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Village of Maryville, Illinois


Caucus Meeting




Council Chamber




6:30:04 PM


Called the Caucus meeting of Wednesday, December 8, 2010 to order and invited those in attendance to join in the Pledge of Allegiance. After the Pledge, asked for a roll call of those officers present. Answering the roll were Trustees Vallino, Schmidt, Kostyshock and Short; Garcia and Bell arrived late. Also in attendance were Clerk Fenton, Attorney Motil, Public Works Director Presson, Police Chief Schardan, YMCA Representative Miriam Bell and one resident.

6:30:57 PM


Called for approval of the November 10th meeting minutes. Asked if there were any questions, additions or subtractions to the minutes as prepared by the Clerk. There were none. Motion to approve was made by Schmidt and seconded by Vallino. Voting on the motion: Vallino - yes; Schmidt - yes; Kostyshock - yes; Short - yes. Motion carried.

6:31:28 PM


Went to first agenda item, presentation from the YMCA regarding a 5K run event.

6:31:57 PM

Miriam Bell

Representing YMCA of Southwestern Illinois, 137 Valley Drive, Caseyville, Illinois. Outlined plans for a half marathon event to be conducted by the YMCA benefiting the Partner with Youth Program which provides scholarships for families and individuals. Explained the request to use East Main Street and Lakeview Acres Drive for approximately two to three miles with volunteers, signage, cones, etc. provided for traffic safety. Stated the event will be held May 22, 2010. Discussion ensued as to specifics.

6:34:20 PM


Arrived and was seated.

6:42:40 PM


Went to Pay Application #9 in the amount of $43,938.58. Stated all work is complete except for seeding, which will be done in the Spring when weather is conducive. Commented the next item, Pay Application #10 to Keller, is the final payment. Explained they are in the process of closing out the project as required by December 31, 2010.

6:44:44 PM


Asked if the value shown is for seeding already done or what is anticipated to be done in the Spring.

6:44:58 PM


Stated they did it once; however it did not take so they will be coming back to re-seed at their expense. Short asked if there is an agreement in writing; Gulledge responded they will get one.

6:45:44 PM


Arrived and was seated.

6:49:35 PM


Went to next item, Purchase of Administrative Computer.

6:50:01 PM


Explained the quote is to replace the computer in the conference room and includes the PC plus Microsoft Office add in of $200. Discussion ensued as to which department should pay for the item; all were in favor of charging it equally to all departments.

6:58:23 PM


Went to Pay Application #3 to Bruce Concrete for Lakeview Acres Road Phase II in the amount of $120,790.87.

6:59:36 PM


Explained they are waiting on weather to complete. Stated they have the final section of curbs laid out; all storm sewers are complete; and they have rip-rapped all the inlets. Explained barring weather temperatures, they may be able to pour curbs this week, 24 hours after which the roadway will be poured.

7:02:11 PM


Went to next item Resolution of Support for the CDBG Ike Disaster grant. Explained this is federal money managed by Madison County Community Development for problems that arose from the flooding and weather due to Hurricane Ike last year. Explained it is a requirement to pass the resolution in order to be eligible to apply for the grant; it does not necessarily mean they will move forward with any projects but will make it possible to move forward should they decide to do so.

7:05:12 PM


Went to next item, Change Order #10 to Plocher for water system improvements in the amount of $12,052.66.

7:05:44 PM


Explained this is for 3 phase electric and the addition of the chlorine analyzer from RE Pedrotti.

7:07:31 PM


Went to next item, Change Order #1 to D&K Backhoe in the amount of $3,125.

7:07:50 PM


Explained this is for the extra fire hydrant and valve. Stated the project is funded and $25,000 will be returned to the State.

7:09:11 PM


Went to next item, Pay Application #2 and final to D&K Backhoe for the Stonebridge Water Main Extension in the amount of $10,203.20

7:09:22 PM


Stated the project is final and operational.

7:10:11 PM


Went to next item, purchase of replacement spreader for Public Works Department.

7:10:16 PM


Explained this is a replacement spreader for the 1995 dump truck. Stated the current spreader was purchased in 1995 and is being held together with old street signs. Stated the proposal is $3,300 including installation and fittings. Explained as they change out equipment they have decided to go with stainless steel for durability. Commented they have a life of 20 to 30 years. Explained the item will be purchased out of the Water Department budget under equipment, as it will be installed on a water vehicle.

7:14:30 PM


Asked Schardan to discuss the police car purchase.

7:14:42 PM


Referred to the memo regarding the purchase of two police vehicles. Stated the recent purchase is paid through the Police Supervision Fund in which they have enough money to cover the monthly payments. Commented on the high mileage of two vehicles, for which they are paying for repairs fairly often. Stated there is no State bid price on the desired cars. Stated there is $24,000 in the DEA fund; his proposal is to use $20,000 for a down payment on two cars and obtain a loan for the balance, leaving $4,000 in the fund to cover existing payments through the fiscal year.

