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Village of Maryville, Illinois

Description Caucus Minutes
Date1/12/2005 Location Council Chamber
Time Speaker Note
6:30:05 PM Gulledge Called the Caucus meeting of Wednesday, January 12, 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 were Trustees Limberg, Schmidt, Bell, Callahan, Kostyshock, and Garcia. Also present were Clerk Long, Attorney Wigginton, Water & Sewer Superintendent Presson, Bob Massa of Juneau Associates, Park Committee Member Roger Shoup, and two reporters.
6:31:07 PM Gulledge Called for approval of the December 22, 2004 Caucus meeting minutes. He asked if there were any questions, additions, or subtractions to the minutes as submitted by the Clerk. There being none, Limberg made a motion to have the minutes placed on file. The second was made by Schmidt. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
6:31:43 PM Gulledge Commented that they would vary from the agenda to allow Bob Massa of Juneau Associates and Patrick Presson to discuss several Public Works items that are on the Agenda. He asked Massa to discuss Agenda Item #5, Ehret Plumbing Change Order.
6:32:23 PM Massa Commented that Mayor Gulledge has asked him to go over the total project costs so far on the Water Main Relocation along 159 from An-Ja-Lo Drive up to Shell Credit Union. So far, there have been four (4) change orders issued, and he is working on the fifth (5th). There are some omissions on the project that will lower the cost somewhat. There were plans to relocate the water main across from the Post Office. They thought it would be in conflict with the storm sewer, but it isn't. There was also a bore under 159 at Red Apple, to replace the existing crossing. However, they found an alternate route to loop the water main that the Village crew can do. They will probably be doing it some time this year.  Massa said the memo has a summary of the change orders.  
6:34:20 PM Massa Briefly discussed each change order. Change order #1 was to negotiate the contract price, and was necessary due to the location of the existing main as it crossed 159 near Creative Beginnings. With the change, the existing water main would be in conflict with the IDOT improvements. Change Order #2 was a large amount of work north of Bobby's up to Shell Credit Union. They negotiated the price using the contract prices and it came up to $57,374.56. Change Order #3 was for an additional valve and hydrant extensions for the water main relocation north of Creative Beginnings. Change Order #4 was for the installation of shoring at the bore pit on East Division Street. The shoring was to secure the sewer and water mains and prevent collapse of the walls, especially along 159.
6:38:39 PM Massa Discussed Change Order 5, which includes installation of additional services, an additional tap for a hydrant installation, and work south of An-Ja-Lo Drive at the Park-n-Ride entrance. The work was done at contractor's price. The original contract was awarded at $430,225.41 and with the change orders it is estimated to be $482,000. This is approximately a 12% increase.
6:42:27 PM Bell Asked on Change Order #5 what the contractor hit out by the Park-n-Ride.
6:42:45 PM Massa Explained Keller was excavating at the entrance to Park-n-Ride and hit the water main.
6:43:11 PM Gulledge Commented that Change Orders #1, 2, and 3 have been done. Change Order #4 is set for the agenda on the Board Meeting next Wednesday. He talked about a bill that was faxed over.  It is not a change order. This bill is for $3,685 and he can't match it up to any of the figures in the memo.
6:44:00 PM Massa Explained that he also received a copy.  He called Ehret and asked what it was for.  He was told it was for the Phase 2 job, which was the work they did near 162.  This is where the valves weren't like everyone thought they were. Patrick did some excavating and they figured out where everything was, and they authorized Ehret to do the work to get the line shut off.  Ehret is just now billing for that work.
6:44:55 PM Gulledge Said he is not going to ask the Board to pay this until he gets more clarification. He asked if anyone had questions. They didn't. He said Change Order #4 will be on the agenda next Wednesday for $18,058.50.
6:46:02 PM Bell Commented on the proposal on Phase 2. Even though it was agreed to in the field, they still should have submitted a change order.
6:46:09 PM Gulledge Asked Patrick Presson to discuss item #6, National Gas Pipeline Repair.
6:46:13 PM Presson Said this is the damage caused by Natural Gas Pipeline to the force main off of Bauer Lane. The estimated cost to repair is $1,554.02. The work will be done by the Village and Pipeline has agreed to pay the cost.
