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Village of Maryville, Illinois

Description Caucus Meeting
Date8/24/2005 Location Council Chamber
Time Speaker Note
6:30:50 PM Gulledge Called the Caucus meeting of Wednesday, August 24, 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 Keck, Public Works Director Presson, Police Chief Schardan, three citizens, and two reporters.
6:34:08 PM Gulledge Called for approval of the August 10th Caucus minutes. He asked if there were any questions, additions or subtractions to the minutes as prepared by the Clerk. There were none. He asked for a motion to have the minutes placed on file. The motion was made by Schmidt, and seconded by Kostyshock. Voting on the motion: Limberg-yes; Schmidt-yes; Bell-yes; Callahan-yes; Kostyshock-yes; Garcia-yes. Motion carried.
6:34:49 PM Gulledge Went to the first agenda item, Ordinance Declaring Personal Property as Surplus as requested by Chief Schardan. The Department has an old abandoned time clock, a paper shredder and dictaphone. An ordinance must be passed declaring them surplus property. He asked if there were any questions or comments. There were none. This item will be on the agenda for the September 7th Board Meeting. He noted that any surplus property takes a 3/4 vote to be approved.
6:36:00 PM Schmidt Asked if it would be possible for someone to try to fix the shredder as a possible donation to the library.
6:36:14 PM Schardan Responded that the shredder is irreparable.
6:36:47 PM Gulledge Asked if there were any other questions for Chief Schardan. Mayor commented about the vacancy in telecommunications made by Reed's termination. Stated Becky Springer is filling in for right now. Stated Schardan has dates for schools for required telecommunications training. He invited Schardan to explain the situation.
6:37:43 PM Schardan Stated there is an 80 hour telecommunications course required for a telecommunicator. This course is usually only offered one time a year in September. After this 80 hour course, there is a 3 day class for emergency medical dispatch. Stated in order to get a telecommunicator enrolled in the September 12th class, an applicant will need to be hired at the Sept 7th Board Meeting. Stated if this can be accomplished, they will have someone meeting all the qualifications for the job.
6:38:25 PM Bell Asked if the Chief had any candidates.
6:38:33 PM Schardan Answered the best option would be to hire someone that already has the qualifications. Stated there is a retired police officer with 29 years' experience that has submitted an application. This applicant has worked part-time as a telecommunicator for a department in the area. The candidate indicated his experience was limited, but he had the emergency medical dispatch certification. The candidate also has what is called "less than full access leads", which allows the dispatcher to do inquires in the computer system. An individual needs full certification to do entries. Stated that, of the five or six interested persons, this candidate is the only one with experience.
6:40:17 PM Schmidt Asked for clarification as to whether the candidate would have to go through the entire training. Schardan responded yes. Asked Schardan if he ever considered using dispatchers from other municipalities that may want extra work. Schardan answered that the Village employs several other dispatchers part time that are employed at other municipalities.
6:41:01 PM Bell Suggested choosing the best candidate.
6:41:18 PM Garcia Suggested advertising the opening on the Village marquee.
6:41:58 PM Gulledge Stated it would be up to board what they want to do. Indicated that time is important in order to get the candidate into the class by the September date.
6:42:40 PM Schmidt Asked how many hours the dispatcher would work. He was told it is a full time position to replace the dispatcher that was released last week.
6:43:10 PM Garcia Suggested putting it on the marquee for a week. Asked if there was time to advertise in the paper. She was told there was not adequate time.
6:44:25 PM Schardan Suggested the best option is to look within the existing local law enforcement circle to find a qualified candidate.
6:44:40 PM Gulledge Discussed next agenda item, Pay Application #1 for Maryville Outreach Center. Stated that the funds are from the County, not from the Village, however the Village needs to approve them, as the property is located within the Village. The Center's request is $54,360 total stored materials to date, less 10% to turn in a bill to the County of $48,924. Juneau has signed off on the amount. Stated the item will be placed on the agenda for approval at the September 7th Board meeting.
