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Description Caucus Meeting
Date 11/9/2011 Location Council Chamber
Time Speaker Note
6:30:29 PM Gulledge Called the Caucus meeting of Wednesday, November 9, 2011 to order and invited those in attendance to join in the Pledge of Allegiance.
6:31:04 PM Gulledge Asked for 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, Deputy Clerk Lucas, Attorney Motil, Public Works Director Presson and 2 guests.
6:31:26 PM Gulledge Called for approval of the October 26, 2011 Caucus 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 the minutes was made by Schmidt and seconded by Short. Roll call vote on the motion: Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
6:31:54 PM Gulledge Went to first agenda item: Purchase of Replacement computer for Mayor.
6:32:10 PM Bell The Mayor's computer failed and needed to be replaced. The old computer was six years old and several parts had started to malfunction. The total cost of repair would have been between $500.00 and $750.00. Because a computer is needed on a daily basis, it was decided to just replace the computer rather than fix it. The replacement computer came with a 23 inch monitor and has Microsoft Office 2010, Business Edition installed as the operating software. Gulledge asked if all Trustees were ok with the purchase? All Trustees were in agreement with the purchase. Will be put on the next Board Meeting agenda for approval.
6:34:37 PM Presson Went to second agenda item: Change Order for Nottingham Storm Drainage Project. Public Works Director Presson stated additional piping work to tie lateral discharge lines into current system and adding drop box in Cheshire. Total cost was $1695.
6:35:22 PM Gulledge Asked for questions and comments. He explained the subdivision had been built before it was annexed into the village and at the time we did not get "As-built" plans and did not realize the drains were tied into the storm system. Asked if all Trustees were ok with the change order. All Trustees were in agreement. Will be placed on the next Board Meeting agenda for payment.
6:36:02 PM Presson Presented application 1 for KRB Excavating: Final payment for the project will be      $33,067.80 total. Gulledge stated we would be paying $31,414.41 because the Village will be holding 5% ($1653.39) until all the seeding and dirt work is finish. Presson stated that all the seed and dirt work had been completed. Gulledge suggested that Presson get a letter from Duncan stating that all the clean up work had been completed and then he would have no problem paying them the total amount for the project.
6:37:05 PM Gulledge Called for questions and or suggestions. All Trustees were ok with the costs. Will be put on the next Board Meeting agenda.
6:37:38 PM Presson Presented bids for 8B Schiber Ct. Water Shed heating system replacement. Replacing original heating system. The lowest bid came from Cummings Heating and Plumbing for the amount of $7,850.00. The Heating system that is in there now is the original system. A new high performance furnace and some duct work will make the total cost of $7,850.00. Gulledge asked if it was a high performance furnace and 95% gas. Presson stated it was.
6:38:48 PM Short Questioned why the bid did not include cost for new gas line or high voltage wiring. Presson stated not expecting any problems w/current wiring and they would be using the pre-existing lines from the tube heat.
6:39:34 PM Bell Questioned where two units will be placed. Presson was uncertain as to the exact location, but said they will be placed close to where existing lines are run.
6:40:26 PM Gulledge Asked if all Trustees were ok with placing the bid from Cummings Heating and Plumbing on the next Board Meeting agenda for approval? All Trustees were in agreement. Presson asked if it was ok to proceed with placing the order prior to board meeting as they would like to get it installed before winter. All Trustees were in agreement.
6:40:43 PM Presson Presented Maintenance Agreement with Itron for Handheld Meter Readers. The agreement allows us to have the readers repaired if something should break on them. The agreement has been ongoing since the Village has changed over the handheld meter readers and has over the course of time saved the village thousands of dollars in replacement costs. The Maintenance Agreement is a one year term for 2 readers ( one year would start on the day the new agreement was signed). Currently 85% of the Village is on the radio reader system. Presson stated there were more than enough meters to cover all the areas and the average life of the meters are about 10 years.