6:47:06 PM Gulledge Said that Natural Gas Pipeline's supervisor has signed Presson's proposal. This has been on the To Do List for a long time.  Finally, they have a signed statement stating they will accept the responsibility of payment. They will reimburse the Village after the work is done.
6:47:37 PM Schmidt Asked if the Village crew was going to do this. He was told yes.
6:47:51 PM Gulledge Said he and Presson has discussed this, and the Village crew can do it more quickly than waiting on National Gas Pipeline to send a crew to do the repair.
6:48:06 PM Schmidt Said if the Village is paying the Public Works crew to do this, using Village manhours, couldn't they be doing something else for the Village.
6:48:37 PM Presson Answered that they are being charged for the manhours used to repair the line.
6:48:59 PM Callahan Asked if Attorney Wigginton has any expense in this.
6:49:04 PM Wigginton Replied no, he made a few phone calls. He turned this over to Presson, and he has done a good job getting this wrapped up.
6:49:08 PM Gulledge Went to Item #7, Loop Water System - Keebler & 162.
6:49:17 PM Presson Said the property on the east side of Keebler is being purchased by Forrest Lerch. He has given the Village the opportunity to loop into the system where it currently ends at the Bemis property to Old Keebler Road. He is giving the Village $8,000.00 to help extend the water main and loop the system.
6:49:52 PM Gulledge Commented that the Village has the right of way there.  He showed on the drawing exactly where the tie in will be. No easements will be needed since it is in the Village right of way. He said if they don't do this now, there will be another water loop to add to the To Do List, with no help to do it. This property will never develop because of the agreement with the people that sold it. There can only be two houses.
6:51:47 PM Bell Asked what Lerch wanted, if he was asking for free taps.
6:52:04 PM Gulledge Explained that the Village is getting $8000 in tap on fees and another $8000 to do the loop. Lerch is responsible for running the two inch lines to the houses. The Village will do the loop. Presson feels confident that he and his crew can do it.
6:52:39 PM Bell Asked who owned the property on the east side.
6:52:49 PM Gulledge Replied Forrest Lerch, and he is building a house for himself and one for his in-laws.
6:52:59 PM Schmidt Asked if there would only be two houses in the whole area.
6:53:00 PM Gulledge Replied there will be three now.
6:53:29 PM Callahan Asked if the property was in the Village
6:53:47 PM Gulledge Answered no. He asked the trustees if the were okay with this. The trustees all said yes.
6:54:12 PM Schmidt Asked if additional hydrants would be added in the area. Presson said he has three additional hydrants planned for the area.
6:54:34 PM Gulledge Went to Item #3 on the agenda.
6:55:02 PM Schmidt Discussed the Webb Annexation, 2423 Field Point. He said this is a piece of property in Field Point. Sometime back the Webb's had signed a pre-annexation agreement. This property is contiguous on one side to the lot to the east of it. The Webb's have signed a Petition for Annexation, and the Board will probably be voting on this in February. The property will be annexing in as SR 1.
6:56:35 PM Gulledge Commented that when the development was first developed it was not contiguous to the Village. There was about 15 to 18 lots. There are only a few lots left. He went to Item #4, PEP Park Project.
6:57:21 PM Bell Discussed the PEP Park Grant. The Village is entitled to $15000.00. After the Village received notice of being awarded the grant, they had three weeks to put together a project. Mayor called a couple of special Park Committee meetings. The Park Board has decided to apply for a boat dock and two fishing piers at Drost Lake. The sizes they came up with, and Shoup got bids for, is a six foot by twelve foot boat dock, and two T-shaped eight foot by twelve foot fishing piers. If there is any money left, it will be used for parking blocks at the newly obtained property on Schiber Court. He displayed similar pictures on the wall. He said three bids are in, and maybe more coming. The deadline for the grant application is Friday, January 14, 2005.
6:59:56 PM Gulledge Commented about the project. It was a situation where they really had to work on this. This is the project they came up with, and he thinks it is a good project. He said unless someone has a problem, this will be put together tomorrow, and it must be turned in on Friday. He, too, said any money left over will be used to purchase parking blocks. He has three bids on them. The best price is from Kohnen for $20.00 each.  If there are $300 worth, they will deliver them free of charge. He said it will be real close, and the Village may have to put a couple hundred dollars with it. He wanted to make them aware of this.
7:01:26 PM Bell Said the bid quotes are not installed prices.
