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Village of Maryville, Illinois

Description Caucus Meeting
Date 6/29/2011 Location Council Chamber
Time Speaker Note
6:30:22 PM    
6:30:49 PM Gulledge Called the Caucus meeting of Wednesday, June 29, 2011 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 Schmidt, Bell, Kostyshock, Garcia and Short; Vallino arrived late. Also in attendance were Deputy Clerk Henry, Attorney Motil, Police Chief Schardan, Public Works Director Presson and three residents.
6:31:18 PM Gulledge Called for approval of the June 7, 2011 meeting minutes. Asked if there were 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 Bell. Voting on the motion: Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
6:31:53 PM Gulledge Went to first agenda item, 2011/2012 estimated revenues.
6:33:04 PM Short Asked where the utility franchise fees figure comes from, as it was not included in last year's figures.
6:33:32 PM Gulledge Explained this is a new television agreement passed last year. There were no other questions or comments.
6:33:57 PM Gulledge Went to next item, Appropriations Ordinance review. Explained appropriations set the legal limit to be spent on budget line items.
6:35:05 PM Garcia Asked under Building and Zoning if the wage expense includes part of Fenton's wage. She was told yes. Next, asked under Fire Department wages if expenses are actually over the appropriated amount.
6:36:03 PM Henry Explained there is a difference between the worksheet and ordinance. Stated it must be broken out between firemen's salary, dispatcher's salary and fire calls; however when it is paid it is one lump sum.
6:37:43 PM Gulledge Went to next item, replacement computer server.
6:37:54 PM Bell Explained Computron has recommended replacement of the Village Hall server. Stated the original server was installed in June of 2007.
6:38:40 PM Gulledge Questioned whether the quote includes installation.
6:39:01 PM Bell Responded that per the maintenance agreement it will be installed at no charge.
6:39:17 PM Schmidt Asked if the old PC can be used for something else. Bell responded it could be if they find a use for it.
6:39:43 PM Garcia Questioned why they are getting a new server. Bell responded it is at the end of its expected life and they don't want to be in a situation where it goes down.
6:40:24 PM Garcia Asked if it is budgeted. Bell responded yes and should be divided equally among all administrative departments. Henry stated there is a budgeted amount included in administration, as they never discussed a specific purchase of a server to be split out.
6:41:45 PM Short Asked if this is updated software. Bell responded the current software is 2000, and will be updated to 2008.
6:42:18 PM Short Asked if there is any hardware that is usable on the new server to keep costs down. Bell responded they could re-use the monitor.
6:43:12 PM Bell Stated it could be re-used as a PC, but would need to be cleaned off and loaded with a current operating system.
6:44:01 PM Gulledge Went to next item, replacement PC for Comptroller.
6:44:15 PM Vallino Arrived & was seated.
6:44:24 PM Bell Explained the Comptroller's and Clerk's PCs were purchased in 2005. Stated the Clerk has stated her PC is running fine; however the Comptroller's is running slow and having some error issues. Noted that there are several PC's on Computron's list that are coded as needing to be replaced, and he is currently looking at the highest priority items.
6:47:31 PM Short Asked if the quote includes all programs needed by the Comptroller.
6:47:57 PM Bell Stated it will add to the cost if they upgrade to the 2010 Pro. Stated he recommends the upgrade. Stated he recommends replacing the monitor, but he will leave that decision to the Comptroller.
6:51:33 PM Gulledge Went to next item, Park Recommendations.
6:51:35 PM Bell Stated the first recommendation is to remove the plastic barrels from the lake.
6:52:04 PM Gulledge Commented they received a phone call stating they were fishing jugs, so he and Presson went to look and noted they are not jugs but half-submerged barrels. Stated two have been removed. Presson stated a boat will be needed to remove the third from the middle of the lake.
6:53:12 PM Bell Went to next recommendation, to get professional assistance on a plan for Noga park to generate a concept/master plan. Commented they would like such a plan in place before approving projects at the park.
6:53:52 PM Vallino Asked if there is an idea of cost. Bell responded no.
6:54:14 PM Gulledge Stated he agrees they need a professional plan before development and estimates the cost will be between $30,000 and $50,000. Stated he would like to pursue talking to local universities to use as a class project.
6:55:41 PM Bell Commented this idea was born out of the request for the community garden. Explained the Park Committee is not opposed to the garden, but they are unsure it should be at the front of the park. Stated they would like an expert opinion as to a location for the garden. Commented he could not get any volunteers for the Community Garden subcommittee.
6:56:28 PM Short Asked if green space fees can be used for this.
6:56:42 PM Schmidt Stated green space is to be distributed half to the parks for general use and half to a reserve account for future purchase of additional land. Commented they currently have approximately $22,000 in the reserve account.
6:57:32 PM Bell Commented his opinion that since this land was donated they should be able to use the reserve account money to develop it.