7:21:22 PM


Asked for an estimate on required graphics. He was told $700 to $800. Commented on the amount of repair and maintenance costs on the current cars. Commented the DEA account is strictly from seizures, so there is no way to be certain how much will be deposited to it at any given time. Schardan commented it has been a long while since they have received funds and he is unsure whether they will get any more.

7:24:04 PM


Commented on the payment plan, pointing out the calculations are inaccurate. Explained the figures shown are for three cars versus two. Explained the three-year monthly cost for a loan is $624 for a total cost of $22,464; on four years it would be $475 with a total of $22,800. Commented on the high mileage of the current cars and stated the longer they wait the more expensive future repairs will be.

7:27:36 PM


Asked that Schardan look at paying off the existing loan and using the balance for the new cars. He was told they will check into it; however this is a restricted account with requirements for use.

7:28:35 PM


Asked why they only plan to take $20,000. Schardan explained they are leaving the $4,000 to make the balance of the payments for the fiscal year. Schardan commented now that he has realized his error in calculation, they may be able to pay for graphics and equipment with the surplus $4,000.

7:29:10 PM


Asked if the purchase for two is approved now, will they skip a purchase in 2011. Schardan commented on the mileage being accumulated on the other cars. Schmidt commented maybe by this time next year they will be looking at another purchase.

7:32:47 PM


Confirmed all were in favor of purchasing two cars. Stated the payment plan will be worked out in time for the Board meeting. Went to next item Payment of 2011 Fire Calls.

7:37:32 PM


Explained the schedule in the packets is revised for errors caught.

7:39:16 PM


Commented they paid $66,045 last year, and if they pay at same rate as last year the cost would be $59,465.53.

7:39:46 PM


Explained call totals were up by 11 calls; the difference in the amount paid is taking into consideration eight people did not start until June. Commented membership was down this year and fourteen people were partial due to leaves of absence or injuries, etc.

7:41:00 PM


Commented fewer points are paid due to more calls during the day with fewer people responding. Short corrected that the total paid last year was $63,045.39, and if they pay at 100% this year will be $66,045.

7:44:00 PM


Commented they budgeted $80,000 for this item. Discussion ensued as to ideas for raises. After much discussion, it was decided to pay the points at a 10 cent raise.

7:54:44 PM


Went to next item, revised yard sale ordinance. Commented the proposed revision takes into account complaints and enforcement issues with the original ordinance.

7:55:25 PM


Explained at the time of revision of the sign ordinance, the consensus of the Board was to eliminate any off-premise signage for garage/yard sales. Explained this resulted in more complaints than almost any other ordinance. Stated for this reason, they have drafted the proposed ordinance with restriction as to where and for how long a sign can be put up, and inclusion of the address of the sale. Discussion ensued. All agreed to the proposed ordinance with suggested changes to the order of the list of requirements as suggested by Schmidt.

8:15:02 PM


Went to Calendar Updates. Events were discussed. All were in favor to cancel the Caucus meetings scheduled for December 22nd and 29th.

8:18:15 PM


Went to Public Input. There was none. Went to Trustees' Comments.

8:19:11 PM


Asked the status of the utility tax audit. Gulledge explained they are working on it and a meeting has been postponed until after the Holidays. Commented the auditor has over 200 questions on Charter Communications already. Schmidt asked if they have started on the ambulance bill collection. Gulledge stated they are working on it and it is ongoing with some funds collected. Schmidt commented on the MCIB meeting. Stated they are planning on the Village-Wide Yard Sale next year on June 4th. Stated they also are planning on another Fall Fest. Stated the newest member was in attendance, as well as two prospective members. Gulledge commented he plans to ask for approval of the appointments of Dave Stogner and Becky Luebbert at the next Board meeting. Schmidt commented the January meeting has been moved to the 10th at 6:30 p.m.

8:22:16 PM


Stated he ordered the printer for the Water office. Commented they need to outline procedures for ordering of computer equipment after approval at a Board meeting.

8:25:41 PM


Stated the ISO inspection is scheduled for February 1, 2011.

8:26:08 PM


Asked for a motion to go into Closed Session under 5ILCS120/2(c)(3) regarding personnel matters to discuss collective bargaining matters. Motion was made by Schmidt and seconded by Kostyshock. Voting on the motion: Vallino - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.

9:26:11 PM


Asked for a motion to come out of Closed Session. Motion was made by Schmidt and seconded by Kostyshock. Voting on the motion: Vallino - yes; Schmidt - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.

9:26:42 PM


With no further business to come before the meeting, asked for a motion to adjourn. Motion was made by Schmidt and seconded by Short. Voting on the motion: Vallino - yes; Schmidt - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.

9:26:59 PM


The meeting ended.

Respectfully submitted,

Tracy Fenton, Village Clerk

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The Village of Maryville