7:01:44 PM Gulledge Commented that the Park Committee is going to try to do this as a volunteer work day, and put them together. They may need some help from the Village. He commented that the Park Committee feels that since they just spent a lot of money to dredge the lake, they want to try to stock the lake. Now that it is done they want to do something to encourage fishing. He asked trustees if they were okay with this. Limberg said he was.
7:02:17 PM Schmidt Asked if it is a floating dock.
7:02:22 PM Gulledge Replied yes, and it is non-metal, recyclable material.
7:02:25 PM Schmidt Said he is okay with it.
7:02:26 PM Bell Said he is okay with it.
7:02:28 PM Callahan Said yes.
7:02:30 PM Kostyshock Said he is okay with this, but suggests when the lagoons dry up, dredge them out, sell the dirt, and make a couple of smaller lakes. He said they can get good money for the dirt.
7:02:36 PM Gulledge Replied they will take a look at this. He asked Garcia if she is okay with the project. She said she is.
7:03:15 PM Gulledge Thanked Roger Shoup for all he did. He worked very hard on this, along with the Park Committee. He went to Item #8 on the agenda.
7:04:11 PM Gulledge Commented that the Cable Consortium was discussed at the last meeting. He said nothing has changed, the numbers are the same, but they want the Village to formally adopt it. Charter sent the agreement, and if no one has a problem, it will be on the agenda next Wednesday. He went to Calendar Updates.
7:05:29 PM Bell Commented he has nothing except the Park Committee meeting at 6 pm on the17th.
7:05:47 PM Gulledge Said the Ministerial Alliance monthly meeting will be at 8:45 am on the 19th, and at 2 pm, on the same day, the Fund Raising meeting for the new Outreach Center . Both will be held in Village Hall.
7:07:02 PM Gulledge Went to the To Do List, page 1.
7:07:31 PM Schmidt Asked how the meeting with the pension boards went.
7:07:46 PM Gulledge Replied he thought it went well. Attorney Wigginton got everyone paired up and gave them some direction. He said Wigginton is a member of the Fire Pension Board, and this group met in the Council Chamber. The Police Pension Board met in the Conference room. He doesn't know what went on in there. The Fire Pension meeting went very well. Chris Jamruk was elected President of the Fire Pension Board, Terry Hodapp was elected Secretary, and Thelma Long, by State Statute, is Treasurer of the committee. He said members of the Police Pension Board are Rob Carpenter and Rich Schardan, along with Steve Shevlin and Roger Hayden. The next meeting for both Boards is on April 12th. This is set by State Statute, unless there would be a special meeting. The Fire Pension meeting will be at 8:00 a.m. on April 12th.
7:09:18 PM Callahan Asked if The Village is done with Hart Contracting.
7:09:23 PM Wigginton Said yes. on December 22, 2004 the Court dismissed with prejudice the Hart Contracting Lawsuit. Hart never came back to complete the remainder of the work. He directed the Mayor to distribute the $10,000 being held back into the General Fund.
7:10:17 PM Gulledge Commented that the Village can complete the work that needs to be done for less than $10,000. Also, they can release the money being held until this was settled. Now it can be moved to another fund.
7:10:39 PM Kostyshock Reported on Donk, Lange, and Division Streets, the bids may be let out next week. This is for the storm sewers.
7:11:10 PM Gulledge Went to page 2. He asked about the budget, and who has the sheets.
7:11:45 PM Callahan Answered that Jolene has all the sheets that were turned in last year. He said he has asked her to make up a sheet that every department could use, so there is only one format. The problem last year was every department used their own thing, and at the end the Board discovered they forgot to tell the department heads they are responsible for figuring in the Social Security and IMRF.
7:13:17 PM Bell Commented that he has noticed the light is burned out on the bottom part of the Marquee. He said he wrote a note to Brussatti telling him it needs to get fixed.
7:14:15 PM Schmidt Commented on the leaf burning issue. He is still gathering information, and hopefully he will have a Power Point presentation when he gets his laptop.
7:14:39 PM Bell Commented on the GIS. He still has to set up a staff meeting for this. Jarod is waiting on him. He asked about the playground installation on page 2, and how it was going, and if they have all the mulch down.
7:15:22 PM Gulledge Replied they have the new one done, but the old one still has to be done. It has been too wet. He went to page 3.
