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Village of Maryville, Illinois

Description Caucus Meeting
Date 9/14/2011 Location Council Chamber
Time Speaker Note
6:30:07 PM Gulledge Called the Caucus meeting of Wednesday, September 14, 2011 to order and invited those in attendance to join in the Pledge of Allegiance. Asked for a roll call of those officers present. Answering the roll were Trustees Schmidt, Bell, Kostyshock, Garcia and Short. Trustee Vallino was absent. Also in attendance were Clerk Henry, Building & Zoning Administrator/Fire Chief Flaugher and Police Chief Schardan.
6:31:00 PM Gulledge Called for approval of the August 24th Caucus meeting minutes. Asked if there were any questions, additions or subtractions to the minutes as prepared by former Clerk Fenton. Trustee Short noted that the date of the meeting in the first paragraph should be corrected from August 25 to August 24. Motion to approve the minutes with the aforementioned correction was made by Schmidt and seconded by Kostyshock. Roll call vote on the motion: Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
6:32:17 PM Gulledge Went to first business item on the agenda; Bid Results for Nottingham Storm Sewer Project. Kostyshock stated KRB had the low bid of $31,372.80. Gulledge explained need and location of project. Base bid is for the collapse on Santa Anita and the Alternate is for the collapse on Cheshire. Stated repairs are critical. Funds are available in the Streets budget under the Other Improvements line item. Public Works committee recommendation is to proceed with repairs.
6:37:46 PM Schmidt Asked if other roads will be in same problem & if so should there be a plan to include one each year in the budgets hereafter.
6:38:06 PM Gulledge Trustee Vallino arrived and was seated.
6:39:31 PM Gulledge Answered that suggestion from Schmidt will be brought to the Public Works committee for discussion. Further explained emergency need for repairs on these two streets. Juneau has recommended awarding the bid to KRB as submitted. Schmidt asked if easements were needed, Gulledge answered yes, easements have been obtained.
6:41:29 PM Vallino Asked what was cause of collapse.
6:41:51 PM Gulledge Explained cause was mostly due to age and that the development was done before it was annexed into the Village and therefore Village requirements and standards were not met. All agreed to place on next board meeting agenda.
6:42:59 PM Gulledge Went to next item, Bid Results for Microsurfacing. Bid from Missouri Petroleum in the amount of $84,780.90. Areas planned for a single coat application are Lin Hy and Blackburn Terrace. Areas planned for a double coat are Wilma Drive and Northwood Avenue. Funds are available in the Streets budget for Other Improvements. Explained that a better price/bid was obtained by bidding with Glen Carbon and Granite City.
6:47:02 PM Kostyshock Explained that Missouri Petroleum was the company that initially did the microsurfacing in the Village and had done a good job. Explained that after the 3rd coating on Lin Hy & Blackburn streets, expects it to last 15 years. The double coating on Wilma & Northwood should last approximately 7 years.
6:47:32 PM Gulledge Explained in the long run microsurfacing saves money as it lasts for more years than oil & chip which is done every other year. All agreed to place on next board meeting agenda.
6:48:56 PM Gulledge Next agenda item: Police Sergeant Leadership Online Training Course.
6:49:49 PM Schardan Discussed training. Cost is $900 to take online. Sgt. Howe will be taking the course. $600 will come from tuition reimbursement account and $300 from calendar donation funds.
6:50:40 PM Short Discussed course and value to police department.
6:51:39 PM Schardan Discussed further how they were able to get registered in time. Stated Howe will be doing most of online work on his own time, not during duty hours. Explained that Howe has been informed that his course grade must be a "C" or better in order to qualify for the $600 tuition reimbursement.
6:56:01 PM Bell Requested that Chief Schardan check the current personnel policy for requirements on tuition reimbursement.
6:56:27 PM Schardan Moved to next agenda item: New Police Vehicle. Would like to replace the Detective's vehicle. Village has already paid over $5000 for repairs and current repairs needed will cost $1759.18. Vehicle to be replaced is a 1999 Taurus.
6:57:24 PM Short Explained several options explored. Using another vehicle from the fleet, buying a pre-owned with warranty. State bid for a Chevrolet Malibu 2012 $17,326. Vehicle is an administrative sedan, not a police pursuit vehicle. 4 cylinder. Gave details/options of vehicle.
7:01:29 PM Schardan Explained car will not be outfitted as a police pursuit vehicle. It will not have police lighting, only interior light.
7:02:12 PM Short Confirmed intended use of car. Explained other option of taking a current car and making a detective's car. Problem is that striping cannot be removed. Explained how current fleet of cars are assigned to officers. Gave examples of benefits of having an unmarked detective car. Financing: would like to use money from the supervision fine fund. Would like to put enough money down to keep payments around $200 per month.
