 p.m., Wednesday 9:00 a.m. to 1:00 p.m.; Thursday 1:00 p.m. to 8:00 p.m., Friday 1:00 p.m. to 5:00 p.m., and Saturday 9:00 a.m. to 4:00 p.m.
7:13:13 PM Schmidt Discussed what is required from the developers for final plats before Board approval. He distributed a hand out and suggested it would be good for all the Board members to read through it and review the system of checks and balances. Commented the developers must go through a lengthy process. Stated he does not believe it is any more or less than any other municipality. Referred to the yellow highlighted area on page five (5) of the handout. Stated that is a section that he thinks has been overlooked and he would like to start implementing. Stated he will go over the item with Flaugher, Presson and Juneau. Stated his belief that the Trustees should be aware what a developer has to go through in order to receive final plat approval and encouraged them to read through the handout.
7:15:18 PM Callahan Commented that along with this, he would like the
Board to receive copies of the plats. Schmidt agreed.
7:15:49 PM Gulledge Commented he did see copies for the newest development, Tuscany Ridge. Discussion was held regarding the issue.
7:17:37 PM Callahan Commented on the last Economic Development meeting. Stated they spent a lot of time discussing the possible rezoning of Route 159 and parts of Route 162 to commercial now. Reminded the Board approximately two (2) years ago when they made the last future-use plan they made the recommendation and for some reason they chose not to do it. Stated it was a blanket recommendation for not only Routes 159 and 162, but the whole town. Stated now they are back to considering rezoning of Route 159 and parts of Route 162 commercial. Stated they will discuss the issue again at the February 13th meeting. Stated they also spent time talking about the outside sign ordinance, but they had two or three members at the meeting that had not received the initial information handed out the last time they had a quorum. Stated Gulledge reproduced the information. Stated at the meeting on the 13th they will look at the outside ordinance. Stated the general feeling is how do you restrict outside sales, and do you want to restrict them. Stated the general consensus seems to be they want to do something, and it can be done a lot of different ways. Stated they have examples of ordinances from all over the United States to refer to. Stated he handed out a paragraph of an ordinance that was reproduced in the newspaper that disallowed moving, flashing or intermediate flashing signs, and asked the committee to review. Stated they discussed ornate signs and the possibility of asking the Board to require all future developments to include ornate street signs, stop signs, lamp posts, etc. Stated they also discussed the possibility of implementing a program to re-do sections of town. Stated he received an e-mail from Votoupal regarding the request. He read the e-mail verbatim. Stated he wanted to get it put into the record, as they plan to discuss the issue at the meeting. Asked Schmidt to bring it up to the Planning Commission to make it part of the ordinance for the new sub-division developments. Stated they did not discuss the expense of the project. Stated the only developer in town that has it now uses the best made, so he believes there is probably a step down that is very acceptable, but he has no idea on cost. Stated she pointed out that Red Bud has a program in place where you can see some implementation of this program.
7:21:56 PM Gulledge Asked attorney to try to be at the meeting on February 13th. Stated they have some questions of a legal nature. He asked if the Board decides to adopt an ordinance for ornamental street signs, would it require an amendment. Wigginton indicated he was not sure. Asked the Trustees if they were in favor of going forward with this project. Stated he does not want to move forward with the work of visiting communities, getting pricing, etc. if no one thinks it is a good idea. Stated his opinion that it is a good idea if it is affordable. Commented on other municipalities and commented he thinks it adds a nice touch. Stated it may take years before they can fix everything currently in place, but if everyone decides this is what they want to do they can get it rolling. 
7:23:18 PM Callahan Commented Nancy informed him a stop sign alone is in the $500 range, and if you put the street sign on top of the stop sign it is another $300 or $400 per sign. Stated he believes Nancy is probably giving top-of-the-line figures.
7:24:14 PM Schmidt Commented on the signs in Foxmill and how the posts have not held their color.
7:24:25 PM Kostyshock Asked, regarding the commercial re-zoning, should they add Vadalabene Drive. Callahan commented they tried before, and it failed. Kostyshock asked if it could be done as a blanket item.
7:24:51 PM Callahan Stated that is one of the reasons they wanted the attorney at the meeting. Stated the question was can they just include all of Routes 159, 162 and Vadalabene Drive, or do they have to have a legal property description for each piece of property.
7:25:21 PM Wigginton Answered they would need a legal description of each property, but it could be done by parcel ID number. Stated the information on each lot is available on the internet.
7:25:44 PM Gulledge Asked if there were any other Trustee comments.
7:25:54 PM Garcia Asked if there is any money left for Christmas decorations.
7:26:00 PM Gulledge Answered he thinks there was approximately $8,000 to $9,000 left in that fund, but he was unsure. He suggested she call the Comptroller to get the exact amount in the fund. He asked Garcia if she had the memo from Flaugher regarding a firefighter. 
7:26:32 PM Garcia Answered yes. Read from the memo requesting Daniel Tonovich of 106 Lou Rosa be brought into membership of the Fire Department at the January 18th Board meeting. Tonovich has been part of the Department's Junior Program for three (3) years and has recently turned eighteen (18). 
7:27:02 PM Gulledge Asked for comments. There were none. He polled the Trustees regarding adding the item to the Board Meeting agenda. All were in favor. 
7:27:16 PM Gulledge Commented that he would like to compliment the Public Works Department on the good job on the Christmas decorations. Stated he received many compliments on the decorations. He commended Presson and his crew and stated his appreciation. With no further business to come before the meeting, he asked for a motion to adjourn. Motion was made by Limberg and seconded by Schmidt. Voting on the motion: Limberg - yes; Schmidt - yes; Bell -yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
7:27:29 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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