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Village of Maryville, Illinois

Description Caucus Minutes
Date10/12/2005 Location Council Chamber
Time Speaker Note
6:30:02 PM Gulledge Called the Caucus meeting of Wednesday, October 12, 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, Public Works Director Presson, Village Engineer Juneau, two (2) representatives of Crawford Bunte & Brammeier (CBB), one (1) citizen, and two (2) reporters.
6:30:53 PM Gulledge Called for a motion to approve the September 28, 2005 Caucus minutes. He asked if there were any questions, additions or subtractions to the minutes as prepared by the Clerk. There were none. The 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.
6:31:27 PM Gulledge Went to the first agenda item regarding the changes made to the Road Impact Fees proposal from CBB. Introduced Dave Brammeier and Ken Waggoner from CBB.
6:32:20 PM Brammeier Discussed the Board's request to look at two additional options to make the impact fee identical for the housing units. Referred to the hand-out, and stated Schedule B reflects unit-to-unit figures. Stated they also evaluated multi-family to single family on a residential trip basis, which is reflected in Schedule C. Stated each Schedule is an even comparison, i.e., Schedule B is on a per-unit basis, and Schedule C is on a per-trip basis. Stated the reason there is a difference is that a single-family home typically generates ten (10) trips per day, and multi-family generates six and one-half (6.5), which is about 70% of that number. Stated, as an example, in looking at Schedule C, you will see that multi-family is really about 70% of the single-family, based on trips. Schedule B is based on per-unit. Discussed that attorney has stressed from the beginning that whatever concept is decided, it has to be defendable in court for a sense of fairness, whereby a representative will need to explain how the fees were calculated. Explained his belief that the new Schedules have made the per unit cost and the per trip costs defendable. Explained that each Schedule uses two different methodologies, but both are right. Asked if there were any questions.
6:35:37 PM Callahan Referred to Schedule A and asked about the difference between the Lakeview Acres and Pleasant Ridge figures for commercial/retail. Stated the larger figure was not carried over to Schedule B, and asked the reason.
6:36:13 PM Brammeier Answered that Schedule A was a "first-pass". Stated at Pleasant Ridge they looked at 32 acres of commercial activity, and looked at the actual trips on commercial per-acre. Stated it would be difficult to justify commercial activity with that high rate. When they looked at Schedule B and C, they noted they have 32 acres of commercial, and if it wasn't for the 256 acres of residential, that commercial most likely would not be there. Stated that commercial will support the residential. Stated if that was developed as residential, whether multi or single family, it would generate $250,000 in impact fees. Explained that is the reason the figures are lower on Schedule B and C. Stated the adjustment was purposely for that rationale.
6:37:28 PM Callahan Commented he can understand Schedule C based on trips, but does not understand rationale for the difference between Schedule A and Schedule B.
6:38:01 PM Brammeier Stated the difference is because of the location of the commercial, the rationale being if it were not for the 1,040 units of residential, that commercial would not be there, so they adjusted the commercial on a trip basis equivalent to single and multi family in terms of acreage.
6:38:26 PM Callahan Asked what if the 32 acres is developed as residential.
6:38:42 PM Brammeier Stated it would have the same impact fee as commercial, which would generate approximately $220,000. Stated they tried to make it the same in the event that it was developed as single family or also reflecting that the commercial is there because of the 18,000 trips generated from the residential.
6:39:01 PM Callahan Asked the meaning the Commercial Units Per Acre entry of 436/1000 S.F.
6:39:04 PM Brammeier Answered there is 436,000 square feet of development that could take place in that 32 acres, which would be comparable to two shopping centers about the size of the existing Wal-Mart center in Glen Carbon. Stated this is based on the assumption that there are 32 acres available for development.
6:39:42 PM Callahan Used the Lakeview Acres figure under Commercial as an example, and asked regarding the $575 per unit, what is considered a unit.
