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Village of Maryville, Illinois 

Description caucus minutes
Date7/14/2004 Location Council Chamber
Time Speaker Note
6:30:16 PM Gulledge Called the Caucus meeting of July 14, 2004 to order. He asked those in attendance to join in the Pledge of Allegiance. He then asked for a roll call of those officers present. Answering the roll call were Trustees Limberg, Schmidt, Bell, Callahan, Kostyshock, and Garcia. Also in attendance were Clerk Long, Police Chief Schardan, Comptroller Brussatti, and two reporters.
6:31:20 PM Gulledge He called for approval of the minutes of the June 30th Caucus meeting. He asked if there were any questions, additions, or subtractions to the minutes as prepared by the Clerk. There were none. He called for a motion to have the minutes placed on file. The motion was made by Schmidt, and the second to his motion was made by Kostyshock. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
6:31:54 PM Gulledge Introduced the auditor for the Village, Jim Ferris, and asked him to discuss the 2003-2004 financial statement.
6:32:09 PM Ferris Began by saying things had not changed much from last year. He said unless there was a specific area someone wanted him to go over, he would go through the statement quickly. He said it is pretty standard, about the same as last year. Page one is his opinion letter, and is the same as it has been in years past. The only thing he gives exception to is the inability to verify the older fixed assets. It is standard, it's been in the audit report for the ten years. Page 3 contains the actual financial information. He commented that one thing they might notice is the cash went down quite a bit. He explained the reason is due to the $980,000.00 for street project at the south end of town (Keller Development). This money was received at the end of the last fiscal year and nothing was disbursed until the first part of this fiscal year. This was restricted money, and could not be used for anything else. Now the cash is back to about what it was before in the General Fund. The other funds, the capital projects, is mainly the money left from the construction of the buildings, and will probably all be disbursed this year. The Special Revenue fund encompasses a lot of funds, such as IMRF, Social Security, Police, Fire, Parks, Special Service Area 1 and 3. All together there are approximately ten funds. The Enterprise funds consists of Water and Sewer, the Water Softener, and the Bond and Interest. He commented that this is basically the financial statement for the whole Village. He discussed the page concerning the Statement of Revenues received and expenditures paid from the governmental fund types, which is the General Fund, the Capital Projects, and Special Revenue. It is very similar to last year, there was not much of a change. He commented that the Village should start budgeting for their revenues, the same as for the expenditures. The next page is the Water and Sewer Fund, Water Softener, and Bond and Interest. He said these funds are more like a business more like a business. There is a profit motive in these funds, so there can be a reserve to have money to maintain things like the water tower, water lines, etc. He said there is usually not much fluctuation in these funds. He said he sees no problems in this area. It more or less takes care of itself.
6:40:35 PM Callahan Commented that tap on fees were raised.
6:40:48 PM Ferris Went on to say the next page, cash flow, is not too informative, other than to show the cash increased in the enterprise fund. He talked about the Village debt. He said it is in tolerable limits, it is being paid, there is no problem meeting the obligations. He commented that the assessed valuation has increased to nearly $85,000,000. from $73,000,000. the year before. The Village is definitely growing, the assessed valuation has almost tripled in seven years.
6:49:00 PM Bell Asked about legal debt margin. He said there is some interest in borrowing money for some projects, and wondered if there would be any problems.
6:49:24 PM Ferris Answered not really. It would depend on how much is borrowed.
6:49:56 PM Callahan Commented that the Village could borrow 3.4 million if they wanted to.
6:50:15 PM Ferris Said this is correct, but also they would have to make sure it can be paid off. The Water and Sewer bonds are no problem, however, the General Fund would be a concern because it is tax revenue that is also used for other items. He commented that the Village can legally borrow the money.
6:51:09 PM Bell Said there are several projects they are looking at doing, and interest rates are low right now.
6:51:19 PM Callahan Asked Ferris about page 14 concerning the IEPA notes. He asked what funds they were.
6:51:40 PM Ferris Replied that the SSA #3 fund is the $224,836; the $104,332 is SSA #1, and the $81,589 is NESSE fund.
6:52:19 PM Bell Asked if the $1.9 million is the buildings. Ferris replied yes.
6:52:34 PM Callahan Commented on the NESSE fund on page 25. There is $78,768 surplus and in the notes payable, there is only $3000 less cash than the total note. $81,000 is the balance of the note, and there are six more years on the loan. He said at this rate profit will be generated.
6:53:14 PM Ferris Replied that at the end there will be a surplus on the NESSE but probably not on the Special Service Areas. He commented that he thinks this goes back to when the NESSE was first started Water & Sewer paid for something.
6:53:43 PM Gulledge Said the Village paid the payment because the NESSE Sewer assessment had not been set up on the water bills long enough for the money to be the right amount the first year.
6:53:54 PM Callahan Asked what the NESSE fund was and what project it was.
6:53:57 PM Long Replied it is the Schiber Court area, and the Hospital.
6:54:06 PM Callahan Started talking about the 03 and 04 tax assessments. His comment was that if the assessment for 03 was added, there would be more cash in the fund than is owed.
