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Village of Maryville, Illinois

Description Caucus Minutes
Date7/27/2005 Location Council Chamber
Time Speaker Note
6:30:23 PM Gulledge Called the Caucus meeting of Wednesday, July 27, 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 Bell, Kostyshock, and Garcia. Mayor Gulledge also answered "present". Trustees Limberg and Schmidt were absent. Attorney Wigginton and Trustee Callahan arrived later. Also in attendance were Clerk Long, Public Works Director Presson, Police Chief Schardan, Jared Collier of Juneau Associates, two (2) reporters, and one (1) citizen.
6:31:31 PM Gulledge Called for approval of the Caucus Minutes of the July 13, 2005 meeting. He asked if there were any questions, additions, or subtractions to the minutes as prepared by the Clerk. There were none. He called for a motion to have the minutes placed on file. The motion was made by Bell, and the second was made by Kostyshock. Voting on the motion: Bell - yes; Kostyshock - yes; Garcia - yes; Gulledge - yes. Motion carried.
6:32:12 PM Gulledge Asked Chief Schardan to discuss Agenda Item 5, Police Surplus Items.
6:32:29 PM Schardan Said there are three items in the Police Department that are no longer operable. One is an Amano Time Clock. The second item is a Fellowes Paper Shredder, and the third item is an old Dictaphone Recording System.
6:33:14 PM Gulledge Commented that these are all "junk items" they need to get rid of. He said he believes this has to be done by ordinance. He said unless someone has a problem with this, they will dispose of all three items. He asked the trustees if anyone had problem with it. They all agreed to dispose of the items. Wigginton arrived at this time and was seated.
6:33:37 PM Schardan Gave an update on the Detective unit. The car has been cleaned up, the battery changed, it had a tune up, and oil change. He said he went to the Secretary of State and had the title changed and got the license plates for it and also the new squad car. He said he is waiting for the light bar to come in for the new unit.
6:34:40 PM Gulledge Said the Detective unit they bought for $1700 is really a nice car. He went to the next agenda item, Juneau Contract, GIS Services. He said he did not have a copy of the contract.  Jared Collier commented they were passed out a few months ago. He asked that copies be made for the trustees.
6:36:00 PM Gulledge Went to the next agenda item, GIS Server, while the copies were being made. He asked Trustee Bell to discuss this item.
6:36:21 PM Bell Commented that items 6, 7, and 8 go "hand in hand". They all deal with the GIS Program. He said the GIS server is a new data server for GIS, and will be located in Village Hall. There will be access from the Police Department, and Public Works. Both are connected. The Fire Department will have access through a "Virtual Private Network". Basically, all the Village Offices will have access to the GIS data. The server can be used for other common purposes as well as the GIS. The main purpose is to serve the GIS data and GIS data bases. He displayed and talked about the price quote from Computron. It includes a VPN Firewall for the Fire Department, plus setting up the server, and setting up the firewall. He said what this will do also for the Police and Fire Department is when they get their lap tops, they can keep them up to date with the GIS data. The GIS system will allow the Village to keep a data base of all the assets and information on all water customers, water and sewer lines, basically everything in the Village. There will be a graphical view and a data base behind it, that keeps all the data. He said Juneau is populating the graphical part and some of the data behind it from the water customers. They have done the water and sewer lines.
6:37:07 PM Callahan Arrived and was seated.
6:37:43 PM Bell Continued to talk about the GIS system. Juneau has done a pilot program to add all the data to the data base. He said they looked at it and decided what they wanted from that. He said they are also producing street maps for the Fire Department with the water system, including the hydrants. He displayed this via power point.
6:39:28 PM Collier Commented that the bi-product of the pilot program is the water & sewer maps, zoning maps for Building and Zoning. He displayed these maps via power point. Phase II includes adding addresses for the entire Village, making it possible to search by address. This will also allow the Fire Department to produce map books where they can have a map in their trucks, and be able to find the exact location of a call.
