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Village of Maryville, Illinois

Description Caucus Minutes
Date11/30/2005 Location Council Chamber
Time Speaker Note
6:30:12 PM Gulledge Called the Caucus meeting of Wednesday, November 30, 2005 to order, and invited those in attendance to join in the Pledge of Allegiance. After the Pledge, he asked for a roll call of those officers present. Answering the roll call were Trustees Limberg, Schmidt, Bell, and Kostyshock. Trustees Callahan and Garcia were not present. Also in attendance were Clerk Long, Public Works Director Presson, Attorney Wigginton, two (2) citizens and one (1) reporter.
6:31:03 PM Gulledge Called for approval of the November 9th 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 Limberg and seconded by Schmidt. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes. Motion carried.
6:32:09 PM Gulledge Explained he received a call from a gentleman approximately two weeks ago who said he wanted to address the Board regarding proposed road impact fees. Mayor told the individual he would place the item on the agenda, however the individual is not present at the meeting.
6:32:30 PM Callahan Arrived and was seated.
6:32:33 PM Gulledge Stated they would move through the agenda, and if the individual arrives at the meeting he will be given an opportunity to speak. Went to Item #6, Change Order for Petroff Trucking.
6:32:46 PM Kostyshock Explained the contractor provided labor and equipment for adjustment of sewer laterals at 108 North Donk. Stated Change Order #1 is for $738.99.
6:32:58 PM Gulledge Asked if that was the first change order on the project. He was told yes.
6:33:02 PM Limberg Asked if this was a problem with the as-builts. Kostyshock deferred to Presson to answer the question.
6:33:19 PM Presson Answered it was a conflict with the storm sewer.
6:33:25 PM Gulledge Explained further, that there was an individual sewer line that they did not think came out the front, as it should have gone out the back towards the alley and for some reason it was in the front so they had to move it because of the storm sewers.
6:33:40 PM Kostyshock Discussed Pay Request #3 in the amount of $67,783.79 for the old town storm sewers.
6:33:52 PM Gulledge Asked if there were any questions for Presson or Kostyshock.
6:33:55 PM Kostyshock Asked Presson how far along the project has progressed.
6:33:58 PM Presson Answered Petroff informed him that day that they are approximately three (3) weeks from completion.
6:34:06 PM Gulledge Asked, based on a percentage, would he say it was 55 to 60% completed.
6:34:08 PM Presson Answered his opinion would be 65 to 70%.
6:34:12 PM Limberg Asked if the project was going all the way to Division Street. Presson answered that was correct.
6:34:19 PM Gulledge Asked if there were any other questions regarding the Change Order or Pay Request. Stated if not, the items will be placed on the Board Meeting Agenda for Wednesday, December 7th.
6:34:31 PM Bell Asked if the water was out again today in the area. Presson answered yes.
6:34:36 PM Gulledge Asked Presson to explain to the Board some of the problems they are running into with the project with the water lines and damage.
6:34:44 PM Presson Explained, as the Board knows, they are old water lines. Stated they are harder to locate and they don't have exact as-builts for them. Stated the workers make their best effort to find them, probe them and locate them. Stated right now they are having some utility conflicts with Petroff. Stated he can't say whether 100% of the fault is with Petroff. Stated the incidences that have been major within the past week, out of the five incidences, four were the fault of Petroff, as they were located correctly.
6:35:32 PM Gulledge Explained further that, as Presson stated, it is a real problem because years ago the lines were put in with very poor record keeping. Stated they actually found water lines that were supposed to be disconnected that are still live lines.
6:35:47 PM Presson Explained apparently at the time the Village decided to upgrade lines, someone neglected to take the next step which was to kill the old lines.
6:36:03 PM Gulledge Added they are finding that in other areas as well. Stated what they mean by a long time ago is twenty five (25) years and beyond. Stated they are doing the best they can. Presson and he have fielded a number of questions from some frustrated citizens, and they understand it is an inconvenience, but they are doing the very best they can and will have to keep working at it. Stated they are finding new things all the time and are marking them down for future record keeping. Stated if there is a "silver lining" to some of this, it is that some of the lines are very old and when they do get broken they replace them with new equipment.
6:36:44 PM Presson Added they have had some "T" issues that they have replaced that would have been problems, and some older services that have been upgraded along the way. Agreed with Gulledge that there is a small benefit to some of the problems.
6:36:58 PM Schmidt Asked if the Village is giving Petroff a helping hand when these breaks occur.
6:37:03 PM Presson Answered the Village is fixing the problems as soon as possible.
6:37:09 PM Schmidt Replied that is not what he meant. Stated they have had a run-in with Petroff and we are trying to show it is not all their fault.
6:37:22 PM Presson Replied his opinion is that the Village has gone "above and beyond" to do their part to keep the project going.
6:37:24 PM Schmidt Asked who is the main contact person. Presson answered he deals with Steve Petroff.
6:37:39 PM Kostyshock Commented that the Water Department is marking all the water lines ahead of Petroff, so they are doing their best to locate everything. Comments followed regarding the age of the lines.
6:38:09 PM Gulledge Went to Item #8.
6:38:11 PM Kostyshock Stated he will be making a motion at the Board Meeting next Wednesday to upgrade the lift station for Schiber Court, using Village money for the job so they won't have to pay review fees, etc.
6:38:35 PM Gulledge Commented further that the Village is only required to show IEPA the set of the minutes that says they are going to be upgrading the Schiber Court lift station so the Village does not have to pay review fees, which will save money.