6:54:25 PM Brussatti Commented that he did call the IEPA on this and asked if the Village could pay the loan off early without penalty. They were supposed to get back with him, but he has not heard anything yet.
6:55:09 PM Gulledge Replied that this is not on the property tax. This is an assessment only on the water bills of the users on the NESSE sewer.
6:55:48 PM Callahan Asked Ferris what page shows the unrestricted cash in the General Fund.
6:56:17 PM Ferris Answered that there is no unrestricted cash in the General Fund. He said last year there was. Water and Sewer has unrestricted funds.
6:56:48 PM Callahan Asked if that was the $745,148 cash unrestricted.
6:57:05 PM Ferris Answered yes. The capital Projects is completely restricted, and cannot be used until the project is finally finished. After that it can be transferred.
6:57:56 PM Callahan Asked Ferris about the problems with the computer program that is supposed to keep track of the separate funds and what is happening with this.
6:58:21 PM Ferris Answered that Brussatti called him, and Data Tech is still struggling with one item on the Water and Sewer. They want to make sure of what they pull out and do not have in those financial statements. They are still working on this. Most of the funds are fine.
6:59:20 PM Gulledge Thanked Ferris for coming to explain the Financial Statement. He went to the next agenda item, Appropriations and Estimated Revenues. He said there will be a public hearing next week on the Appropriations prior to the Board meeting. He discussed the estimated revenue first. He explained that he, Brussatti and Long, with help from the Department Heads have estimated what the revenues for 2004-2005 will be. He asked the trustees to look over their copy and if they have a question, they will try to answer it.
7:01:10 PM Callahan Asked why there is almost a $100,000 more in the utility tax.
7:01:34 PM Brussatti Answered it is because of the new simplified municipal tax. It is a new tax that is being collected.
7:02:56 PM Bell Commented that there is no category for the Green Space fees.
7:03:13 PM Gulledge Answered that it is not levied. He asked if there were any questions on the Licenses and Permits category. There were none. He went to Intergovernmental.
7:04:10 PM Callahan Asked why the big estimated increase in Motor Fuel.
7:04:32 PM Gulledge Replied because of the Census, the Village will be receiving more money. He asked if there was anything under services.
7:04:46 PM Callahan Asked about the collection on ambulance fees.
7:05:01 PM Gulledge Answered that the collections were down, due to problems with Medicare. He said he has been told that the Fire Department has a new software program and collections are improving.
7:05:28 PM Bell Commented that part of the problem is that some new residents think the ambulance service is free.
7:05:59 PM Gulledge Asked if there is anything under the Other category.
7:06:08 PM Callahan Asked what is the miscellaneous income.
7:06:11 PM Gulledge This consists of things like money for easements, selling land, etc.
7:06:25 PM Brussatti Answered it is the money from the YMCA, money from the State of Illinois, etc.
7:06:38 PM Bell Commented that they anticipated more grants. He asked if there wasn't a $10,000 grant for park equipment.
7:06:53 PM Gulledge Replied that the money has not been received yet.
7:07:20 PM Callahan Commented that if the green space fee is a source of revenue, it should be included.
7:08:00 PM Gulledge Replied it can be added.
7:09:05 PM Bell Commented there is an overall total, but he doesn't see a total for page 1.
7:09:11 PM Schmidt Said he has totaled page 1. Anticipated 03-04 the total is $2,405,000; Actual is $2,644,926; Over is $239,921; and 04-05 Anticipation is $2,963,150.
7:09:50 PM Bell Asked that this total line be added to the spreadsheet. This will be done.
7:10:27 PM Gulledge Asked if there were question on the Water & Sewer Income.
7:10:45 PM Callahan Commented that the water and sewer is stable, but the Village is building over a hundred homes a year, but the money doesn't seem to be growing at the rate the Village is growing.
7:11:12 PM Gulledge Answers that he believes this falls back to the meters. When the meters are not changed regularly, they read slower. He thinks the radio read meters should make a marked difference in the income. They are trying to get into the practice of changing out meters every five years.
7:11:36 PM Bell Discussed bulk water sales.
7:11:58 PM Gulledge Told him that there are only a couple of people who buy bulk water, and sometimes Glen Carbon.
7:13:15 PM Schmidt Asked if the anticipated figure shouldn't be higher.
7:13:32 PM Callahan Answered if they would look at the water produced, it is not a big number.
7:14:04 PM Gulledge Explained the actual was $847,000 which was approximately $18,000 below the Anticipated Water Sales figure.
7:15:06 PM Callahan Commented the Facility Charge was very accurate. He asked about the water & sewer hook ups. He wanted to know if the amount was the amount the Village receives or is it minus the amount that must be paid on the loans given on the sewer hook ups.
7:15:37 PM Gulledge Explained it is the total. He went to the Appropriations and explained what it is. He talked about the change in the format to make it easier to read and understand. He went on to say that he and his staff met with the department heads and went over each line item. He asked if anyone had a question concerning the appropriations for the Fire Department.
7:18:00 PM Garcia Asked about the vehicle line item of $50,000.
7:18:29 PM Gulledge Explained that this doesn't mean they will spend the money appropriated. However, something has to be appropriated in case something happens and they have to replace or repair a vehicle. These figures are setting the legal limits of spending.
