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Village of Maryville, Illinois

Description Caucus Meeting
Date 6/9/2010 Location Council Chamber
Time Speaker Note
6:30:54 PM Gulledge Called the Caucus meeting of Wednesday, June 9, 2010 to order and invited those in attendance to join in the Pledge of Allegiance. After the Pledge, asked for a roll call of those officers present. Answering the roll call were Trustees Limberg, Schmidt, Bell, Kostyshock and Garcia; Short was absent. Also in attendance were Clerk Fenton, Attorney Manion, Public Works Director Presson, and Police Chief Schardan.
6:31:49 PM Gulledge Called for approval of the May 26th 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 Kostyshock. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes. Motion carried.
6:32:27 PM Gulledge Went to first item, Cemetery Maintenance. Explained they need to come up with a policy regarding removal of old and faded flowers and memorials. Stated he asked Clerk Fenton to contact some local cemeteries, whose policies are included in the Trustees' packets. Commented something needs to be done.
6:33:10 PM Kostyshock Commented it is hard to put a time table on removal of flowers because they have no way of knowing when they were placed. Commented his opinion they should let Public Works remove items at their discretion.
6:33:40 PM Gulledge Suggested they give Public Works the authority to remove at their discretion any floral arrangements in disrepair.
6:34:10 PM Schmidt Asked how often Public Works is at the cemetery.
6:34:18 PM Gulledge Commented a contractor cuts the grass, and he is not in favor of him removing items. Discussion ensued as to a schedule of inspection.
6:34:56 PM Presson Commented the biggest issue is artificial flowers. Commented there are arrangements that are supposed to last for six months to a year that look bad after only a few weeks.
6:35:24 PM Gulledge Commented whatever is done, they need to post a sign advertising the policy. Suggested the attorney could help draft a policy.
6:36:01 PM Presson Commented there are not only flowers left, but memorials such as stuffed animals, toy cars, etc.
6:36:31 PM Bell Commented on the policy from one of the cemeteries regarding a schedule of removal regardless of what it is. Comments were made about what to do in the instance that someone puts something out the day before the removal date.
6:37:04 PM Gulledge Commented his opinion the best answer is to leave it up to Public Works' discretion. Discussion ensued. Gulledge reiterated his opinion the attorney should draft a policy to be posted. Discussion ensued as to the option of removal of all items twice a year.
6:41:08 PM Manion Stated they can research other communities' language and policies.
6:41:39 PM Schmidt Suggested they table the issue pending further research.
6:41:56 PM Kostyshock Asked if they can have the authority to remove the ones that currently look bad. He was told yes.
6:42:03 PM Gulledge Commented he will mention the plan at next week's Board meeting. Next, stated for many years the Village has charged $350 for grave opening and closing. Stated the least expensive he found locally was Buck Road cemetery, who charges $750. Commented there are some that charge $2,000. Stated he would like to raise Maryville's fee to $750. Commented it has not been changed in over thirty years. Polled the Board; all were in favor. Stated the item will be on the Board Meeting agenda for next week.
6:45:06 PM Gulledge Went to next item, Pay Request #3 from Plocher Construction for Water System Improvements in the amount of $396,744.
6:45:21 PM Kostyshock Stated they have done a lot of work. Commented they are getting ready to put in the footer for the storage tank. Stated they have the framing up at the water plant. Stated they have come a long way in short period of time.
6:45:54 PM Gulledge Commented the money is still under the ARRA funds.
6:46:48 PM Schmidt Asked if any payments have been received from the State yet. He was told yes.
6:47:00 PM Gulledge Asked for other questions. There were none. Stated the item will be on the Board meeting agenda.
6:47:15 PM Schmidt Asked about the welding at the training center.
6:47:22 PM Presson Stated it is done.
6:47:28 PM Gulledge Stated the project has been turned over to the Fire Department. Stated they have someone coming to paint.
6:47:51 PM Presson Stated he spoke with Hartman this afternoon, who stated he has the painting lined up.
6:48:19 PM Bell Asked if Presson received the request for the movie screen and soccer nets. He was told yes.
6:48:33 PM Gulledge Went to next item, purchase of night sights for Glock pistols.
6:48:37 PM Schardan Stated the last purchase of sights was in November of 2002. Stated the illumination life is seven years. Commented Spaller noticed last year that they are losing illumination. Explained they have received funds from an anonymous donor which will more than cover the cost. Commented it is a real need.
6:49:34 PM Kostyshock Asked if all the bids are comparable. He was told yes.
6:49:44 PM Gulledge Polled the Board. All were in favor.
6:49:55 PM Gulledge Went to next item , agreement with Phone Master.