6:39:03 PM Bell Commented that they need to discuss the cost of the project.
6:39:06 PM Gulledge Stated they have to follow this procedure or the IEPA will charge review fees to review the figures, which they don't want to do. Stated they are not obligated to do the project, but if they don't go through the documentation process they are going to have to pay fees for the review of the plans. Explained this will not mean they are obligated to do the project if it is determined that the Village cannot afford it. Asked if there were any other questions regarding the Schiber Court lift station. There were none. Went on to Item #9-Computron Bids.
6:40:14 PM Bell Stated there are several bids for a couple of different departments. Discussed Public Works first. Directed everyone's attention to the bid regarding the IBM Thinkpad lap top. Explained this bid is for a replacement lap top for the Public Works, which is the one employees carry back and forth between the Village and home so they can monitor and turn on and off pumps from home. Stated the current lap top is approximately seven (7) years old and is having a lot of problems. Stated they are looking at replacing it with the Thinkpad, including a three (3) year warranty, Microsoft Office installed, etc. Stated the bid is $2,047, which includes copying old information and software. Stated he would like the item placed on the Board Meeting agenda if no one has a problem.
6:42:20 PM Gulledge Asked if there were any questions.
6:42:27 PM Schmidt Asked if they have a case for the computer. Presson answered yes.
6:42:44 PM Bell Stated if the new lap top will not fit in the existing case, they will get another, which will only cost approximately $40.00.
6:42:49 PM Gulledge Asked if there were any other questions. There were none. The item will be placed on the Board Meeting agenda.
6:42:59 PM Bell Went to the next bid for Public Works to replace the work station at the water plant. Stated the current system is the same age as the lap top. Stated there are some options they want to add to the bid. Stated the $1,399 figure is just for the machine, transferring the data and installing software. Stated it does not include a monitor, which is listed as an option. Stated in talking with Presson, he would like to recommend they go with a 19" Sony LCD monitor which is basically what is used on the all of the PCs at the Village Hall. Stated that will be an additional $449. Stated the old system has a 1998 version of the software, so he is recommending purchasing Microsoft Office Basic 2003 software, for a cost of $199. Discussed the back-up option. Stated there are a couple of ways to go about this. Stated, in talking to Presson, they decided the best way to protect that data is to go to a new Sony five (5) tape backup. Explained the procedure whereby the system is fully backed up to tape each day and is carried offsite. Stated one of the plant operators jobs will be to swap-out the tape and carry the full tape home every evening. Stated the reason for the procedure is if there is a fire, etc. at the plant, the data is not lost. Stated this procedure should also be done at the Village Hall. Stated they do rotate the tape out, but he is unsure whether Brussatti takes it home each night. Suggested Mayor discuss the issue with Brussatti. Stated the back up system for the plant is an additional $599. Summarized that this is an entirely new system with backup, for a total bid of $2,646.00. Added that, in the budget for the year, he was unsure if this item was specifically pointed out, but he notices that Public Works did have some computer allocations, although he does not remember the exact figure. Presson added he also had some budgeted for software.
6:46:35 PM Gulledge Asked if there were any questions.
6:46:38 PM Schmidt Asked what will be done with the old computer.
6:46:40 PM Bell Answered that one will not be rotated anywhere. Stated it is far too old. Stated everything will be set up on the new one before the old is taken away, since it is basically controlling the plant. Stated Computron will need to be informed they cannot take the old computer for the day to get it set up -- they will need to work at the plant and get everything up and running on the new one before it is switched.
6:47:20 PM Gulledge Asked about the data transfer for $200. Bell answered that is included in the $1,399 figure. Gulledge clarified that this bid is a total of $2,646, and $2,047 on the first bid, for a total of approximately $4,700. Bell answered that is correct. Gulledge asked for questions or comments. There were none. Stated the items will be placed on the Board Meeting agenda for next Wednesday.
6:47:57 PM Bell Stated the other two bids are not under Presson's Department. Gulledge argued that the Water Clerk is part of Public Works. Bell answered that his idea was that Clerk Bailey's was the next workstation that needed to be refreshed. Stated this is a little sooner than he anticipated, as he was looking more around the first of the year. Stated there is a need for another PC right now, as the new Public Service Officer has a very old machine. Stated he tried to work with him last week, and the machine is very slow. Stated his thoughts are to refresh Bailey's machine which is a 1.6 or 1.8 GHz machine, and was one of the machines that was purchased approximately three (3) years ago. Stated he'd like to rotate that to the Police Department for the Public Service Officer. Stated this bid is the same as when they replaced the Comptroller's, Clerk's, Fire Chief's, and Assistant's machines. Stated the cost is $1,699, which includes the monitor, $200 for the data transfer, and $200 to set up the old machine at the Police Department.
6:49:52 PM Gulledge Asked for questions or comments. There were none. Stated the item will be placed on the Board Meeting agenda for next Wednesday.
6:50:08 PM Bell Discussed the bid for the Fire Department. Stated the situation started with a monitor problem they were having. Stated in talking with the Department, they wanted to try to get an LCD monitor, however they had a replacement 19" monitor, which Computron has installed. Stated in the process of checking it out, they discovered a lot of problems with the backup system. Stated he was not sure how often the system is actually backed up. Stated his opinion that an expensive backup system is not necessary for this system, as it is getting older as well. Stated he would like to purchase a Western Digital hard drive backup system for $179. He also sees the need for a DVD drive, as they are having to download more data for other places than will fit on a CD. The total bid is $308. Stated he would like to discuss the issue further with Chief Flaugher. Asked to put it on the Board Meeting agenda, and then he will meet with Flaugher regarding a few issues before it is approved next week.
