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Village of Maryville, Illinois

Description Caucus Minutes
Date6/29/2005 Location Council Chamber
Time Speaker Note
6:32:39 PM Gulledge Called the Caucus meeting of June 29, 2005 to order, and asked 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 Schmidt, Callahan, Kostyshock, and Garcia. Trustee Bell arrived later. Trustee Limberg was absent. Also in attendance were Clerk Long, Public Works Director Presson, Village Engineer Juneau, three (3) citizens, and two (2) reporters.
6:33:53 PM Gulledge Called for approval of the June 22nd Caucus minutes. He asked if there were any questions, additions, or subtractions to the minutes as prepared by the Clerk. There were none. A motion was made by Kostyshock, seconded by Schmidt, to approve the minutes and place them on file. Voting on the motion: Schmidt - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
6:34:36 PM Gulledge Talked about the Illinois Municipal League Conference. He reminded the Trustees that the Board had approved going at an earlier meeting. He asked that if anyone knew they were not going, to let him or Clerk Long know. He instructed Clerk Long to send registrations in for himself, the Trustees, as well as herself, Brussatti, Flaugher, Schardan, and newly appointed Public Works Director Presson.
6:36:08 PM Gulledge Explained that the agenda item concerning the generator will be on the agenda next week for approval because it was missed at the last board meeting. There are two generators. The invoices were together. One was for the Kohler, which is the one that was approved. The other is the Generac.  This generator services the Administration building as well as the Police Department.  He said if no one has a problem this one will also be a two year contract. He asked Presson and Kostyshock to discuss Agenda Item #10, Hiring Two People for Public Works.
6:37:32 PM Presson Commented on the projects that the Public Works Department has been doing. They have done three or four water main projects, all larger than 1500 feet. He said he would like to see them accomplish a couple of sewer projects this year. There are several maintenance issues they are currently dealing with, general sidewalk repairs, curbs and gutters repair and maintenance. They are going to possibly start a tree, brush and chip program. There is also restoration of storm water drains. He said with the addition of the employee, he would like to add a couple of areas to the snow routes and continue with the street sealing program that they did last year.
6:38:50 PM Kostyshock Commented that Presson and Mann have been asking for two more people for over two years. He thinks it is time to do it. He talked about the savings with radio read meters. As soon as they are all installed, which the extra person in the Water Department will be doing, they will probably realize a savings of about fifty to sixty thousand dollars a year. He commented that it currently takes two people approximately two and a half weeks to read the meters. When the meters and towers are fully installed, the meters can be read in the Public Works Department. No one will have to go out to read them. He went on to say that Presson is taking care of a lot of the repairs, and they are doing a good job. There is a lot of work to do. He said Presson is going to start smoke testing the sewer lines this summer, and hopefully clear up a lot of the infiltration.
6:41:07 PM Schmidt Asked Presson what the round figure total, including benefits, for two guys would be.
6:41:27 PM Presson Said the two people will be one for Water and one for Streets.
6:41:55 PM Gulledge Commented that they lost Cliff due to him doing the cleaning in the buildings, and he is doing a great job. Presson is not afraid to try projects, and this saves the Village from having to bid a lot of the smaller jobs. And, by doing this, he needs the manpower to do the work. He said they have a lot of the radio read meters that have not been installed because he doesn't have enough manpower to take care of everything. He said Presson shared a plan with him that if he gets another person, he will send two guys in a truck to a street, and they will each install a meter, one on each side of the street, until the radio read meters are installed.
6:43:41 PM Kostyshock Commented that he thinks that over the years they will save money. For instance, on the east side of 159, in the Old Town Project, there is a possibility that they can do the sidewalk work with the people they are getting and a little more equipment. There is also some water and sewer lines they can do themselves instead of bidding it out.
6:44:17 PM Schmidt Asked Presson if he is contemplating doing some of the work that they have been contracting out.
6:44:36 PM Presson Replied yes, that he has already been doing this. And, if they want him to continue doing these jobs, he needs more employees.