7:19:05 PM Schmidt Asked how the salaries for the dispatchers is figured.
7:19:13 PM Gulledge Told him that half is charged to Police and half to the Fire Department.
7:19:15 PM Schmidt Asked why the wages went up $25,000, from $65,000 to $90,000 in Fire and in Police it went up $5000 from $120,000 to $125,000.
7:19:28 PM Gulledge Answered that he asked the same question. He was told it was because only Police pays the overtime.
7:19:43 PM Schmidt Asked if the $198,000 under wages in the Fire Department was for the three full time Firemen and included everything to keep them employed.
7:20:00 PM Brussatti Replied it doesn't include their insurance or IMRF. This is strictly wages.
7:20:55 PM Gulledge Asked if there were any questions on the Police Appropriations.
7:21:07 PM Garcia Asked what the Other Professional Services for $10,000 would be.
7:21:34 PM Schardan Explained that since the Village has gone over 5000 population, a Police & Fire Board is going to be established, and a pension fund will have to be created, and also the possibility of the consolidation. All of these things will be an added expense to the Village to get them underway.
7:22:48 PM Bell Commented that if the consolidation does happen, there will be consulting fees for things like networking, etc. He asked where this is appropriated.
7:23:10 PM Brussatti Replied it is under computers/software.
7:23:12 PM Gulledge Said there is $40,000 appropriated under Computers/Software.
7:23:50 PM Garcia Said she was going to ask why there was $40,000 in the Computer/Software line item.
7:23:50 PM Brussatti Explained that unless there is an appropriation, the money cannot be spent.
7:23:53 PM Bell Said he was looking for the vehicle line item.
7:24:07 PM Gulledge Commented that they had already put in for the two new cars, plus some additional money in case something would happen to a car.
7:24:27 PM Schardan Asked if they should increase the amount in case they decide to replace the vehicle recently wrecked.
7:24:36 PM Garcia Asked Schardan if they really needed the car, since they were talking about turning it over to the Animal Control Officer.
7:24:45 PM Bell Asked if the Community Relations was items such as the DARE.
7:24:54 PM Schardan Replied that DARE takes care of itself, it is a separate fund. The Community Relations is more for things like the Halloween Party, etc. He said he would like to do more things, such as the Child Safety Fair coming up at the Hospital.
7:26:28 PM Gulledge Went on to Administration, and asked if there were any questions.
7:26:55 PM Callahan Asked about the Other Professional Services actual expenditures of $74,000, and how it happened.
7:26:59 PM Gulledge Explained that this was the Comprehensive Plan Update, and the Brochures, and the Special Census.
7:29:02 PM Bell Commented that he is planning on replacing a couple of computers in the Administration, so he would like to double the appropriation to $10,000.
7:29:46 PM Gulledge Talked about the Legal Department next. He commented that the Fire & Police Board has been included in the figures.
7:30:32 PM Schmidt Asked about the $2500 appropriation for furniture in the Administration Department. Garcia commented that she also was looking at this. They were told that there are no plans to get furniture, but just in case something would come up, the money must be appropriated.
7:31:18 PM Gulledge Reminded them that this is an appropriation, nothing can be purchased without Board approval. He asked if there was anything they wanted to discuss in Legal. He went to Buildings.
7:31:34 PM Callahan Commented that he thinks the question on the furniture is because there is also $10,000 appropriated in buildings for furniture.
7:31:48 PM Garcia Asked about the $150,000 for Other Improvements in Buildings.
7:31:53 PM Bell Commented that they are planning to build a pavilion in the park, which will account for some of the money.
7:32:21 PM Gulledge Commented as this discussion went on, that it would be a good idea if next year, the trustees would help with the appropriations. Then, they would have a better understanding of what each figure means.
7:32:55 PM Gulledge Went to Streets & Alleys.
7:33:17 PM Callahan Asked Brussatti if the principal payment category was in the appropriations every department.
7:33:23 PM Brussatti Replied that currently the only principal payments are in Streets.
7:33:50 PM Bell Said he wants the computer line item raised to $5000.
7:34:08 PM Gulledge Discussed Public Comfort Facilities next. He said they are talking about a building in Firemen's Park, and doing some work on the restrooms.
7:34:52 PM Gulledge Talked about Parks and Recreation.
7:35:04 PM Garcia Asked about the park ground acquisition for $500,000.
7:35:06 PM Gulledge Answered that this same amount was appropriated last year. It is in there again this year so that if park ground becomes available, the money will be appropriated for the purchase.
7:35:17 PM Callahan Commented that he has an additional question on the Public Comfort Facilities. He asked if $324 was all that was spent on toilet paper last year for all the restrooms, the Khoury League, etc.
7:35:41 PM Long Replied that she charges the parks for these items when she knows for sure they are being purchased specifically for the parks. The supplies purchased for the business offices are not charged to public comfort.
7:37:24 PM Gulledge Went to the appropriations for Insurance.
7:37:33 PM Callahan Asked Brussatti if the number is sufficient since two people have switched over to the family plan. Brussatti said yes.