6:51:57 PM Gulledge Asked if there were any questions. There were none. Stated the item will be placed on the Board Meeting agenda for next Wednesday. Went to Park Committee Recommendations.
6:52:20 PM Bell Referred to the memorandum from the Park Committee. Stated Ken Kroschwitz with K-10 Model Trains, has attended the last several meetings with a couple of proposals. Stated the Committee recommendation to the Board is to give him permission to try his ideas for one year. The first idea is to organize and run a rocket launching program the second Sunday of each month at the park between May and September from around 3:00 pm to 5:00 pm. Stated they would like to have a time designated so it can be advertised, and people can bring out their model rockets to launch. Stated the only cost to the Village would be to place a sign signifying the north end of the park is reserved for launching on that second Sunday of the month. Stated, in other words, the public is welcome to come out and watch, but he would prefer not to be asked to leave by a soccer team, etc. Schmidt asked if the models are remote-controlled. Bell answered no, they simply shoot up and parachute down. Stated the entire boost is approximately two (2) seconds. Stated there is no danger to neighboring homes.
6:55:06 PM Limberg Asked the size of the area they will need. Bell answered they won't need a big area to launch, but where they land is dependant on the wind. Stated normally if you shoot the rocket into the wind, they come right back down. Stated the rockets will go approximately 200 to 300 feet high.
6:55:22 PM Gulledge Asked if it will affect anyone walking the trail.
6:55:29 PM Bell Answered no, Kroschwitz simply doesn't want to be asked to leave.
6:55:43 PM Schmidt Commented as long as he is not using the entire space of the park, which will restrict people from walking, etc.
6:55:48 PM Bell Answered, if you figure they get a big gathering, there will be a lot of people, and he is not asking for the Village to restrict people from watching. He just doesn't want to be asked to leave because there is a soccer game scheduled.
6:56:03 PM Gulledge Clarified that if they are using the area of the park back by the woods, that will not be an issue.
6:56:18 PM Callahan Asked if the Village will require him to have insurance. Also commented, some of those rockets can be quite large.
6:56:35 PM Bell Answered that although it is not listed in the memo, they discussed size limitation. Stated they decided he would not allow any rockets over two (2) feet tall. Stated Kroschwitz will be directing all launches that day. Regarding the insurance question, stated anyone can go out to launch rockets now, so he didn't' think it was an issue.
6:57:15 PM Gulledge Commented that citizens are using the park, but Callahan raises a good question.
6:57:22 PM Callahan Commented that if the Board votes to approve this, he believes it would become part of the Village liability.
6:57:43 PM Wigginton Commented his belief that the Village requires most organizations that want the Village to formally sanction their event in the park to provide proof of insurance and sign releases.
6:58:24 PM Bell Commented that he knows when soccer practices are held, they do not provide insurance. Stated his belief that it falls in with the rest of the Village coverage on public property. Stated if it is an organized event, it is probably a little safer than a young person going out to launch a rocket on their own. Callahan asked if it is not-for-profit. Bell answered yes, he will not charge to enter. Stated basically there are many kids that buy these rockets and launch them; Kroschwitz just wants a couple of hours where they can all meet together and launch their rockets and watch each-other's rockets. Stated Kroschwitz is not asking for much more than for the Village to reserve the spot for the group without fear of being "kicked out".
6:59:06 PM Gulledge Commented that Kroschiwtz could go out and do it now, but what he is asking for is if he organizes the event and is supervising the kids, he not be asked to leave. Stated when Bell discussed it with him, his idea was to put a sign out there so there are no conflicts. Stated he believes it is a great idea, as he remembers doing this as a child and it really is a lot of fun.
7:00:24 PM Callahan Asked if anyone will be allowed to participate, or is it just his customers.
7:00:31 PM Bell Answered anyone can participate, but Kroschwitz will schedule the launches so he will coordinate each individual's launch time.
7:00:50 PM Gulledge Commented safety was another question raised, at which time they decided on the procedure of one rocket at a time. Stated he believes if the Board decides to support this, they will see a lot of people coming out to watch. Stated a lot of kids, especially Scouts, will get involved.
7:01:20 PM Bell Commented the only way the Park Committee will really get involved is to put it on the Calendar of Events.
7:01:34 PM Limberg Commented he agrees with Callahan. Asked attorney about the liability to the Village if they put up a sign.
7:01:47 PM Wigginton Answered, of course, when you allow people to use Village-owned property, that is where they could possibly be brought into a case if someone is injured. Whether it would be successful against the Village is another story. Stated they get brought into cases they have no business being brought into simply because it involves Village property. Stated there might be some exposure, but he thinks if it is well-organized and well-run, they can reduce that exposure.
7:02:18 PM Gulledge Suggested, if it is the Board's preference, they could tell Kroschwitz in theory they will allow him to do it May through September, but if they find out for any reason it is not being run properly, they can cancel it at any time. Stated his belief that it will be okay, as he has known Kroschwitz for a long time.
7:02:52 PM Wigginton Stated he thinks it is a good idea to meet with him beforehand to at least designate the area and state how it will be designated, i.e., will it be roped-off to keep people from walking into the launches. Stated he would like to see the area roped-off and organized that way to keep spectators back.
7:03:18 PM Callahan Suggested the more that is in writing, the better it is for the Village.