7:15:29 PM Callahan Asked what the latest is on the radio reads.
7:15:34 PM Gulledge Said they came in and did a test, and Patrick told him and Kostyshock that they did Bauer Lane in about fifteen minutes.
7:15:43 PM Bell Commented that he came in today and talked to Melissa. He came in last week and talked to the gentleman doing the training, and he was very optimistic, but they didn't have the right hardware and there was a software problem to be resolved. The new readers read more digits than the old ones. For the same reading, people with the new meters would be getting billed for more usage than with the old meters. Summit has to fix this so all customers will be billed the same for the same amount of water.
7:16:03 PM Callahan Commented that he saw an article in the newspaper that O'Fallon had problems with their software.
7:17:12 PM Bell Said he thinks Summit and the meter company are working well together. There are still some reports that have to be worked out.
7:17:21 PM Kostyshock Commented that they have about six hundred new meters already installed. They will have to buy some more in a few months.
7:17:31 PM Schmidt Asked if they are installed on both sides of Bauer.
7:17:35 PM Kostyshock Replied that the whole subdivision has the new meters. He said he thinks there are approximately 168 meters installed in the subdivision.
7:18:06 PM Callahan Asked if the bill has been sent out yet. He was told the bills will go out February 1st.
7:18:51 PM Bell Asked the status of the new well.
7:19:14 PM Gulledge Answered that Ehret has the contract, and he told them to concentrate on the 159 project. They talked about it today at the Public Works meeting and they told them they want to make sure the well is on line when it turns hot. He asked if there was anything else on page 3. He went to page 4. There was nothing. He went to Trustee Comments.
7:19:31 PM Callahan Asked Kostyshock to talk about the meeting of the Library Museum Committee last night.
7:20:05 PM Kostyshock Talked about an information sheet they have made up to inform residents more about a demonstration library. On January 29th they will be moving the books to the new location. February 19th from 10 am to 2 pm there will be a workday and drop off. People can donate books. He said one room in the new building is completed and they are painting other rooms. It is looking nice.
7:21:34 PM Schmidt Talked about the latest edition of the news letter. He asked that everyone look over it, and if anything needs correcting or something added it must be done by tomorrow.
7:22:38 PM Gulledge Commented that it needs to go to the printer no later than Monday. Said he met today with Robin from Midland Waste. The Spring Cleanup is normally in April. However, she asked if it could be moved to the last week of March which will be the 28th, 29th, and April 1st. She said the reason is it would go a lot faster, because April 1 they start picking up grass clippings, etc. He told her he would talk to the Board and if they didn't have a problem, he will let her know tomorrow. He said he has not problem with doing it the last week of March.
7:24:33 PM Schmidt Commented that he thinks some of the problems in the past was because our large item pickup followed Collinsville. Depending on how much stuff they had it set Maryville behind in the pickup.
7:24:46 PM Gulledge Talked about a Business After Hours from 5 pm - 6:30 pm at the First Mid Illinois Bank on the corner of 159 and 162 on Thursday. They have invited everyone to attend. There will be food and refreshments. Jim Shepard, who is opening the new Subway Shop in Maryville will be supplying the food. He gave each trustee a copy of the Home Builders Association letter he received. He asked everyone to take it home and read it. He said that next Wednesday night the new Police & Fire Commissioners will be formally sworn in. One person can't make it, he will be on vacation. However. he will stop by on Friday morning to be sworn in.
7:27:06 PM Schmidt Commented he is trying to get an answer from Brussatti. He said he thinks the Village's Nextel contract is going to expire at the end of this month.
7:27:35 PM Bell Suggested this be put on the To Do List, so it can be resolved. He said Nextel is merging with Sprint, and it may affect the Village.
7:27:55 PM Gulledge Commented that he had a note from Jack Kime when he brought the newsletter in. He has a picture of the firehouse and the memorial stone on the cover sheet. He said he can do something like this each time instead of a blank paper on the back. He said he thinks it is a good idea, if Kime wants to go around Maryville and take photos of different areas, etc. With nothing further to discuss, he called for a motion to adjourn.
7:28:47 PM Schmidt Made a motion to adjourn and Bell made the second. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
7:29:01 PM The meeting ended.


Respectfully submitted,

Thelma Long, Village Clerk

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