6:42:59 PM Bell Talked about the pilot program with Rolling Meadows. He displayed it on the screen, showing the manholes, easements for streets, signs, type of streets, whether it is curb and gutter, etc. He said this is part of the Juneau contract. The other part is collecting the address data and populating the data base with it. Another part, and they are separated, is to produce map books for the Fire Department. He said the Fire District will pay for part of this. The Juneau contracts are to basically update the physical part of the data and some of the underlying data. They will populate the data initially and they will also do all the graphics. He suggests that Juneau and Mayor talk about an annual maintenance agreement to keep the data updated as new subdivisions develop, etc.
6:45:56 PM Collier Said he talked to Juneau about this. He suggested that it be done as a Miscellaneous Services contract. They will give a detailed bill of exactly what was done.
6:46:15 PM Bell Said some data the Village employees can update.
6:47:05 PM Collier Talked about a GPS unit for Presson. Juneau will waive the cost of GPS locating a lot of the water valves, hydrants, etc. He said Public Works can purchase a small handheld GPS unit, and have the Water Department employees entering the data.
6:47:33 PM Bell Commented on the GPS Hardware and Software. He said the home for all the data is the GIS server. It will be located in Village Hall, Juneau will have access to it, and everyone in the Village, Fire, Police will all have access.
6:48:05 PM Garcia Asked how protected it would be.
6:48:10 PM Bell Replied that the public will not be able to access. Except for the Fire Department, they will be going across a "Virtual Private Network". The quote for the server includes a virtual private network firewall and setting it up. He commented that Glen Carbon is using GIS currently, and when a 911 call goes out, it pops up with the address in the center.
6:49:46 PM Collier Commented about the 911 system. He said they will be adding the Village specific data to what they will be providing.
6:50:55 PM Bell Said the server, including installation and the VPN firewall and it's set up is $5699.00. He said they should discuss the contract first.
6:51:52 PM Gulledge Attorney will look at the contract, make any changes he feels necessary for the Village's protection, and try to have it ready for the Board meeting next Wednesday.
6:52:34 PM Collier Talked about Phase II GIS Services. The scope of services for this phase will be Data Development, Updating Existing Data Layers and Updated Maps.
6:53:35 PM Gulledge Said the Street Guide will cost $1000.00.
6:53:51 PM Collier Commented that they did this for Bethalto, and they have been using them as a handout to people. He said the Street Guide is an option for the Village. He suggested that perhaps the businesses would buy advertisements for the book to offset the price.
6:55:31 PM Bell Commented on the Phase II GIS Services. The Data Development consists of address data, roadway surfaces, curb type, street lights, subdivision layers. The existing GIS data layers will be updated.
6:56:00 PM Gulledge Said the Scope of Services one, two, and three is not to exceed $15,000. Phase I cost was $23,000. He commented that the question for the Board next Wednesday is whether they want to go with Phase II not to exceed $15,000. They must decide whether or not they want the Street Guide at an additional cost of $1000.00 for 50 11x17 books.
6:57:42 PM Garcia Commented that the guide will be obsolete in a month. Jarod commented that this goes with keeping the data up to date. Once the guide is set up it would be a minor cost to update.
6:58:08 PM Gulledge Said that if both things are done the cost is $16,000. For the address map book and hydrant location it is an additional $7,000. With the $23,000 the Village has already paid, the cost to the Village will be $44,500. This does not include the server and hardware and software for the GPS.
6:58:56 PM Garcia Asked if this is just for putting information up to date, and if they would have to hire someone to keep the information current.
6:59:07 PM Gulledge Replied that they think that Melissa can do this.
6:59:10 PM Bell Said she can do the data base entries. Anything that they want to update graphically, they will hire Juneau to do. The Village doesn't have a person who can do it, and it would probably cost more to hire and train a person.
6:59:38 PM Gulledge Said that right now they are planning on Melissa doing the updates, and if it gets more involved than that, they plan on using Juneau.
7:00:27 PM Bell Commented that Melissa will be able to do the data updates. She wouldn't be able to do the graphic type data. He said the hydrant books are optional.
7:00:54 PM Gulledge Commented that he believes the Board has appropriated funds for this.
7:01:19 PM Bell Talked about the advantages of a database. The sewer lines, manholes, etc. will be located quickly and accurately using the GIS system. He said there would be no questions about address data, easements, etc., they will know exactly where it is. He suggests going with the Phase 2 upgrade.