7:03:22 PM Bell Stated he thought the issue of taping-off the launch zone and keeping spectators back was discussed.
7:03:36 PM Wigginton Suggested including verbiage in the recommendation memo stating exactly how he intends to operate and organize this event.
7:03:42 PM Bell Stated the location will probably vary, depending on the wind.
7:04:16 PM Gulledge Asked if everyone is okay with this plan.
7:04:39 PM Callahan Commented that he does not know this individual, but has read very good things about his business on Schiber Court in the papers over the years. Stated he cannot even think of an example, but asked has the Village done this before, where they have allowed a private entrepreneur the right to use Village property. Stated he knows Kroschwitz is not doing this on Sunday's to make money, but he is in the business of selling these models. Stated he cannot think of an example where someone has come to the Board wanting to use Village property to make money.
7:05:04 PM Bell Commented that the soccer teams that practice in the park are not non-profit organizations, and they use the park to practice. Commented this is a public park, and individuals currently use it to launch rockets; Kroschwitz is simply trying to pull it all together on one day so they can all enjoy the hobby.
7:05:37 PM Gulledge Asked Bell to go on to next recommendation.
7:05:42 PM Bell Discussed the second proposal to organize a remote-control boat race program on the fourth Sunday of each month. Stated the committee designated a finger of the lake that is very shallow, gives good spectator area, and allows fishing to continue and the boat dock still accessible. Explained these are radio controlled speed boats. Stated they discussed the fuel used and whether it is hazardous to the water. Stated the answers to that were acceptable, although he could not remember exactly what the fuel is. The question was raised if they were gas powered. Bell answered that some are, but they also use ether, which is biodegradable. Gulledge clarified that the fuel all burns up, and even if some were to leak into the lake it would all evaporate. Bell stated some models are run by battery like the sail boats. Stated Kroschwitz did not want this to go into large models. Stated he would like to organize this race, and asked for a couple of extra hours so they can practice: He wants to race between 3:00 pm and 5:00 pm, but start at 1:00 pm to have a couple of hours' practice. Stated, on both these requests, the Park Committee felt that between May and September they will give it a try for one year to see how it goes. Stated the concerns on this proposal were retrieval of the boat, which will require people to step into the water.
7:08:12 PM Gulledge Explained the area to be used is only a couple of feet deep, but is the most shallow point of the lake. Explained the location, right near the new comfort station, east of the bridge. Commented he has seen the races in Forest Park in St. Louis, which of course is pretty shallow. Stated people will not be wading into the water, but they will need to go out to get their boats.
7:08:57 PM Bell Stated Kroschwitz will require that all children have adult supervision.
7:09:11 PM Gulledge Asked for questions or comments.
7:09:15 PM Kostyshock Commented he is in favor of the idea, however his concern is you will be tying up the park. Stated from the end of September there are twenty (20) Sunday's, and we will now be tying up ten (10) of those twenty (20), preventing other events. Asked if it will be restricted to one area.
7:09:31 PM Bell Answered that both events will be restricted to certain areas. Stated, for the boat races, they will designate 150 feet of shoreline. He displayed the lake area via PowerPoint. Clarified that fishing and boat dock access will not be affected, except to restrict fishing to either side of the race track. Kostyshock commented the models make a lot of noise. Bell agreed.
7:10:45 PM Limberg Commented he saw a race at one of the small lakes in Rolling Meadows, and he compared the sound to a motor-cross bike. Also commented on his astonishment at the amount of spray. Discussion and comments regarding other experiences followed.
7:11:41 PM Callahan Asked about provisions for failed models in deep water.
7:11:52 PM Bell Answered there will be a kayak retrieval boat available.
7:12:07 PM Callahan Asked Bell to point out the parking area and boat ramp via the PowerPoint display. Clarified the position of the race in comparison. Comments regarding the size of the area were made.
7:12:47 PM Gulledge Asked if anyone had any more questions or comments. Limberg commented his opinion that they should try it and see how it goes, similar to the decision on the first recommendation. Gulledge commented they should get more details in writing. Bell commented Kroschwitz provided a complete package of his ideas, etc. Gulledge suggest they copy it and get it to the Board members for better understanding. Asked Bell to go to Recommendation #3.
7:13:11 PM Bell Stated Recommendation #3 is a proposal from Henry Goff and the Black Widows Softball Association to host a fast pitch softball tournament on April 7, 8 and 9, 2006. Stated they did this last year. Stated there was no problem with it then. Stated Goff has discussed it with the Khoury League, and the dates are before the League actually starts. Commented, however, the backup dates of June 23, 24 and 25 conflict with Khoury League rain-out dates. Stated they cannot guarantee him the June dates. Callahan stated Khoury League does not usually finish until August. Bell agreed, and stated they mentioned that to Goff. Asked if they should break the recommendation into two requests.
7:14:30 PM Gulledge Commented that they did this last year, and there are approximately eight (8) teams involved. Stated they did a wonderful job, and he received several calls regarding how nice the ball fields look compared to some of the others in the area. Stated this is a Select girls' teams that travel all over the area. Stated last year he checked on them while they were here. Stated the tournament was well done and people from a two or three state area came. Stated his opinion that this tournament does a lot to promote the Village. Stated his support of the event. Stated several of the managers live in Maryville, and a lot of players are from Maryville. Stated his only question was regarding the backup dates, and he informed the Association they would have to clear that with the Khoury League to make sure it will not interfere with the regular season. The Association said they would comply. Asked if the Park Committee heard back from the Association. He was told no. Discussion was held as to the reason for the span of dates from April to June. Callahan asked what fields they use. Gulledge answered they use all of them, as they have all different sizes. Commented there are eight teams in all different divisions. Stated he will support this as long as they can work it out with the Khoury League, as he believes it is good for the community; it will bring in a lot of visitors that will eat at our restaurants, etc. Asked if the Board would be okay with getting details of the information back to the Board on the 14th and vote on it at the meeting on the 21st.
