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Description Caucus Minutes
Date6/22/2005 Location Council Chamber
Time Speaker Note
6:30:05 PM Gulledge Called the Caucus meeting of Wednesday, July 22, 2005 to order. He invited those in attendance to join in the Pledge of Allegiance, after which, he asked for a roll call of those officers present. Answering the roll call were Trustees Limberg, Schmidt, Bell, Callahan, Kostyshock, and Garcia. Also present were Clerk Long, Attorney Wigginton, Public Works Director Presson, Comptroller Brussatti, Police Chief Schardan, two (2) citizens, and two (2) reporters.
6:30:59 PM Gulledge Called for approval of the Caucus minutes of June 8th. He asked if there were any questions, additions, or subtractions to the minutes as prepared by the Clerk. There being none, he asked for a motion to place the minutes on file. The motion was made by Schmidt, seconded by Limberg. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
6:31:39 PM Gulledge Asked Presson and Kostyshock to discuss the first agenda item, Mini Excavator Bids.
6:32:02 PM Presson Commented on the bid opening held on Tuesday, June 21st. There were three (3) bids. H. Edwards - $56,000.00; Erb Equipment - $38,460.00; Bobcat - $38444.10. He recommended they purchase the Bobcat, model 430, in the amount of $38,444.10.
6:32:41 PM Kostyshock Said they did try it out, and it does work well.
6:32:44 PM Presson Said they have used one several times. They have had a demo for a couple of weeks.
6:32:49 PM Gulledge Commented that Bobcat is the low bidder. He asked Presson if it meets all their "specs". He asked if anyone had any questions for Presson.
6:33:04 PM Limberg Asked if it will meet all their needs. Presson replied that it will.
6:33:58 PM Kostyshock Commented that they are getting two buckets with it and it has rubber tracks and won't dig into the yards.
6:34:21 PM Gulledge Commented that he knew Presson was budgeting for a backhoe. He asked if this would be taking the place of it. Presson replied yes. This will be on the July 6th Board agenda for approval. He asked if anyone had any other questions for Presson.
6:35:00 PM Callahan Asked if they would have to abandon a water line and replace it, what would it cost.
6:35:28 PM Presson Replied, they go by an engineer's estimate. It would depend on size, the amount and type of pipe, etc.
6:35:42 PM Garcia Said she has a question. Someone asked her today about water pressure. Swansea is having a lot of problems with water pressure because of so many houses going up. She asked Presson if he keeps watch on this.
6:36:03 PM Presson Answered they watch this very close.
6:36:12 PM Gulledge Said the monthly Public Works meeting is tomorrow at 2 p.m. He said this is the kind of things they discuss, and they try to plan ahead. He said Patrick is doing a good job keeping them updated. He said that next Wednesday, there will be a number of things concerning Public Works to talk about. Unless it is an emergency, the Caucus will be geared to Public Works.
6:37:04 PM Bell Asked Presson if the Bobcat Skid Loader accessories will work on the mini excavator. Presson said they would.
6:37:35 PM Schardan Talked about the ILEAS Grant in the amount of $51,200.00. He said it is a reimbursable grant. The Village will have to buy the equipment and get reimbursed. It must be purchased by September 30th. The grant basically covers the hardware, plus putting it in the cars, the computers, and docking stations. The Village will have to pay a $1000 one time fee on each unit for IWIN. Also there is a $400 installation fee on each unit, and a monthly fee of $39 plus a $3.25 maintenance fee for each unit.
6:39:42 PM Bell Asked if the $39 or $3.25 includes version updates. Schardan said he wasn't sure.
6:41:28 PM Gulledge Asked what the advantages are of having this.
6:41:39 PM Schardan Replied that the main thing is the officer can get information right in the car. They can run checks on individuals, license plates, etc. They will be in line and ready when I-CLEAR comes on line.
6:43:19 PM Schmidt Commented that from listening to his scanner, the first thing an officer does is call in to the dispatcher with a brief description of the vehicle and the license numbers. He feels this is a safety measure to the officer. He asked if this will still be the policy, to communicate with the dispatcher.
6:43:46 PM Schardan Replied that the officer will have the information in front of him. He will know quicker if the person is wanted or dangerous. The officer will not have to call in to the station, and wait for them to run the plate or person. He said, however, it is standard Police Procedure that they call the stop in with the license number and the location.
