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Village of Maryville, Illinois

Description Caucus Minutes
Date10/26/2005 Location Council Chamber
Time Speaker Note
6:30:07 PM Gulledge Called the Caucus meeting of Wednesday, October 26, 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, Callahan, Kostyshock, and Garcia. Also in attendance were Clerk Long, Attorney Wigginton, Public Works Director Presson, and two (2) reporters.
6:31:11 PM Gulledge Called for approval of the October 12th Caucus minutes. He asked if there were any questions, additions, or subtractions to the minutes as prepared by the Clerk. There were none. Motion to approve was made by Schmidt and seconded by Limberg. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
6:31:54 PM Gulledge Went to first agenda item, Service Agreement-Computron. Asked Bell to discuss.
6:32:12 PM Bell Stated the Service Agreement is back-dated to August 1, 2005, and runs through July 31, 2006. Stated this annual maintenance contract covers labor for computer support. Stated the Village is responsible for parts and/or shipping costs from the manufacturer. Stated this is basically the same contract as last year, with the addition of a couple of items about to go out of warranty, which they will cover. Stated the amount is $3,000, and will cover the Village to July 31, 2006.
6:33:33 PM Gulledge Asked for questions or comments regarding the Service Agreement. There were none. Stated the item will be placed on the Board Meeting agenda for approval. Went to next item, Pay Request 2. Asked Presson to discuss.
6:34:10 PM Presson Stated this Pay Request is for the HCS 18" parallel, which was finished, minus grading, seeding and general clean-up of the job site, last week. The Pay Request is for $67,533.99.
6:34:47 PM Gulledge Clarified that the project is done except for the seeding and finish-grading. Presson answered yes, the installation of man-holes and piping is all done. Stated all hook-ups are made, and the line is in service. Discussed the numbers on the Pay Request. Stated what is being held back is about $12,000 total because the grading has not been done, which is more than sufficient to take care of remaining work, plus the 5% retainage. Asked for questions or comments. There were none. Stated the item will be placed on the Board Meeting agenda.
6:36:45 PM Gulledge Went to next Agenda item, Microsurfacing project.
6:36:50 PM Presson Stated there were a couple of small repairs done, and he re-walked the area and found two more repairs that will be accomplished before the actual payment which is November 2. Stated other than that, the job went well.
6:37:17 PM Gulledge Stated the item will be placed on the Board Meeting agenda, and that night the board will ask Presson to make sure the work is completed before they are paid. Stated he thinks the work looks good.
6:37:35 PM Bell Asked what streets were done. Was told Gary, Bonnie and Duke.
6:37:36 PM Garcia Gulledge asked what Garcia's impression was, as she lives in the area. She stated she had some concerns when they first did it, which she called Presson about, but she has not had a chance to view the work recently.
6:37:47 PM Gulledge Stated he thinks what she is referring to is that the trash truck came in before the work had set-up. Stated he and Presson caught that problem and called the company before she called Presson.
6:38:00 PM Presson Stated he thought Garcia's concerns were based on the seams that could be seen. Stated those seams will take thirty (30) to forty (40) days before they settle in and start dissipating, basically blending in to itself. Gulledge commented that he has been by recently, and the ridges are already flattening out.
6:39:04 PM Gulledge Stated the item will be placed on the agenda for the next Board meeting. Asked if anyone had questions for Presson.
6:39:38 PM Garcia Asked if he could do anything about getting West Main fixed.
6:40:00 PM Gulledge Responded it will not be fixed until they come in and pour the layers. Stated he agrees that they need to keep the holes filled, but they are not going to fix the problem until they make the final pour and everything is complete. Stated the best that can be done is to stay on them regarding filling the holes.
6:40:13 PM Presson Commented he's got a call in to see if it is possible to get a semi-permanent job put in before winter.
6:40:16 PM Bell Stated whatever they do, they need to arc it out on the right-hand turn off of West Main, because he notices a lot of cars try to turn right and cut that corner.
6:40:39 PM Gulledge Stated the problem is the rock isn't holding. Stated Presson is right, they need to put some type of patch down. Stated the problem will be addressed. Discussion followed regarding the procedure for driveways.
6:41:26 PM Callahan Asked about pouring around telephone poles in the sidewalks.
6:41:36 PM Gulledge Answered, what he's been told is, they got a set of old plans before the changes were made. Discussion followed regarding areas where this has been done. Gulledge stated the Village will not accept it.