7:03:12 PM Garcia Asked how much the street guide would be. She was told $1,000.00.
7:03:33 PM Bell Commented that they are thinking about putting a street map on the web site. He is not too concerned about the street guide.
7:04:48 PM Gulledge Said the Village is already committed to this project by spending $23000.00 on this project. He asked Attorney Wigginton to look over the contract before Wednesday. He said they are going to leave the street guide off. He said it is important to do Phase II, and include the map book and hydrant locations. He commented that $1500.00 is going to be paid by the Maryville Fire Protection District, and $5500.00 will be paid by the Village. He asked the trustees if they were in agreement to do this. They all said they were.
7:06:26 PM Bell Talked about the GIS Server. The cost of the server is $5699.00 and is the home for all the data. It will provide access for all the Village staff to get to the data. He recommends the purchase of the server.
7:07:04 PM Callahan Asked if this is a computer.
7:07:14 PM Bell It is a computer, and will be located in Village Hall. They will be able to connect to it from the Police Department, the Public Works Department, as well as the computers in Village Hall. The Fire Department will be set up on a "Virtual Private Network". The quote also includes the VPN Firewall and setting it up. Callahan asked who they were buying it from. He was told Computron.
7:07:57 PM Gulledge Commented the quote is $5699.00. He asked the trustees if they were okay with purchasing the server. They all agreed.
7:08:12 PM Bell Discussed the GPS points. A data point is any GPS location. The water/sewer Department will have approximately 5300 points.
7:08:56 PM Collier Said the 5300 points include water valves, fire hydrants, manholes, storm sewer inlets and outlets, water meter locations, etc.
7:09:41 PM Bell Said that the things they listed, Presson and his crew will use the hardware and software to GPS locate them. The data will be entered into the data base, and will be there forever. He commented that he priced having someone else do the data points, but it became quite apparent that the Village can do it a lot less themselves by purchasing the hardware and the employees doing the work. The quote from Seiler Instrument includes training. He commented that the Village will save $11,000 by doing the work.
7:12:02 PM Gulledge Commented that if Juneau's people do the work of setting up the 5300 points it will cost $26,500.00 as opposed to the Village employees doing it for $15,173.54. This is a savings of $11,326.46. He said Presson is recommending that his employees do the work.
7:13:05 PM Callahan Asked if they would have to go out and stand on every water meter, push a button, and them come back and say that every dot overlayed on a map are points for the water meter locations.
7:13:46 PM Presson Explained that they have been through the initial demonstration. He had three of his employees there and they all three caught on within the first 45 minutes.
7:14:19 PM Bell Said the price of the equipment is $7939.04. He recommends the Village purchase the GPS equipment and do the initial data points themselves, and any future data as well.
7:14:32 PM Gulledge Asked the trustees if they were in favor of this. The trustees all agreed. He commented that when they first started talking about a GIS system, they thought it would be around $100,000 to get a system up and running. It is now around $58,000. He asked Jarod if in a relatively short period of time, there would have to be more additions to it.
7:15:13 PM Collier Replied that he feels after this phase, they will have 90% of everything needed.
7:16:09 PM Bell Commented that when the 911 system comes into affect, they will want to tie into it. There will be some cost involved in that. He said if they decide on new data that requires graphics, they would have to hire Juneau to do that.
7:16:40 PM Collier Commented that adding what they already have to the 911 system will be minimal.
7:18:48 PM Gulledge Said he just wants to be sure that in a few months there will not be anything additional, other than normal updates. He asked Attorney Wigginton to look this over, and he and Bell will check the appropriations to see if they have included this. If there are no problems it will be on the agenda next Wednesday. He went to item 9, Proposal for Bridge Inventory & Inspection Reports.
7:19:13 PM Kostyshock Commented that he wants to hold this discussion until after the Public Works meeting tomorrow.
7:19:58 PM Gulledge Went to item #10, Boat, Trailer, RV Parking Ordinance, and asked Attorney Wigginton to discuss this. He told the trustees that Trustee Schmidt is ill, but he did fax him some information, and he has given each one a copy.