6:44:40 PM Gulledge Asked the trustees if they are okay with this. They all said they were.
6:45:11 PM Bell Arrived and was seated.
6:46:20 PM Gulledge Went to item #12 on the agenda, Purchase Vehicle for Public Works Director.
6:46:49 PM Presson Said the vehicle is a State Bid vehicle, and is basically the same as the one he had before, that Hoffman is driving now. It is a 2005 Ford F-250, four wheel drive with a V8 engine. It has a tow package. The cost is $22,800.00.
6:47:18 PM Kostyshock Commented that they took the tow package for hauling different machinery. They have only one other truck with that capability.
6:47:29 PM Bell Asked what happens to the Code Enforcement vehicle.
6:47:31 PM Gulledge Replied they wouldn't be doing anything with it. He commented that Presson can't take it on job sites. He has to park it, and walk. He said he plans on discussing the car with Trustee Schmidt in the near future. He has some ideas he wants to share with Schmidt. He said if no one has a problem with purchasing the truck, it will be on the agenda at the next Board meeting. He asked Presson to discuss item #13 - Purchase of Concrete Tool & Equipment.
6:48:59 PM Presson Explained why he needs the concrete tool and equipment. He said they have been doing a lot of concrete work in the Rolling Meadows area. His department is severely lacking in tools at the present time. They have had to "scrounge around" to get whatever tools they can. The list of tools he is requesting will give them everything they need for the jobs they are doing, plus a little more.
6:50:00 PM Schmidt Asked which budget the money for the tools will be taken from.
6:50:12 PM Presson Replied most from Streets and possibly some from Water.
6:51:28 PM Gulledge Asked the trustees if they were okay with this. They replied they were. He said this, too, will be on the Board agenda next week.
6:52:43 PM Bell Asked if the Village owned the little vibrator they were using. He was told they did.
6:53:22 PM Gulledge Discussed item #7 - Park Committee Recommendations. The first recommendation is to move forward with establishing a parking lot, including installing the parking blocks. The second recommendation is to install the Mod U Dock fishing docks. He asked that the map of the location for the docks be displayed. The third request is that the green space area not be allowed for any other use in regards to the request to allow the developer of Trotters Run to give approximately one and a half acres of designated green space land to a property owner to develop into a small practice golf course.
6:56:33 PM Schmidt Asked if they are talking about the area under the power lines.
6:57:06 PM Gulledge Answered no.  It is on the entrance area, going into Trotters Run, turn left, and at the first three or four houses there is quite a bit a green space.
6:57:25 PM Bell Commented that the Village needs to make sure they don't do this without asking.
6:57:46 PM Gulledge Discussed the placement of the fishing docks. The plat of Drost Park was displayed, showing the area of the lake where the docks were going to be placed. This was discussed and shown via power point.
6:59:43 PM Gulledge Talked briefly about the Collinsville High School Booster Club. He said he received a call from Mr. Bailey, President of the Booster Club. They were having problems finding soccer fields in Collinsville to practice. He asked if it would be possible for them to practice here. They are practicing here, and so far everything is going along fine. There have been no problems or complaints. He asked Juneau to discuss item #8, the MEPRD & OSLAD grants for the New Drost Park Restroom along Schoolhouse Trail.
7:02:20 PM Juneau Commented that the MEPRD & OSLAD grants include a sub-consultant agreement with Henderson to do the architectural construction observation for the building of the restrooms. The total of both grants is $192,300 and is for the construction of a restroom along Schoolhouse Trail with an attached pavilion. It also includes approximately twenty-two additional parking spots, and a drinking fountain.
7:05:10 PM Gulledge Said the same person working through Juneau's office on the Drost Park restroom has given a proposal to do the Firemen's Park Restroom renovations. He and Bell met with Henderson at Firemen's Park. They told him that there was a balance of approximately $104,000, which is in the Public Comfort Fund. He commented on Henderson's contract and said he would like for himself and Bell to meet with Henderson to see if he is planning on taking the building down, or if he is going to renovate what is existing. He said he would feel more comfortable knowing which direction he is going before allocating any money.
