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Village of Maryville, Illinois

Description Caucus Minutes
Date7/13/2005 Location Council Chamber
Time Speaker Note
6:30:17 PM Gulledge Called the Caucus meeting of Wednesday, July 13, 2005 to order, and invited those is attendance to join in the Pledge of Allegiance. He asked for a roll call of those officers present. Answering the roll were Trustees Limberg, Schmidt, and Kostyshock. Bell, Callahan, and Garcia arrived later. Also in attendance were Clerk Long, Public Works Director Presson, Village Engineer Juneau, Police Chief Schardan, Building & Zoning / Fire Chief Flaugher, five (5) citizens, and three (3) reporters. Attorney Wigginton arrived later.
6:31:28 PM Gulledge Called for approval of the minutes of the June 29th Caucus. He asked if there were any questions, additions, or subtractions to the minutes as prepared by the Clerk. Kostyshock made a motion to approve the minutes and place them on file. The second was made by Schmidt. Voting on the motion: Limberg - yes; Schmidt - yes; Kostyshock - yes. Motion carried.
6:32:00 PM Gulledge Asked for a motion to amend the agenda to include a request for a Right-of-Way Vacation of Stone Valley Drive, and second, to take up the issue of the possibility of acquiring a vehicle as a result of a legal matter, and also to have Closed Session to discuss the hiring, firing, or disciplining of a Village employee.
6:32:20 PM Bell Arrived and was seated during the request to amend the agenda.
6:33:26 PM Kostyshock Made the motion to amend the agenda, and Bell made the second. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes. Motion carried.
6:33:58 PM Garcia Arrived and was seated.
6:34:05 PM Callahan Arrived and was seated.
6:34:15 PM Gulledge Went to the first item on the agenda, which was Birch Lane Storm Drain Problems. He asked Kenneth Braundmeier of 401 Birch Lane to discuss this matter.
6:34:29 PM Braundmeier Explained the letter he and Chris Luther had submitted for the Trustee's packet. There were  photos attached to his letter showing the problem area. He said that when Whispering Hills subdivision was constructed, the last twenty-five (25) feet of the south end of Birch Lane was never finished. He and Luther would like to have this section paved and curbed to divert the flow of water to an existing creek.
6:43:32 PM Gulledge Asked the trustees if they had any questions.
6:43:46 PM Garcia Asked where Birch Lane is.
6:43:58 PM Gulledge Answered it is off Williams Street and showed on the map displayed on wall the location Braundmeier was talking about.
6:46:14 PM Schmidt Said he walked the area today.  He asked about a house there. He pointed the house out on the map displayed, and asked why he was using their road. He was told it was because it is easier for him to get in and out that way.
6:47:16 PM Wigginton Arrived and was seated.
6:48:46 PM Gulledge Told Braundmeier and Luther that this will be turned over to the Public Works Committee to check it out, and discuss it with the engineers. He will call them when he has something to tell them. He said the Public Works meeting is on the 28th at 2 p.m. and is open to the public if they want to attend. He asked Chief Schardan to discuss the next item, Hiring a Police Officer.
6:50:48 PM Schardan Said they have completed the eligibility list for police officer hiring. He is requesting to hire one to replace Officer Finley, and an additional officer. He asked to be allowed to offer positions to the top two candidates.
6:51:46 PM Gulledge Commented that the candidate on the top of the list will have to attend the Academy. He asked Schardan how long the Academy is.
6:51:57 PM Schardan Replied it is for ten weeks, and starts September 8th. He said this person will be ride with one of the other officers until he goes to the academy, and for a while after he comes out. It will be five to six months before he can work alone. The second candidate on the list is already a police officer elsewhere. He would be able to be on his own in a month or two. He commented that the department has been shorthanded since Officer Finley resigned his full time position.
6:52:58 PM Gulledge Commented also that Officer Leffler, a part time officer, has resigned to take a full time position in another community.
6:53:54 PM Garcia Asked Schardan if they couldn't get him to come back full time.
6:54:11 PM Schardan Answered that it is State Law that they hire from the eligibility list, and he isn't on it..
6:54:26 PM Limberg Commented that they must be tested and go through the complete process so that an eligibility list is made.
6:54:35 PM Callahan Asked if there are any provisions of public safety making it an exception to the rule, so they could hire someone who could go to work.
6:55:13 PM Wigginton Replied that the eligibility list must be strictly followed, he knows of no exceptions.
6:56:12 PM Bell Asked if part time officers must be hired from list.
6:56:32 PM Schardan Replied no, but what he wants to do is by next summer is have five officers on each squad with a Sergeant on each squad and do away with part time help. He said the problem with part time help is the liability risk. He has to be sure they have been to the academy, that they are qualified, have their certifications, etc.