7:20:35 PM Wigginton Began by telling the trustees that he did listen to the tape of the May 25th Caucus meeting, along with Thelma and Mayor Gulledge, as he was instructed. He said they spent about an hour and a half reviewing the tape, stopping it where he needed it stopped, so he could determine exactly where everybody was the last time they reviewed this. He said once he did this, he revised the document on 7/26/05. At the May 25th meeting they went over the draft ordinance in detail, particularly sections 1,2, and 3, because it was suggested that everyone was okay with 4 and 5. He said they went through in order on items 1, 2, and 3, and took a "straw poll" on how each one felt on each section. He said he made sure the current ordinance is what was agreed to that night by a majority on each point. He said that items 1, 2 and 3 now are exactly what was agreed to that night. He said in item 1, it was agreed that there could be two recreational vehicles instead of one. In item 2, it was agreed that one recreational vehicle could be on the side of the residence, and the other one would have to be in the back yard. In item 3, it was agreed that there would be parking only on the side yard nearest the home and garage, and there would be a fence. He reminded the trustees that he did take the majority vote, since all points were not unanimous. He said he does have exact vote numbers. He said items 4 and 5, everyone was fine on the size restrictions. It was a five to one vote. There were five votes to keep it at 32 feet. Trustee Kostyshock was opposed to the 32 feet. He added the penalty in section 4. He said he used the standard penalty that is in all the Village ordinances. He said he took detailed notes, and kept track of the votes. He said in his opinion, the ordinance is now the result of what the Board was looking for when they gave him instructions to revisit the issue.
7:26:08 PM Gulledge Commented that if they look at this closely, there are very few changes from the May meeting.
7:26:30 PM Garcia Asked if they shouldn't make it a six foot fence instead of a four foot fence. She thinks a four foot fence will look "ridiculous" with a tall camper.
7:27:01 PM Wigginton Responded this was the subject of discussion before and the vote was three to three tie. He commented that there are some people who have an existing four foot fence, and this was taken into consideration when making it four to six feet. The Mayor broke the three to three tie by going with what is in the proposed ordinance.
7:27:22 PM Garcia Asked if they were going to allow a trailer parked in between two houses with a stock car sitting on it.
7:27:36 PM Wigginton Answered as long as it doesn't violate any of the ordinance, and is not violating any other ordinance, such as a nuisance ordinance.
7:28:06 PM Garcia Asked who is going to check to see if the recreational vehicle has been moved within a year.
7:28:42 PM Wigginton Answered that the Building & Zoning Administrator is also the Code Enforcement Official, and there is also an assistant to the position, which either of these individuals can be used to enforce the ordinance, and also the Police Department can be utilized to enforce the ordinance. He commented that because it is in the Zoning Ordinance, it should be the role of the Code Official or the Code Enforcement Officer.
7:28:50 PM Bell Said the officer has to see it, or there has to be a complaint.
7:29:07 PM Wigginton Replied there is no requirement that there be a complaint in this ordinance or any of the ordinances. The Code Official is going to have to take it upon himself to do his job.
7:29:33 PM Garcia Asked if there is not enough room on the side of the house for a vehicle, can a person ask for a variance.
7:29:48 PM Wigginton Answered that they would have to. This ordinance cannot be used to violate other ordinances or violate the neighbor's property lines.
7:30:56 PM Gulledge Asked if a driveway would qualify as a set back, as long as he is not on the neighbor's property.
7:31:32 PM Wigginton Answered he would have to look into this.
7:31:51 PM Callahan Asked about the 7 1/2 feet set back on the development going in.
7:32:15 PM Wigginton Said they would have restricted covenants. Most of the newer subdivisions will not be affected by this ordinance. It will not affect any neighborhood that has restricted covenants that are on file with the Madison County Recorder of Deeds.
7:32:44 PM Gulledge Commented that he, Thelma and Wigginton listened to the tape for over an hour. He and Thelma watched while Wigginton made his notes. This is what he was told. He said this is going to be on the agenda next Wednesday.