7:06:44 PM Bell Commented there were a couple of options discussed.
7:06:52 PM Juneau Commented that they should talk to Henderson, and ask him to do a two phase proposal. The first phase would be to make a recommendation as to what the project is. Is it a renovation of the existing building, or is it an all new building, and make that decision.  He should make drawing of what each would look like, and a cost analysis of both ways. The Board can then make the decision of which way they want to go. Then, enter into the contract with him to do one or the other.
7:07:55 PM Bell Commented that Schmidt just pointed out to him the part of the proposal that states he is planning to provide a schematic design of the building layout, elevation, and site layout.
7:08:42 PM Callahan Commented that the current restroom facility could be rehabbed fairly easily.
7:09:03 PM Gulledge Said he agrees, he would prefer that the building be renovated. However, there are some problems with the building and he is not certain they can be fixed.
7:09:09 PM Juneau Commented that he knows it was in the proposal to renovate, but it should be broken out in more detail.
7:09:30 PM Gulledge Said he wants better clarification because they do have a budget to follow. He asked if the Board would give a lee way to him and Bell to pay Henderson to make drawings so they can see if it needs to be taken down or renovated. The trustees agreed. He went to the next agenda item, Smoke Testing. He asked Juneau and Presson to discuss this. He feels strongly about enforcing smoke testing; he really thinks this needs to be done. There is a lot of infiltration, however, he isn't sure the people are aware of it. He has a letter to send to the residents to make them aware that the Village is going to smoke test the system.
7:13:22 PM Garcia Asked how the Village will know if the smoke is coming up in their drains, she doesn't think the residents will tell them.
7:13:33 PM Juneau Answered that what happens is they drop a smoke bomb into a manhole, the smoke is released in the manhole. A blower is placed over the manhole, air is blown into the manhole, the smoke goes up into the resident's laterals. The crews have cameras, and they take pictures where ever the smoke is coming out. This documents where the problems are. Then they meet with the people and tell them they have some illegal connections and they must take care of it.
7:15:08 PM Bell Asked if traps block the smoke from coming into the house.
7:15:16 PM Juneau Replied there have been problems with this. If the traps are dry, smoke will come up.
7:15:50 PM Gulledge Commented he will send letters to the residents to let them know what they are doing, and when. Also the Fire Department will be made aware as well as the Police Department. He said the last time this was done was twenty-five years ago, and they didn't notify the people. The Fire Department answered a lot of calls.
7:16:15 PM Juneau Commented that the last time they did this they found several storm systems in town, also a crushed cross road culvert and the sanitary sewer on Third Street. It was going through the storm sewer directly into the sanitary sewer. It was a huge break.
7:20:37 PM Gulledge Went to the FPA Amendment agenda item.
7:20:52 PM Juneau Asked to have the map displayed with the aerial photos of town that shows 162 from159 east. He said they did an FPA planning amendment last year that cleaned up some areas, that needed to be transferred from Troy to Maryville, Glen Carbon to Maryville, and Maryville to Glen Carbon. He said he was reviewing the maps recently, in light of some recent developments that are coming into Maryville. The area east of 159 and north of 162 is in the Glen Carbon FPA area south of the corporate limit line. The slope of the ground is toward 162. He said Maryville has sewers in the Lin Hy Terrace area, the new development being built, Cambridge House, sewer will be going into there. He said there are 232 acres shown on the map, that should be transferred to Maryville from Glen Carbon, because this is where the sewers for that area will be. The next meeting of FPA Planning Board is August 3rd. He said they must have packets to them by July 19th to be on their agenda. He said this requires a publication in paper of the legal description. In order to get the publication in the paper, he wants the Board's permission to proceed.
7:24:27 PM Garcia Asked Juneau to explain what "FPA" is.

