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Village of Maryville, Illinois

Description Caucus Minutes
Date12/14/2005 Location Council Chamber
Time Speaker Note
6:30:33 PM Gulledge Called the Caucus meeting of Wednesday, December 14, 2005 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, Kostyshock, and Garcia. Trustee Callahan was absent. Also in attendance were Clerk Long, Village Engineer Juneau and three (3) reporters.
6:31:33 PM Gulledge Called for approval of the November 30th 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 Kostyshock and seconded by Limberg. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes. Motion carried.
6:32:16 PM Gulledge Went to first agenda item, Status of Waste Hauling Contract. He stated Trustee Schmidt has been assigned to look into the contract, which is due to expire January 10, 2006. He turned the discussion over to Schmidt.
6:32:48 PM Callahan Arrived and was seated.
6:32:58 PM Schmidt Stated the first meeting is scheduled for tomorrow at the Village Hall with Attorney Wigginton, Commercial Representative from Allied Waste, Robin Karlas, himself and Trustee Garcia. Stated the purpose of this first meeting would be to exchange ideas. Stated he will suggest that since the original contract is approximately twelve (12) to thirteen (13) years old, they should "scrap" the entire current contract and use it as a base for a new contract and negotiate new figures from there.
6:33:52 PM Gulledge Asked if they will ask for an extension.
6:34:04 PM Schmidt Replied that the current contract expires January 10, 2006, and the Village has agreed with Allied Waste on a sixty (60) day extension for which all current figures are to be the same.
6:34:08 PM Gulledge Asked Schmidt to get something in writing from Allied.
6:34:12 PM Schmidt Stated Attorney has received a letter from Allied stating that they and the Village are in agreement, which will be presented to the Village Board next week for a vote.
6:34:28 PM Gulledge Asked if there were any questions on the contract. There were none. Went to the next two Agenda items, Drost Park and Firemen's Park Comfort Station/Pavilion, respectively. Stated they have been working for several months to see what they can do regarding the cost of both comfort stations. Stated they have received some grants. He turned the discussion over to Bell.
6:35:04 PM Bell Stated these were bid as two separate projects. Regarding the Drost Park comfort station, the low bid was $249,800.00, which is quite a bit over what they were planning. Stated they do have grants for $195,400.00 for the project. Stated they met with the engineers and architects and did everything they could to reduce the scope of the project to get the cost down. Stated they don't want to lose the grant money. Stated they have deleted a couple of items from the project: Regarding the floating dock, the plan is to use one of the docks they got with the last grant instead of adding a third dock. Stated that was $22,952.00. Stated, as the Mayor said, this has been approved by the grant condition, IDNR, stating they can take these two parts out of the project and still receive the same grant; they will remove from this project, although they still want to get it done, the additional parking lots. Stated there was a small add-in to the project, as reflected on Page Two (2) of the bid, to add a 3" Limestone screening to the connector path in order to get from the Bike Trail to the restroom, which is $695. Stated adding in the engineering and architectural fees gives a total price for the project of $221,218.00. Stated the grant funds are $195,400. Stated there was one additional change order, referring to the first page of the bid, if they add in the Truss Ceiling at $8,700. He referred to Page One (1) of the photos, showing the truss example from Edwardsville. Stated the $8,700 would make the truss roof system look like the photo displayed, instead of looking like the other Maryville pavilions which is displayed on Page Four (4) of the photos. Gulledge commented that the Edwardsville system is tongue-in-groove, which is really very attractive. Bell referred to Page Two (2) of the photos, stating the obvious difference in colors, Maryville will not have a metal roof, but the comfort station will be the restroom facility with a link or over-hang part of the pavilion similar to the photos. Stated on this project, keeping in mind they are trying to ensure they get the $195,400 grant, and that they have stripped it down as far as they possibly can, they are asking the Board to approve $34,180.00, which includes the tongue-in-groove ceiling. Stated, as reflected in the proposal, for that amount of money they are getting an approximately $225,000 comfort station.
6:40:27 PM Gulledge Commented that, if everyone remembers, approximately one year ago the Village helped out the Edwardsville YMCA with some bonding, and the Village received a $25,000 donation from the YMCA for use for pavilions. Stated they put that money in the General Fund and let it sit, so there is $25,000 to dedicate to this project. He asked the Trustees to factor this information in to their decision as well. Stated it may be easier to think in terms of subtracting $25,000 from the figure, so they need to come up with $9,180.00 to complete the project. Bell commented they will receive a total of two figures after both projects are discussed. Mayor agreed, but commented it may be easier to subtract the $25,000 off this figure.