7:07:56 PM Schardan Explained his plan would be to take $8000 from supervision fine fund & remaining money needed for the down payment from the calendar donation funds.
7:10:00 PM Short Stated would need about a $10,000 down payment in order to get payments around $200 per month. Henry explained that the supervision fine fund currently pays a $323 per month loan payment which should be completed in one to two years.
7:11:45 PM Schmidt Suggested to go ahead with financing and look at line items at fiscal year end for any remaining money to pay off the loan.
7:12:09 PM Gulledge Asked if Kanzler would be able to comfortably use the vehicle.
7:12:24 PM Short Explained the Malibu is a mid-size vehicle and will have plenty of room.
7:13:37 PM Bell Asked if you have to purchase from state bid. Suggested checking on other vehicles with much longer warranties.
7:13:50 PM Gulledge Explained if you don't buy from State bid, you have to have an open bid process.
7:15:17 PM Gulledge Asked if the need for an unmarked car outweighs the probable need for a police pursuit vehicle in the very near future. Noted there are 3 additional police cars that are getting close to needing to be replaced.
7:17:19 PM Bell Asked if any of the current cars could be used for an admin car. Suggested that striping could be painted over.
7:17:58 PM Schardan Stated his opinion that this new admin car will solve the "unmarked car" issue for 10 years.
7:18:47 PM Vallino Suggested taking a current car that is getting close to being taken out of the fleet and get an estimate to have painted to look new. And then use the funds to purchase a new squad car.
7:19:26 PM Gulledge Stated his concern about needing to purchase another car before fiscal year end.
7:19:55 PM Schardan Stated his opinion that he does not want to use a used car for the detective's car as the interior may also be damaged/worn.
7:20:27 PM Short His opinion is that the cost to destripe and repaint would be prohibitive. Would rather make one investment now that will last a decade.
7:21:07 PM Bell Asked about using the 2007 as the detective's car. Stated that the 2007 should last 7 to 8 years longer as an admin car since low miles are put on by the detective.
7:21:52 PM Vallino Asked if interior on the 2007 is damaged. Asked Short and Schardan to check the 2007 and see if feasible to revamp the 2007, saving the funds which could later be used to purchase a new squad car.
7:22:12 PM Kostyshock Asked what the cost difference would be for a 6 cylinder.
7:24:26 PM Bell Agreed with Kostyshock to check into 6 cylinder instead.
7:24:59 PM Schardan Stated he believed the additional for a 6 cylinder would be about $2,000. Explained however that the way 4 cylinders are now constructed they are better made.
7:25:27 PM Short Stated that 4 cylinder cars are currently being used by state police detectives.
7:26:25 PM Vallino Asked Short & Schardan to review and discuss suggestions given and to then get back to the Board.
7:26:38 PM Schmidt Asked if door hangars are in and if they are being distributed?
7:26:48 PM Schardan Answered hangars are in and some have been issued.  Stated the police admin clerks enter them in an Excel spreadsheet.
7:27:31 PM Schmidt Asked if Flaugher is able to access the spreadsheet.
7:27:45 PM Schardan Explained that Flaugher enters his offenses in Time Matters program. Police are dealing w/derelict vehicles. Gulledge explained that Flaugher will take care of property maintenance issues in the Time Matters program and police issues dealing with vehicle violations are being input into Excel. If the police find other issues such as trash cans, property, etc, the police will prepare the door hangar and get a copy to Flaugher.
7:29:52 PM Bell Stated that if needed, the police Excel file could be saved on the GIS server where it would be accessible by both police personnel and Village Hall personnel. Confirmed with Schardan that the memory upgrade on the computers was being done.
7:30:50 PM Short Listed repairs needed on the current Detective car in answer to Schmidt's question as to what will be done with the car.
7:31:13 PM Gulledge Stated that due to the cost of the repairs to the car, it is not worth fixing. Bell asked about the 2 cars that were previously approved for sale. Was told that no bids were received for either car.
7:32:18 PM Motil Asked if there were smaller police departments that might want the vehicles.
7:32:36 PM Gulledge Instructed Short & Schardan to determine best way to get rid of the vehicles. Also mentioned that the old public works truck needs to be donated to the Fire Dept. for training purposes. Asked Kostyshock to remind Presson to handle.
7:33:45 PM Gulledge Next agenda item: New Copier for Fire Department.
7:33:50 PM Flaugher Explained the Fire Dept. is in need of a new copier as the current one is no longer able to be serviced and parts are not available. The copier requested is a Sharp MX-B402 model in the amount of $2,540.41 + $322 additional for a fax option + an annual maintenance fee in the amount of $375. This new copier will replace the old copier, 2 printers and 2 fax machines.
