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Village of Maryville, Illinois

Description Caucus minutes
Date6/25/2003 Location Council Chamber
Time Speaker Note
6:31:49 PM Gulledge Called the Caucus meeting of June 25th to order, and asked for a roll call of those officers present, to wit. Answering "present" to the roll call were Trustees Limberg, Schmidt, Bell, and Kostyshock. Trustees Callahan and Garcia were absent.
6:32:21 PM Gulledge Called for approval of the minutes of the June 11th Caucus. He asked if there were any questions, additions or subtractions to the minutes. There were none. Motion by Kostyshock, second by Schmidt to approve the minutes as submitted by the Clerk, and place them on file. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes. Motion carried.
6:33:12 PM Gulledge Said that in the absence of Trustees Callahan and Garcia, the first agenda item will be the walking path improvement bids.
6:33:19 PM Bell Said the walking path is in bad shape. The Park Committee is interested in getting it repaired. There is a possibility at Homecoming time of a 5K run that would end in the park. The Committee decided to get prices on doing the path in asphalt. He and the Mayor have talked with Keller about the kodel surface. Keller said it is not the surface for a walking path. He recommends rotomill or asphalt. The committee members proceeded to get some bids. He discussed the bids. R & S Asphalt Paving included bids for just asphalt, one for limestone, and one for rock, graded and shaped.
6:34:46 PM Gulledge Interrupted briefly to allow Garcia to be seated.
6:35:00 PM Bell Continued by stating there were bids from John's Asphalt and Maclair Asphalt. The bids range from $35,000 to $95,000. Two of the companies said their bid would include paving over to the Copper Creek Subdivision from the cul-de-sac over to the bike path. This is one idea. Something has to be done with the walking path. He said he would like to see it asphalted, but realizes the prices are out of range. The path is 8 foot wide, and is approximate one mile.
6:36:15 PM Limberg Questioned the bids from John's Asphalt. There were two prices. Bell replied one is if the Village digs out the path, the other is if he does.
6:36:31 PM Kostyshock Asked if this includes the whole walking path, including up to the gazebo.
6:36:54 PM Bell Answered that it is the whole walking path, but there is no path going to the gazebo. Bell said another option is rotomill. The committee doesn't like that option, because of the shape the road from the Senior Center to the park is in.
6:37:32 PM Gulledge Explained about rotomill. The committee doesn't understand that if the walking path is done in rotomill, it will be dug out about six inches to trap the rotomill. The Division Street extension was just rolled into place, therefore it spread. One or two things need to be done, either fly ash again, which lasts about 2 years, or rotomill . If it is dug out and installed, and then rolled, it would make a good base that possibly in a couple of years it could be asphalted or perhaps use the new micro surface.
6:40:14 PM Bell Asked if the rotomill could be purchased instead of waiting for Keller. Mayor replied that usually it comes from road jobs that are being done. It is the old surface ground up.
6:40:51 PM Wigginton Arrived and was seated.
6:41:08 PM Garcia Asked what the cost of asphalt would be.
6:42:15 PM Bell Explained that it ranges from $35,000 to $95,000.
6:42:32 PM Gulledge Asked the Board if they want a short term fix until the rotomill can be obtained. Bell said he prefers to do the rotomill instead of the fly ash again.
6:43:12 PM Garcia Asked about the surface of the walking path at the hospital.
6:43:40 PM Gulledge Said It looks more like lime. He explained that the park path lays flat, therefore water stands on it. This is what causes the damage.
6:44:12 PM Gulledge Asked Bell to check the price of rotomill. He said he thinks the Village workers can do the work.
6:44:34 PM Bell Said the Village workers are too busy, he would prefer to have someone else do the work. He said the Park Board is concerned because 18 months ago the path was bad, and at that time is was decided to lay the kodel, but nothing has been done.
6:45:50 PM Limberg Commented that bikes must be kept off the path.
6:46:10 PM Bell Said signs are up prohibiting bikes, some people pay attention, but some do not. If the path was asphalt, it wouldn't matter. He said it appears no one is interested in putting money into asphalting the path at this time.