6:39:55 PM Brammeier Answered it was per 1,000 square feet. For example, in Lakeview, if you were going to develop a retail office under Schedule A, if you developed the entire 109,000 square feet, the cost would be $575 per 100,000, which would generate about $62,000 into the fund.
6:40:24 PM Callahan Asked for clarification that in this case, they are stating it will all generate about the same per-acre. Brammeier answered yes. Asked if the 1,000 per square foot included the parking or just the unit.
6:40:40 PM Brammeier Stated that if you had one acre of ground, you lose about 25% for dedicated right-of-ways. Then, for example, there is 35,000 square feet left, generally you can develop about 20-25% of an acre in building size, and there is parking supporting that. So, for example, a typical Wal-Mart would need 18 acres of ground for a 200,000 square foot building. Stated it usually runs about 20% of the developable area.
6:41:22 PM Gulledge Asked if there were any other questions or comments.
6:41:36 PM Bell Commented he understands Schedules B and C, but asked Brammeier what he recommends.
6:42:13 PM Brammeier Answered that both Schedules are right, and the difference is B is based on what they are saying is a multi-family unit, e.g. a duplex, one unit/half that building generates the same need for improvement as a single-family home. Reiterated Schedule B is comparing unit to unit. Stated Schedule C shows that, the truth of the matter is, a single-family home generates ten trips per day, where most multi-family with 6 to 8 units per acre generates a little less than that. Therefore Schedule C is based on per-trip, saying that for every car that uses the road, if a single family home is paying $1.00 per trip, a multi-family is paying 70 cents because they are using 70% of that road. Commented that the numbers between Schedules B and C are fairly close. Stated he does not think the figures per-trip and per-unit can be mixed, and they cannot be arbitrary in order to make the fees defendable. Stated the differences between multi-family and single-family are very nominal in relation to the cost of construction. Stated his opinion would be to recommend Schedule B because it is on a per-unit basis.
6:43:32 PM Gulledge Commented that the Attorney was leaning toward Schedule B.
6:43:37 PM Brammeier Reiterated that both Schedules are defendable and correct.
6:43:56 PM Callahan Asked about the assumption on acreage per square foot.
6:44:05 PM Brammeier Answered that one acre is 43,560 square feet. Stated generally 20% is lost by right-of-way dedications.
6:44:30 PM Callahan Clarified that the building is going to be on approximately 20% of each acre.
6:44:35 PM Brammeier Answered that is correct, particularly for retail, but not so much for multi-family, because in this case it is just a maximum of eight units per acre. Stated they do not look at the square footage in this case because they know that unit will fit on an acre of ground. Stated the 436,000 square feet figure is more for the commercial estimate.
6:45:36 PM Callahan Asked about Schedule B on Pleasant Ridge, asked for clarification that the top figure is how much it will be if building started tomorrow. Asked if it was still true that the charge will be more as time goes on.
6:46:14 PM Gulledge Replied if the Board chooses to do it this way, it will be done by ordinance. Stated Brammeier has nothing to do with that decision or calculation.
6:46:20 PM Brammeier Commented that in looking at these numbers, the rates would need to be increased by approximately $100 per year. Stated, for example, on Schedule B for Pleasant Ridge, there is a $700 increase over the first ten years, which is about $70 per year. Stated the decision may as well be to increase it by $100 each year so it is easier to administer. Stated the rates can always be adjusted to reflect the market through the ordinance. State this schedule gives a good target of where the Village needs to be, 5% either way. Stated his belief that the ordinance needs to be created and passed with some flexibility.
6:48:22 PM Bell Asked about interest rates and borrowing the money.
6:48:47 PM Gulledge Answered this was just to show if the Village were to do a bond. Stated he was very hesitant to recommend this to the Board, as there are too many unknowns. Stated that the Village does not have as much money as other local communities. Stated the Village will have to draw up an ordinance that has some flexibility to it and can be adjusted if needed. Asked if there were any other questions. There were none. Thanked Brammeier for his presentation.
