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Village of Maryville, Illinois

Description Caucus Meeting
Date 8/11/2010 Location Council Chamber
Time Speaker Note
6:30:04 PM Gulledge Called the Caucus meeting of Wednesday, August 11, 2010 to order and invited those in attendance to join in the Pledge of Allegiance. After the Pledge, asked for a roll of those officers present. Answering the roll call were Trustees Limberg, Schmidt, Bell, Kostyshock, Garcia and Short. Also in attendance were Clerk Fenton, Deputy Clerk Henry, Attorney Wigginton, Public Works Director Presson, MCIB Chair Scott Allen, Grace and Hope Ministries Representatives Cindy Winters and Amy Ralston, two residents and one reporter.
6:30:47 PM Gulledge Called for approval of the July 14th, 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 Limberg. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
6:31:18 PM Gulledge Went to first agenda item, Request for 10K Run Event October 9, 2010 by Hope and Grace Ministries.
6:31:37 PM Cindy Winters 10 Jennifer Lane, Edwardsville, Illinois. Discussed hosting a 10K run charitable event in Maryville. Stated this year they would like to move the event to Firemen's Park to be held in conjunction with the Community Improvement Board Fall Fest on October 9th. Commented her belief the events would be compatible and beneficial to each other. Detailed the event which will include the option of running a 5K, a 10K or a fun run of either a mile or 1/2 mile. Explained the race would start at 8 a.m. and be finished before the fall fest begins at 11:00 a.m.
6:33:33 PM Amy Ralston 229 Michael Drive, Troy. Detailed the race route which would start at Firemen's Park, go east down East Main Street, turning north onto Lakeview Acres Road, turning south/west onto the bike trail back to East Main Street, turning north onto Lange, west on Division, south on Donk and ending back at Firemen's park. Explained they have discussed the event with Chief Schardan who will provide squad cars to block key points of the streets for safety.
6:35:36 PM Gulledge Introduced Scott Allen, Chair of the MCIB. Opened the discussion for questions or comments. Stated he has been assured the race will be done long before the Fall Fest starts. Commented they will also want to put up tables for displays in the park, Stated they will try to get media coverage. Commented it brings good notoriety to the community.
6:37:05 PM Cindy Commented they will include the Fall Fest in all advertisement of the run.
6:37:30 PM Bell Asked the route for the fun run portion.
6:37:37 PM Ralston Explained it would start in Firemen's Park and follow the "rectangle" of Donk, Lange and Division streets.
6:38:02 PM Winters Commented they have not measured the distance, but believes that is approximately a half mile. Stated they may extend the route south of Main Street to make the route a little longer.
6:38:50 PM Short Asked if 8:00 a.m. is registration or the start of the race.
6:38:57 PM Winters Stated they will begin running at 8:00 a.m., with runner check-in approximately one hour before.
6:39:12 PM Short Asked if they will be closing the bike trail.
6:39:15 PM Winters Responded no. Short asked if Madison County has approved the plan, as many of the bike riders on the trail can be a problem. Winters responded they ran an entire 10K last year on the bike trail with no problem. Commented they will have individuals posted along the route for safety and direction of traffic.
6:39:51 PM Short Asked how much room they will utilize at the park, as he knows the Fall Fest sets up early.
6:40:08 PM Winters Stated they have not looked at all the dimensions, but does not believe she would need more than half. Stated the the chute for runners will be on or close to the street, not within the park itself.
6:40:57 PM Scott Allen Stated for the Fall Fest last year they blocked off Donk between Perry and Union and fire trucks were parked on Donk as it was also the Fire Department Open House. Commented accommodations will have to be made for space. Asked if there is a plan for parking. Commented last year they did not use 100% of park; however they had a lot of positive response to the event and will likely have increased participation by local churches, etc.
6:43:08 PM Winters Explained they plan to have participants park at Drost Park off of East Division and walk to the event.
6:43:42 PM Gulledge Stated Winters is referring to the parking at the Senior Center and the new lot that is going in by the ball fields.