7:17:42 PM Bell Asked Roger Shoup to inform Diana Hedrick they will need more information from Kroschiwtz in two weeks. Asked Mayor what to do with the Softball proposal. Mayor said he would find out the next night at the scheduled Khoury League meeting. Bell stated he would put it on the agenda for next week.
7:18:36 PM Bell Went to Recommendation #4: Removal of the protective tubing from the trees for the winter. Kostyshock stated this is done every winter, they just haven't been able to get to it yet. Bell went on to Recommendation #5: Allow the Maryville Garden Club to pursue activities to enhance the appearance of the Village. Explained there is a newly-formed Maryville Garden Club, and they would like permission to maintain the area around the Centennial memorial, Blue Star memorial, place various plantings, etc. along Route 159 upon construction completion and at the north end of Drost Park.
7:19:49 PM Gulledge Asked if anyone had a problem with the Garden Club taking over projects so the responsibility will be lifted from Public Works.
7:19:57 PM Bell Commented they are only asking for permission to take over the projects, they have not yet asked for any money. Stated they are not in competition with the Master Gardeners, but will try to work hand-in-hand with them. Commented there was some concern about the Blue Star memorial, as another group may already be working on it. Roger Shoup answered that the Lakeview Acres Garden Club is supposed to be maintaining it, but they spoke with someone from that club who indicated they have not done anything with it because of the construction. Bell summarized the requests of the Maryville Garden Club. Stated any plans will have to be submitted to the Park Board and possibly the Village Board for approval, similar to they procedure for the Master Gardeners.
7:21:17 PM Gulledge Commented he has no problem with these requests.
7:21:24 PM Schmidt Asked to add a project to the list: When the highway construction is done he would like to see some landscaping around the illuminated sign at Firemen's Park. Bell commented he would add the Village Marquis as well.
7:22:03 PM Gulledge Commented if the Board is in favor of this, he is sure Roger Shoup will bring their ideas to them. Stated he thinks it is a great idea. Asked if there were questions or issues.
7:22:19 PM Kostyshock Commented that he told Shoup they would work with them the same way they do with the Master Gardener's.
7:22:27 PM Bell Went to last recommendation reminding the Board that the access to the fishing dock needs to be completed. Commented that he went out to look at it, and it is necessary to go over the water to get to the dock.
7:22:51 PM Kostyshock Answered if the would move that dock ten (10) to fifteen (15) feet to the north, they would not have the problem.
7:23:01 PM Bell Commented that it needs to have some extension that comes up on to the land, and it needs to be raised so one can just walk from land, across a platform and on to the dock.
7:23:19 PM Gulledge Commented that he reminded the Park Committee the Village is aware of this issue, but the Public Works Department has not had time to get to it yet. Stated Roger Shoup has been elected as Chairman of the Park Committee. Went to next Agenda item, Firemen's Compensation. Stated it runs out at midnight, and he knows they have received at least one call since it was done that afternoon. Asked Limberg to discuss.
7:24:43 PM Limberg Recommends paying what they paid last year, which was $1.40 per point.
7:25:02 PM Gulledge Referred to the memorandum, and the figures from 2004. Stated the Fire Department has certain minimums regarding points, and if an individual does not make their minimum the do not receive a bonus. Stated it is the tradition of the Board to present the bonus checks at the annual Fire Department Christmas Party. Asked the Board's opinion. Stated if they pay the same as last year, for the 36,700 points earned in 2005, the figure is $51,380. Stated they paid out $54,665.80 last year.
7:27:00 PM Schmidt Commented his opinion to stay with $1.40 per point.
7:27:09 PM Kostyshock Commented that every year it has been raised a little bit, at least ten (10) cents.
7:27:33 PM Limberg Commented his opinion to leave it at $1.40.
7:27:37 PM Kostyshock Commented his opinion is to raise it to $1.50 to show the Firemen they are appreciated.
7:27:41 PM Callahan Stated he doesn't have a problem with $1.50.
7:28:57 PM Bell Commented they do have a lot of turnover. Commented that he knows this is a volunteer position; when he started he was told it would take very little of his time, however it involves a lot of time and commitment for the training, etc. Stated as far as the firemen themselves, it takes a lot of time with training, to get up in the middle of the night and go on these calls, etc. Commented they have a very cheap fire department, but there is also a lot of turnover due to people's age, having families, etc. Commented his opinion that they need to make the position somewhat attractive even though it is a volunteer position. Stated he will abstain from the vote, due to the fact he is a volunteer.
7:29:44 PM Schmidt Stated his opinion would be $1.50.
7:30:15 PM Gulledge Stated they will include a list of all three quotes ($1.40, $1.45 and $1.50) in the packets for next week. Discussion was held comparing requirements in the past to current requirements for volunteers. Went to next Agenda item, Ordinance on Roadway Improvement Stated it is quite lengthy, but he wants Attorney to give an overview and then the Board will have two (2) weeks to study it, at which time they will revisit the issue.