6:49:37 PM Gulledge Asked if the Board was comfortable using Schedule B for Attorney to start putting together an ordinance. All were in favor. Asked Presson to discuss the next agenda item, Water Tower Fence. Explained that for a number of years the Village has heard stories about how big the piece of ground was and questions as to whether the fence was in the right place, etc. Stated the Village has decided to do something about it -- they got a plat and found out that there is more ground than what is fenced. Stated the Village is planning on erecting a new water tower in the next two to three years, and Juneau has recommended this site. Stated they decided to look into purchasing a fence, as there are problems with the existing fence. Invited Presson to discuss.
6:51:36 PM Presson Referred to the memo copy listing the bids received. Stated the recommendation to the Board would be the TNT 9 gauge fence with a current width of entry, eight foot high, slatted, including three strands of barbed wire around the top.
6:52:45 PM Gulledge Commented this would be similar to the current fence. Commented that he thought slats should be installed, as the Village requires residents to use slats, but wanted the Board to see the comparison. Stated he'd like to see this done quickly, as the boundaries are pinned and flagged.
6:52:55 PM Callahan Asked how much bigger it will be than the current fence.
6:53:07 PM Presson Answered it is 1,058 fence that will be reinstalled and he believes the figure was 350 square foot that was actually missing out of the current area.
6:53:21 PM Juneau Stated in his opinion the existing fence covers about 2/3 of the area.
6:53:26 PM Callahan Asked if the Village has the ability to clear the ground.
6:53:29 PM Presson Stated that was correct, and the bid includes clearing and removal of the old fence.
6:53:35 PM Callahan Asked if new concrete posts will be installed.
6:53:38 PM Presson Stated it includes them taking it from the ground that is cleared and rebuilding the fence up.
6:53:49 PM Schmidt Asked if they would haul away the old fence. Presson said no. Stated there are several scrap people in the area that have approached the Village regarding taking the old chain-link fence.
6:54:05 PM Callahan Asked if the bid includes a new entry gate.
6:54:09 PM Presson Stated his recommendation would be to keep the old gate as a spare for use there or at the water plant. Stated this bid does include a new gate.
6:54:21 PM Bell Asked what color slat they were looking at.
6:54:27 PM Presson Stated that would be at the Board's discretion. Stated he believes the choices are white, black, brown.
6:54:56 PM Gulledge Asked if the trustees were in favor of putting this the on agenda for the Board Meeting. All were in favor.
6:55:09 PM Bell Asked if they have considered video surveillance at the water tower.
6:55:18 PM Presson Stated they do not currently have video surveillance, but the tower itself is on an alarm system. Stated the alarm is on Bar-Com and has it's own circuit into the police station. Discussion followed.
6:56:15 PM Gulledge Went on to the next item, Water Tower Leak. Stated he asked for a couple of bids, but Presson was only able to find one.
6:56:35 PM Presson Stated he has made several calls to get other bids, but the companies have been unresponsive. Stated the current bid is for $2,850, which will repair and weld a small leak in the bowl where the column pipe meets at the top of the tower. Stated the repair will take approximately 48 hours by the time they shut the power down, drain it, dry it, weld it, etc.
6:57:24 PM Schmidt Asked if weather conditions affected the repair. Presson answered no.
6:57:30 PM Gulledge Asked how to maintain water pressure while the tower is down.
6:57:35 PM Presson Answered in fact, this is included as part of the emergency preparedness plan: several release valves will be hooked up throughout the system and will maintain a constant monitor at the treatment plant. Stated they will run one to two pumps 24 hours per day at minimum. Stated there is an inner-connection with Glen Carbon and Troy, should an emergency arise and more water is needed.
6:58:17 PM Gulledge Asked about a scenario of a fire. Stated they would probably open up the two valves from the other two communities and asked would we then monitor the pressure.
6:58:19 PM Presson Answered yes. Stated that currently the treatment plant would be able to supply 1,200 gallons per minute to the clear well, which would kick out another 1,500 to 2,000 gallons.