6:42:06 PM Garcia Asked where the station was going to be.
6:42:07 PM Bell Answered this is the restroom/comfort station facility out where the park connects with the bike trail. Stated they applied for and received two (2) grants that total $195,400.00. Stated they got eight bids, which all came in very high. Stated they don't feel that re-bidding will change that, but will only go up from the original bid because materials prices continue to rise each month.
6:42:45 PM Garcia Clarified that it will really be a restroom, not a pavilion where people can sit and eat, etc.
6:42:50 PM Bell Answered it is a bathroom with a pavilion, and referred to the example on Page Two (2) of the photos. Stated mostly it is a restroom facility, but it will have a pavilion attached on the side of the building.
6:43:35 PM Gulledge Asked the trustees their opinion. All were in agreement to proceed.
6:43:47 PM Bell Discussed the second part of the project, which is Firemen's Park. Stated these bids also came in high. Stated the lowest was $182,350.00, with an engineering and architectural fee of $17,950.00, for a total of $200,300.00. Stated they removed some items and scoped it back, and then met with the architects and engineers and decided that the savings on removing items one, two and three were not worth the little bit they were going to save. Discussed item one, using porcelain instead of stainless steel fixtures, for which they would save $5,300.00; they did not feel this was worth the savings due to replacement issues, which will need to be replaced versus the longer value from the stainless steel fixtures. Stated on this project, the total cost is $200,200.00; they have $146,000.00 in the Public Comfort Fund, so what they are asking for from the Village is $56,000.00. Stated after subtracting the $25,000.00 already in General Fund, the total request is $31,300.00 to complete the project. Stated this project tears down the old, ugly restroom facility located by Route 159; builds a new facility; and ties it into the pavilion which will make it look like one building with a new roof, new doors, brick wrapped around. Stated it will make it look like it should, being the center point of the downtown park. Stated they are $56,000.00 short, but they know they have the $25,000.00 in General Fund ear-marked for pavilions. Stated the total of the two projects that they are short is $65,480.00, combined. Stated they have some additional public comfort money coming in mid-year, which will be about $41,000.00. Stated, unfortunately the bids came in a little high, but it is his recommendation that both projects should be done under these bidders.
6:48:11 PM Gulledge Commented that the first project has already been discussed, so he would like the Trustees opinions on the second project.
6:48:20 PM Limberg Commented in looking at the bids, they are pretty close, as they don't really have a high number or a really low number. Stated since they will receive funds mid-year, his opinion is they need to do this, as that bathroom has been getting bad over the past few years.
6:48:43 PM Gulledge Commented another thing they need to consider is green space fees. Asked Schmidt about the timing.
6:48:52 PM Schmidt Stated they should get $21,000 from Tuscany, and Amberleigh will be close to $100,000.
6:49:09 PM Bell Stated they are pretty close to public comfort funds funding these projects. Stated even without that, he thinks it is something that needs to be done.
6:49:26 PM Gulledge Asked Limberg if he is in favor. He responded yes, and asked when they would get started. Gulledge answered if they award it next week they will probably get started as soon as the weather breaks. He asked Juneau his opinion.
6:49:37 PM Juneau Commented they would like to start now, if they could.
6:49:46 PM Gulledge Stated if the Board approves, they will turn it over to the engineering firm and they will get underway.
6:49:54 PM Schmidt Stated he is in favor of proceeding.
6:50:33 PM Gulledge Asked the other Trustees if they were in favor. Bell and Callahan both agreed. Kostyshock agreed, commenting as long as it is done before homecoming. Garcia commented she would like to see the building extended. Gulledge answered they can add on later, but it is not part of this bid. Commented the original plan was to make it bigger, but it drove up the price. Stated the main goal is to get it cleaned up due to the fact it is a focal point as people come down Route 159.
6:51:18 PM Bell Commented that, if they remember the drawings, it will have a nice look from Route 159, and will not even look like a bathroom.
6:51:32 PM Schmidt Asked if the retaining wall on the north side was eliminated. He was told no. Discussion regarding cooking for homecoming was held.
6:52:14 PM Gulledge Commented that it will be really nice. Stated Charlie Juneau and Jamie Henderson really did a good job with the Park Committee and really worked hard on the project.
6:52:27 PM Garcia Commented she'd like to see a gazebo added.