7:36:46 PM Vallino Asked how it compares to the Village Hall copier. Henry answered this Sharp copier is a smaller scale than the Konica used upstairs which collates, staples, has color capabilities. That copier's cost was approximately $6,400.
7:37:29 PM Gulledge Cautioned against purchasing the refurbished copier.
7:37:59 PM Flaugher Stated that wireless printing capabilities from ambulance computers will be available. Short added that the copier also will be able to scan and send emails. Cost for copier was included in Fire Department's Equipment budget. Board agreed to have placed on next board meeting agenda for approval.
7:39:23 PM Flaugher Gave update on firehouse remodeling project. Bid packages are out. Bid opening will be October 6, 2011 at 2:00 p.m. at Village Hall. A walk-thru at the Firehouse for potential bidders has been scheduled for September 27, 2011 at 10:00 a.m.
7:41:09 PM Gulledge Asked Flaugher to make sure sealed bids were to be delivered to Village Hall.
7:41:56 PM Bell Asked if bid module on our website was used?
7:42:22 PM Flaugher Explained bids are being acquired from architect.
7:42:57 PM Flaugher Informed the Board that the Homecoming Association has finalized a contract on a new ambulance. Stated Brussatti has financing information as the Village will be securing the loan for the Assn. Believes terms are 7 years @ 2.85%. Planning on putting $40,000 to $45,000 as a down payment. Purchase including graphics is approximately $150,000. Also stated that the new STARCOM radios should be going on line in the next couple weeks. Tests have been very successful.
7:45:32 PM Short Asked if portable radios have been re-programmed.
7:45:47 PM Flaugher Answered yes, radios are ready to go online the same time as Troy. Old radios have to be kept for mutual aid for those departments that are not on STARCOM. Bell asked if they were going to sell old ambulance. Flaugher explained that the old ambulance will not draw a good price so they are going to keep it and use as a "Command" vehicle and as a backup.
7:49:43 PM Schmidt Asked about "For Lease" sign @ Casey's.
7:50:00 PM Flaugher Explained he was told by the foreman that sign is coming done by Monday or Tuesday of next week. Casey's is aware that an occupancy permit will not be issued until sign is down.
7:51:26 PM Gulledge Stated Casey's ribbon cutting is scheduled for September 28th at 11:30 a.m.
7:51:50 PM Flaugher Explained prior confusion on ownership of ground that sign is on.
7:52:24 PM Garcia Asked if the Fire Dept. is getting a ladder truck.
7:52:43 PM Flaugher State the Fire District has told them to move forward with purchase of a 75' ladder truck. Expecting a November, 2012 delivery.
7:53:46 PM Flaugher Stated that unit #2410 has been repaired and is back in service.
7:54:11 PM Gulledge Next agenda item: LED Sign Hardware Proposal. Numeritex is willing to provide cable to run from office to sign, modify existing keyboard and control board, and provide telephone support during installation of hardwired communication system. Village is responsible for sending keyboard and control board to Numeritex and for labor.
7:55:51 PM Bell Stated he believes this email was prepared and sent before issues with the sign freezing up started. Stated his concern that something more might be wrong.
7:57:04 PM Gulledge Stated Numeritex doesn't think the issues are their problems. What is stated in the email is what Numeritex is willing to do. Suggests doing this and if the sign still does not work, then turn matter over to attorney. The rep from Numeritex believes that the only problem is reception. Stated Chris Meeks has been out to look at the sign and also feels that the problem has to do with reception, that something has changed.
7:58:15 PM Vallino Asked if Board takes these recommendations and does as they ask, then if it still doesn't work, then are we turning matter over to the attorney.  Was told yes.
7:58:41 PM Bell Asked if Chris Meeks knows about freezing problem.
7:59:01 PM Gulledge Explained he had spoke with Meeks last week, so he does know about current issues. Confirmed sign was under warranty when Numeritex was notified of the problems.
7:59:26 PM Motil Agrees we should try what they have suggested.
7:59:47 PM Short Asked if Village could get something in writing that anything done under their recommendation does not invalidate the warranty.
8:00:17 PM Motil Will call and discuss warranty issue with Numeritex.
8:00:42 PM Bell Stated his opinion that this work will not correct the "freezing" problem.
8:01:41 PM Gulledge Brought up Lakeview Acres Road Pay Estimate #9 & Final from Bruce Concrete Construction in the amount of $93,173.38. Asked Board if they were ok with placing on next board agenda. Stated that Presson and Engineer have said all work is complete. All agreed.
8:03:04 PM Gulledge Went to Calendar Updates.
8:03:13 PM Bell Discussed 9/11/11 park concert. Other September and October events were discussed.