6:58:45 PM Juneau Asked if cleaning and inspection will be performed while the tower is down.
6:59:04 PM Presson Answered this bid includes both. Stated they will fix small problem spots immediately at no charge to the Village, and if, for some reason, there is a large problem area, they will have a change order.
6:59:18 PM Limberg Asked Juneau if this is a reasonable bid.
6:59:31 PM Juneau Replied it is very reasonable for what is involved.
6:59:32 PM Presson Stated this is a company he met at the conference in Chicago.
6:59:43 PM Gulledge Commented that if no one on the Board has a problem he will tell Presson to contact the company to proceed.
7:00:19 PM Garcia Asked about the meaning of the statement in #2 that the "price does not include containment, testing or off side disposal of sediment . . ".
7:00:24 PM Presson Answered it means that the Village will be responsible for disposing of any sediment that is inside the tank, and for test sampling sent to Tek Lab, which is normal procedure anyway.
7:01:15 PM Gulledge Reiterated that if there is no problem with the bid, he would like to treat the situation as an emergency and have Presson contact the company to proceed.
7:01:35 PM Garcia Stated she does not have a problem, but wanted to ask another question regarding lead and chromium content of existing coatings. Asked if that was inside the water tower.
7:01:41 PM Presson Answered that would be if the paint was lead based, but it is not. Gulledge explained this type of inspection is just a standard procedure. Multiple discussions followed.
7:02:27 PM Gulledge Reminded the Board that only one conversation at a time can be held for recording purposes. Stated, to answer Callahan's question, the tower was drained approximately five or six years ago, and at the time no problems were noted.
7:02:46 PM Juneau Stated the interior did not need to be painted at that time, and since five or six years has passed it may be that the entire interior needs repainting.
7:02:58 PM Gulledge Stated if needed, they will treat it as a change order.
7:03:02 PM Callahan Asked if the company has the ability to paint the inside.
7:03:09 PM Presson Answered yes; this is a full-service company and their only function is inspection and repair of water storage tanks.
7:03:22 PM Callahan Asked if it is determined the interior needs to be painted, how much down-time is involved.
7:03:25 PM Presson Answered it is an issue that would be brought before the Board because of the cost, and it would be a scheduled event -- it is not something that can be done on the spur of the moment.
7:03:45 PM Gulledge Stated the item will be placed on the agenda for the next Board Meeting. Went to next agenda item, Permit to Bore Highway 162.
7:03:56 PM Presson Stated this is the house located across from Meier Woods Subdivision. Stated it has been under construction for a couple of years now, as the last contractor left the house. Stated a new contractor has purchased it and has come in to sign up for water.
7:04:27 PM Gulledge Commented that this is not in the Village limits, but they have to bore it, and in order to do that IDOT requires a resolution. Stated the item will be placed on the Board Meeting agenda. Went to next item, Asked Presson to discuss Pay Request #2 - Petroff Trucking.
7:05:43 PM Presson Said the first pay request was for materials only; this request is for labor in the amount of $74,484.83.
7:06:56 PM Kostyshock Commented they are about a third of the way completed, and the project is moving along well.
7:07:23 PM Gulledge Asked for questions on Pay Request #2. There were none. Went to the next agenda item, Pay Request #1 - HCS Lynch Construction - 18# Parallel Interceptor Sewer.
7:07:59 PM Presson Stated this job will be finished within the next five to eight days, minus grading, seeding and final inspection. Stated the request is for material and labor in the amount of $69,980.17.
7:08:08 PM Bell Asked about the current easement. Gulledge answered there is no easement; the Village found out they own the property. Asked about the breakout of responsibility between grading and seeding and tree removal. Presson answered the Village is responsible for tree removal. Bell asked about tree replacement.
7:08:48 PM Kostyshock Stated there is no plan for tree replacement. Said that he and Presson were at the project that day and they have cleared out the area. Stated the company did the Village a favor, and the area will make a nice park. Bell commented about the brush and debris. Kostyshock stated the Village will clean that up.