7:37:50 PM Gulledge Went to Cemetery appropriations.
7:38:08 PM Schmidt Commented that the only thing in the appropriations is he doesn't see a category for engineering, in case they would buy ground.
7:38:13 PM Callahan Suggested raising the Miscellaneous line item to $2500. Gulledge agreed.
7:38:30 PM Gulledge Went to the Health Department next.
7:38:49 PM Schmidt Asked about the appropriation of $20,000 for the line item, vehicle.
7:38:54 PM Gulledge Answered that this was put in so that if they decide to purchase a vehicle, the expenditure would be covered.
7:39:20 PM Gulledge Discussed Social Security. He said the numbers came from Brussatti.
7:39:31 PM Callahan Asked Brussatti if the Water Department percentage of the Social Security is taken out. He said it was.
7:39:43 PM Gulledge Went to IMRF/Retirement. He said this number was raised because of the possibility of the Police & Fire Board. He then went on to Street Lighting. He said this amount was increased because of all the new roads. Building and Zoning was the next appropriation discussed.
7:40:05 PM Bell Commented that he would like the wording to be consistent with the Administration. Instead of computer maintenance he wants to it read "maintenance service - computer", and computer equipment to read "computer/software".
7:41:35 PM Gulledge Went to the Economic Development appropriations.
7:41:38 PM Callahan Asked about the $9200 for Community Relations.
7:41:43 PM Gulledge Replied he thought it was the pamphlets.
7:41:50 PM Callahan Commented he thought that was the $10,300 under Other Professional Services. He asked what it was.
7:42:01 PM Gulledge Said it might be the signs.
7:42:55 PM Brussatti Answered that the $10,339 was for the Comprehensive Plan Books and Economic Development Books.
7:43:45 PM Gulledge Commented on the Contingencies appropriations. He commented that this item is a catch all for things not included in the appropriations. He said this will be on the agenda for next Wednesday's Board Meeting.
7:45:01 PM Gulledge Introduced Charm Ruhnke from Lewis and Clark Library System.
7:45:51 PM Ruhnke Said she works with the public libraries, the schools and academic libraries, but mainly the public libraries. One of her duties is working with communities to establish libraries. She commented that she has nearly ten years of history working with different individuals calling and asking for information. She said about a year ago, Carol Frerker called her to see about establishing a public library for the Maryville area. She said she has been meeting regularly with Carol and the library committee. The Illinois State Library, which the systems are part of, has federal funds that come back to the State (LSTA money). She said these funds are used to give to communities or areas to set up a library to show the residents what a library would be like; to see if they would want to vote "yes" to support a library with tax funds. This is called a "demonstration grant". In her conversations with Carol Frerker, Kostyshock, and Callahan, it was mentioned that these grants were happening. She said the deadline is July 30 for a grant from the LSTA funds. She said there are two communities thinking about this, Maryville and Coffeen. She talked about grant sharing with Coffeen. Because of some of the rules the State Library has to follow, she cannot do two separate grants. And, because neither library exists in the State Library's eyes, the grant money would come to the system, and she would parcel it out to Maryville and Coffeen. She would do all the record keeping, and pay the bills. If Maryville is a recipient of the grant, the library issue will have to be on the ballot in April, 2005. She said she and the Mayor, and she and Frerker have talked, and agree that this is a short time frame. She commented that there is nothing that says the Village can't wait a year or two years. There is nothing that says the Village has to wait, it can be done now. She asked if anyone has any questions.
7:51:53 PM Bell Commented that this is a demonstration grant. He asked what kind of dollar figure she is talking about for a demonstration, is it enough to build a library.
7:52:13 PM Ruhnke Answered no. Maryville's portion of the grant would probably be between $75 - $100,000. It is not enough to build. It would possibly be enough to rent, which is what is usually done with a demonstration grant. The grant also covers purchasing a collection, a minimal amount of staffing at minimum wage or better, it covers book shelves, book ends, etc., some furniture, and electronic items, such as e-books, data bases, etc.
7:55:15 PM Bell Asked if it could be used to purchase computers as well. She said it could.
7:55:29 PM Gulledge Commented that they need to understand, that if they do go this route and get the demonstration grant, and temporary set up is found, unless the referendum passes anything that is purchased, it all goes back.
7:58:57 PM Garcia Asked if there is any expense to Village residents for the demonstration library, or does the grant cover it.
7:59:25 PM Ruhnke Replied that the grant covers it. She explained that if the Village helps with the building, help with some furniture, then this basically comes from the Village taxpayers.
8:00:15 PM Schmidt Asked what restraints the Village is under as far as the building, making it handicap accessible.
8:00:37 PM Ruhnke Explained that the building must be handicap accessible. She said the ADA will allow a little time for a building to be made handicap accessible. She talked about the weight of the shelves and books on the floors in older homes. This is a concern, and she prefers buildings on a slab for the library.
8:01:54 PM Schmidt Asked what her thoughts were on results of the survey.
8:02:15 PM Ruhnke Answered that she was not overly surprised. She said traditionally, people who are interested in libraries will not normally return the survey. She said in her opinion, the State Library will look at the survey as the Village "testing the waters", and discovered that a lot of people didn't understand what all a library can do for them.