6:43:58 PM Bell Asked if the had access to MPH church parking for the Fall Fest last year. He was told yes.
6:44:04 PM Allen Commented they also used parking up and down streets where available. Discussion was held as to where tables were obtained and how they will be set up. Winters stated if the Fall Fest coordinators want to give them a time by which they need the vendors to leave they will accommodate.
6:47:00 PM Gulledge Commented his understanding the Fire Department Open House will not start until 11:00 a.m. either.
6:47:10 PM Short Stated Flaugher is in charge of that event. Commented they had gone to an every other year event due to attendance levels. Commented he is not sure what the plans are this year. Discussion ensued as to where the trucks could be parked.
6:48:14 PM Gulledge Asked for other questions.
6:48:35 PM Bell Asked how many runners they had last year. Ralston responded 215, with an anticipation of 250 this year. Bell asked if there is a particular reason why they want to start in Firemen's park.
6:48:51 PM Ralston Responded for visibility purposes and to better involve the community.
6:48:57 PM Bell Commented they hold the Turkey Trot each year at Drost Park for which they have a large crowd and there is plenty of parking. Commented his idea it may be better to start there and end in Firemen's park.
6:49:33 PM Gulledge Stated they went over that. Explained the trail they have mapped out is exactly 5.3 miles. Commented his opinion at 8:00 a.m. on a Saturday it won't be an issue. Stated they can work out the logistics later. Stated his opinion is the event is do-able. Polled the Board; all were in favor.
6:52:24 PM Gulledge Went to next item on the agenda, Purchase of Public Works PC.
6:52:52 PM Presson Stated the computer currently in use by the Street Superintendent is the oldest in the department and does not run GIS, which that department must use on a daily basis. Referred to the bid from Computron. Explained they can delete the monitor, Office software and speakers, for a total bid of $1,299.
6:53:54 PM Gulledge Asked for questions or comments. There were none. Stated the item will be placed on the Board meeting on agenda.
6:54:25 PM Gulledge Went to next item, anti virus software renewal from Computron.
6:54:45 PM Bell Stated the bid for $1,899 includes 45 licenses and installation.
6:55:02 PM Gulledge Asked for questions.
6:55:04 PM Short Asked if the bid includes any computers at the Fire house.
6:55:13 PM Bell Stated he believes there is one PC within the agreement; however he is not sure about the one Assistant Chief Hartman built. Stated he will ask.
6:55:39 PM Gulledge Stated the item will be placed on the agenda. Discussed yearly onsite computer service agreement with Computron, which did not make it in time to be included on the agenda. Explained the contract has run out as of July 31. Explained there has been some discussion with staff regarding computer issues. Encouraged all to read the service agreement coverage, as a lot of service calls are initiated because of viruses, which this agreement does not cover.
6:56:49 PM Bell Explained if a part in the PC goes out, Computron will replace it at their cost and labor is no cost. Commented there have been several of such instances, for which Computron does not send and invoice due to the no-cost factor; however he has asked that invoices be sent going forward. Stated they had a long discussion following the meeting with Regis. Commented on the fact there has been no down time for a network of Maryville's size. Stated he is not comfortable with the way Regis does business in that Maryville would have to buy their own hardware. Stated they spoke with Computron regarding the concerns of the staff, some of which are communication problems. Commented the money spent for support is minimal.
6:58:41 PM Gulledge Asked for questions or comments. There were none. Stated the item will be placed on the Board meeting agenda.
6:59:10 PM Bell Stated the Comptroller approached him with a bid from Data Technologies for online backup services for a cost of $49.50 per year. Stated they use Stated he is skeptical regarding how long they have been in business, who keeps the data, etc. Stated the encryption looks fine. Commented it would not be a replacement for the current backup tapes; however it wouldn't hurt. Stated he needs to answer one question before recommending.
7:00:41 PM Gulledge Stated the item will be on the Board meeting agenda pending Bell's recommendation.
7:00:48 PM Schmidt Asked what the attorney's firm does.