7:09:02 PM Gulledge Stated what is being said is that the Village needs to get in there and clean it up and then decide if and where trees will be planted. Stated they will not remove any more trees than is necessary.
7:09:26 PM Gulledge Asked for questions or comments. There were none. Stated the item will be placed on the agenda for payment at the next Board Meeting.
7:09:51 PM Schmidt Talked about the project at Donk and Lange streets and trees being removed for sidewalks. Asked if there are enough easements for sidewalks.
7:10:14 PM Kostyshock Answered that the trees will be removed, and the fact is the residents want them removed. Gulledge concurred that several residents he has spoken with want the trees removed.
7:10:40 PM Juneau Stated the roads are narrow, but to his knowledge the Village has enough easements for sidewalks. Stated the area is tight.
7:10:58 PM Gulledge Stated as far as he knows, most of the easements have been obtained. Stated it will still be curbed and guttered. Stated the Village indicated they would install sidewalks if it was possible. Stated he has not heard that any residents are not interested in sidewalks.
7:11:48 PM Kostyshock Said he has had the residents approach him and asked if they would remove the trees.
7:11:57 PM Schmidt Stated he just wanted to check on the situation, as he does not want to anger any residents.
7:12:21 PM Gulledge Went to Calendar updates. Stated changes cannot be made due to Bell's computer malfunctioning. Went to To Do List, Page 1.
7:12:52 PM Schmidt Asked if there was a meeting set with CARD.
7:12:54 PM Gulledge Stated he sent them a letter approximately one week ago and stated the Village is willing to meet with them and suggesting a meeting there first, and if there is a second meeting they could alternate between their building and the Village building. Stated he has not had a response.
7:13:20 PM Gulledge Went to page 2. There were no comments. Went to page 3.
7:13:35 PM Schmidt Asked Mayor if there has been any feedback on the Bauer Lane sewer project.
7:13:39 PM Gulledge Answered he was stopped that day by a resident who stated there is a petition against it being circulated, but she would not sign it as she approves of the project. Stated there were many rumors flying around, but he has not heard a lot on the subject.
7:14:14 PM Gulledge Went to page 3. There were no comments. Went to page 4. There were no comments. Went to Trustee comments.
7:14:39 PM Limberg Stated he had been approached by a resident that lives on Hayden Lane. The resident complained of problems with derelict cars, and other issues. He told the resident the Village would take a look at it.
7:15:35 PM Bell Commented on the house being built on Zupan and Lange, and the overgrowth of weeds on the property.
7:16:14 PM Schmidt Reported on the Economic Development Committee meeting and the idea of establishing an ordinance restricting display of items outside the businesses. Stated the Committee was very receptive to the idea, and will follow up by obtaining copies of similar ordinances from other municipalities and prepare a proposal for review by the Board.
7:17:00 PM Bell Stated that on Monday evening, the Park Committee met at the park at Schiber Court, and projected a movie on the side of the Public Works building as a test of an event they'd like to plan for the community. Stated it worked very nicely. Stated the Committee is thinking about having free movies where residents would bring their own chair, etc. Stated they were not sure if it would happen this year, but might start it in the Spring and offer the event several times next year. Various discussion followed regarding the benefits of the idea.
7:18:19 PM Callahan Commented, in addition to the discussion regarding merchandise display, the Economic Development Committee discussed ways of trying to control the number of cars parked at certain businesses. Discussed the idea of coming up with some type of ordinance limiting cars to square foot, or cars to doors, etc. Pointed out that if there are any other ideas regarding clean-up of the Village, now is the time to let the Committee know, as they will try to put all the ideas together in one ordinance.
7:19:26 PM Garcia Said someone has asked her about what the Village wants the Route 159 corridor to look like. Asked if she should refer such questions to the EDC Board.