6:42:17 PM Gulledge Commented on the incidence in Fireman's Park where they put up the yard arm for the emergency stop flashers. Stated it is right in the middle of the sidewalk. Stated he saw some worker's looking at it, and it will be moved.
6:43:13 PM Callahan Stated he had a discussion with a resident that had an argument with the construction people. Stated it was obvious to everybody there, including the workers, that the driveway was being poured wrong, but they told the resident their job was to pour concrete, they didn't care whether it was wrong. Stated Maryville Police Officers actually stopped them from pouring the concrete. Stated the next day they came back and poured it correctly.
6:44:09 PM Gulledge Went to next agenda item, Allied Waste Contract Extension. Stated this contract runs out in January, 2006. Stated he received a call last week that they wanted to send a potential addendum. He told Allied he would bring it up at the meeting and find out the Board's position, if they wanted to have a request for bids. Stated Allied requested they not discuss numbers in case the decision is made to go out for bids and negotiations. Stated the main objective is to find out what direction the Board wants Schmidt and his committee to take on the waste management contract.
6:45:04 PM Schmidt Stated the current contract expires January 11, 2006. Suggested sitting down with Attorney to see what can be done.
6:45:36 PM Wigginton Asked to work with Schmidt on this as he has questions regarding the addendum.
6:45:58 PM Gulledge Asked if the trustees would agree to let the committee handle and bring a recommendation back to the Board. Limberg agreed. Bell wants to go out for bid with other companies. Callahan commented in the past bidding seems to work. Kostyshock commented he looked over the bids from 2002 to 2005, and then from what they are offering 2006 to 2010, and they are identical. Stated they are not really raising the rates. Stated the Board accepted the contract four years ago, so they should do so again. Garcia commented she is satisfied with Allied. Gulledge asked Schmidt and Attorney to meet and discuss, and bring a recommendation to the Board.
6:46:59 PM Bell Stated a lot of companies provide trash containers for residents. Asked whether the current contract does not provide for that, or if it is the company itself.
6:47:26 PM Gulledge Commented if anyone has any issues they would like Schmidt and Attorney to talk about, let Schmidt know. Commented maybe Allied does offer things of which the Village is not even aware.
6:47:40 PM Garcia Commented at one time Maryville residents were provided containers on rollers, but they were taken away. Commented this benefit would be nice. Discussion followed on the issue.
6:48:19 PM Schmidt Stated that, as the ordinance was just passed regarding leaf burning, this may be an appropriate time to discuss contracting for the pickup of yard waste.
6:48:40 PM Bell Asked what the current charge is for that additional service.
6:48:47 PM Schmidt Answered he believes it is a subscription fee, and he did not have the figure with him.
6:49:13 PM Gulledge Stated he would make copies of all of the contacts for Schmidt and Steve to use in their discussions. Suggested that the trustees contact Schmidt regarding any issues they would like addressed. Went to Calendar updates.
6:49:46 PM Gulledge Stated the Halloween party is October 31st at Maryville Elementary School from 6 p.m. to 9 p.m. Stated they are always looking for people to help. Stated he has had some questions regarding trick-or-treating on Sunday evening. Stated Maryville has always done it on Halloween from dark until 9:00 pm. Discussion regarding the party and costume judging was held.
6:51:35 PM Callahan Stated the Economic Development Committee is scheduled for November 14th at 7:00 p.m. Asked Schmidt to attend.
6:51:50 PM Bell Asked Gulledge to collect all the November dates and give them to Long so she can send him an e-mail and he can get them on the calendar when he gets his lap-top computer back.
6:52:08 PM Gulledge Stated a lot of the items were duplicated on the To-Do list.
6:52:17 PM Garcia Asked if there would be a Caucus meeting on Wednesday, November 23rd.
6:52:27 PM Gulledge Stated a discussion was needed on this issue. Stated normally there is no meeting held the night before Thanksgiving. Stated it would be up to the Board. Stated if they don't hold the meeting on November 23rd, there is an extra Wednesday in November, which is the 30th. Asked the trustees what they would like to do. All were in agreement to cancel and meet on November 30th instead.
6:53:48 PM Gulledge Stated the Village Hall will be closed on November 24th and November 25th. Stated they are also closed on November 11th, which is Veteran's day. Went to To-Do List.
6:54:42 PM Garcia Asked if repairs have been started on the Senior building.
6:54:45 PM Gulledge Answered yes, and in fact they are almost done with the drop-ceiling. Stated the work is going well, and that Presson's department is working on it when they are unable to work outside.