6:48:22 PM Gulledge Asked if the Board wanted to look into rotomill. Bell said he will look into it.
6:48:44 PM Gulledge Discussed the Estimated Anticipated Revenues. He explained that the Estimated Revenue is an educated guess of money coming to the Village. He said he and his staff do a good job of estimating the revenues. Last fiscal year the estimation was off by $119,000.00. The Village received $3,600,000. He asked the trustees to look over this years estimations and if there were any questions, he'd try to answer them.
6:51:15 PM Bell Asked about the Miscellaneous Income and what it consisted of. Mayor explained it is for items that do not have a line item category. He asked about items specifically for the Parks, such as brick pavers, donations, etc. He was told these are separate items and a separate fund.
6:52:58 PM Garcia Asked about the ambulance fees and why they were so low. Mayor explained that there has been some difficulty with Medicare-care payments and other problems with the software. However it has been corrected.
6:54:28 PM Limberg Asked about the photo processing tax. He was told that this is a tax that is being eliminated, and probably by next fiscal year, it will be gone.
6:54:51 PM Bell Asked about the $9,400. in grants. He wanted to know if the $50,000 was included.
6:55:13 PM Gulledge Replied no, it will be included in this year. He explained the estimate of $100,000. He included the $50,000 just received and $40,000 estimated to be received from IEPA for the park, and also the $4651 which will be awarded.
6:56:53 PM Garcia Commented that building permits, improvement and inspection fees were all down. Mayor explained that two developments were anticipated last year that will not start until this year.
6:58:23 PM Bell Asked which category the green space will go under.
6:58:37 PM Gulledge Replied it will fall under the improvement / inspection fees. He said the estimates are on the conservative side. He told the Board this will be on agenda at the July 2nd Board Meeting.
7:00:25 PM Garcia Discussed hiring a Public Works employee. She is proposing hiring Clint Jones, who lives in Collinsville.
7:00:53 PM Kostyshock Said Jones has lot of experience as far as heavy equipment, putting in water and sewer lines, etc. He will not have to be trained.
7:01:12 PM Limberg Asked how many years of experience he has.
7:01:40 PM Garcia Answered he has been in construction since 1998.
7:01:53 PM Gulledge Commented that he has passed his physical, and this will be on the agenda at the next Board meeting. His starting date will be Monday, July 7, 2003.
7:02:38 PM Garcia Commented on the Building and Zoning applicants. The Committee has interviewed 3 people, but they have decided to look at a few more applications.
7:03:30 PM Gulledge Commented that the Village has recently been notified of an increase in the health insurance.
7:03:53 PM Garcia Said Trustee Callahan called her, and suggests a 50/50 split of the increase with the employees.
7:04:27 PM Gulledge Talked about a news article he read where Glen Carbon passed on an approximate 10% increase to their employees. He said that 50% is the maximum the Village would pass on to their employees. However, he doesn't want to pass the entire 50%.
7:05:38 PM Bell Displayed and discussed the pay scale. He said the employees were informed that the Village could not continue to carry the entire premium. With the increase, and passing on 50% of the increase to the employees, an employee with family coverage will pay about $100 per pay period, or $55 more per month.
7:07:31 PM Gulledge Asked the Trustees their feelings about the increase.
7:08:16 PM Limberg Suggests passing on 25 or 30% to the employee.
7:08:34 PM Schmidt Said he agreed that 25 or 30% should be sufficient.
7:08:42 PM Bell Suggests including the single employees in paying some of the increase also.
7:09:42 PM Kostyshock Said the rate goes up every year, and the Board needs to make a decision on what to do. He suggests a 40% employee portion.
7:10:41 PM Garcia Suggests that the single employee pay something on the increase also.
7:11:18 PM Bell Suggests a 30 to 40% for everyone. Mayor asked him to state one number. He said 35% for every one.
7:12:13 PM Gulledge Polled the trustees. Limberg said he would go with 35% including the single employees.