6:52:44 PM Gulledge Went to next Agenda item, Proclamation of December as Drunk & Drugged Driving Prevention Month. Stated he received a letter from IDOT asking the Village to pass a proclamation of December as Drunk & Drugged Driving Prevention Month in our community. Stated, unless the Board has an objection, he will ask Attorney to have it for the Board Meeting next Wednesday night. All agreed. Went to Item Nine (9), Rezoning & Annexation Agreement - Wiemann Property. Stated on Monday night they had a Planning Commission Meeting and Public Hearing to discuss re-zoning the property on East Main Street. Stated they could not figure out the acreage because years ago that two hundred (200) foot strip across the front was included when they annexed all the way down on the south side of East Main to the cemetery, so that property is already in the city limits. Stated this is the reason they could not get the acreage figure to come out correctly. Stated they actually do have close to fifty (50) acres altogether. Stated they are working back and forth with the Village attorney and the Wieman's attorney on a rezoning and annexation agreement. Stated the first process was the rezoning hearing in front of the Planning Commission, which Schmidt will discuss later. Stated the Village will have a rezoning request hearing at 6:30 p.m. next Wednesday night, and will have an Annexation Agreement hearing at 6:50 p.m. Stated they do not have final copies yet, but will get them out when available. Stated it is a very simple agreement. Stated it is nothing like past agreements where things would not change when the zoning and development changed. Stated they will be getting East Main road easements for the projects from these people. Stated it is a lengthy piece of ground, for which they will get easements. Stated they are not asking for anything other than rezoning, which is PD-B on 8.23 and 36 for the grapes, which he thinks is good and will go along with the need for open space. Stated Weiman has some plans for a very nice building that will have a restaurant and some other things with it on that site. Stated as soon as he gets the copies he will have them delivered. He hopes to have them delivered before the packets go out. Stated if there are any questions, they can call him, Schmidt or Attorney. Stated it is a very simple agreement. Asked for comments on the issue.
6:57:15 PM Bell Asked what 8.2 acres is the PDB.
6:57:25 PM Schmidt Showed the layout of the property via Power Point and commented that it is not sub-divided yet.
6:58:38 PM Garcia Asked if she is re-zoning to agricultural.
6:58:41 PM Gulledge Answered it is agricultural right now, but the only reason she wants it that way is because that is what she will be using it for -- raising grapes. Stated she has split-off the other 8.23 acres where she will have her winery, restaurant and where they will process the grapes and make the wine.
6:59:03 PM Schmidt Commented Wieman indicated the size of the building is 5,000 square feet.
6:59:14 PM Gulledge Commented he thought that was small, as the Outreach Center is 3,600, but that is what she said. Commented she had some nice drawings and the building looks very nice; like something you would see out in California.
7:00:03 PM Gulledge Went to Agenda Items Ten (10) and Eleven (11), Change Order #3 and Pay Application #5, respectively. Stated there is one change order on the Outreach Center, which was discussed approximately a month ago, for the drop ceiling for $7,546.50, which will put them over the $155,000 in grant money, so the other $2,100 will come from the Ministerial Alliance, who has already approved it. Stated because this is done through the Village, the Board has to approve it. Asked if anyone had a problem with the item. No one did. Stated the item will be placed on the Agenda for next week.
7:01:53 PM Gulledge Went to Pay Application #5 for finish work, for which Juneau has signed-off of $26,968.47. Stated the Outreach Center is nearing completion, and hopefully in the next couple of weeks the drop ceiling will be done. Commented the guttering will also be done soon.
7:02:22 PM Bell Commented the furnace is in and the gas will be hooked up tomorrow.
7:02:29 PM Gulledge Asked if there were any questions on Pay Request #5. There were none. Stated the item will be placed on the agenda for next week.
7:02:44 PM Bell Stated he is assuming there is one other pay request coming.
7:02:47 PM Gulledge Answered yes, that will be the final one for approximately $7,000.
7:02:53 PM Gulledge Went to Calendar Updates. Commented on the Holiday Lighting contest, asking Bell if he is correct that the nominations are due on December 16th.
7:03:31 PM Bell Stated he spoke with Shoup earlier, and believes he said he has approximately twenty (20) so far.