6:45:03 PM Bell Asked what "MDC" means. He was told it is Mobile Data Computer. Commented that they are planning on implementing the GIS system when the dispatchers are called. He asked if this is a different approach, or if the two mapping systems will work together.
6:45:43 PM Schardan Replied when he worked in Granite City, they had the mapping system. It was a disc with a typical map program, such as Rand McNally. It was not a detailed thing.
6:47:05 PM Garcia Asked if it comes with training. Schardan replied yes, they will send someone to train the officers.
6:47:48 PM Gulledge Asked Limberg if he recommends this. Limberg said yes. This will be on the agenda for the Board meeting July 6th. He asked Schardan to discuss the Purchase Of A Squad Car.
6:48:35 PM Schardan Said he wants to replace Unit 142, a 2002 Ford Crown Victoria. It has 101,000 miles on it. The engine had to be replaced shortly after the vehicle was purchased. There was approximately 20,000 miles on it then, but the new engine has 80,000 miles. The State Bid is on the 2005 Chevrolet Impala Interceptor from Miles Chevrolet for $18,655.32. The light bar will have to be replaced. The Ford light bar will not fit on a Chevrolet. The light bar is a Star Light Bar, Model 8421 in the amount of $521.00 State Bid price from Midwest Truck Systems. Imageworks quoted a price of $380 to mark the squad car. The console and the center piece is $155.40 plus shipping. Secom will remove and install the equipment for $986.25.
6:50:56 PM Bell Asked about the package price of $17,988.66.
6:51:10 PM Schardan Answered it is Package #1, a white exterior car, but added in is the super saver group discount, and the headlight flasher with waterproof connectors, and the vehicles keyed identical the amount is 18,665.32.
6:51:30 PM Schmidt Asked if it was front wheel drive and do the officers prefer front or rear wheel drive. Schardan answered he personally has no preference.
6:52:37 PM Gulledge Asked if there were any other questions. There were no more questions or comments. He said this is what the Chief and the Police Committee is recommending, and if no one has a problem with it, it will be on the agenda for approval on July 6th. He went to the next agenda item, Estimated Anticipated Revenue.
6:53:34 PM Callahan Commented he wants to start on page 2 because it is the Water and Sewer. He asked where the Special Service Area Revenues. He said he knows they are separate, but they are figured in on the budget. He was told they are not included in the Estimated Revenues because they are levied. He asked about the interest rate on the Water Revenue, and why did we think there would be $5,000 more in income.
6:54:26 PM Brussatti Explained it was because the money will be put into a Sweep Account, at a higher interest rate.
6:54:45 PM Callahan Said Presson, with his anticipated revenue versus his anticipated expense, has a surplus of approximately $335,000, but they will be spending more money than anticipated because instead of budgeting 20% on some of the projects, it was decided to pay for them. That money has to be put back into his budget. The original budget he turned in did not include the insurance. However, it looks like there will be a surplus. The Special Service Area is self-contained. He went to the first page, which is the General Revenue. He said his first question is, they are anticipating property tax at $1,200,000.00, and the paper he has from Mr. Von Nida states the Village will get $1,181,000.00.
6:56:27 PM Gulledge Replied, he can't explain it, but the Village does get more.
6:56:59 PM Callahan He asked in the Services area if the increase in Ambulance is because of the billing agent. Mayor replied that is probably the biggest reason why. Next, he discussed Utility Tax. He asked Attorney Wigginton if it is because of the new "telephone deal". Brussatti answered it is because the Village does have the Telecommunications tax. He then asked if they were sure they would get $400,000 in Grants.
6:57:58 PM Gulledge Answered yes, and he noted on his sheet that the ILEAS Grant that Chief Schardan was talking about should be added.
6:58:18 PM Callahan Said his question is if all this money is budgeted to be spent on the items that are generating the grant. Mayor replied yes, but it still has to be shown. Callahan commented that the point he is trying to make is the Water & Sewer seems to be self-contained, even considering the fact that there is a 17.8 increase in insurance, and the Village will pay for something they thought they would budget, there is still a surplus in the Water & Sewer. There was already a surplus and now this is added to it. But, in the General Funds, the budgeted income is $3,591,000.00, and it appears this is a fairly sound number. However, budget expenses are at $3,775,000.00 and the $150,000 or so, that they have decided to pay on the Old Town Project, and also the insurance increase. He said it looks like a deficit of instead of $185,000, maybe it is $380,000. He said he knows they have this much in surplus but this would use a lot of it. He cautioned that they should be careful.