6:43:44 PM Gulledge Asked if there were any more questions or suggestions and if ok with all the Trustees for it to be placed on the next Board Meeting agenda for approval. All the Trustee's agreement.
6:44:15 PM Short Asked about micro-surfacing being stalled. Presson stated contract price will be honored through next year.
6:44:45 PM Gulledge Stated after discussion in Public Work's meeting, it may not be in the Village's best interest to do now. It would be better to wait until warmer temperatures in spring.
6:45:25 PM Presson Stated Meadows Court overlay is scheduled to start 11/14.
6:45:53 PM Schmidt Asked the status of population numbers on signs. Presson stated they were on order.
6:46:11 PM Bell Asked status on new park rules signs. Presson stated the were on order.
6:46:48 PM Gulledge Went to Ordinance 2011-33: Adopting supplements to the Code of Ordinances Book. Clerk Henry explained this is the annual ordinance that the village passes with every new update to the Code of Ordinance Book. Asked for questions or comments and if none it would need to be put on the next Board Meeting agenda for approval. All Trustees were in agreement.
6:47:14 PM Gulledge Went to Ordinance 2011-34: Declaring certain property as surplus. Stated disposal of old computer equipment currently not being used needs to be removed to free up space. Asked for questions and comments, if none it is to be put on the next Board Meeting agenda for approval.
6:47:54 PM Gulledge Went to Charter Communications Franchise Agreement. Had Attorney Motil read and review.
6:48:54 PM Motil Gave update on discussions regarding the franchise agreement. Is the agreement something we really need? Stated the fee increase would be from 3% to 5%. The additional fee will be seen on residential bills as a small increase for the use of premium services such as: Pay-per-view movies, rental, and the movie channels. The Village will see an increase of revenue of about $28,000.00. The agreement is for a period of five years that can be extended unless someone ends the agreement. Attorney Motil pointed out certain points of the agreement. Charter would have the right to use the streets. Installation would be consist with what is in the area. There is a release of liability to the Village for something they may have caused and this is not a problem. The limits for worker comp and commercial liability are in the proper amounts. The agreement is non-exclusive and will not affect competition.
6:52:18 PM Schmidt Asked how long the Village has gone without an agreement and was told since 2006. Asked why do the agreement now? Gulledge stated that he had checked with the other communities around the area and they are all getting the 5% rate so it is time that the Village increases the rate to match the other communities. The new agreement would cause an estimated increase from $42,800 to $71,333 in franchise fee revenues. Gulledge recommend that we go ahead with the new agreement.
6:53:13 PM Gulledge Stated new contract will state new negotiated fee of 5%. Asked if all Trustees were in agreement, all were in agreement.
6:54:18 PM Gulledge Moved to Employee Handbook Changes. Asked for comments or questions in the order of appearance on proposed change list. First item would be on Pg. 34, 1st paragraph: Temporary Modified Duty. The Village of Maryville offers no permanent light duty positions. The line will be placed in that area so that it sounds correct. Pg. 48, 4th paragraph: Bereavement Leave. Will be adding several items to this policy. Pg. 33, 3rd paragraph: Holidays. Requested that all Trustee be sure to read through this item as it gets involved. Included would be the addition of Martin Luther King Day. Clerk Henry stated, if an employee has enough sick time to cover the day after a holiday then the employee would get paid, if not then they would not get paid. Gulledge asked about the addition of Martin Luther King day. The Trustee's discussed the addition of this holiday as a paid day off and then voted: Schmidt - yes, Bell - no, Kostyshock - no, Garcia - no, Short - yes. Vallino absent from vote. Gulledge will ask him for his vote and if it is a tie he will have to break the tie with his vote. Pg. 32 - Vacations. Clerk Henry stated this is the same as the holiday policy but just clarified that if an employee is off on paid vacation and a holiday falls during that time period, the employee has to be in fact on paid vacation in order to get the holiday pay. Pg. 31 - Vacation. Change vacation earning schedule to 160 hours after 13 years. Same as just passed for non-union police.  