6:57:38 PM Gulledge Commented that Schardan is asking to hire a second officer now because of the need. The top candidate will not be available until after his academy training. The part time officer who has been filling in has taken a full time position elsewhere. Also, one of the current police officers has some health problems. The Police Department is short handed.
6:59:19 PM Callahan Asked if the number three candidate would have to go to the academy.
6:59:24 PM Schardan Replied that there were four on the list, and three and four would also have to be sent to the academy.
6:59:44 PM Gulledge Asked Limberg if he agrees with hiring the two.
6:59:59 PM Limberg Commented that they are doing what they talked about doing a year ago. He said they will be replacing Officer Finley now.  He sees no problem with hiring two.
7:00:35 PM Schmidt Commented that this is a "need to" situation.
7:00:54 PM Gulledge Asked Bell, Callahan, Kostyshock, and Garcia if they were okay with this. They all responded they were. He went on to discuss the amended agenda item. He asked Chief Schardan to discuss the possibility of the Village getting a vehicle as a result of an arrest Maryville Officers made.
7:01:13 PM Schardan He talked about the incident. Sgt. Howe and Officer Radosevich were recognized by DEA for their involvement in a drug case in the area. There were substantial proceeds seized and forfeited. One item forfeited is a 99 Ford Taurus, with 39,000 miles on it. He said he had submitted a request for it because it would make an excellent Detective unit for Maryville. He and Mayor Gulledge went to inspect it today. It is in excellent shape. It has been in storage since last August. The cost to Maryville is $1722.27, which includes DEA's processing fee, towing, and storage.
7:02:42 PM Gulledge Said the car interior is immaculate. The outside looked good, it was dusty; it started right up. He said it would be a good detective car. He said they will have to pay a fee for each day, which starts Friday. He said he recommends that they go forward with this.  He asked the trustees. They all agreed.
7:05:18 PM Kostyshock Asked if it was a V-8. He was told it is a V-6.
7:06:05 PM Gulledge Said if no one has a problem, this will be on the Board agenda next week. He asked Attorney Wigginton and Flaugher to discuss the ordinances listed on the agenda.
7:06:40 PM Wigginton Discussed an ordinance to amend vehicles on sidewalks. The ordinance currently prohibits the use of sidewalks by bicycles, and tricycles. The amendment will allow bicycles, tricycles and other devices powered solely by human power to operate on the sidewalks. It will prohibit any motorized vehicles except motorized wheelchairs to operate on the sidewalks.
7:08:03 PM Gulledge Asked the trustees if they were okay with the amendment.
7:08:07 PM Callahan Asked what the ordinance used to say, that they are changing. He was told that before it said that nothing was allowed on the sidewalk but pedestrians.
7:08:25 PM Gulledge Polled the trustees. They were all in agreement with the amendment. He said this will be on the agenda next Wednesday.
7:08:55 PM Wigginton Said the next three items on agenda are ordinances that amend the Village's life safety code, building code, and fire prevention code to bring them up to date by adopting the most current standards of the International Code Council. He said the building code will be amended to follow the 2003 edition rather than the 1999 BOCA code.
7:10:42 PM Gulledge Asked if there would have to be a public hearing before the Planning Commission prior to adopting the amendments.
7:10:56 PM Wigginton Said he will check, he doesn't think so unless it is in the Subdivision Code.
7:11:07 PM Flaugher Commented that he doesn't think a public hearing is required.
7:11:38 PM Bell Asked how the ICC 2003 standard differs from BOCA 1999.
7:11:53 PM Flaugher Answered there is not much difference. It is just a merge of several different codes. BOCA is no longer in existence.
7:12:32 PM Wigginton The next ordinance changes the fire prevention code, by adopting the International Fire Code 2003 edition. He said this is not optional, the Village is required to have an ordinance in place that is equal to or exceeds the State Standard. The State has adopted the International Fire Code 2003.
7:14:10 PM Flaugher Said he would like to go ahead with a membership for the department. By being a member of the International Code Council, there are discounts on the materials. The annual fee is $100 for the municipality and an additional $35 for him to be a member. The savings in the cost of materials is greater than the membership cost.
7:15:43 PM Wigginton Commented that these amendments will update the fire prevention code, bike safety code and building code.
7:15:53 PM Gulledge Asked if anyone had any questions for Flaugher.
7:16:03 PM Callahan Asked him how they did on the picnic.
7:16:13 PM Flaugher Answered it went great, and he appreciates all the help and support they gave.