8:03:35 PM Schmidt Asked if there were provisions in the grant that would allow her to insert the survey results.
8:04:12 PM Ruhnke Answered that when the grant goes in, she will have the survey results attached to it.
8:05:22 PM Bell Asked if the Village does do the referendum, and it passes, are there any additional charges to the residents on top of what they are paying on their tax bill, such as a membership fee.
8:06:10 PM Ruhnke Said if this passes in 2005, the residents won't see it on their tax bill until 2006. There is no membership fee with the system. There is a fee involved, it would be part of the tax revenue, if the Maryville Public Library chose to join the Automated Online Circulation system. All the surrounding libraries are members. Some municipalities choose to completely roll the library tax levy into the Corporate tax, and the overall amount goes up. Others choose to keep it separate, so the people know the amount going to the municipality for the library. She commented that she believes in Madison County, the Clerk prefers to have it separate.
8:07:29 PM Gulledge Commented that he thinks it should be separate. If they look at their tax bill, they should be able to see the library tax.
8:07:33 PM Bell Commented that if a Maryville resident goes to the library in Collinsville, there is a charge.
8:07:37 PM Gulledge Said the charge is based on the assessed valuation of their home.
8:08:25 PM Ruhnke Said in many ways, what the person pays Collinsville is what they will be paying on their tax bill.
8:08:33 PM Kostyshock Asked what would be the lowest tax rate the Village could charge the residents and still be able to fund a library.
8:09:06 PM Ruhnke Answered 13 to15 mils. She commented that in her opinion, the Village should choose a rate that will allow the library to be operated in a manner in which the residents expect it to be.
8:10:54 PM Schmidt Asked if the unincorporated areas of Maryville are going to be drawn into the referendum. He asked if Lakeview Acres is in Collinsville Library District.
8:11:17 PM Ruhnke Answered that there are a couple of options. The Village could establish the Library District which would have fairly flexible boundaries, or it can be established as a Village Library which would mean the current Village boundaries. She said in the grant she is using Maryville Public Library District.
8:11:55 PM Gulledge Explained that they were looking at the approved boundary line agreements with the neighboring communities.
8:12:12 PM Ruhnke She said in talking with Callahan and Kostyshock, they had said they would not go past these boundary lines. The bulk of the population will be Maryville. She said she is in favor of a library district over a municipal library.
8:13:59 PM Callahan Commented that in today's paper there is an article about Collinsville going district, and it specifically mentioned that one of the things they can do once they went district is to serve the areas in Caseyville, and they mentioned Maryville. He asked if they come after Maryville to become part of their district, what is the procedure to stop them.
8:14:41 PM Ruhnke Answered if Maryville was already a municipal or library district, they couldn't touch anything that Maryville has in a municipal or library district. As Maryville is now, if they did a back door referendum, they could do an ordinance for any and all areas that are contiguous to them. She said in reality this is not going to happen because that would force a backdoor referendum.
8:15:04 PM Callahan Commented that if Collinsville comes after Maryville, then Maryville will have to do a backdoor referendum. It would be the Village's responsibility to get it on the ballot, or the Village would end up in their district.
8:15:28 PM Ruhnke Replied that this is correct, but she doesn't think Collinsville is not ready to do anything like that for a while.
8:15:35 PM Callahan Commented that once they go district, he thinks it would happen a lot sooner than people think.
8:15:43 PM Gulledge Commented that there are legalities. For instance, if Collinsville decides they want to go from a municipal library to a district library, they will have to get permission from Collinsville, and from the State.
8:16:15 PM Ruhnke Explained the procedure. She said they are doing what she calls an annulment method. The Library Board is doing a resolution and if the Council agrees with it, they'll do an ordinance, then they'll go to a Circuit Court Judge who will say "okay". Then, they could be a district as early as August 1st. She commented that she doesn't think it will happen quite this soon, however. Once they are a district with their current boundaries, then they could start annexing. She said in her talks with Collinsville, they know she is talking with Maryville, and they are aware of Maryville's interest in establishing a library. She said she doesn't think they are too interested in coming into Maryville yet. They are waiting to see what Maryville is going to do. She reminded the trustees that this is not the City of Collinsville, it is the Library.
8:17:11 PM Callahan Commented that if the Collinsville City Council does not release them, they can then put it on a referendum to be released, and it would be just those people voting. And, this wouldn't be until April.
8:17:32 PM Ruhnke Replied that depending on timing, they could still get it on the November ballot.
8:17:41 PM Callahan Said the reason he is bringing this up is that he really thinks that if Collinsville City releases the Collinsville City Library, there is a lot of turf, a lot of assessed valuation, and it would add a lot of money to their coffers. He said all they have to do is take a run at Maryville, then it is up the Maryville to fight them off, the same way the Village did when Collinsville did the Park District. Maryville can't protect anyone but themselves.
8:18:13 PM Ruhnke Replied that she doesn't disagree with this, but what is interesting is that the trustees are thinking like a Village Board, and this is a totally different way than a library board thinks. She commented that a Village Board is more aggressive. She said technically this could happen, but in reality, she doesn't see this happening any time soon.