7:14:15 PM Schmidt Said his calculations of the single increase of $57 per month, at 35% would be approximately $19.95 per month. He asked how many employees have 2 or more dependents. He was told12 families; 4 married and 16 single. He too, is okay with 35%.
7:16:59 PM Bell Said at 35% the single employee will pay $10 per pay period, the married will pay about $19.00 more per pay period, and the family employees will pay about $25 more per pay period.
7:17:25 PM Gulledge Asked the Board if they were okay with the 35% increase. They all agreed. He said this will be on agenda for the next Board Meeting. He will have a memo put in their pay checks this week that the increase will be effective on the next pay.
7:18:29 PM Bell Said the increase for the employee will be $20, $38 and $50 per month.
7:19:00 PM Limberg Said he would like the memo to explain that the brunt of the increase is being absorbed by the Village.
7:19:54 PM Bell Discussed the Calendar Update. He asked if anyone has something to add. He said there is a band concert Sunday, the 29th, at 7:00 p.m.and it is a Country Western Band. July is the Homecoming, and the paint collection, as well as the regularly scheduled meetings.
7:21:09 PM Gulledge Talked about the To Do List. He said he has heard nothing from the Department Heads or Trustees. He said the Administration - Mayor has nothing at this time. The next category is for the Attorney, he asked him to talk about the status.
7:22:42 PM Wigginton Reported on the brine tanks. He said they are trying to decide which arbitrator to pick, and what date to have the arbitration hearing. Cape Construction case was set for trial this week. They filed a motion to continue, and over our objection, it was granted. McBride Woodworks, the lawsuit has been filed. Recodification, he said he spoke with AmLegal today, they are very close to finishing. He expects that possibly two weeks the Village should have the copies. Shell Credit has been sent a revised version of the sewer line agreement. Special Census he approved the contract and it is ready for the Mayor.
7:26:27 PM Bell Talked about the Buildings category. The Fire Department drive & parking project, Flaugher is getting bids and will be discussed at the July 9 Caucus. The Senior Building remodeling will be discussed at the July 23 Caucus.
7:28:26 PM Gulledge Said the Village Hall/Police Station has not been discussed. They were waiting for the new Chief. They will be getting with him to decide what needs to be done. They will try to have something for the July 9 Caucus.
7:29:09 PM Gulledge Suggests skipping the Juneau projects. There is a Public Works meeting with Juneau tomorrow, and these items will probably be discussed..
7:29:37 PM Gulledge Talked about the Budget. He would like a rough draft by the last meeting in July. The Appropriation Ordinance is set for July 9 Caucus discussion. The Estimated Revenues will be on the Board Meeting agenda July 2.
7:32:04 PM Gulledge Said he has been notified that West Main improvements will start Monday, weather permitting. The road will not be closed. It will be closed to thru traffic only. There will be a detour through Keebler Oaks Drive.
7:34:16 PM Bell Added the walking trail to the Parks Category.
7:35:39 PM Bell Reported on the other Parks Categories. He spoke on the bike path entrances. There is a need for an agreement with the resident who has offered an easement through his property. Mayor reported that Juneau is to check the utility locations, etc. and Attorney Wigginton will draw up the easement agreement. As for the lake dredging the Village is waiting on the $40,000 IEPA grant. Mayor was told they would know in July. He hopes to go out for bid around July 15.
7:38:20 PM Gulledge Spoke on the small restroom in Firemen's Park. It has been decided to tear it down. The only cost that will be associated with this would be to move electrical panel. Mayor said he will contact Kroder for an estimate to move the panel. There is a meeting scheduled with CARD on July 8.
7:41:28 PM Bell Asked if the water employee will be hired at the next Board meeting, and if the committee is still looking at the applications for the zoning employee. He asked also about re-doing the Personnel Policy.
7:41:57 PM Gulledge Mayor said the water employee will be hired at the next Board meeting, and they are still looking at applications for Building & Zoning. He and Garcia will have to get together to work on the policy. He has several changes noted in his copy of the policy.