7:00:53 PM Wigginton Stated they have nightly backup tapes that are stored off premises.
7:01:33 PM Gulledge Went to next item, Pay Application to Keller Construction for Drost Park Improvements.
7:01:43 PM Presson Stated the application is in the amount of $51,750 for current work done on the parking lot at the park.
7:02:37 PM Gulledge Stated the item will be on the Board meeting agenda. Went to next item. Stated the end of Division street goes into the new parking lot down to the new pavilion, for which the driveway will be paved. Stated they have an opportunity to asphalt that lot for an additional $11,790. Commented this eliminates the need for oil and chip which will make it easier to plow, the parking spots can be striped to maximize usage, etc. Presson commented it will pay for itself in ten years. Discussion ensued. Mayor stated they have an additional $200,000 from Madison County that would cover the cost. Polled the Board. All were in favor.
7:08:59 PM Gulledge Went to next item, bids for repair to water plant storage shed.
7:09:07 PM Presson Explained this is the small shed on the water plant property that is now used for storage. Explained it is rusting out and animals have been burrowing under it. Stated this proposal will make it look presentable. Stated the project will be completed by the operators at the plant, so there is no cost for additional labor. Stated the low bid is from RP Lumber for supplies in the amount of $2,414.25. Discussion ensued.
7:11:36 PM Presson Explained the metal siding and roof will be removed and replaced with new; the metal frame is intact in good condition. Gulledge commented once completed, they will need to buy new doors.
7:12:21 PM Gulledge Polled the Board. All were in favor.
7:12:30 PM Gulledge Went to next item, Pay Application #5 from Plocher Construction in the amount of $33,291 for water system improvements.
7:12:49 PM Presson Stated this is for work completed at the water treatment facility in the softener room.
7:13:07 PM Gulledge Commented with this payment they will be close to completion.
7:13:17 PM Presson Stated they are programming the softeners now. Commented there were a few software problems, but they should be up and running by the end of the week.
7:13:50 PM Kostyshock Stated after this payment they will owe approximately $256,000. Stated when the project is complete, he would like to take the Board members on a tour.
7:14:32 PM Gulledge Polled the Board. All were in favor of the payment. Went to next item, Pay Application #1 to Natgun Corp.
7:14:50 PM Presson Stated the Pay Application is in the amount of $155,527.20 for foundation work, framing and materials for the ground water storage tank next to the tower. Explained the progress on the project.
7:15:35 PM Gulledge Polled the Board. All were in favor. Went to next item, bids for repair to Village Hall porch.
7:15:52 PM Presson Stated the front porch of the Village Hall has foundation issues and the handrail is rotted away and needs to be replaced. Stated he contacted six different people; however he did not receive much response. Stated the porch will be poured, as is with the original color with the front brick layer removed. Stated the handrail will be replaced with maintenance free PVC with a 30-year warranty.
7:17:57 PM Gulledge Stated they have money in the building fund, as they planned for this project.
7:18:14 PM Schmidt Commented the tuck pointing at the old Fire House came in cheaper, which freed up some funds.
7:18:22 PM Gulledge Asked for questions or comments. All were in favor. Clarified the low bid for the hand rails is from Maintenance Free, and the low bid for the concrete is McIntyre Concrete.
7:19:21 PM Gulledge Next asked Presson to discuss his request to attend the convention in Springfield.
7:19:43 PM Presson Stated this is the Annual Potable Water Association Conference that the operators attend annually. Stated the cost is $1,553.40 not including food or transportation.
7:20:53 PM Gulledge Commented the three attending will be Presson, Hoffmann, and Simpson.
7:21:20 PM Schmidt Commented they have selected this for training instead of the IML Conference.
7:21:30 PM Gulledge Polled the Board. All were in favor. Next, discussed the issue of power to the booster station at the water tower.