7:19:32 PM Callahan Answered not only the EDC Board, but also he thought the Library has a historical committee. Stated he thought some areas were designated historical, but none were located on Route 159. Stated another thing done was a future-use map where they indicated they would prefer certain areas be kept a certain way. Stated other than those ideas, he was not aware of any themes being chosen for the look of Route 159.
7:20:13 PM Gulledge Commented on this. Stated that the new road is going to drastically change the community. Discussed his opinion that there will be many new buildings going up, and old one's coming down. Stated his opinion that the Board is all in agreement that they would like to see the community look as nice as possible. He said Presson came up with a very good idea regarding a theme similar to Foxmill, with their ornamental streets signs, lights, etc. Stated his idea to put an ordinance in place now where all new developments would have to use the ornamental type of signs. Discussed the idea of deciding on existing subdivision to change each year until the area is completed over a period of time. Said he would like this added to the EDC project list. Discussion of ideas followed.
7:23:23 PM Callahan Asked Mayor if there is supposed to be a sidewalk between Route 159 and Fireside Inn. Gulledge answered there is.
7:24:23 PM Kostyshock Commented regarding the discussion on the parking ordinance: Stated there is currently an ordinance in place stating a requirement of five slots per every 1,000 square foot of business space. Mentioned the paint drop off scheduled for Saturday, October 15th. Stated they would appreciate an answer this evening on whether or not the members can attend so they can assign others as needed. Discussion as to who would attend followed. Kostyshock reminded everyone about large trash pick up at the end of the month. Gulledge stated he would arrange for the display of the information on the marquis sign.
7:26:34 PM Gulledge Commented he received an application for payment on the Outreach Center payment for $9,416.72. Asked for the item to be placed on the agenda for the next Board Meeting. Stated Juneau has signed off on the payment. Referred to the handout of the Change Orders dated October 7, 2005. Explained the first change order is for a total of $954.79. Stated there was an allowance of $2,800 on windows, and they actually cost $3,283.04, which is a difference of $483.04. Stated the doors and frames allowance was $4,000; actual cost was $4,120, for a difference of $120. Stated they changed the three-phase electrical service for a cost of $351.75. Discussed the second change order for wood frame walls for the mechanical room and restrooms for $1,640. Stated the second item was labor, material, equipment and supervision for drywall in the rooms of $2,085. Stated the third item was for labor, material, equipment and supervision to furnish emergency exit fixtures for $831.60. Stated the fourth item was labor, material and equipment to complete air conditioning wiring for $873.60. The total change order cost is $5,430.20. Stated the reason the board is reviewing the change orders is that when the bids were put out, they only had $125,000 then, at a later date,  they received another $30,000 so they had a very basic building. Stated he and Juneau are trying to make decisions on how best to spend the money to get to the point where the volunteer group can take over. Asked for comments or questions. There were none. He asked for the items to be placed on the agenda for the next Board Meeting. Next, he discussed the dinner to be held by the Edwardsville Chapter of Business and Professional Women on Monday, October 24. Stated if anyone wants to attend, please let Schmidt know. Lastly, discussed the Leave Donation Form. Explained he was asked by several employees regarding donating accrued sick leave or accrued vacation time to a fellow employee. Stated several other communities have a similar policy in place. Stated the donation is strictly voluntary, as indicated on the form. Stated Attorney indicated it is not uncommon. Stated he would like to see this policy put in place. Asked if anyone has a problem with this, and if not he'd like to approve it at the next Board Meeting and add it to the personnel policy.
7:32:20 PM Callahan Asked who's hourly wage would be used for the donation.
7:32:24 PM Gulledge Stated he understood the question, and he had not really thought about it. Stated it would be treated as just a day off. Asked if the Board was in favor. All agreed.
7:33:52 PM Juneau Asked Mayor if he received the faxed proposals for the ceiling.
7:33:58 PM Gulledge Answered he received them, but needed to speak with Juneau before bringing it before the Board, as he thinks he may have someone who will donate it.
7:34:13 PM Gulledge With nothing further 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. Motion carried.
7:34:40 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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