7:03:40 PM Gulledge Commented that he did not think there was still a Park Meeting scheduled for Monday, December 19, and it needed to be removed from the calendar. Stated December 22nd is the Village Christmas Party, and the Village Hall will close at noon, will be closed on the 23rd and the following Monday, December 26th. Stated the Village will observe the New Year holiday on Monday, January 2nd. Asked what the Board would like to do regarding the Caucus Meeting scheduled for December 28th. Stated he will not be present, and Bell mentioned he may not be present either. Garcia stated she will not be present. Gulledge asked if the Board would prefer the 28th meeting be cancelled; if there are enough members available, they are welcome to have the meeting. Limberg indicated he will not be present. The decision was made to cancel the Caucus scheduled for December 28th.
7:06:21 PM Gulledge Went to To-Do List, Page One (1). Stated Ted Flickinger met with him yesterday; he is the President of the Illinois State Park Districts. Stated they had a long conversation, and it went well. Stated he told Flickinger what he thought the problems were, and he listened and took a lot of notes and Mayor thinks he may try to facilitate a meeting.
7:07:20 PM Schmidt Asked if they should be ready for the Road Impact Fees ordinance.
7:07:29 PM Gulledge Answered yes. Stated it is a very lengthy ordinance and he didn't know if they could make it a little more streamlined. Stated he has a lot of questions, as does Schmidt. Suggested the Board get their questions together and get them to him; he plans on discussing the issue on January 11th. Asked the Board to get him their comments so they can get them to Attorney. Went to Page Two (2) of To-Do List.
7:09:01 PM Bell Commented his opinion to leave the Drost Park Restrooms on the list until the project is completed. Gulledge agreed. Stated they have another part of the project, which is to tear down the small bathroom. Gulledge commented demolition will not be a problem; the problem is that the electrical is housed there. Asked if the fishing dock has been raised. Mayor replied he didn't think so, as Public Works has been busy.
7:10:11 PM Limberg Asked if the vest came in for the police department. He was told no. Mayor commented he remembered Chief stating they would be in at the end of this month.
7:10:27 PM Gulledge Commented on the new fire truck. Stated he received a phone call, and they have experienced engine trouble, so it could not be delivered yet. Stated he went down to see it last week, and it looks good. Went to Page Three (3).
7:11:27 PM Schmidt Asked about the water tower fence.
7:11:29 PM Gulledge Answered they were working on it, but the weather has slowed the progress. Stated they do have a lot of the poles up.
7:11:46 PM Limberg Asked if it will be slatted.
7:11:51 PM Gulledge Answered yes.
7:11:56 PM Bell Commented that at the time they decided to do the project, they discussed the issue of the weather. Stated the discussion was held that once the old fence came down, the new one needed to go up right away. Stated the issue of weather came up due to the time of year, and the comment was made there should be no delays caused by weather. Commented now the weather is the issue, and it is not a good situation.
7:12:26 PM Kostyshock Commented they are doing what they can.
7:12:38 PM Gulledge Agreed with Bell, but pointed out the tower is locked, and if someone wanted to break in a fence would not keep them out whether it is up or not. Went to Trustees Comments.
7:13:06 PM Schmidt Talked about the Planning Commission meeting held Monday evening, and the Public Hearing held prior to it regarding the Wieman property and winery. Discussed other items on agenda, stating one was tabled so there was no need to discuss; the other item was approving the final plat for the Amberleigh development on Route 162. Stated everything is "up to snuff" with Juneau. Stated the Planning Commission is recommending to the Board that they approve the final plat with one caveat that the builders have not yet submitted their first draft of the covenants for the development to the Village so they could review them. Stated he is not even going to bring it up to the Board for vote for the final plat until those are brought to the Village, approved and read by the Mayor and Village Attorney, so it might be January or February. Stated this will be a PDR development with approximately 218 lots on it, which will bring in $109,000 in green space fees, payable at the time the Village signs off on the final plat after the approval of the Board. Asked if there were any questions from the Board. Stated the Planning Commission also recommends the Board approve the re-zoning of the properties that Judy Wieman presented. Stated that will be subject to another Public Hearing prior to the Board Meeting next week, after which it will be brought to the Board for their vote on the annexation and re-zoning. Discussed the communication from Allied Waste letting know the customers know that due to the holidays coming up, Christmas and New Year's, they will not disrupt any hauling of waste and the trash will be picked up on the normal waste days.
7:16:29 PM Kostyshock Discussed the flyer from the Library asking for donations. Stated the donations can be dropped at the library or at the Village Hall with the Water Clerk. Explained this is a request for donations, volunteers, promotion of the library, etc.