7:22:02 PM Presson Stated they have been working on this project for several months and is actually the last step of the booster station. Stated Juneau designed the station with a lump sum estimate that was not nearly enough. Explained the 3 phase line stops at the lift station which carries in all of Remington; however they need 3 phase power all the way up the road to the booster station. Stated it will require the setting of four poles and underground trenching to the building. Stated the estimate from Plocher is $24,471.83 plus a direct bill from Ameren in the amount of $27,000.
7:23:24 PM Gulledge Commented this is A.R.R.A. loan eligible.
7:23:37 PM Bell Asked why there are two different charges.
7:23:42 PM Presson Explained Ameren will bring the power to the property site. Explained the additional fee from Plocher is due to the size of the electrical line and regulations for additional lines to be buried next to it for emergency purposes.
7:24:21 PM Gulledge Explained the Plocher amount is Change Order #9 copies of which were distributed. Explained the additional $27,463.22 will be billed directly from Ameren and must be paid before they initiate the work order.
7:24:52 PM Bell Asked how much was allocated for this project.
7:25:02 PM Gulledge Stated $10,000 for Plocher's portion; however they did not know about Ameren because they could not get an answer from them.
7:25:50 PM Bell Asked if there is a potential to put the lines underground. He was told the price triples to do so. Discussion ensued.
7:26:26 PM Gulledge Asked for questions or comments. There were none. Stated the item will be placed on the Board meeting agenda.
7:28:31 PM Presson Reported they completed oil and chipping of roads this week.
7:28:42 PM Gulledge Commented this is the first year he did not receive any complaints and actually had one call of appreciation from Bauer Lane. Kostyshock commented the Library staff were also appreciative.
7:29:23 PM Schmidt Asked the status of the cross walks.
7:29:28 PM Presson Stated they are set to be painted and will be done next week.
7:30:13 PM Gulledge Went to next item, agreement for engineering work from the walking trail at Route 162 down by Vadalabene. Explained it is an engineering study for which the federal government gave $95,000 and the difference in the total of $112,919.84 is the State's portion. Explained because Maryville is the local agency they have to approve it. Explained there is no money from the Village for the engineering for widening and turn lanes on Route 162. Discussion ensued.
7:32:55 PM Gulledge Went to next item, annexations of Lerch, Dryden, Kinder and Riley Properties. Explained the first page shows the four properties that total 17.47 acres which are contiguous to the Village. Stated it is a voluntary annexation. Stated they are planning to bring the item to the September 1 Board meeting. Explained the property is on Keebler at Old Keebler Road. Asked for questions or comments. There were none.
7:34:14 PM Gulledge Went to Calendar Updates. Events were discussed.
7:35:51 PM Gulledge Went to Public Input. There was none.
7:35:57 PM Gulledge Went to To Do List.
7:36:11 PM Short Stated a trash bin display ordinance has been drafted, which he will distribute to the Board members and will be on the August 25th Caucus meeting agenda.
7:36:39 PM Schmidt Stated a first draft of the audit was distributed for review and CJ Schlosser will be at the August 25th Caucus meeting to discuss.
7:37:21 PM Gulledge Went to Trustees' Comments.
7:37:26 PM Bell Stated he had a meeting with the website company Civic Plus and was very impressed by their product. Stated he will also be looking at Gov Office. Stated he asked Civic Plus for a proposal which he should have in a month.
7:38:00 PM Kostyshock Commented on the weeds in the Drost Park walking path; however nothing can be done due to the impending improvements to the path. Next, reiterated that the oil and chipping has been done and the library is very happy with the work.
7:38:52 PM Gulledge Went to Mayor's comments. He had none. Asked for a motion to go into Closed Session under 5ILCS120/2/c/3 to discuss collective bargaining. Motion was made by Schmidt and seconded by Bell. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
8:22:35 PM Gulledge Asked for a motion to come out of Closed Session. Motion was made by Schmidt and seconded by Bell. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
8:22:50 PM Gulledge With no further business to come before the meeting, asked for a motion to adjourn. Motion was made by Bell and seconded by Schmidt. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
8:23:10 PM   The meeting ended.

Respectfully submitted,

Tracy Fenton, Village Clerk

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