7:00:01 PM Gulledge Commented that he agrees. However, this is not a budget. This is only the estimated revenues of what may come in. It is an estimate.
7:01:24 PM Schmidt Asked where the Village gets the money from Road & Bridge tax. Mayor replied it comes from the County and Collinsville Township.
7:02:38 PM Bell Asked about the Green Space Fees, and if there wasn't some fees paid last year. Mayor said there was nothing taken in for green space last year. There were no subdivisions platted last year that generated Green Space fees. They thought there would be some developments last year that are just now coming in.
7:05:43 PM Wigginton Explained that the Estimated Anticipated Revenue is the first step of the Tax Levy Ordinance. He explained the procedure. He said this must be read at a public meeting, and adopted by the Village. After that the numbers are inserted into the Tax Levy.
7:06:50 PM Callahan Pointed out that because of the way they have handled the Appropriation Ordinance in the past, some of the people who put the budget numbers together were misled.
7:07:29 PM Schmidt Commented he can see the difference, because when they started working on the budget form a few months ago, they started cutting things out. Now it shows in the appropriations between this year and last year.
7:07:52 PM Bell Asked about electrical permits being only $100. He asked if this is a permit if a person is doing an electrical upgrade. He was told it is.
7:08:55 PM Gulledge Asked if there were any more questions or comments on the Estimated Revenues. There were no more questions. He said this will be on the Board agenda for approval on July 6th. He went to the Appropriations for 2005-2006.
7:09:33 PM Callahan Commented to the Department Heads to be more realistic than in the past, and the budget will be easier to do.
7:10:00 PM Gulledge Said each Department Head gave their input on each line item. He said he, Marvin, Thelma, and Jolene sat down with each Department Head individually. They each gave their input on each line item concerning their department. Callahan said he has not seen the Appropriations. Mayor replied it was in last week's packet, however, they will get him another copy.
7:11:25 PM Callahan Discussed Agenda Item #10, Budget for 2005-2006. He said he is waiting for Presson and Brussatti to make the insurance changes on their budgets.
7:11:35 PM Brussatti Said he checked with Jolene, and she has not received any revised budgets.
7:12:37 PM Callahan Said he has the Police Department. Schardan gave it to him a few weeks ago. The only change is what was decided to be paid for and the additional health insurance.
7:15:25 PM Gulledge Went back to the agenda, Appropriations 2005-2006. He asked if anyone has any questions on the Fire Department appropriations.
7:15:41 PM Callahan Asked if the arrangement with Troy would affect the Fire Call line item. Schmidt said he thought it would be minimal.
7:16:42 PM Gulledge Asked if there were questions or comments on the Police Department appropriations. No one responded. He went to the Administrative Department appropriations.
7:17:36 PM Bell Commented on the line item Computer Software. He said he is planning on replacing two or three computers in the next year. He said he didn't see anything under Fire for computer software. That computer will be replaced, probably within the next year. However, it may be with one being replaced in another department.
7:19:27 PM Garcia Asked about the Police appropriations line item, Vehicle. She asked if they were going to spend approximately $20,000 for a vehicle why would the appropriation be $70,000.
7:20:11 PM Gulledge Answered that they will be trading in two cars, which will be approximately $40,000. Then, he reminded her of the incident three or four years ago when one of the new cars was severely damaged. They needed a car, so they had to buy one. He told her this appropriation sets the legal spending limits.
7:20:20 PM Wigginton Commented that they need to have flexibility in the appropriations, in each account, because no further appropriations can be made at any other time in the fiscal year. He read the Statute.
7:22:25 PM Gulledge Went on with the appropriations. He asked if there were questions or comments on the Legal appropriations. There was nothing. He went to Buildings. The appropriation was lowered because they will not be buying any more buildings. Streets and Alleys was discussed next. They do need to buy a new pick up truck. Public Comfort Facilities was raised because there are some Public Comfort projects in the Park. Parks & Recreation was lowered. The Park Land Acquisition line item was lowered from $500,000 to $200,000. He went on to Insurance appropriations. There were no questions or comments. The Cemetery appropriations were okay. The Health Department appropriations, Social Security appropriations, IMRF and or Retirement, Street Lighting, Building & Zoning, Economic Development & Tourism, and the Contingencies appropriations were all satisfactory. There were no questions or comments. Mayor asked Attorney Wigginton what the next step in the Appropriations would be.