7:33:11 PM Kostyshock Asked if they were going to allow plastic and wood fences. He said he doesn't like wood, the paint peels, the people don't keep them up. He asked if someone puts up a wooden fence, and doesn't paint it or it is falling down, will the Village be able to do anything about making them keep it up.
7:33:35 PM Wigginton Commented they have that ability now under the property maintenance code. He said that 90% of the fences in town are wood fences.
7:36:48 PM Gulledge Asked if any trustee wanted to comment on Schmidt's recommendations. No one did.
7:37:25 PM Wigginton Said the Board directed him to do this revision, he has done it, and it is in accordance with what the majority of the Board wanted, and it is now ready to be placed on the agenda for vote or tabled.
7:37:38 PM Gulledge Asked each trustee if they were okay with putting this on the agenda next Wednesday. They each said yes.
7:41:07 PM Gulledge Went to Calendar Updates. He said there was no Planning Commission meeting on the 25th. In August there will not be an Economic Development meeting.
7:42:08 PM Kostyshock Asked to have the Rabies Clinic in September added . He was told it is already on the calendar.
7:42:48 PM Gulledge He went to the To Do List, page 1. He said the RV Parking Ordinance will be coming off.
7:43:24 PM Bell Asked about the New Code Supplement. He was told that the first six months of this year will be sent for codification in the near future.
7:44:01 PM Callahan Asked if there was an update on CARD.
7:44:21 PM Gulledge Answered he has had no response from CARD on the three properties he told them about. He talked about the meeting. He said there were about ten to fifteen residents from the Log Cabin Lane area there with complaints about CARD employees working on the property, which they do not own yet. However, this didn't make any newspaper. He said he is planning on going back next month.
7:46:51 PM Callahan Asked about the brine tanks, and what is going on with them.
7:47:06 PM Wigginton Answered that today there was a motion in court to add Juneau Associates as a third party defendant. It is now the Village of Maryville vs. Fitzpatrick Murphy vs. Juneau Associates.
7:47:22 PM Callahan Asked about the Street Creep.
7:47:24 PM Wigginton Responded that it is being handled by the Village's Insurance Company.
7:47:31 PM Gulledge Went to Page 2.
7:48:34 PM Bell Asked if the Merz Pavilion pathway has been put in yet. He was told no.
7:49:19 PM Gulledge Went to Page 3
7:49:33 PM Kostyshock Said the New Water Well can come off.
7:50:02 PM Gulledge Asked if there was anything on Page 4. There was nothing. He went to Trustee Comments.
7:50:14 PM Bell Talked about a quote from Computron on Antivirus software, a 30 seat license in the amount of $1600.00, and includes installing the new version on all computers, including the lap tops. The current software expires in September. He asked that this be on the agenda next Wednesday.
7:51:38 PM Callahan Asked what they passed at the last meeting concerning the Vantage Home Development. He was told it was the Preliminary Plan. He said he didn't remember them doing it this way before.
7:52:19 PM Gulledge Explained that this was brought up about two or three months ago. The ordinance calls for a resolution to pass the Preliminary Plan. It just had not been done this way before. They will all be done this way now.
7:52:52 PM Gulledge Reminded everyone of the Outreach Center Groundbreaking Saturday at 10 a.m., and everyone is invited. He talked briefly about the Bauer Lane sewers. He said they are planning on August 3rd, passing an ordinance proposing Special Sewer District #4, and in the ordinance, establishing a public hearing on September 7th at 6:15 p.m. He said if everything goes and it is approved, then after the 7th there will be 60 days for residents of the Special Sewer District to gather over 50% of the signatures of the property owners and registered voters to defeat the Special Sewer District #4. This is being called "West Bauer Special Sewer District #4". If it is defeated, it can't be brought back for two years. He said they will notify all the property owners of the hearing. There are 55 or 56 properties that will be involved.
7:56:02 PM Garcia Asked if they have any ground in mind for the Cemetery.
7:56:14 PM Gulledge Replied that he talked today to a person, who has two acres, but he said he doesn't want to do it. He said if there is nothing further to come before the Board, he would entertain a motion to adjourn.
7:56:45 PM Bell Made the motion to adjourn, seconded by Kostyshock. Voting on the motion: Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried and the meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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