7:17:57 PM Gulledge Went to the Public Works agenda items, and asked Juneau and Presson to discuss them. The first item was the Water Storage Facility.
7:18:40 PM Juneau Talked about the recent draught. The capacity the Village has now is 750,000 gallons. He discussed the development going on in Maryville, and the need for more water storage. As he discussed, and described them, the storage tanks were displayed on the wall via power point. He said that the tanks can be built on the same ground as the current elevated tank. He had quotes for different sizes of tanks ranging from 750,000 to 2 million gallons. He said if the Village was to construct a 11/2 million gallon tank, the price would be approximately $715,000.00, the pumping station would be around $425,000.00, engineering costs, $95,000.00, soils reports would be approximately $5,000.00 for a total of $1,240,000.00. If a 20 year EPA loan is obtained at 2.8% the annual payment would be $144,308. He said this is something they need to start thinking about and planning for. It will take about a year to secure a loan from IEPA, and construction will take six to eight months to complete.
7:24:06 PM Gulledge Commented they have been discussing this for some time. There is a lot of development going on, and a lot of development coming. He said he is asking the Board for approval to get the paperwork started.
7:26:20 PM Juneau Commented that the process is to prepare a facility plan, telling what will be built, where it will be built, and if the easements have been obtained, the money it is going to take, and how it will be paid for. He said this is the first part. Then after this is approved, the design drawing must be completed and the project put out for bid.
7:27:06 PM Callahan Asked about the area where the water tower is, if the fence was all the ground there is. He was told no, the Village owns more ground than the fenced area.
7:31:36 PM Gulledge Asked if anyone has a problem with going forward with this project. No one did. He went on to Water Treatment Plant Improvements.
7:32:25 PM Juneau Talked about increasing the size of the low service pumps from 2.0 MGD to 3.0 MGD at an estimated cost of $30,000. The estimated cost to increase the high service pumps to 100 Hp each, replace two 40 Hp pumps and have variable frequency drives installed to run all three 100 Hp pumps is $150,000. To add a new 3rd water softener, the estimated cost is $400,000.
7:37:28 PM Bell Asked about the dimensions on a million and a half gallon storage tank. He wanted to know what the diameter of the tank would be. He was told the radius is approximately 44 feet with diameter of approximately 90 feet. He asked if the new well has been adapted to the Fast System.
7:38:49 PM Presson Replied yes, nothing will change on the pumps.
7:39:22 PM Juneau Commented that these projects could be rolled into an overall IEPA Loan project.
7:40:06 PM Callahan Asked what the capacity of the water softener facility is now.
7:40:28 PM Presson Answered the plant is designed for two million gallons.
7:40:45 PM Juneau Talked about the softeners. They are regenerated three times a day. If a third softener is put in, they would not have to be regenerated as often.
7:43:40 PM Schmidt Asked if there is a market for the old pumps. Juneau said no, they are 30 years old.
7:44:08 PM Gulledge Talked about paying for the low service and high service pumps from the budget, and putting the softener in the IEPA loan.
7:46:59 PM Gulledge Commented that what they are asking for is to start the process immediately on the low and high service pumps, asking the Board for permission to put the third water softener in with an IEPA loan. He asked the trustees if they were okay with paying for the high and low service pumps and have the softener added into the IEPA loan request. They were all in favor. He asked Juneau and Presson to discuss the upgrades to Copper Creek & Drost Park Lift Station.
7:47:52 PM Juneau Had a power point display of the two lift stations that service the area. He gave a brief history of the installation of the lift station at Drost Park area. It was done with a combination of an EPA Loan and a grant from Economic Development, because of the expansion of the hospital, and the number of employees they have. This lift station has been in for several years, and as a result of this lift station, it was possible for Lyn Hi Terrace to get sewers, and also provided for Copper Creek to be developed. Most recently, Autumn Oaks has come on to this lift station. He said when Copper Creek was developed, they put in a new lift station in Copper Creek, on the east side. He described the lift stations and the sizes of the mains, the direction of the flow, etc.
8:02:08 PM Gulledge Asked if there were any questions or comments on this presentation. There were none. He commented that the short term is to fix the lift station at Drost Park. They have discussed this at several of their meetings, and agree this is the best possible way to solve the problems in this area, especially with more development coming. He commented that he thinks the tanks at Copper Creek are large enough, it is the pumps and the line itself that must be upgraded.
8:03:31 PM Juneau Agreed. He said they need to do the Drost Park lift station as soon as possible. The Copper Creek lift station needs to be in place within the next year and a half to two years.
8:03:49 PM Kostyshock Commented that the longer they wait, the more it will cost, and with all the growth, it has to be done, they have no choice.