6:55:09 PM Callahan Asked if everything has been approved on GAS B.34.
6:55:16 PM Gulledge Answered yes, but he did not believe they ever received a quote.
6:55:38 PM Gulledge Went to page 2. Bell had a question regarding projects. Callahan asked about the super size pavilion. Bell answered the item is on another To-Do list. Went to page 3.
6:56:28 PM Schmidt Asked, since he doesn't attend Public Works meetings, about the feasibility of having a construction type or access road to the newest area of Stonebridge that has been approved for construction vehicles to avoid the work vehicles coming in through the development. Various comments were made on the issue.
6:58:02 PM Gulledge Stated he will mention the item. Went to Trustee comments.
6:58:31 PM Schmidt Talked about Planning Commission meeting on Monday evening. Stated he was unable to attend. Asked Mayor to discuss what happened.
6:59:02 PM Gulledge Stated there were two things on the agenda. Stated he got to the meeting late, so he wasn't sure what happened regarding the first agenda item regarding the Villas of Amberleigh. Stated STL Preferred Properties was there with a potential development and was trying to get the feel of the Planning Commission. Stated it is the property just north of The Cambridge House, they don't have a name for it yet, but it is very similar to what Vantage Homes presented with the 350 foot commercial set-back. Stated it is not nearly as big, but the plan is for townhouses, villas, and single-family homes. Stated they did not give lot size, all they had was a layout, and they liked the look of the layout. Stated Joe Osborn was at the meeting in regards to questions about plat, and some changes to specifications. Stated he believes they will send a recommendation regarding the change.
7:01:17 PM Schmidt Stated the Board has been provided a copy of the Gazette that is ready to be printed. Stated any changes should be given to him or Jolene by noon on Thursday, October 27th. Asked if there was still a plan to include the flyer.
7:02:09 PM Gulledge Answered it was supposed to be included. Discussed the flyer that will be inserted in the Gazette informing the residents about the RV Ordinance.
7:02:48 PM Bell Asked about the Public Service Officer position. Asked if there was a description of the job responsibilities.
7:03:16 PM Gulledge Said they have the ordinance, but will need to make a job description listing all responsibilities.
7:03:23 PM Bell Asked if the person has been notified that this is not their only job responsibility.
7:03:33 PM Gulledge Answered yes. Stated the individual filled out an application for the telecommunicator's job, which was given to someone else. Stated the Department liked both applicants, so they considered the second individual for the Public Service Officer job.
7:04:16 PM Bell Wants to be sure there is a formal list of responsibilities made before hiring anyone.
7:04:29 PM Gulledge Answered that Schardan is going to have one prepared, and will try to have it available in the next couple of weeks. Stated even if everything goes well, the individual will not start work for another two to three more weeks. Stated there will be supervision.
7:04:49 PM Schmidt Displayed the flyer regarding the RV Ordinance via Power Point. Stated the flyer includes the Ordinance verbatim.
7:05:35 PM Callahan Asked if an ordinance had been passed forbidding the parking of a tractor or tractor trailer in a yard.
7:05:53 PM Wigginton Responded he believes the subdivision code states the Village does not allow the parking of any vehicles in yards.
7:06:01 PM Callahan Asked how this would be different than a motor-home.
7:06:06 PM Wigginton Responded he does not believe there is a difference if it is a motor vehicle.
7:06:13 PM Gulledge Asked for clarification if Callahan meant on the driveway or in the grass.
7:06:16 PM Callahan Responded in this particular case it is in the driveway in the back yard of a corner lot.
7:06:25 PM Wigginton Stated the ordinance requires it to be parked in a driveway.
7:06:48 PM Callahan Asked if he remembered correctly that an ordinance was passed disallowing the parking of a tractor.
7:06:55 PM Gulledge Stated he did not believe it was passed specifically, they just had trouble with one individual.
7:07:09 PM Callahan Clarified that technically, you can't have one.
7:07:14 PM Wigginton Answered he wasn't sure specifically about a tractor-trailer, but there is an ordinance that prohibits people from parking motor or junk vehicles in their yards.
7:07:35 PM Gulledge Stated he believes Callahan meant in the driveway. Stated they can't be running. Explained that, with this individual, he had a full rig, and would leave it running and people were complaining.
7:08:01 PM Wigginton Stated there is a separate ordinance that prohibits the parking of commercial motor vehicles in a residential district.