8:19:11 PM Garcia Asked Ruhnke again that if the Village Board agrees to do the Demonstration Library, they will not have to put out any money.
8:19:16 PM Ruhnke Replied she is correct. If they choose to offer building space, it would be nice, but the Village is not required to.
8:19:23 PM Garcia Commented that her concern is, they sent out the survey, people are saying the do not want a library. If the Village has to start spending money on a library they said they don't want, it is going to look bad on the Board.
8:19:52 PM Callahan Commented that when the Library Committee had their last meeting, he, Mayor, and Kostyshock were there along with a lot of the members of the Library Committee, the three of them said this. He said he personally would like a library. He said apparently at his point, it is not such a good idea, but if they can get a demonstration library going, the argument is there is not enough time to get it up and running to show people how it works. This is the reason they asked Ruhnke about the grant. They told the Library Committee that if they could work through this, the Village would try to provide them with a facility to house the demonstration library. He said for the first six to twelve months, it will all be volunteer, since it doesn't look like the Village will apply for a grant until after the April 2005 election.
8:21:26 PM Ruhnke Responded that if they are looking to put it on the ballot in April, 2005 using demonstration grant monies, this is the grant that goes in July 30, 2004. If they decide to wait a while and start something more low key, more local, taking donated books, finding used book shelves, etc., and use this time now and next summer they could apply for the grant.
8:22:34 PM Callahan Said the reason the Committee is here tonight, is they are asking the Board to go forward with this. He said that his, Mayor's, and Kostyshock's suggestion was they should put off going for the demonstration grant so they could have a facility they could use for about year or year and a half to show that it actually works, and is worthwhile to the community. Then perhaps is 2006 or 2007 have the referendum. If the Board would go along with this, they would be responsible for any expense incurred.
8:23:21 PM Bell Commented that without the demonstration grant, they won't be able to buy books, computers, etc.
8:23:28 PM Callahan Replied there is a lot of things they can get ready. He said the Village already has a lot of books, but no room to put them in.
8:23:57 PM Ruhnke Commented that most of the time, books that are donated are not suitable for use. She said one of the issues the Village would have if they a "volunteer library", any resident that would want to use a neighboring library would still have to purchase a non-resident card. If they have the demonstration grant that purchase has already been done for them.
8:25:15 PM Gulledge Asked Ruhnke if there is an election in April of 2006. She told him yes. He said his question to the Board is that they have a recommendation, and there are a couple of issues that must be decided. One is, is the timing right to follow the recommendation of the Library Committee, unless they change their mind and want to hold off for a while. Do they go ahead with the demonstration grant, or do they say no, they don't want to. Or do they say put it off until April, 2006, do the referendum and get the demonstration grant set up for the next year. He said these are three alternatives, one is to go along with their recommendation and put in for the demonstration grant, put it on the referendum for the April 2005 election. Or, they could just say no, don't do it. Or, postpone it and get the demonstration grant next year and put it on the April 2006 ballot along with the School Board Election.
8:27:24 PM Schmidt Commented that the money may not be there next year.
8:27:41 PM Gulledge Commented that he read in the paper last week that when Blagojevich signed the extension, there were three things he left out. One of them was no monies for libraries.
8:28:09 PM Ruhnke Commented that the demonstration grant would be Federal money.
8:28:13 PM Gulledge Commented he isn't talking about grants. He is talking about if they go forward with this there may not be any money.
8:28:32 PM Callahan Said, using the Centennial, Museum, Library Committee as an example, they started with the Centennial and they created the museum out of nothing. He said he is impressed with what they have in there. The items are donated. He said it is his opinion, not to go ahead with the grant application, but to get the Committee more active, and try to get a facility, get it open, and get books in it. He said the only reason for delaying is to get more time to get away from the results of the survey. Maybe a year and a half from now, or even two years, when it is actually put on the ballot, the people would have had a library to use.
8:29:32 PM Bell Said he is more in favor of going on with the demonstration because he thinks two years from now he will be paying for a library, but he will be driving to Collinsville to use it.
8:30:07 PM Schmidt Asked if anyone has a building in mind.
8:30:23 PM Gulledge Replied he has a building in mind, but it may or may not come available before December 31 of this year.
8:31:01 PM Limberg Commented that most people who sent in the survey are negative people. He thinks there are a lot of people who are positive that didn't send the survey back. He thinks the property tax timing caused a lot of the negative response. A positive approach is needed.
8:32:38 PM Gulledge Asked the Board what they wanted to do. Limberg said he agrees with Bell, if they wait to too long, it is not going to happen. Schmidt is in favor of going forward with the grant and putting it on the ballot in April. Bell said this is also his opinion. Callahan said he thinks they should wait and make the application next year. Kostyshock said he is not sure. He asked if they are going with just the Village or a district. He feels this is important. He thinks a lot of the no votes came from the district.
8:33:58 PM Ruhnke Said Frerker just asked her when they would have to make the decision of Village boundaries or a district. She said she will have to know as soon as possible for the grant, at least by July 25th.
8:34:42 PM Kostyshock Asked Ruhnke from past experience, if she tried a referendum and it failed, what is the chance of coming back and doing it again.