8:08:34 PM Gulledge Noted that Planning Commission meeting for September has been cancelled. Went to Public Input, there was none.
8:08:41 PM Gulledge Went to To Do List. No comments.
8:09:12 PM Schmidt Asked for an update on utility audit, ambulance collections.
8:17:40 PM Henry Last action was sending address confirmations for Southwestern Electric to Azavar approximately 3-4 weeks ago, have not heard since. Ambulance collections from Trans World Systems are about $2,600 to date. Explained TWS's procedures and phases of collection efforts. Explained the Village has less than 100 accounts remaining in the contract with TWS and she would not recommend purchasing any additional at this time.
8:17:49 PM Schmidt Asked if any one has been to the new pawn shop. Kostyshock stated he had been and everything appeared to be in order.
8:19:36 PM Schmidt Noted Maryville is getting a new Mexican restaurant.
8:20:10 PM Bell Stated he has a call in to Civic Plus to check on cost for 8-12 hours of training for new administrative clerks and Henry. Also asked for update on administrative clerk interviews.
8:20:43 PM Henry Stated there are a total of 6 interviews scheduled. Four have been done with all four being good candidates. Gulledge stated hope is to have recommendation for new hires by next week's meeting.
8:21:34 PM Kostyshock Stated public works used the new lift truck, worked perfect. Also relayed request from Master Gardeners to take them to lunch at Alfonzo's at Village expense.
8:23:54 PM Gulledge Stated if we do for them, the Village will need to do for all other committees. Consensus was that since this is not done for the other Village volunteer committees, it should not be done for them. The Village does invite them and the other committees to the Christmas Party as an expression of appreciation.
8:25:23 PM Kostyshock Asked if a resolution or ordinance could be passed to state that if a rezoning on a property fails, that the same rezoning cannot be brought back for 6 months or 1 year. Gulledge discussed how there is no current restriction on timing.
8:27:27 PM Motil Explained that he confirmed with IL Municipal League, Brian Day, that there is no current prohibition for a failed rezoning request being brought back for another vote. He will check on if a resolution or ordinance could be done that would restrict the time frame. Discussion ensued regarding if ownership of property changes, would the time frame still apply or be void.
8:29:41 PM Gulledge Reported that he has received a call from Chris Geiler informing him that his company is working on drawing up a new project.
8:31:17 PM Vallino Asked if property stays as is, B-2, can they put whatever in, as long as it falls in the B-2 classification.
8:31:41 PM Motil Explained that as long as the project plans fall within the B-2 zoning classifications, the Board really does not have a say without getting into potential litigation.
8:33:03 PM Short Stated they are proceeding with interviews for part-time people for 24 hour ambulance staffing. Gulledge requested Short to try to get things moving with the Fire Union negotiations.
8:34:45 PM Bell Brought up repairs and net replacements for soccer goals. Park committee would like to have the goals set up on the fields as soon as possible. Will have Presson prepare memo with prices for nets and repairs. All agreed to have placed on next board meeting agenda.
8:38:23 PM Bell Asked if anything further had been discussed or decided regarding the concrete holders for mulch and compost as requested by the Master Gardeners. Kostyshock stated he and Schmidt had met with the Master Gardeners and discussed the locations of the holders. Bell noted that the location requested would not allow for a truck to enter the area and dump the materials.
8:39:58 PM Gulledge Stated that Presson will need to have a drawing with exact measurements and access plan for the September 28th caucus agenda for discussion.
8:42:02 PM Gulledge Went to Mayor's Comments. Informed the Board that he met with IDOT regarding Phase 3 of the Lakeview Acres Road Project. The plan right now is for a round-a-bout. Gave explanation of project plan being moved slightly to the south and west to accommodate the round-a-bout and to not have to move utility lines on the north side. The State has new bike trail rules which are causing some delays in progressing with the plans. Are still hoping for spring 2012 bidding with completion in summer. Explained that any improvements for intersections to State highways have to include provisions for "Street Complete" (bike trails).
8:46:56 PM Gulledge Asked for a motion to go into closed session under 5 ILCS 120/2(c)(5) "For consideration/discussion regarding the purchase or lease of real property for the use of the public body". Motion made by Bell and seconded by Schmidt. Roll call vote on the motion: Vallino - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
8:56:58 PM Gulledge Asked for a motion to come out of closed session. Motion made by Bell and seconded by Vallino. Roll call vote on the motion: Vallino - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
8:57:30 PM Gulledge Being no further business, asked for a motion to adjourn. Motion made by Bell and seconded by Vallino. Roll call vote on the motion: Vallino - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
8:57:54 PM   Meeting adjourned.

    Respectfully submitted,

    Jolene R. Henry, Village Clerk

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