6:50:06 PM Schardan Stated Phone Master did both Maryville's and Glen Carbon's system, so he feels comfortable using them for the needed programming. Referred to the e-mail sent, stating there was discussion about running the audio from the lobby through the internet; however he does not trust the reliability or quality of that option so he discussed it with the representative, who agreed. Stated he is asking that the line be installed. Explained if someone comes in the lobby, a tone will be set to alert Glen Carbon, who will then be able to speak first by opening up the phone line with the push of a button. Stated if they do not realize someone came in, there will also be a button for a patron to push for service. Stated the estimate for this is $900. Explained it will not be an actual phone receiver, but a speaker and microphone in the wall. Next, discussed the phone lines for which two plans were proposed; Plan B is much more expensive in which they will have to pay for minutes. Stated it was explained Plan A will only be $10 per month plus $340 for programming. Stated with this plan, the call forwarding can be turned off if desired. Stated his plan is to leave it in call forwarding mode at all times so everything is handled in Glen Carbon, which accomplishes the same objective as Plan B, but at a lot less cost.
6:53:09 PM Gulledge Commented this is money that was already figured in to make the transition.
6:53:18 PM Schmidt Commented a separate budget line item has been added for both Fire and Police in order to track expenses. Commented the expenses should be split down the middle between Police and Fire.
6:54:21 PM Gulledge Polled the Board. All were in favor. Stated the item will be on the Board meeting agenda. Went to next item, Intergovernmental Agreement with Madison County for Records Management Access.
6:54:48 PM Schardan Stated the agreement includes all the set up with New World, the T1 line installation, the Virtual Private Network. Stated the initial quote was $1,800 for labor, which has dropped down to $1,200. Stated they saved another $800 to $1,000 on equipment than what was projected. Stated the T1 line expense went up $20 per month higher, which is set by AT&T. Commented the memo shows an error in calculation on the second year cost, and it should actually be $559 cheaper. Stated they will bill on the fiscal year.
6:57:58 PM Gulledge Stated he will have the attorney review it and put it on the Board meeting agenda.
6:58:06 PM Schardan Added initially they were going to charge $300 per month for four (4) hours of information system personnel to maintain. Explained they have found out when there is a problem it is always on the County end, so instead of $300 per month, they will charge $75 per hour if there is an issue. Discussion ensued as to how the cost will be split. Gulledge stated wherever appropriate, the costs will be split with the Fire Department.
7:01:09 PM Gulledge Stated the item will be on the Board meeting agenda.
7:01:23 PM Schardan Schmidt asked the next step. Schardan stated he is getting bids for the cameras and is considering options for internet service to the cars. Discussion ensued.
7:03:33 PM Bell Asked if they can help with the park surveillance cameras. Discussion ensued regarding technical issues.
7:07:03 PM Schmidt Commented at one point the attorney had a meeting with the Dispatcher's Union representative set for June 14th.
7:07:16 PM Schardan Stated he received an e-mail from Wigginton stating there was a conflict for the union rep. Stated his opinion the change over will occur sometime in August. Stated they are trying to set up another appointment with the Union.
7:08:05 PM Gulledge Went to next item, Drost Park Walking Trail Tie-In. Stated they have been doing the prep work for the walking trail in addition to the existing trail as part of the OSLAD grant. Commented the original idea was to tie in to the MCT trail on the south side of the lake. Stated MCT would like to widen the trail to eight feet to allow bikers access to the rest of the Village. Stated this will increase the cost by $5,600. Discussion ensued as to the specifics of the plan as proposed by MCT. Mayor stated he would like some direction from the Board as to how to proceed with MCT. It was the consensus of the Board to give the Mayor authorization to make the best deal he can with MCT.
7:22:36 PM Gulledge Went to next item, Identity Theft Prevention Program and ordinance.
7:22:51 PM Manion Stated the program is required under an amendment to a federal law. Explained anyone that falls under the definition of a creditor is required to have an identity theft prevention program. Explained the Village falls under that definition because of the water and sewer billing. Commented the program is mainly common sense issues, such as if you believe a document is forged it is a red flag for identity theft. Explained the Village is required to have the program. Stated he drafted the program from a sample from IML, using the simplest program he could find.
7:23:57 PM Gulledge Commented once passed, all employees must read, understand and comply with the program.
7:23:58 PM Bell Asked whether there are requirements to protect private identifying information.
7:24:13 PM Manion Stated there are some items under Article 4 for detecting red flags, such as requiring identification upon opening a new account, date of birth, business and residential addresses, etc.
7:24:42 PM Bell Commented once they get the information, they have a requirement to protect it. Commented in most identity theft programs, there are obligations to take measures to protect, i.e., password protect systems.
7:25:08 PM Gulledge Commented they should have a list for employees to sign that they have read and understand the program.