7:31:57 PM Wigginton Commented on the ordinance. Stated the Village is considering establishing roadway improvement or fair-share fees for certain areas, mainly Lakeview Acres, East Main Street, and Pleasant Ridge Road. Stated he has been working with CBD and Charlie Juneau in putting together a proposal to bring to the Village. Stated this ordinance he has prepared is modeled after an ordinance that went to Illinois Supreme Court in a case arising out of one of the collar counties in Chicago. Stated many of the provisions in here, in fact almost all of them, were upheld. Stated there are a couple that he is concerned about. Stated this is a very comprehensive ordinance, and he wanted to take a look at it because it brings out a lot of issues that the Board has not discussed before; for example it gives flexibility on the rate. It gives the developer the opportunity to challenge the rate by obtaining an independent assessment. It would also allow for a developer and the Village to enter into an agreement whereby if the developer wants to do work himself, he can get credit against the improvement fee. Stated there are also some aspects they looked at that are required by State statute with respect to developers coming in who were getting their development funded through government assistance. Stated he thinks there may be some requirements that we have some exceptions addressing that issue. Stated right now the ordinance is for discussion purposes only. Stated he'd like everyone to formulate their comments in the next couple of weeks so they can be addressed. Stated also, they still have not decided whether they will do this as an ordinance of this nature or an ordinance requiring development agreements, or an ordinance requiring a special assessment. Stated we might do a Special Service Area, but he doesn't think that would be the appropriate approach on this. Summarized that the particular avenue they are going to use to implement this has not yet been decided.
7:34:49 PM Gulledge Invited questions on what Attorney touched on, but he did not want to get into the "nuts and bolts" until everyone has had a chance to read the ordinance. Stated he will give the Board two (2) weeks to review the ordinance, at which time it will be put on the Agenda to discuss. Stated he does not believe they will be finished with it for a little while, as it is very comprehensive. Clarified it will be up for discussion on December 14th.
7:35:33 PM Wigginton Added if anyone has any questions between now and December 14th, please call him because this is not an easy issue to deal with and they are talking about three large areas to address.
7:35:47 PM Gulledge Stated there are a lot of other communities and organizations that are watching to see what the Village will do with this situation.
7:35:55 PM Callahan Asked if anyone local has this.
7:35:58 PM Wigginton Answered they have it in different forms, for example Glen Carbon uses a development agreement process where they make each neighborhood sign a development agreement that includes pay in for water/sewer connections or improvements, street improvements, etc. Stated most communities use annexation agreements, which is your strongest tool if you have a person who wants to annex. Stated as far as an overall service area type, he has not yet seen that locally. Stated these are used frequently in the Chicago area.
7:36:45 PM Callahan Asked if, because it went to the Supreme Court, most of these items were passed.
7:36:51 PM Wigginton Answered yes; that was in a home-rule county.
7:37:13 PM Callahan Asked if they have been approached again for a visit from the School District.
7:37:17 PM Gulledge Answered no, the last one he had is the one he told the Board about, and he has not heard another word since. Stated he is just saying they are getting some interest in what they are doing on this from other communities and organizations.
7:37:45 PM Callahan Asked if he had any idea why Mr. Lerch wanted to address the Board.
7:37:51 PM Gulledge Answered he does, and he would prefer Mr. Lerch address the Board, but he will share what he knows with Callahan after the meeting. Stated he did not want to speak to the Board for Mr. Lerch. Went to Calendar Updates.
7:38:27 PM Bell Commented that the Holiday Lighting contest has been added to the Calendar. Mayor invited Roger Shoup to step to the podium to speak about it since he is the Chairman of the Parks Committee. Bell commented that the demonstration library opens Saturday, December 3rd. He invited Shoup to speak about it.
7:38:58 PM Shoup Commented that he realized yesterday that he is now the President of four (4) different organizations, none of which pay him. Stated, that being said, he is President of the Friends of the Maryville Library and Heritage Museum. Stated the library will open for business Saturday, December 3rd with an open house to which everyone is invited to attend. Stated you can obtain library cards at that time. Stated everyone that lives in-district will be issued a card and the card will be effective immediately until the March referendum. Stated they are in the planning stages for ways to encourage people to vote in favor of the library.
7:39:55 PM Bell Interjected that December 3rd is the Santa Fest at the Firehouse from 10:00 a.m. to 12:00 p.m.
7:40:09 PM Shoup Asked to clarify that Monday, December 5th, there is a special meeting of the Park Advisory Committee at 6:00 p.m. at the Village Hall to discuss activities for next year.
7:40:26 PM Gulledge Stated he made a mistake on the To-Do List; he put it down for the 12th, but Shoup is correct that the next Park meeting is the 5th, not the 12th. Stated it is a special meeting due to the Holidays, and there is a PET grant going on so they need to speed things up. Apologized for the mistake.
7:41:00 PM Shoup Commented on the Holiday Lighting contest. Stated he brought some applications. Stated again this year they are not only taking applications from individuals who have displays who want to enter, but are also encouraging everybody that notices a display to nominate it and fill out the application to the best of your ability; at a minimum the address and cross-street locations. Stated there is a five-member committee from the Park Advisory Committee that will perform judging sometime on the 17th or shortly thereafter, and then they will announce the winners on the 22nd at the Village Holiday Party.
7:41:58 PM Gulledge Asked that it be noted he is not on the judging committee, so if citizens don't win, don't call him.
7:42:13 PM Shoup Stated they are trying to cover the entire Village, and encouraged citizens to nominate any neighbors or homes they pass. Stated they do not have to be lavish displays, but they'd like to get as many entries as they can. Stated they missed a lot of good one's last year because no one took the time to make a recommendation. Stated if they'd like they can give him a call and he can go out and get the information.