6:46:24 PM Garcia Asked for a clarification on the total amount shown in the account on the Pay Request. Mayor answered that the total is the full amount in the account itself. The price from the contractor is the lower amount.
6:46:38 PM Bell Asked if they had all the lien waivers they need. He was told yes.
6:47:14 PM Gulledge Asked for any other questions or comments. There were none. Went to the next Agenda Item, Village's 2005 Micro-surfacing Bids. Asked Presson and Kostyshock to discuss.
6:47:42 PM Kostyshock Stated the Village bid in conjunction with Glen Carbon in order to get a better cost. The Engineer's estimate was $2.50/square yard. The Village received two bids: MissouriPetroleum was $2.44/square yard and Micro-Surfacing, Inc. was $2.73/square yard. He recommends the Missouri Petroleum bid of $2.44/square yard, which actually beat the Engineer's estimate.
6:48:11 PM Garcia Asked if he had seen any of their work.
6:48:27 PM Gulledge Answered they did the Lyn Hi project. This is the same company that did the Village and Glen Carbon last year. Asked if there were any questions on the Micro-Surfacing Bids. There were none. Stated this will be added to the Board Meeting Agenda on September 7th. He went to the next Agenda item, Maryknoll Curb & Gutters Bid Opening Results
6:49:45 PM Kostyshock Discussed Maryknoll not being done this year due to the plan to put curbs and gutters in first. As a result, Maryknoll will have to be done next year, but Blackburn will be done this year.
6:50:13 PM Gulledge
Stated due to time constraints, Maryknoll could not be done by mid-September.
6:50:25 PM Kostyshock Read bids on Maryknoll curbs and gutters. The Engineer's estimate was $30,236. There were three bids: Keller Construction was $39,697.66; L. Keeley Construction was $45,324.00; Hanks Excavating and Landscaping was $48,097.50. Keller was the lowest bid. The recommendation is to take the bid from Keller. Stated his opinion that one of the reasons the estimates were higher than the Engineer estimates is because with all of the work going on right now, most contractors don't need the work and bid's are always higher in this instance.
6:51:54 PM Gulledge Commented that if they are not going to do the micro-surfacing for the Maryknoll area this year, it may be a good idea to re-bid in December or January. Asked the trustees their opinion. They all agreed the bids were too high, and Village should re-bid at a later date.
6:53:20 PM Bell Asked if Presson had price per foot to compare to what the Village paid per foot on Lin Hy last year. Was told the curb and gutter for Lin Hy was $22 or $23 versus the bid that Juneau received that was down to $16.
6:55:16 PM Gulledge Went on to next agenda item, Pay Request #1 Old Town Storm Sewer Improvements. Apologized that the information was not received in time for the packets. Asked Presson to discuss.
6:55:35 PM Presson Stated this is a pay request for Old Town Storm Sewer project materials currently stored for the job which had been onsite. Gave the total for the materials as $39,840. Gulledge stated this does not include a labor charge, as work will not start for approximately a week. Gulledge stated this item will be added to the September 7th Board Meeting agenda. He asked for questions or comments. There were none.
6:57:07 PM Gulledge Went on to the next agenda item, Water and Sewer Rate Study. Stated Juneau is not well and will not be in attendance at this meeting. Recommends waiting on discussion until next week and asked for other opinions.
6:57:16 PM Presson Recommends waiting to discuss until next week's meeting. Stated Juneau has all pertinent information.
6:58:06 PM Gulledge Asked the trustees their opinion.
6:58:22 PM Kostyshock Stated he agreed to wait, except that he remembered a discrepancy and asked if anyone remembered the details regarding the sewer tap-ons.
6:58:33 PM Presson Indicated the change is on Page One regarding the increase. Current sewer permit number should read current charge: $2,000; permit and inspection fee: $100.