7:25:25 PM Manion Stated he has set it up with the Mayor as the Program Administrator.
7:25:39 PM Gulledge Stated they will discuss it at the staff meeting.
7:25:50 PM Schmidt Clarified this policy necessitates that individuals must bring in the water application and show a photo ID in order to verify this is the person signing up.
7:26:05 PM Manion Responded that is how this policy is written; however the Village can change it however they see fit. Discussion ensued that the current policy of leaving deposits in the night drop will no longer be allowed.
7:27:38 PM Gulledge Went to next item, Prevailing Wage Ordinance. Stated this is done every year and states any work done for the Village must be paid at the Illinois prevailing wage.
7:28:10 PM Gulledge Went to Calendar Updates. Events were discussed.
7:30:07 PM Gulledge Went to Public Input. There was none.
7:30:14 PM Gulledge Went to To Do List. Noted on the Schiber Court repair, besides the $400,000 grant they applied for they also applied for a $56,000 truck-route grant; however he could not secure it. Stated the did receive a minimum if $200,000 grant to resurface Keebler Road from Sugar Loaf Road to West Main, and possibly a little more.
7:32:16 PM Gulledge Went to Trustees' Comments.
7:32:23 PM Schmidt Commented on the MCIB meeting held Monday. Stated they will be placing the wrought-iron planters, and will be working on re-planting them. Explained a local Boy Scout Troop will maintain the plantings, but will not be responsible for watering. Next, stated the Village Wide Garage Sale is scheduled for Saturday. Next, stated they are planning a fall fest. Stated the winner of the first Yard of the Month award will be presented at next week's Board meeting. Next, stated Mark Buchanan is working on updating the MCIB website. Stated he discussed the Village website with Buchanan, who stated if the software used for the MCIB site goes well, they might be able to incorporate its use for the Village site as long as they could find a graphic designer familiar with it.
7:35:11 PM Bell Stated he has already made the decision to go with Share Point. Stated the current MCIB website was done with a free tool and is very bad. Stated Buchanan was to have taken over six months ago. Stated his plan is to go with Share Point which will make it much easier for Village staff to maintain. Commented he has not yet received any bids.
7:36:45 PM Bell Asked about an e-mail received from a MCIB member that was unhappy. Mayor stated this is not the time to discuss it, but he will explain after the meeting. Next, stated his appreciation to Treasurer Henry, as he thinks she will do a great job as Treasurer. Stated he received an e-mail that the Village will begin charging him more for the use of the Village cell phone. Stated he is unwilling to pay more. Explained his understanding that the agreement the Board made was for him to pay $31 for the data plan; Henry calculated the difference between the other group users' phones at $36.  Explained his opinion his use of a Village cell phone was a benefit to the residents so that he receives e-mail in a timely manner; however he is unwilling to pay more than $31 so if it is the Board's decision he should pay more he will turn in his Village phone.
7:41:46 PM Kostyshock Stated he agrees Bell does a lot of work with the website. Commented he read in the paper that the same function in Fairview Heights cost over $100,000.
7:42:10 PM Bell Stated he asked Schmidt to get pricing for what other communities paid to develop their website as well as yearly maintenance. Stated he is not looking for compensation. Commented it is not about the $5, but is the principle.
7:42:22 PM Gulledge Stated his opinion this does not need to be discussed at a Board meeting. Bell argued his disagreement as the Board needs to make the decision. Mayor stated he will make the decision based on conversations with Bell and the other Board members. Stated the issue does not need to be discussed in a public meeting. Stated these decisions need to be worked out in-house.
7:43:34 PM Garcia Commented he should not be doing Village work at his place of business.
7:43:42 PM Bell Stated he does not; the way his job is set up if he gets his work done he can take ten minutes to answer an email, etc. Commented he always looked at it as a benefit to the Village, and he now has employees telling him it is not fair to the taxpayers.
7:44:32 PM Gulledge Stated they need to move on. Stated the item will be handled.
7:44:37 PM Bell Stated he must have a decision by this week because AT&T's data plans are changing next week.
7:45:04 PM Gulledge Went to Mayor's Comments. Stated Pleasant Ridge Road is closed. Stated it was supposed to only be closed this week; however he believes it will go past due to the weather. Explained they are fixing the bridge over 55/70. Next, stated tomorrow Kurt's Carstar has its annual Make a Wish Foundation Benefit from 5:00 p.m. to 7:00 p.m. Invited all to attend.
7:47:04 PM Gulledge With no further business to come before the meeting, asked for a motion to adjourn. Motion was made by Schmidt and seconded by Kostyshock. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes. Motion carried.
7:47:24 PM   The meeting ended.

Respectfully submitted,

Tracy Fenton, Village Clerk

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The Village of Maryville