7:25:06 PM Juneau Answered it is "Facility Planning Area" and was created in the early 1970's under a program of the EPA to prevent sewers from crisscrossing each other.
7:25:21 PM Bell Asked about "area 6".
7:25:29 PM Juneau Explained it is an area transferred from Troy to Maryville last year.
7:26:06 PM Gulledge Asked if there are any questions. There being none, he told Juneau to get started. He went to the Water & Sewer Rate Study.
7:27:10 PM Juneau Discussed one of the EPA requirements for EPA loans, etc. is to annually review the water and sewer rates. They should be reviewed to assure there is enough money to operate the water system and sewer system. He commented that the EPA is beginning to look at the finances to be sure there is adequate reserves and adequate operation costs to keep the system solvent, and meet the requirements of EPA. The current water and sewer rates are shown on the first sheet. He said the current rate for water is $2.65 per thousand gallons, which includes 55 cents, which was added in 1999 when the Village added water softening. Sewer rates remain at $2.10 and this was established in 1992.
7:28:44 PM Gulledge Commented the sewer rates haven't increased since 1992, and the water rates haven't increased since 1992 except for the 55 cent charge for water softening.
7:28:58 PM Juneau Replied that he was correct. He said the history of the water rates show the costs have been uniform and solid since 1981. In 1981 the water rate was $2.00 per thousand gallons. He talked about the water tap on fees. They were raised in 2002, and again in November 2003. He said at that time he recommended to the Village that they start aggressively looking at the water tap on fees to keep abreast of the improvements that are being required on the system because of all the development.
7:30:34 PM Bell Asked if the facility charge was added in 1999.
7:30:49 PM Juneau Answered the facility charge was added in 1999. During the next thirty minutes, he gave a recap of audited expenses and talked about each chart. He pointed out that the tap on fees are continually going up for water, as well as the sewer tap fees are going up substantially. This money is used for improvements to the water and sewer system, such as, at the last meeting contracts were awarded for the expansion of the interceptor sewer line to 18 inches, adding a parallel sewer line. There are going to be improvements to the lift stations, improvements to the sewers east of town and also water storage is one thing coming that is an added expense that new growth is dictating. He said to improve the sewer system to meet the demands of growth is what the money should be used for. The overall revenues of the system have been continually increasing. The expenses are also going up. Staff has been added, additional equipment is being added, improvements are being made to the system. A copy of the Water and Sewer Rate Study is on file.
8:00:54 PM Gulledge Commented that no decision will be made tonight. This is a lot of information, and he wants everyone to have an opportunity to look it over and ask questions. This will be discussed again in a couple of weeks. He pointed out that on the revenue, the water tap on fee is not included.
8:01:55 PM Juneau Commented that they should not rely on tap on fees for the daily operation and maintenance cost of the system. This fee should be dedicated toward major improvements to the water system, new water storage, new lift stations, etc.
8:04:21 PM Schmidt Asked Juneau about Table 2-2, 2004, the line residential user accounts and the end of the year reads 3088. Table 2-4, which is sewer for 2004, the residential user is 1717. This tells him the number of people Maryville serves water to that doesn't have sewer is 1371.
8:05:28 PM Juneau Told him this is correct. He said it surprised him, the number of water services compared to the number of sewers.
8:06:34 PM Gene Harshaw 714 Valley Drive asked about the $2.15 facility charge. He asked if when the radio read meters are installed and are read from the office, will the facility charge go down.
8:07:55 PM Gulledge Assured him that they will look at it when the time comes. He asked the trustees to look over their Water & Sewer Rate Study and think about it. He will have Juneau back in a few weeks. He went to Calendar Updates.
8:09:53 PM Gulledge Said the Homecoming is Friday and Saturday, July 8th and 9th. Village Hall will be closed on Monday, July 4th, petitions for CARD will be available on July 5th through July 19th. Also on Saturday, July 16, from 9 a.m. to 1 p.m. he will be at Village Hall to accommodate those wishing to sign the petitions who can't make it through the week.