7:08:30 PM Callahan Stated in this particular case, it is in the side yard, but it is back past the house line, and it is a corner lot. Stated, by the motor-home ordinance, he could probably park it in his backyard, because he can get to it, but he thought there was an ordinance prohibiting such.
7:08:50 PM Gulledge Suggested he give Schmidt the address and he will investigate.
7:09:07 PM Kostyshock Commented the large item pick up went well in his neighborhood.
7:09:28 PM Gulledge Stated next week he is going to ask the Board to consider Harlan Scheibal, who lives at 160 Summit Ridge, to be on the Park committee. Stated Scheibal is a retired school teacher, and also retired from the Madison County School Board. Stated he will also ask the Board to consider his recommendation to appoint Tim Just, who lives in Keebler Oaks, as a member of the Economic Development Committee. Stated he has a lot to offer with his background in development and management of shopping centers, etc. Stated he talked with Carol Freker about having the Library Committee report to the Board about the potential of the referendum. Stated they will be at the meeting on November 9th. Stated they will be on the referendum sometime at the end of March. Stated volunteers are needed Saturday at 9:00 am to paint the inside of the Outreach Center. Stated he did have a request for a phone at the Library. Stated a phone will cost $52.35 for hook-up, with unlimited local and long-distance, $44.95 per month, plus tax, which is $62.00 per month if they decide to go that way. Stated it would take five (5) to seven (7) business days. Stated the free network issue has not been done yet, but they are working on it.
7:14:14 PM Bell Commented once that is in, they may be able to get a phone line a lot cheaper than $62.00 per month.
7:14:21 PM Gulledge Stated he did not know about the issue, but there does need to be some type of phone out there. Stated it would be up to the Board whatever action they would like to take.
7:14:48 PM Gulledge Discussed the dinner held by the Edwardsville Business and Professional Women/USA, honoring Linda Garcia and Thelma Long and other elected and appointed ladies that serve our government in the communities of Maryville, Glen Carbon, and Edwardsville. Read the Proclamation of October 24th through October 31st, 2005 as National Business Women's Week.
7:17:40 PM Callahan Asked about the Public Service Officer applicant having LEADS 911 certification and if this will be part of his job.
7:17:53 PM Gulledge Answered the plan is, as discussed previously, if the Public Service Officer has free time or there is an emergency, he will have the capability of manning the 911 dispatch, plus he will serve as the Village Animal Control Officer. Stated the applicant also has a background in animal control in Cahokia. Stated the primary job will be Public Service Officer/Code Enforcement.
7:18:51 PM Bell Asked if he will be provided a vehicle and if it will stay in Maryville.
7:18:57 PM Gulledge Answered yes. Stated if this applicant gets the job, he is planning on moving to the area as soon as possible. Stated the vehicle will not leave the Village of Maryville.
7:19:12 PM Bell Asked if there has been any response on the radio tower problem.
7:19:28 PM Gulledge Answered he prefers not to bring it up here, but they are working on it and have made some contacts.
7:19:45 PM Garcia Asked about the limitation of using a car for animal control.
7:20:03 PM Gulledge Explained if there is a situation like that, there will be traps over at the Public Works building, and he can use one of the pickup trucks to pick up that particular animal. Again, he does not want this individual to concentrate his efforts on animal control. Stated he is able to do it if the Village needs him to.
7:20:40 PM Callahan Asked if he will be offered the opportunity to work overtime as a telecommunicator.
7:20:48 PM Gulledge Answered he has not considered that. Stated if he is needed, he will fill in. Stated he believes this leaves a lot more flexibility to keep Police Officers out on the street and not pull one to cover that desk. Stated they will do everything they can not to work this person in that capacity.
7:22:08 PM Gulledge Discussed the Special Service Area 4 petitions. Read the letter from County Clerk. Explained this petition is submitted by objectors to the sewer project. Stated he will discuss the issue with Wigginton. Stated according to the petitioner that filed it, in their opinion they have enough electors and owners to defeat the Bauer Lane Sewer Line Extension project. Stated he is not sure how the issue will be handled from here, but he wanted to make the Board aware of the petition.
7:23:47 PM Wigginton Stated anyone that may have a standing or interest in the project will review the petitions to see if the individuals are electors or owners. Stated they have not yet had a chance to go through it and verify the information. Stated they will also determine whether the petition meets to statutory requirements of a petition. Stated there are several questions regarding the petition.
7:24:31 PM Gulledge With no further business to come before the Board, called for a motion to adjourn. Motion was made by Bell and seconded by Schmidt. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes.
7:24:53 PM   Meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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