6:58:39 PM Schmidt Commented his opinion they are years away from putting any money into development of the park.
6:58:54 PM Garcia Commented her opinion Fred Winters park should be developed before Michael Noga Park.
7:00:23 PM Vallino Suggested if the Park Board is not interested in the Community Garden idea until a plan is in place, perhaps they should let the MCIB committee know they should not be spending a lot of time planning for the garden.
7:00:44 PM Bell Commented he heard from Alice Drobisch that they had some other ground not owned by the Village that could possibly be used. Discussion ensued.
7:02:58 PM Gulledge Stated the next step is for Schmidt to go back to the MCIB to let them know the Park Committee's recommendation. Stated the Board's direction to the Park Committee is to seek assistance from free sources for a master plan.
7:06:43 PM Vallino Asked if there is a time deadline on the Winters park grant. He was told yes. Vallino commented for that reason it should be the priority.
7:09:01 PM Bell Went to next recommendation, to enter into an agreement with Coca Cola for soda machines at Pavilions #1 and #5. Stated the agreement presented is that Coke takes care of machines and stocking and the Village gets a very small percentage of profit. Stated the only thing the Village is liable for is electricity. Commented vandalism is Coke's responsibility. Stated the contract needs to be given to Motil for review.
7:11:45 PM Gulledge Went to next item, Pay App. #8 to Bruce Concrete.
7:11:49 PM Presson Stated this pay application is for the Lakeview Acres Road Project in the amount of $13,793.47. Kostyshock commented this is the final payment except for the retainer.
7:12:30 PM Presson Went to next item, Pay App. #1 to DNP Plumbing for the Burdick Branch Water Main Relocation in the amount of $13,397.40.
7:14:13 PM Presson Went to Change Order #2 for the Schiber Court road project in the amount of $2,768.50 for additional rock needed.
7:15:30 PM Presson Went to Change Order #3 for the Schiber Court road project for a reduction in the amount of $2,451.61 for quantity reductions on materials that were not needed.
7:16:07 PM Presson Went to final pay to LW Contractors in the amount of $42,994.24. Stated all checklist items have been completed.
7:16:52 PM Gulledge Explained that project was funded by State of Illinois grant funds.
7:17:48 PM Gulledge Went to Keebler Road Resurfacing Project engineering agreement. Explained the project is for approximately 33,430 feet starting at the Collinsville/Maryville line to West Main Street. Stated this is a grant from a local agency pavement preservation. Stated the project will start in July of 2012, and this agreement authorizes the engineering work to begin for a cost of $22,000.
7:18:38 PM Schmidt Asked what portion of the road is the Village's responsibility to maintain. He was told Sugar Loaf Road to Route 162.
7:21:30 PM Gulledge Went to next item, Public Works surplus property.
7:21:43 PM Presson Stated this is a 1992 Chevy S-10 and is currently out of service with over 100,000 miles and does not run. Comments were made that the Fire Department may be able to use it for training.
7:23:38 PM Schmidt Asked how the grass cutting is going. Presson responded it is going well and explained the schedule for the homecoming grounds.
7:24:24 PM Short Asked if there have been any significant water issues due to the recent heavy rains.
7:24:41 PM Presson Commented on some clogged drain issues, but other than that nothing significant.
7:25:53 PM Bell Asked the status of park equipment placement.
7:25:59 PM Presson Responded it is set to start at the end of this week.
7:26:43 PM Garcia Asked Presson to explain the status of the Gary Avenue ditch project.
7:26:54 PM Presson Explained the delay has been caused by the weather.
7:27:11 PM Gulledge Went to next item, Police Department surplus property.
7:27:18 PM Schardan Stated they have a computer and monitor that are not working and need to be disposed of, and two police vehicles they would like to sell. It was stated they will need two separate ordinances for disposal and sale, respectively.
7:31:22 PM Gulledge Went to next item, replacement officer.
7:31:27 PM Schardan Stated they need to replace Officer Luna's position. Stated the hiring list expired 4/30/2011. Explained the Fire and Police Board have established a new hiring eligibility list. Stated he is requesting permission to proceed with testing the first person on the list. Board agree to proceed.
7:34:57 PM Gulledge Went to next item, attendance at the IACP Conference.
7:35:59 PM Schardan Asked for authorization to attend the International Association Chief of Police Conference in Chicago October 22nd through 26th for a cost not to exceed $1,600 . Commented he is honored to have been asked to give a presentation at the conference.
7:39:01 PM Bell Asked if Schardan has asked Howe to train Schardan, Carpenter and the other sergeants on how to post emergency alerts on the website. Schardan stated he sent an email.
7:41:23 PM Gulledge Went to next item, IDOT agreement for the 159 bike trail connection. Stated they received approximately $58,000 on a grant for the project. Stated this is a preliminary engineering agreement for which the Village will pay $2,599 and the state will pay $10,399 which is 80%.