8:11:09 PM Callahan Asked if he was going to allow others to take petitions with them to circulate. Mayor replied he would rather try to control the petitions here at Village Hall.
8:13:14 PM Gulledge Said the next CARD meeting is July 19th, at 7 p.m. He will be going and would like the trustees to go also.
8:13:42 PM Callahan Said the Economic Development meeting is July 11th at 7 p.m. Dale Keller is supposed to be there.
8:14:16 PM Schmidt Said there is a special Planning Commission meeting scheduled on the 11th if they can get enough members to attend.
8:14:29 PM Bell Said there is another Concert in the Park on July 17th, featuring the Coral Courts Band.
8:15:13 PM Gulledge Went to the To Do List, page 1. He said they have met with Dave Brammeier and another gentleman on the Lakeview Acres Road / East Main / Pleasant Ridge Road, and on July 15th they will meet again. He went to page 2. On the Appropriations Ordinance, there is a public hearing scheduled for July 6 at 6:30 p.m. Also the Estimated Revenues will be read on July 6th.
8:16:31 PM Bell Commented that the landscaping at the bike path entrance looks nice. He said the lights on the marquee are out again.
8:17:12 PM Gulledge Went to page 3, there was nothing. He went to page 4.
8:17:33 PM Callahan Said after the last Board meeting he found Presson's budget in his box, and Schardan had turned his in. Jolene has them now, including the Administration.
8:17:56 PM Gulledge He went to Trustee Comments.
8:18:06 PM Schmidt Said last Saturday there was a Zoning Board of Appeals meeting. The only item on the agenda was for a car storage lot for a towing business. The lot is located on Anthony Drive, just west of the Car Wash. He did get a positive recommendation from the Planning Commission meeting held on May 27th. Several questions were asked, he presented his side, and after the six members of the Zoning Board voted, it ended in a tie. He was not granted a special use permit for a storage lot. Last Monday, the Planning Commission met. There were several items on the agenda. He had given the trustees a copy of the minutes. He gave a brief synopsis of the minutes.
8:21:06 PM Callahan Asked Schmidt to explain the "other business" on the minutes. He asked if a person can get a preliminary plat and a final plat at the same time.
8:21:42 PM Schmidt Answered the way it was explained to him is if there is enough information presented to the Planning Commission that it can qualify for a final plat. He said upon checking with Dutton, Flaugher, and the Mayor, Flaugher did have the authority to issue the building permit on the Cambridge House with the amount of information presented.
8:22:16 PM Gulledge Commented there were no significant changes. He also spoke with Attorney Wigginton about this. The ordinance says he can do this as long as there is no significant changes to the plan.
8:23:53 PM Bell Commented it is a week from Homecoming, and he asked what the status on 159 is.
8:24:21 PM Gulledge Answered that the meeting he and Presson attended, they told them they would have the West side done.
8:25:32 PM Bell Commented that he wanted to personally thank the Maryville residents who hosted kids for the Student Council Convention this past week. He feels it was a good experience.
8:26:28 PM Callahan Said he was at the Zoning Board of Appeals hearing, and asked if the Zoning Board of Appeals isn't allowed to offer alternatives. He said the one "no" vote was because of the recommendation from the Planning Commission. He asked if there isn't room for recommendations.
8:27:38 PM Gulledge Said they could, it is a stand alone Board. However, the speaker must ask for their recommendation.
8:35:13 PM Kostyshock Commented on the flower garden in Drost Park, developed by the University of Illinois Extension Master Gardeners. He said they are offering tours every Tuesday.
8:35:47 PM Garcia Commented that the Outreach Center need is in dire need of air conditioners. Theirs went out, and they had to shut down the last couple of days because of the heat.
8:36:24 PM Gulledge Commented that the Gazette has been mailed. With nothing further to come before the Board, he called for a motion to adjourn.
8:37:05 PM Schmidt Made a motion to adjourn, and Bell made the second. Voting on the motion: Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
8:37:28 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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