8:04:26 PM Schmidt Asked Juneau if he knew the percentage of Collinsville's flow. He said the last he heard it was about 70%. Juneau said he thinks that is about right.
8:04:47 PM Gulledge Said what they are asking to do is go out for bids to get proper pumps at Drost Park and to bid the gas driven generator for the Copper Creek lift station.
8:05:27 PM Juneau Commented at the bare minimum, they need to start planning for the Copper Creek lift station because this will take easements and permits. This is a long process. He suggested the Board get started on this and get all the easements secured and get the permits secured so that when they want to start working on it they can.
8:08:06 PM Gulledge Asked the trustees if they are okay with starting the process and acquiring the necessary easements. They all agreed to get the process started.
8:11:52 PM Gulledge Asked them to discuss the Micro Surfacing Project next.
8:12:19 PM Presson Discussed a proposal to do micro surfacing this year in Blackburn Terrace which includes Bonnie Court, Gary Drive, and Duke Drive for an estimated cost of $27,000. Proposal B would include Maryknoll Drive curb and gutter to be removed and replaced and micro surfaced. The curb and gutter removal and replacement is estimated to cost approximately $20,000.
8:13:44 PM Kostyshock Commented that one good thing about micro surfacing these areas is that oil and chip is done every other year. Micro surfacing will last about seven to ten years.
8:14:03 PM Schmidt Asked what it would cost to add Northwood.
8:14:22 PM Presson Replied he will look at it, and get a price.
8:14:43 PM Gulledge Commented that Northwood would also have to have storm sewers and curbs and gutters, or the micro surfacing would not work.
8:14:46 PM Bell Commented that Northwood was included in the list when they talked about Lange, Donk, and Maryknoll. The discussion continued with the power point display of the area and Northwood Avenue in particular.
8:16:15 PM Gulledge Commented that they will be bidding the project again with Glen Carbon to try to keep the price down.
8:16:50 PM Callahan Asked if micro surfacing can be done anywhere there is curb and guttering. He was told yes.
8:17:51 PM Gulledge Asked the trustees if they were in favor of micro surfacing Blackburn Terrace, and repair the curb and gutter on Maryknoll and micro surfacing it also at a cost of approximately $62,000. He said $20,000 of it would be Motor Fuel Tax eligible. Micro surfacing is not. The trustees all agreed.
8:19:28 PM Kostyshock Discussed the next item on the agenda, the final payment on well #4 from Ehret Plumbing in the amount of $13,304.60. He recommends this be approved for payment at the next Board meeting. Mayor asked the trustees if they were okay with this. They all said they were.
8:20:45 PM Gulledge Talked about the amended agenda item, a request from Osborns to vacate the right of way of Stone Valley Drive. It is a fifty foot road, that when it was originally platted was going to go all the way through. However, they decided to put the golf course in, and now the area is fairway. There is no street there. The developer is asking the Village to vacate the right of way, and they will deed twenty-five feet to lot 3 and twenty-five feet to lot 4 on Stonebridge Drive. He said he has no problem with this, and asked the trustees if they were willing to vacate the right of way. The Trustees agreed.
8:24:05 PM Gulledge Went to item #17, the Boat & Trailer RV Ordinance for discussion again. He asked for questions or comments.
8:24:44 PM Schmidt Said they started discussing this issue several months ago. There have been various public hearings, they have heard the pros and cons from residents. Some in favor of changing the ordinance, some in favor a changing it slightly, some residents would be greatly disturbed if the Board laxed the current ordinance, etc. He said he went out within the last week, and in the area he drove, as the ordinance is now, he found 40 violations. He doesn't see doing anything with the ordinance, the only thing that needs to be done is to step up the code enforcement. He recommends leaving the ordinance as is, only enforce it.
8:28:38 PM Bell Disagrees. He feels the Board should go with the recommendation of the Planning Commission, and allow parking on the side of the house, as long as it is enclosed in a fence and on a hard surface. He had a power point display of the ordinance. He pointed out the recommendations the Planning Commission had made.
8:32:06 PM Wigginton Commented he did the best he could in incorporating the Board's thoughts, and the comments from the Planning Commission.
8:34:16 PM Gulledge Commented about the ordinance Wigginton drew up. He said there is no way to fix it so everyone is happy.
8:35:51 PM Garcia Said she agrees with Schmidt. Why change the ordinance if they are talking about 40 people out of 5000. Why go backward.
8:37:03 PM Callahan Asked Thelma to find minutes of the meeting after the Planning Commission meeting. He said they went over the ordinance item by item and decided what to do. All their comments and suggestions are on the tape.