7:26:07 PM Wigginton Said the next step is a Public Hearing, and a notice of the hearing must be published in a newspaper of general circulation at least ten days prior to the hearing.
7:27:13 PM Gulledge Affirmed with Attorney Wigginton that a public hearing is not required for the Estimated Anticipated Revenues. This is read before the adoption of the Appropriation Ordinance. This will be done on July 6th. He went to the next item on the agenda, Minutes & Agenda on the Web.
7:27:46 PM Bell Showed the Board that the minutes and agenda have been added to the web page. He explained that the agenda will be added as soon as it is posted, and the minutes will be added after they have been approved. He displayed samples of the agenda and minutes that have been approved so the trustees could see if they would have a problem with this being done.
7:32:00 PM Gulledge Asked the trustees if they were okay with this. They all said it was okay.
7:32:29 PM Gulledge Went to the To Do List, page 1.
7:32:43 PM Schmidt Asked where they are with the FOI Request sent to Collinsville.
7:32:55 PM Wigginton Answered that he just received a letter from Collinsville advising them that they had received a number of documents from Microfiche that they were able to retrieve, and they were in the process of converting them to paper.
7:32:59 PM Gulledge Said they have received a little information at a time, and they send a letter to Wigginton saying they need more time.
7:33:13 PM Wigginton Said they have been very responsive in the timeliness of their letters. They have been sending bits and pieces. He said he doesn't get all the information he requests, but he does get some, and promises of more to come.
7:33:47 PM Bell Commented on the Seniors Building remodeling. He said the ceiling needs to be replaced. He said he thinks the grid work is okay, and recommends buying cross members for the grid and install two by two tiles instead of two by four tiles. They don't seem to sag as much. He said he thinks this is something the Madison County SWAP guys could do.
7:34:41 PM Gulledge Said Presson is getting prices. He said he took him down to the building and gave him a list of the items that needed to be done.
7:35:00 PM Kostyshock Said they are also going to re-do the restrooms.
7:35:31 PM Schmidt Asked Mayor to add the leaf burning ordinance to the attorney list, and remove it from his responsibility.
7:35:46 PM Bell Asked where on the To Do List is the ordinance concerning RVs, etc. He said it is not under the Attorney or the Mayor. Mayor said he would add it to his list.
7:36:24 PM Gulledge Went to page 2. There was nothing to discuss. He went to page 3.
7:37:56 PM Schmidt Said under Public Works he couldn't find Bauer Lane Sewers, and what is the status.
7:38:15 PM Gulledge Said he received some things from Jared of Juneau Associates today. They are trying to identify the boundary lines, and there will be some legal work also. He went to page 4. There was nothing. He went to Calendar Updates.
7:39:29 PM Schmidt Said there is a Planning Commission meeting scheduled on Monday, June 27. On the agenda is a public hearing regarding the Wandling request for rezoning at 2722 Maryville Road. On the regular agenda there is a recommendation on the Wandling request for rezoning. Also a presentation by the Osborns for the preliminary development plan for an apartment building on a lot on Woods Edge. The preliminary plat approval for the Villages at Amberleigh. There is also a Zoning Board of Appeals meeting on June 25th to consider the petition of B&K Auto Sales for a special use permit for a storage lot on Anthony. They will be working off the recommendation of the Planning Commission.
7:41:32 PM Bell Said there is a Concert in the Park on Sunday, June 26, featuring James Truesdale and Tools of the Trade. He said the Fishing Derby went well.
7:42:02 PM Bell Said on page 3 of the To Do List, Charter Cable finally got the cable pulled between the Administration Building and the Police Department. He said the difficulty was because when Hart Construction put the conduit in they put it in with five 90 degree turns in it.
7:43:24 PM Gulledge Went to Trustee Comments.
7:43:40 PM Limberg Commented that they need to put on the agenda to discuss future policy about what to do for Employees Appreciation Day. Attendance was very poor.
7:44:29 PM Schmidt Asked Clerk Long if she would find the contract on the cell tower. He thinks the fence is supposed to be slatted. Also, it irritates him to see yard sale signs stapled, nailed, or screwed onto telephone poles. He doesn't mind during the sale, but after the sale no one takes them down. He has been taking them down and putting them on Flaugher's desk. If there are enough of them, they will look into citing the people. Also, he said he came across an ordinance on the books that they need to make an adjustment. either repeal it or at least eliminate a word from it. This ordinance does not allow bicycles on the sidewalks.