7:17:16 PM Garcia Asked if the big angel in the Village display is on a timer. She was told it was. She stated there was a problem, as it was not on when she came to the meeting. Mayor explained there have been some problems, and workers have been out two or three times to try to fix it.
7:18:02 PM Gulledge Asked on behalf of Flaugher if anyone is planning on attending the Fire Department Christmas Party to let Mayor know. Discussed Outreach Center project, saying it is going well. Stated they have received a lot of help from a lot of volunteers. Stated there is a big project this Saturday from 8:00 a.m. to 12:00 p.m. to paint the walls and windows. Stated if enough volunteers show up, they may be able to get some other things done as well. Stated anyone wishing to volunteer is welcome, and please bring their own paint, rollers, etc. Stated the goal is to finish that up so the contractor can finish the drop ceiling. Commented on the amount of volunteers and donations of materials. Stated they were very fortunate to have the help of some men from Habitat for Humanity, one of which is from Edwardsville. Commented that most of the workers are from St. Charles, one of them driving over fifty (50) miles to help out at least six (6) or seven (7) times. Commented he knows it is a bad weekend, but he needs to get out of the way for the contractors to finish the ceiling; he has volunteers for installing the lights; the drops are in.
7:20:54 PM Garcia Asked if the carpeting was in yet.
7:20:55 PM Gulledge Answered not yet. Garcia commented they need to advertise for a donation of flooring. Mayor stated they have a donation for the bathrooms, the office and the hallway, but they will need something for the two larger areas.
7:21:22 PM Bell Commented the storage and delivery areas could stay concrete, but the two main areas need to have carpet or vinyl. Discussion followed regarding ideas.
7:21:54 PM Gulledge Commented that nothing will be resolved at this meeting, as the volunteers all have different ideas about what needs to be done. Stated he was going to let the ladies that volunteer work that out.
7:22:14 PM Gulledge Discussed an email he received from Attorney regarding the review and investigation of the petition submitted in opposition to Special Service Area #4. He read the email verbatim. The e-mail stated that, based on their review, the petition failed to meet the necessary criteria. Mayor stated there were other things included in the e-mail, which the Attorney feels should be discussed next Wednesday in Closed Session due to potential litigation. Stated Attorney will explain the issue in detail next week. Stated he wanted the media to know that no one on the Board, nor the Clerk, was in any way involved in the petitions themselves. Stated they assigned the Village Attorney and the Mayor's assistant to work on the review. Stated the Attorney did all the personal contacts himself, and he will be reporting to the Board. Commented that as of now, the Bauer Lane sewer will go forward. Callahan asked if the Attorney was saying they just did not have enough numbers. Mayor explained they had to have 51% percent of both, and they did not have 51% of either to defeat it. Stated Attorney has a lengthy report, and he feels it should be done in Closed Session because of the potential litigation.
7:24:48 PM Bell Asked if Attorney's report includes information regarding appeal with Madison County.
7:24:55 PM Gulledge Stated a backdoor referendum has to be defeated with the petition itself, and Attorney is going to recommend to the Board that the petition did not get the required 51% of the registered voters, or 51% of the property owners. Stated he will explain all of the findings in detail next Wednesday night.
7:25:23 PM Bell Asked when they filed it with the Clerk did they just file the signatures. Clarified that the County Clerk did not review them.
7:25:35 PM Gulledge Answered no, because that is not the job of the County Clerk; they only accepted the petition. They then turn it back to the Village for review. Commented that, as the Board knows, a few years ago one was defeated by a couple of votes and it did not pass. Stated they have had a couple of others that have gone through. Reiterated that this is the procedure, and Attorney has a lengthy report for the Board to be presented in Closed Session.
7:26:12 PM Kostyshock Asked Mayor to mention the Fireman of the Year award.
7:26:17 PM Gulledge Commented that at the party Saturday night, he has been asked to present the Fireman of the Year award, which is something new the Fire Department has done. Stated it is based on a number of things, although he is not sure what all of them are, but includes participation and training and how the other firefighters and officers feel. Stated he knows who the individual is, but he will not share the information until after the party. Stated the award will be named in honor of Chief Bill Elliot, who served on the Maryville Fire Department for forty eight (48) years, forty four (44) as its Fire Chief. Stated it will be an annual award, with a plaque that will be kept at the fire house, and the individual that wins it will get an individual plaque to take home.
7:27:28 PM Gulledge Asked if there was any other business to come before the meeting. There was none. Asked for a motion to adjourn. Motion was made by Schmidt and seconded by Bell. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
7:27:54 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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