7:42:50 PM Gulledge Added that if someone has a nomination and can't contact Shoup, they can drop them off here with the Water Clerk and they will make sure it gets to the committee.
7:43:08 PM Bell Commented that Christmas Caroling on December 18th has been cancelled. Asked if there were any additions to the December calendar.
7:43:25 PM Callahan Added the Economic Development Committee on the December 12th at 7:00 p.m. at the Village Hall. Stated Schmidt and he are working on developing an ordinance for outdoor display of merchandise. Stated he thinks they are toying with the idea of ornamental signs and lighting. Stated from the minutes it appeared they were not going to do that, but he thought they had decided it was something they would look at. Gulledge commented that the minutes read that they were considering the issue.
7:44:27 PM Schmidt Mentioned the Special Planning Commission meeting on December 12th at 7:00 p.m. at the Village Hall. Stated it is likely they will not schedule one for right after Christmas, but will do it on the 12th.
7:44:28 PM Gulledge Commented there will also be a Public Hearing that night to consider a zoning change/annexation agreement on the Wiemann farm to bring in approximately 8.23 acres of the 40-plus acre farm as Planned Developing Business (PDB), and the rest agricultural to grow the grapes. Explained they plan to have a restaurant, a place to make the wine, and a place to sell it.
7:45:34 PM Callahan Asked if part of that request is the two (2) acres adjacent to the cemetery.
7:45:40 PM Gulledge Answered no, that is all going to be agricultural.
7:45:57 PM Shoup Library Board Meeting is scheduled on the 13th at 6:30 p.m.
7:46:06 PM Schmidt Asked about the issuing of the library cards. Asked if they will be made up and if an individual supplied the request form they can just pick them up at the library.
7:46:21 PM Shoup Answered he believes that is correct. Stated he has not been involved in it, but it is his understanding you have to show proof of residency within the proposed district. Stated also on January 1st, the Park Committee is hosting a New Year's Day walk. Stated he is unsure of a time or meeting place, but hopefully they will decide that Monday night.
7:47:09 PM Gulledge Asked if there were any other Calendar updates. There were none. Went to the To Do List, page 1. There were no comments. Went to page 2.
7:47:54 PM Schmidt Asked attorney to comment about Bauer Lane.
7:48:09 PM Wigginton Commented they should have an answer next week. Stated he and Mayor's Assistant, Jolene Henry have been going through the petitions and checking addresses, residences, etc., and she sent him some additional information as to whether or not the petition met the criteria of 51% of the property owners and 51% of the electors. Reminded the Board that both are required. Stated they are also reviewing the format that was used on the petition itself. Stated it was not notarized on each page, there was no mention of who circulated it or that it was signed in their presence.
7:48:44 PM Gulledge Stated checking this information is a lot of work. Stated the goal is to be done in two weeks. Stated he doesn't know whether they will take it into Closed Session to discuss because he believes it will be close, and it could be one of those situations where the Village will be caught in the middle.
7:49:11 PM Wigginton Reminded the Board that the Ordinance is valid; it became effective November 7th and remains valid unless it is challenged or a petition that met both requirements is recognized by the Village.
7:49:30 PM Schmidt Asked if there is a time window to reply to the petition.
7:49:36 PM Wigginton Answered there is nothing that says the petition has to be reviewed. Stated most of the cases that have gone to court, the municipality has said the petition is not valid and then one of the property owners files a law suit saying it is. Stated there is no time-frame in the statute.
7:50:00 PM Gulledge Stated in two weeks they hope to be in a position to inform the Board what they think.
7:50:06 PM Wigginton Stated they could not even begin investigating this until the day after November 7th. They had to wait until that evening to accept any petition.
7:50:29 PM Gulledge Noted they moved up the Public Works meeting due to the Holiday, to December 15th at 9:00 a.m. Went to page 3.
7:50:55 PM Schmidt Asked if the fence is up at the water tower.
7:51:01 PM Kostyshock Stated the way it stands right now, the old fence is down but the new is not yet up.
7:51:05 PM Gulledge Stated they met last week and they were supposed to get started on the project this week, but to be honest he did not know if they did.
7:51:43 PM Callahan Commented on the communication feasibility study done in March of 2004. Asked if they are still waiting on it.
7:51:57 PM Wigginton Answered they were waiting on Madison County to make a determination as to whether they were going to use regionals or one, and they went with the one.
7:52:21 PM Gulledge Asked for Trustee comments.
7:52:35 PM Schmidt Discussed the last Planning Commission Meeting. Stated there was a variance request to subdivide on Pleasant Ridge to add three (3) more lots to an existing two (2) lots. Stated there is a recommendation from the Planning Commission to grant that so it will be on the Agenda for Monday. Stated there was also a presentation of the final plat of Tuscany Ridge, and referred to the PowerPoint presentation. Gave a brief history: It is a forty two (42) lot SR2 development that will be along side Cambridge House on 162. Stated this development will conform to all the existing ordinances of the Village. Once the final plat is approved by the Board it will be subject to $21,000 of green space fees. Stated it should be the first development that will be under the new ordinance passed several months ago in grading monuments at the backs of the lots. Stated it should have sidewalks and sewers. Stated originally the Board passed the preliminary plat in April, 2005. At that time the contingency was the Village grading the variances on lot depths, which went before the Zoning Board and they approved. Stated it will come before the Board again for final approval of the final plat on next Wednesday's agenda. Stated, as a reference, the preliminary plat was passed by resolution 2005-09.