8:38:23 PM Wigginton Commented that he recalls the conversation, and will take Callahan's suggestion and go back to the minutes of the meeting. He said he kept his tally of how each trustee voted. It has been very difficult to try to follow. He will look at the minutes and try to figure out what the majority of the trustees wants.
8:38:45 PM Callahan Commented that a zoning officer for another community, who resides in Maryville, took a day off and went through the Village and found 150 violations of the ordinance. He commented that there are places in town where the people don't have the room to do the things the ordinance specifies. He said it looks like there will be a lot of special use permits issued.
8:42:29 PM Gulledge Asked the trustees if they want to change the ordinance or keep it the same. Limberg said change it. Schmidt said keep it as it is. Bell said change it. Callahan said change it. Kostyshock said change it. Garcia said keep it the same.
8:43:37 PM Gene Harshaw 714 Valley Drive, said he is for side yard parking. He said if they want the boat or trailer on a hard surface, he doesn't know why they want the fence. He said he is for the hard surface, but not the fence.
8:44:28 PM Noreen Betts 907 Nelson, said if this ordinance has been in effect, why hadn't they been told about it before now. She said when they got their motor home, they asked permission to put gravel in along side of their garage. It is parked along side the garage, it is neat and clean. If they want them to put it on a hard surface, that will be no problem. She is against a fence.
8:47:05 PM Gulledge Went to Calendar Updates.
8:47:08 PM Bell Said they had the Homecoming. There is a band concert Sunday, July 17 at 2:00 p.m. in Firemen's Park. It is the Coral Courts Band. On August 21st, Joey James Band will perform.
8:48:10 PM Limberg Commented on the work evening at the library. He said it went well. He thanked those who came out to help.
8:48:41 PM Gulledge Said there is supposed to be a Planning Commission meeting, but as of today, there is nothing for an agenda. August 8th is the Economic Development Committee meeting.  He went to the To Do List, page 1.
8:49:38 PM Bell Asked if there was an update on Village Forms and Applications. Mayor replied he has not had a chance to look at them.
8:50:04 PM Schmidt Complimented Bell on getting the minutes and the agenda on the website.
8:50:34 PM Gulledge Went to page 2.
8:50:43 PM Bell Said there is a GIS meeting on Monday, July 18 at 9 a.m. He asked Kostyshock if the pathway to the gazebo has been put in. Kostyshock replied no.
8:51:10 PM Gulledge Went to page 3. Callahan commented that he heard them say the water well was done. Mayor told him it is finished. He went to page 4. There was nothing on page 4, he went to Trustee Comments.
8:51:58 PM Schmidt Said there was a Planning Commission held this past Monday. The only item on the agenda was the preliminary plat for the Villages at Amberleigh. There was a list of recommendations from the engineer, however, by the time of the Planning Commission, the developers had rectified all his concerns. The Committee recommends that the Board approve the plat.
8:53:51 PM Callahan Asked about the single family lots. He understands on the 60 foot lot, they have a 7 1/2 foot set back. He asked why they have a 7 1/2 foot set back on an 85 foot lot.
8:54:08 PM Schmidt Replied they have a bigger home on the bigger lot, but still have the same side line.
8:54:24 PM Wigginton Commented that this is a PDR, and there are no lot sizes in the PDR or setbacks.
8:55:18 PM Bell Thanked all the volunteers who helped at the homecoming.
8:56:11 PM Callahan Commented on the Economic Development Committee meeting. There wasn't a quorum. They did have a few people and they just talked in general terms about Keller's development. He said there is nothing going on with the properties. However, he does have quite a few people in the commercial real estate area working with him. He has a couple of very nice brochures he showed them.
8:57:20 PM Kostyshock Commented on the newsletter. He said the articles are getting better. He said the post office is very slow in delivering them.
8:58:11 PM Garcia Said she had several calls today from residents in her neighborhood, that on Tuesday mornings two dogs run loose in the subdivision, and they want to know what is going to be done about it. Chief Schardan said he will check into this.
8:58:52 PM Gulledge Confirmed that the Village is going to receive the additional $30,000 for the Outreach Center. He said they have met with the contractor and Madison County and they have set Saturday, July 30 at 10 a.m. for the groundbreaking ceremony. Refreshments will be served in the Seniors Building after the ceremony. He said he will be going to the CARD meeting to deliver petitions. He will leave at 6:45 p.m. on Tuesday, July19th if anyone wants to go along.
9:02:10 PM Gulledge With nothing further to discuss, he called for a motion to adjourn. Limberg made the motion to adjourn, and the second was made by Bell. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
9:02:47 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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