7:42:18 PM Garcia Said she can meet on Monday, July 14 to go over the personnel policy.
7:42:44 PM Gulledge Said there is nothing to report on the Public Safety category. They were waiting for the new Chief to get settled. He discussed the Public Works category. The Foxmill Drainage, two of four temporary easements needed are in. He said they will talk about the other Public Works projects at the meeting with Juneau tomorrow. On the Annexation category, he asked Schmidt to come in and talk with him when he has time. He has some ideas. He said, for Callahan, the brochure is done and ready to go to the printer. However, the Board will see it before it is printed.
7:49:14 PM Schmidt Said he is scoping out some properties for cemetery. He wants to have something done by 2004, if possible.
7:50:23 PM Gulledge Gave an update on the Comprehensive Plan. A representative from SWIMPAC is coming to the July 14 Economic Development Meeting to discuss the plan and give an estimate on the cost of updating the plan.
7:53:01 PM Kostyshock Reported on the Public Works projects. Santa Anita repairs have been completed. The Troy/Maryville Emergency Water hook up is underway. Jacquelyn Court repairs need to be added to the project list. The Paint Partners is on going. He has the volunteers he needs.
7:56:07 PM Bell Added Fixed Asset Management Program dealing with an inventory per GASB 34. He has information from a company by the name of RCI Technologies.
7:58:22 PM Gulledge Said the Closed Session will be last. He went on to Trustee Comments.
7:58:52 PM Schmidt Talked about the recommendations of the Planning Commission. They approved all the rezoning requests. These changes will be brought to the Board on July 2nd. He supplied maps of the areas to be rezoned.
8:02:48 PM Garcia Asked if a business can be put on the small parcel known as the Shockley Property. She was told yes.
8:03:23 PM Schmidt Reported that the American Legion is requesting a change from B-1 to PD-R. The Osborns are requesting a zoning change from SR-2 to PD-R.
8:04:37 PM Schmidt Talked about a security camera for the front door. It would make it easy for anyone using the Conference Room to see who is coming into the building. He spoke about an increase by Midland Waste. He talked with Robin Karlas, the Village's representative about the increase affect on the residents. It is an insignificant increase, approximately Fifteen (15) cents.
8:07:30 PM Gulledge Said he will check the contract with Midland Waste, he is not sure they can raise the rate. He and Attorney will look at it.
8:08:44 PM Bell Said he will look at the RCI software, and may ask for a demonstration at a caucus.
8:09:10 PM Kostyshock Reported that tractor that is used for trimming and brush hogging, the clutch went out. It will be fixed next week. The cost will be between $500 and $800.
8:09:40 PM Bell Asked Kostyshock about the dead grass that lays in the park, can it be raked and bagged. Kostyshock replied he is trying to find a rake. He has noticed the dead grass also.
8:10:42 PM Garcia Asked if the Board would have an Employee Appreciation Day this year. The trustees and Mayor agreed that they wanted to have one. Limberg said he will check into getting Nottingham Lodge. He will try to find an open Saturday or possibly a Sunday that is available the latter part of July or the first part of August.
8:12:30 PM Gulledge Said Tom Wobbe from SWIMPAC is coming to the Economic Development Committee to talk about the Comprehensive Plan. He also reported that he was notified that the Village did not get the grant for ADA Improvements for the old Firehouse.
8:15:26 PM Gulledge Called for a motion to go into Closed Session. Motion by Limberg, second by Kostyshock, to go into Closed Session to discuss the Sale and or Purchase of Property, and Pending or Threatened Litigation. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes. Motion carried. Closed session begins.
8:40:33 PM Gulledge Called for a motion to come out of Closed Session into Open Session. Motion by Kostyshock, second by Limberg to come out of closed session into open session. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes Kostyshock - yes; Garcia - yes. Motion carried.
8:41:10 PM Gulledge Said if there was no further business to come before the Board, the meeting would be adjourned. There was none. The meeting adjourned.

Respectfully submitted,

Thelma Long, Village Clerk

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The Village of Maryville