7:43:54 PM Gulledge Went to next item, amendment to liquor licensing chapter of code. Explained this is to prevent outdoor drinking. Explained consumption of alcohol must be within the building unless prior approval is given for a beer garden, etc. Discussion ensued regarding how the ordinance will be enforced. It was requested that the attorney include reference to the penalty/fine within the ordinance.
7:58:41 PM Gulledge Went to next item, bond record keeping policy. Explained this is a recommendation from the bond counsel due to the upcoming work with Anderson Hospital on municipal bonds. Commented the public hearing on these bonds has been pushed to August 3rd.
8:01:21 PM Gulledge Gave an update on the bath Salts ordinance. Commented the State's law has not yet been passed and will not take effect until January First. Stated he would like to have it added to the next Board meeting agenda for passage locally, similar to many neighboring communities.
8:02:33 PM Gulledge Went to next item, noise ordinance. Explained it was removed from the last Board meeting agenda due to the fact a trustee had not had an opportunity to speak on the subject. Explained representatives from a local establishment are in attendance to be given an opportunity for comments after the Board's discussion.
8:03:59 PM Short Stated he has some concerns. Explained there are current ordinances prohibiting construction noise after 10:00 p.m., and disorderly conduct which reads the same as the State Statute which leaves noise to the discretion of the officer. Stated he understands the need for a noise ordinance in the Village but has some concerns for tradition within the Village pertaining to annual events that will be curtailed by the ordinance as written. Stated these include an annual event at St. John Neumann school, Winery events and Homecoming. Commented his opinion they need general language to exempt certain instances.
8:08:19 PM Gulledge Commented he has received very few complaints regarding homecoming, but received an abundance for the Spring Fling held at St. John Neumann this year.
8:11:31 PM Short Commented he did some research of other ordinances and noted exemptions built in to many. Stated he would like to see an exemption regarding annual festival, homecoming, parade or street fair pursuant to registration. Comments were made this creates more work and record keeping issues for staff. Short commented his opinion the 11:00 p.m. cutoff raises significant issues for various annual fundraising events. Discussion ensued.
8:25:08 PM Schardan Stated the ordinance allows pro-active enforcement versus waiting for a complaint to be issued. Discussion continued.
8:35:37 PM Sharon Norbury Maryville Fun Tyme. Discussed her establishment and current practices including speakers in the beer garden to allow music to be heard on the mini-golf course. Commented her bar closes at 1:00 a.m. through the week, and this ordinance would force them to turn off the outside speakers at 9:00 p.m. Commented their plan was to start having a band on Friday and Saturday nights, and the ordinance will hinder that as well. Commented midnight would be more reasonable. Asked the Board for their consideration.
8:39:49 PM Gulledge Commented they are not forbidding the noise, only asking that it be turned down. Discussion ensued. The clarification was made that the ordinance does not say amplification must be turned off at the time limit, only turned down if it is causing a disturbance.
8:46:37 PM Gulledge Direction was given to Motil to add a statement that any variance from the ordinance must be submitted in writing to the Mayor no less than fifteen (15) days prior to the event.
8:50:31 PM Gulledge Went to Calendar Updates. Events were discussed.
8:54:13 PM Gulledge Went to To Do List. There were no comments.
8:54:35 PM Gulledge Went to Trustees' Comments.
8:54:46 PM Schmidt Commented that a python demonstration will be part of the library reading program. Questioned whether Village insurance would cover any accidents. Motil responded he does not know specifically, but would imagine it would be covered under liability insurance. Schmidt suggested they need to be more careful researching exactly what the center is being used for.
8:56:57 PM Kostyshock Commented on the beauty of Drost Park. Next stated Bohn's Farm has agreed to donate flowers for the welcome sign if Trustee Schmidt will ask for volunteers from the Community Improvement Board to do the planting. Commented on the good job being done by Public Works in getting ready for the homecoming.
9:00:41 PM Garcia Asked if they could provide internet service to the food pantry for purposes of checking warrants when people come in. Mayor stated they will check on it. Next, asked why the mailing address for the recent Keebler annexation is not Maryville. She was told that is dictated by the Post Office and 9-1-1 Office.
9:04:46 PM Short Stated they have received a memo from Baugher regarding the $30 copay for specialists, which was supposed to be part of the Village reimbursement program. Explained it was an oversight, so Baugher is processing reimbursements retro-actively.
9:05:52 PM Gulledge Went to Mayor's Comments. Commented on the success of the Movie in the Park and Fishing Derby. Next, stated next Wednesday they will be presenting new prospective firepersons for approval.
9:08:20 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: Vallino - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
9:09:11 PM   The meeting ended.

Respectfully submitted,


Tracy Fenton, Village Clerk

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The Village of Maryville