7:48:35 PM Garcia Said she thinks they should be allowed to ride bicycles on the sidewalks.
7:48:46 PM Schmidt Said it is a lengthy ordinance. It even mentions vehicles. He thinks they just need to eliminate the word "bicycle". Wigginton said they could do that.
7:48:53 PM Callahan Commented that if they are going to eliminate the word, he wonders if they want to address the skateboard issue. Do they want to allow them on the sidewalks. Or, are the any other adjustments they want to make.
7:50:31 PM Bell Said the Schiller's contract needs to be signed and sent back. He said Jolene has started collecting the various forms and applications used in the Village. She is going to try to reproduce an electronic copy of them. He wants to set up a place on the server where all the applications and forms can be maintained. Next, he wants the departments to go through web page and print the outdated information so it can be updated. The Village history needs to be updated. He wants this put on the To Do List to update the web page. Next he discussed the possibility of having someone to come in one day a week, or something, and do nothing but type Caucus minutes.
7:57:07 PM Wigginton Commented that it is his recommendation that the Village hire someone, either part time or full time to do the work. Jolene's "plate" is nearly full if not over full. Mayor agreed. He said he has already lost Jolene for the time he was supposed to keep her. Attorney commented they keep adding duties to Jolene. Thelma can't do the full time duties of the Village Clerk because she spends all her time doing the minutes. He said he thinks that the Administration is severely understaffed.
7:59:32 PM Gulledge Commented that he agrees. He thinks a part time person for 15 to 20 hours a week would be a great help. He asked the trustees how they want to handle this.
7:59:57 PM Garcia Said they must go by the Personnel Policy, and advertise the position.
8:01:14 PM Bell Talked about the Fishing Derby. He said they had a great turn out. There were over 70 kids registered. A lot of fish were caught. The PA system worked great.
8:01:53 PM Kostyshock Said the Brussatti is having trouble getting Charter Communications to install lines at the library. He has been working on this for three weeks, and so far all he has gotten is a run around.
8:02:41 PM Garcia Commented on the grass in the streets. People cut their grass and throw it in the street, and two days later, the Village employees clean it up. She said that the Police Officers when they see grass on the street, should go to the people and tell them this is not allowed. Attorney Wigginton commented that this is something the Code Enforcement Officer should have been doing.
8:03:48 PM Gulledge Mayor said the Police Department is trying to help out. He talked about the Book Sale at the Library Saturday. He asked Kostyshock or Limberg to give the totals.
8:04:11 PM Kostyshock Said the results of the June 18th book sale at $3.00 per bag - $186.00, separate book sale $25.50, for a total of $212.50. He said they had a good turnout. They are going to continue to have the book sales. He said a lady called him today and donated two desks to the Library.
8:04:59 PM Gulledge Commented that the Park Committee met in the Library Monday, and they were very impressed with the building. He said there is a lot going on in town. He told everyone to be careful on 159, they are getting very close to removing the viaduct.
8:05:49 PM Kostyshock Asked if they would have the blacktop on the west side of the highway by Homecoming time. Mayor replied he didn't know. Kostyshock said he is concerned about people running off the road.
8:06:26 PM Gulledge Asked Attorney Wigginton read the reason he wants the Board to go into Closed Session.
8:06:35 PM Wigginton Said the agenda has a closed session for potential or probable litigation. The Village needs a motion authorizing the Village to go into closed session pursuant to 5 ILCS1./2 subsection C 11, which provides that the Village can recess into a closed session for the purpose of litigation, or an action against effecting or on behalf of the public body has been filed and is pending in court, or when the public body finds that such an action is probable or imminent, in which case, the basis for the finding shall be recorded and entered into the minutes of the closed meeting. He said for the purposes of this evening, he would like to go into closed session to discuss with the Village an action that is probable or imminent.
8:07:47 PM Bell Made a motion to go into Closed Session, seconded by Kostyshock. Voting on the motion: Limberg - yes; Schmidt - absent; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
9:06:05 PM Gulledge Called for a motion to come out of Closed Session to Open Session. Bell made the motion and Schmidt made the second. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
9:06:33 PM Gulledge With nothing further to discuss, he called for a motion to adjourn. The motion was made by Bell, seconded by Limberg. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
9:07:05 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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