8:36:16 PM Ruhnke Replied she has never had an establishment referendum to fail. She doesn't know.
8:36:23 PM Kostyshock Commented the only problem he has is that three months demonstration is not long enough to really get the people involved in a library.
8:36:24 PM Gulledge Said he has a problem with this also. He believes in the demonstration library to show the people, but he has a problem with only ninety to one hundred twenty days to accomplish it.
8:38:13 PM Kostyshock Asked what kind of effect would it have to wait a year.
8:38:38 PM Ruhnke Answered it won't hurt.
8:39:55 PM Kostyshock Asked Frerker if the committee is willing to wait.
8:39:59 PM Frerker Replied they would be willing to wait.
8:40:25 PM Gulledge Said his concern in the three month window. He doesn't think this is sufficient enough time to make it work. He asked Kostyshock what he wanted to do.
8:41:03 PM Kostyshock He said if they do wait, they are going to have to get books, computers, etc. to show the people.
8:42:07 PM Frerker Commented that many people expressed also, the idea of a community center. If they choose to wait, they can use the building as community center to bring people in.
8:43:14 PM Kostyshock Said he thinks they should wait, but in the meantime, they should keep the Library Committee going forward.
8:43:55 PM Garcia Said wait for the demonstration grant until next year.
8:44:05 PM Gulledge Voted to wait, because it gives better opportunity to show what the grant is for. He thinks they will have the assets to be able to keep this going. He said he wants to keep meeting with the Library Committee. They need to keep educating the people, get more involved with the schools and the kids. He is in favor of doing the demonstration grant next year, after all the variables are in place. He thanked the Library Board and Ruhnke for coming.
8:47:00 PM Gulledge Went to the next agenda item, Humane Officer Hours.
8:47:38 PM Schmidt Said he received information from Linda Pomerantz that at the beginning of the month, she will be restricted to the amount of hours she will be able to operate as Animal Control Officer. The hours she will not be available are Monday through Thursday after 10:30 p.m. and she will be available on Friday from 6:00 p.m. until 7:30 p.m. on Sunday. He said they need to take into consideration how they will take up the void.
8:48:51 PM Bell Asked if there is enough work for her to be full time. He was told no.
8:49:26 PM Gulledge Talked about shifting the Humane Officer to the Police Department. He has discussed this with Schmidt, Limberg , Schardan, and Flaugher. He said this is the way it is done in most municipalities. He feels this is a perfect time to make the change. The Police Department personnel are the ones that usually call the person anyway. He asked if any of the trustees had a problem with this. There were none. His next question was the hours. She currently get 30 hours per pay period. He asked if the Board wanted to make it a call out only, or do they still want to guarantee her the thirty hours.
8:51:11 PM Garcia Asked what if she is not available, what would they do.
8:51:25 PM Gulledge Said she is no longer available for call out. There are several options. They can go along with her schedule, call Madison County and get charged, or they can look to find someone else.
8:52:23 PM Limberg Recommends looking for someone else.
8:52:44 PM Gulledge Said he would like to turn this over to Chief Schardan. He asked if anyone would have a problem with this.
8:53:24 PM Bell Asked how long she has worked here. He was told she has worked part time for five years at least, maybe longer.
8:53:53 PM Gulledge Chief Schardan will look into this and report back in two weeks.
8:54:34 PM Gulledge Went to the next agenda item, Computer for Park Surveillance.
8:54:47 PM Bell Commented that the Village has purchased surveillance equipment for the park. He thought he could use one of the older pcs, but it didn't work. He said he didn't want to buy a new pc. Computron has found a 1.8 gig P4 computer, with 120 gig hard drive, he can purchase for $699.99. And for an additional $199.00 he would like to upgrade to Windows 2000 Pro instead of Windows 98. He said this will record the surveillance video, which takes about 2 gig a day. He asked that this be put on the Board agenda.
8:57:28 PM Bell Next discussed hydrant problems. One of the firemen approached him because there are bushes shrubs, etc around the hydrants. He said the people have been told, but they won't do anything about it. Some are completely hidden from view. He said the fireman told him he has mentioned this to members of the staff in the Administration Building, and he has mentioned it to the Fire Chief. He said there is a State ordinance, and the Village has an Ordinance that allows for a fine. Nothing is getting done, and Code Enforcement needs to take care of the problem.
8:59:56 PM Callahan Asked Bell how many hydrants he is talking about. Bell said he doesn't have an exact number. He thinks it is less than fifty, but probably more than twenty.
9:00:14 PM Schmidt Recommends that the Fire Chief get the information from the fireman and send out registered letters and get this situation taken care of.
9:03:25 PM Gulledge Went on the Calendar Updates.
9:03:37 PM Bell Said there is a concert the Sunday at 7 p.m. in Firemen's Park.
9:03:59 PM Gulledge Went to the To Do List. He said on the Bright Ideas Grant, the Village didn't get it. Gave a special notice on the sewer treatment bill with Collinsville, there is a meeting scheduled on August 8 at 10 a.m. He said litigation has been filed on the brine tanks, on Hart Contracting, they are close to getting a signature, and on Hayden Lane, they have spoken with the family involved and this should hopefully be done in the next two weeks. Next week there will be an annexation on the agenda. It is a lot on North Keebler that is contiguous to the Village. This is a voluntary annexation and no public hearing is required.