7:55:12 PM Callahan Asked if it has a fifty (50) foot burm.
7:55:18 PM Schmidt Stated a fifty (50) foot border/burm area between lots one (1) and forty two (42) will be incorporated within the development. Stated for lots A and B, there is already. Stated when they asked for the plans for lot C there was a fifty (50) foot burm area between the Cambridge House and the other lots. Stated he has a few house-keeping items the engineering firm asked to correct. Stated he will contact John Dutton and Flaugher to make sure they have made those final corrections.
7:56:14 PM Callahan Asked if the lady that lives next to lot twelve (12) called Mayor. Mayor answered yes.
7:56:53 PM Kostyshock Commented on the Grand Opening of the library on December 3rd: Stated there are many events planned, including story telling for children. Commented that the Village Christmas decorations look good again this year. Commented maybe after Christmas they can think about getting some more decorations for next year.
7:57:46 PM Callahan Asked the size of lots on Peter Lane off of Pleasant Ridge. Schmidt and Gulledge answered there are several sizes, and it is all single-family homes.
7:57:53 PM Gulledge Stated the three existing houses were not in the city at the time. Stated the way he understood it was that John Dutton told them they need to be on sewer because of the main there, and also he would have to run the water line. Stated he questions whether anything will ever happen there because of just three lots. Stated he is not saying it won't, but it is going to be a lot of work.
7:58:30 PM Callahan Clarified that because of where it is located they will have to hook up to Maryville sewers no matter what happens.
7:58:34 PM Gulledge Answered that is what Dutton said. Stated the water line stops on the other side of the bike path and this development is on the south of the bike path, so they will have to run that water main into the area, which is not cheap.
7:59:04 PM Gulledge Commented on the Village Holiday Party Dec 22nd. Referred to the handout showing expenses from last year and a bid to have it catered this year. Stated for less than $200 more, he would like to have a new business opened in Maryville to cater the event. Commented that several employees are needed to get ready for the event that day; having it catered will allow those employees to stay at their jobs. Stated in the long run he believes it will actually be cheaper by the time expenses of employees are figured in. Stated he is asking the Board to approve using Conway's Catering to cater the Village event this year. Stated they will take care of serving and clean up. Stated this way the employees that have put a lot of hours into the party in the past can enjoy the party this year. Asked if anyone had a problem. No one did. Commented that this is a new business in Maryville located where the old bakery was. Explained the owner was a master chef at one of the downtown restaurants, and has always wanted to do this. Stated he is a Shriner and marches in the Maryville parade every year. He said he has had his eye on Maryville for a long time and he wanted to do something here, so he is starting a catering business here. Next he discussed the holiday bonus list. Referred to the handout. Stated last year the Village gave the employees $100 Christmas bonus for a total of $3,800. Stated there are three new employees, so if they give them $100 the figure will go up by $300 to $4,100. Stated he is recommending keeping the bonus set at $100. Stated if everyone agrees, he will add it to the agenda for next week's Board meeting. Stated it breaks down to thirty nine (39) full time employees, and two (2) part time employees. Everyone agreed, and the item will be placed on the agenda. Commented that the Outreach Center is going well. Stated there are a lot of volunteers and they are working very hard. Stated if anyone would like to donate some time, they are currently doing some electrical work and they are getting ready to start painting and laying floor tile. Stated they were lucky to find some gentlemen from Habitat for Humanity who have been doing a lot of work and have been a great help. Stated they will be there tomorrow, so if anyone has some time to go down and work. Stated they will try to work Saturday as well, starting at 8:00 a.m. Anyone wishing to volunteer can just show up. Stated if those times do not work out but you would like to help, let Mayor know and he will put you on a list and call about future times. Stated the project is going very well and hopefully by the end of the month they will have a completed building.
8:04:26 PM Limberg Commented that Mayor, Police Chief, and he attended Fire and Police Board member Luke Tillman's graduation.
8:04:39 PM Gulledge Commented that it was really a nice exercise -- there were seventeen graduates; sixteen (16) male and one (1) female from all over Southern Illinois. Stated Luke Tillman finished two-one hundredths of a point from being class valedictorian. Stated he was the salutatorian. Stated he also won the defensive tactics, and scored very high on all the other ones, so he did very well. Stated that was the first graduate from the Fire and Police Board that went through the academy. Stated it was a very nice service. Commented that next time anyone else is welcomed to attend.
8:05:33 PM Wigginton Commented that there will be a Public Hearing on the Tax Levy next Wednesday. Stated the rate is going to be just about the same as it was last year. Stated there was an 11% increase in the overall Levy, but the rate itself should remain about the same.
8:05:56 PM Gulledge Asked if any copies were available to be passed out after the meeting for the Board members to look at.
8:06:06 PM Wigginton Answered he has a chart he can make copies of, which shows the amount of the Levy last year, the amount received, the amount spent, and the amount attempted to levy this year.
8:06:50 PM Bell Commented that the library has a web site which includes a lot of information about their hours and different events they will be hosting. Stated the one interesting thing related to the website now is the district map you can link to. Stated if you are interest on where this district will cover, it is outlined there.
8:07:28 PM Callahan Reminded Mayor he will not be in attendance next week.
8:07:35 PM Gulledge With no further business to come before the meeting, entertained a motion to adjourn. Motion made by Bell and seconded by Schmidt. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes. Motion carried.
8:07:54 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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