6:59:01 PM Gulledge Indicated the proposed permit fee would be $2,200 and inspection fee would be $150.
6:59:12 PM Kostyshock Stated they need to discuss this issue because they just raised the sewer rates.
6:59:16 PM Callahan Asked what the current charge was for a permit. He was told it is $100; the sheet entry of $50 is incorrect. Asked the actual sewer tap-on fee. He was told it is $2,000 instead of $1,000.
7:00:33 PM Gulledge Stated this is Juneau's recommendation, and does not come from the public works committee.
7:00:51 PM Presson Commented that Public Works has several major projects both in water and sewer. Recommends to take a look at sewer rates. States the water fund is sufficient at replenishing itself, but the sewer is falling behind.
7:01:45 PM Gulledge Reminded the board that Juneau's proposal does not include water or sewer tap-on fees in bottom line figure. Stated Juneau states an average of 120 water and sewer taps a year, but the last three or four years the number has been higher. Stated he believes Juneau was using an average of the last four or five years.
7:02:21 PM Bell Asked Presson when they plan on finishing up the Oakridge and Robert project.
7:02:46 PM Presson Answered that they are finishing up right now. Stated they have a little more to do before Micro-Surfacing comes in September. Stated curbs and blacktop work are being finished in Blackburn. Stated as soon as that project is done, they will be back out in Rolling Meadows.
7:03:01 PM Bell Asked about the storm drains on Oakridge.
7:03:23 PM Presson Stated he is waiting for a part for the camera, and as soon as the part is received, the issue should be resolved.
7:04:03 PM Gulledge Went to next Agenda item, Calendar Updates.
7:04:19 PM Bell Stated the concert was Sunday. The rabies clinic will be held on September 10th at 9:00 am. There will be a Crawdaddy's concert on September 18th.
7:05:34 PM Kostyshock Asked that the Master Gardener's Tour at Drost Park be put on the Calendar for September 22nd.
7:06:28 PM Gulledge Went to next Agenda Item, To Do List, Page 1.
7:06:44 PM Garcia Asked if they added the super size pavilion to the list.
7:07:26 PM Gulledge Stated it was added. Asked for questions or comments on Page 1. Garcia asked if the Mayor met with the Park District yet. Stated he had not, but was scheduled to meet sometime after September 6th. Went on to Page 2.
7:07:56 PM Bell Talked about drawing of the restroom at Firemen's Park. Had a question about the name on the sign. Stated the park has always been called Firemen's Park. Asked if we want the sign to state such. Gulledge stated this can be decided at any time because Henderson is not doing the sign, as it is not part of the contract. Todd stated he wanted to get the wording right. Stated Diana Hedrick suggested naming it after the people who donated the land. Discussion was held regarding the fact that the park has always been called "Firemen's Park". Gulledge suggested the name was not at issue at this time, but it is something we need to think about.
7:11:38 PM Gulledge Stated Henderson did get the extra hand basin in, and had to make the building longer to accommodate it. Stated he will call and let Henderson know the plan is okay. Went on to Page Two.
7:12:30 PM Bell Stated the GIS server has been ordered. Stated the next meeting is September 19th, at 9:00 am.
7:12:58 PM Gulledge Went on to Page 3. Stated that next week at the Caucus Meeting there will be two things on the Agenda: The water and sewer rate study, and there will be a slide show with possible recommendations to the Board for improvements to Lakeview Acres Road, East Main Street and Pleasant Ridge Road. These presentations will show what the Village has been working on. Stated there have been three or four meetings with the Public Works Committee and Crawford, Buente and Brammeir, and they plan to show the Board where they are on the project at next week's meeting. Went on to Page 4. No comment was made. Asked for Trustee comments.