9:06:28 PM Schmidt Asked where the maps from SWIMPAC are.
9:06:46 PM Gulledge Answered that he called, but he has not heard back from Wobbe. He went to page 2.
9:07:04 PM Bell Asked if the GIS tiles have been purchased. Mayor told him they have authorized the purchase, but he doesn't know if they have them yet.
9:07:14 PM Kostyshock Asked if anyone has heard from CARD. No one has.
9:07:29 PM Gulledge Commented on the Drost Lake Dredging. The IEPA permit is still on the guy's desk. Hopefully he thinks he might get to it this week or next week.
9:08:02 PM Gulledge Said there is a construction meeting for the Bike Path Entrance on Cedar Valley. The project is supposed to start Monday. He went to Page 3.
9:08:39 PM Limberg Asked about the skate board park. He wanted to know if the Park Board is still interested this.
9:08:55 PM Gulledge Commented that Trustee Garcia is.
9:09:17 PM Schmidt Talked about the new Marquee. He said he has been informed that there is not enough letters. They need to get more.
9:10:44 PM Kostyshock Said the micro surface in Lyn Hi will be done probably Mid-August or the last part of August.
9:11:06 PM Gulledge Went to page 4.
9:11:15 PM Bell Asked that the fire hydrant problem be added to the To Do List.
9:11:32 PM Gulledge Went to Trustee Comments.
9:11:47 PM Bell Said he received an e-mail from Cindy and Diana of the Park Committee asking about the Park recommendation to the board a while back, and nothing has been done, concerning installing lights with guards on them at all the pavilions. At the last concert there were no lights. The pavilion that does have lights are all broken.
9:12:36 PM Kostyshock Said they are working on West Main. They are pouring the sidewalks on the new section just poured. It should be open next week. He talked about his decision on the library. It was a hard decision on his part because he is concerned about Collinsville doing what the did with the Park District. He said he thinks this is everyone's concern, but they do need more time.
9:14:44 PM Garcia Talked about a letter she has received from Chief Schardan concerning the 4th of July. She said personally she feels that July 4th was the actual holiday. The Village observed it on the 5th since the 4th was on Sunday. She feels the officers who worked on the 4th should get time and a half because they actually worked the holiday.
9:16:18 PM Gulledge Commented that this is what the policy states. What they did was right. It is now what is going to be done in the future.
9:16:49 PM Schardan Talked about holidays on Saturday and Sunday. He is suggested that the Police Department and Fire Department should be paid holiday pay on the traditional holiday.
9:17:59 PM Callahan Asked if an employee works both days, does he get paid holiday pay for both. Schardan said they only get paid for the 4th.
9:21:59 PM Schardan Talked about the holidays. The normal work force, everything revolves around a Monday through Friday work week. The Police and Fire Departments are more of a seven days, twenty-four hours a day work week. The Personnel Handbook has most of the things geared toward the forty hour work week. It doesn't address the people who work on different day and time frame.
9:22:27 PM Callahan Asked how he would word this so that the people that work Sunday and Monday, wouldn't get overtime both days. Schardan said they would observe only the traditional holiday.
9:28:39 PM Gulledge After a lengthy debate, asked the Board if the wanted to follow Schardan's recommendation. Kostyshock said no, the others said yes.
9:31:14 PM Gulledge Told the Trustees that he has received a request from a person who wants to bring in a Tropical Snow Cabana. It will be on the Maryville Pharmacy property. He asked them if they have a problem with this, let him know now. He polled the Board.  Limberg said yes; Schmidt abstained; Bell said if the ordinance allows it, he will be in favor, Callahan commented about the temporary sign, however, he said if it is legal he doesn't care,  Kostyshock said yes, and Garcia said  yes.
9:31:45 PM Callahan Said he didn't think the Village allows this. They don't allow portable signs.  It would have a sign on it, and it would be portable.
9:31:56 PM Gulledge Asked the Trustees if they are in favor of allowing this. Limberg said yes; Schmidt abstained; Bell said if the Ordinance allows it, he will be in favor; Callahan said if it is legal by ordinance, he doesn't care; Kostyshock said yes; Garcia said yes. Callahan said he doesn't think it is legal by the sign ordinance. The Village doesn't allow temporary signs.
9:34:25 PM Gulledge Said he has received a resignation from the Park Committee, Rick Dill resigned.
9:35:29 PM Gulledge Announce that he has just received word that Frank Vallino, the former Village Clerk for 44 years has just passed away. He called for a moment of silence.
9:36:36 PM Gulledge He said he sent a memo in the trustee packets about a potential development. They have been invited to tour a similar development. He needs to know who is going. All trustees but Callahan said they would try to go. With nothing further to discuss, he called for a motion to adjourn.
9:37:15 PM Schmidt Made a motion to adjourn and Bell made the second to his motion. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried and the meeting adjourned.

Respectfully submitted,

Thelma Long, Village Clerk  

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The Village of Maryville