7:14:40 PM Schmidt Stated they held the Planning Commission meeting on Monday night. Stated one of the items on the Agenda was the Public Hearing in regard to a possible new ordinance in our subdivision classification. The recommendation was for new construction only, homes with siding will be required to have siding installed all the way down the foundation to within 12 inches of the ground. Showed slides of homes in Reindeer Forrest Subdivision illustrating how the foundations of those homes are totally exposed. The ordinance is designed to put a stop to this practice before it gets started in Maryville. Stated the issue of cost to the developer was raised. Stated a developer was in attendance who stated the cost for additional siding is inconsequential.
7:18:19 PM Callahan Stated that there are some homes in Maryville that are similar, but they do not have as much exposure. Asked if the ordinance will be retro-active. Schmidt replied that it would not, and would only be for new construction. Schmidt stated the vote will be ready for consideration in two weeks.
7:19:18 PM Bell Stated in the packet, the AmLegal estimate for codification of the remaining 2004 ordinances, through 2004-58 and the 2005-39 is $1,700 - $2,300. Stated there is an additional charge per page for the Folio, which is the intranet search, of $1.95 per page with a minimum of $200 per year, and an annual $295 fee for the Internet. Stated the ordinances need to be ratified. Gulledge stated the Board cannot formally approve it until the September 7th meeting. Stated the information was offered to make the board aware of the cost. Stated as long as there were no objections, the issue will be placed on the September 7th Agenda.
7:22:11 PM Callahan Regarding the notes for the next meeting, asked where Stonevalley Drive is.
7:22:27 PM Gulledge Answered it is near Stonebridge Golf Drive. Stated the street is still not vacated, and they will dedicate the property to the adjacent owners.
7:23:18 PM Callahan Asked the board to look at the floor plan of restrooms at Firemen's Park. Asked why the doors open in instead of out. Stated he assumed the drawings are to scale. Gulledge responded they are not.
7:24:24 PM Kostyshock Stated the University of Illinois Extension will give a one hour class on the planting and care of trees on September 24 from 9:00 am to 10:00 am. Stated the class will be free.
7:25:05 PM Garcia Regarding the drawing of the restrooms, asked that someone make sure it is not to scale. Asked Limberg to see if he can book the Nottingham Lodge next June for the summer party.
7:28:05 PM Garcia Asked about the assisted living complex. Stated she thought it was being built further back off the highway because she thought businesses were going in front of the building. Gulledge answered that the businesses would be off to the side of the property.
7:28:49 PM Gulledge Stated the Village is looking for brick for the Outreach Center. He and Bell like the brick on the Public Works Building. He is recommending it for the Outreach Center. Garcia asked if there was someone that would donate the brick. Gulledge stated there is currently no donation, but the Village will accept a donation if a company is found. Stated Patrick, Ed, and Linda interviewed two public works applicants. They have taken and passed their physicals. Asked if the board would like to discuss hiring and offering the jobs at a Special meeting next week versus waiting until September 7th in order to speed up the process. Trustees agreed to discuss next week. Gulledge proposed to start the Special meeting at 6:30 pm on Wednesday, August 31. Gulledge reminded the board that brush pick up is this Saturday, August 27th from 8:00 am to 12:00 pm at the water tower. Maryville residents are invited to drop off brush for pick up at that time.
7:34:27 PM Schmidt Commented that the since the change in the siding ordinance is a building code, it must be published on the State-wide internet site for 30 days before it can become effective.
7:34:57 PM Bell Commented that Computron will be in to install anti-virus software on all Village Hall PCs tomorrow , August 25th.
7:35:48 PM Garcia Asked about the recommendation on the Code Enforcement. Gulledge responded that more discussion is needed on this issue.
7:36:23 PM Gulledge With nothing further to come before the Board, called for a motion to adjourn. Bell made the motion to adjourn, and Schmidt made the second. Voting on the motion: Limberg-yes; Schmidt-yes; Bell-yes; Callahan-yes; Kostyshock-yes; Garcia-yes. Motion carried.
7:36:54 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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