A vote was taken: Schmidt - yes, Bell - yes, Kostyshock - yes, Garcia - yes, Short - yes. Pg 45, 5th paragraph: Sick Leave. Clerk Henry stated the new sentence was already in the book and all they would be adding would be the word "any" in front of the word "leave". Pg 45, 6th paragraph: Sick Leave. This new statement will eliminate problems that the Village has had in the past. Clerk Henry stated that it does give the Village some protection because it allows the Village to set a time limit. Gulledge asked the question: Should the $100 monthly "No Insurance" stipend continue during an extended illness leave? Clerk Henry explained the question so that it is clarified as policy in the book. Short also felt they should figure out at what point will the Village stop paying the portion of insurance. Clerk Henry stated that the Village would pay the insurance for the 52 weeks even if the employee had run out of paid sick leave as long as they pay their portion of the insurance. Pg. 47, 6th paragraph: FMLA. Gulledge asked if there were questions or comments. Family Medical Leave Act also includes the employee and not just the family. All Trustees were in agreement with the change. Pg. 45 Group Insurance - Eligible dependents. Attorney Motil explained the change would be the age up to 26 and also active duty family members. The change mainly discusses the coverage of family members even if they do not live within the household. Short asked if a family member had other insurance could the Village stop paying their portion of the insurance. Bell stated not according to the law. Motil stated these items were checked into with the Village insurance representative and discussed at length. Last item: Pg. 45(A): Group Insurance - Other Insurance Coverage. Motil state the village was concerned with matching what the book said with the affidavit the employees sign. This new change will do so. Trustees discussed several aspects of this code change. Gulledge stated this is what the Village has currently been doing and it just needs to be in writing. Clerk Henry explained that it was better to encourage the younger aged family members to be on the Village plan because it will lower the average age for the Village and help with the rate negotiations. Gulledge asked for any final questions or comments to the proposed changes to the employee handbook.
7:17:56 PM Bell Made comment regarding new insurance rate increase. Bell noted that his rate increase had gone up to 13% and he felt the Village's negotiations had been a success.
7:18:16 PM Gulledge Discussed license & support fee for our accounting software "Summit" from Data Technologies. Half is paid by WSOM and half by the General Fund. The renewal is for 1 year and the cost is $6319.96. Will be on Board Meeting agenda for renewal.
7:19:47 PM Gulledge Discussed renewal for new liability insurance from IML. Insurance has gone up $44,379. 30% had been added to the budget to help cover the increase for a few of the workmen comp problems and for a few buildings that had been damaged by a storm. Insurance is needed by the Village so approval is needed. Board was ok with the renewing. Payment will not be mailed until closer to due date. Stated he has Brussatti checking in to other liability insurance avenues.
7:23:31 PM Gulledge Went to Calendar Updates. Discussed November events. Village closed November 11 for Veterans Day, The Turkey Trot is on November the 12th, CARD meeting is on November 15th and asked for as many as can to attend that meeting. Resolution passed by Board disconnecting from CARD will be read at the meeting. Park and Recreation meeting on the 21st. The Caucus Meeting has been cancelled on the 23rd, the Village will be closed Thanksgiving (24th & 25th), Planning Commission meeting on the 28th, Caucus meeting on the 30th. Schmidt talked about Community Improvement Board voted to suspend meeting for the month of December and January and will be making a recommendation to the Mayor to amend the bylaws for number of members. Asked for other comments. Kostyshock stated on November 15th the Library Board is going to meet at 7pm here in the Council Chambers.
7:28:26 PM Gulledge Went to Public Input.
7:28:33 PM Frank Metzger Address: 3518 S. IL Hwy 157, Glen Carbon. Discussed upcoming event on 11/11 - Veteran's Day parade in Edwardsville. Asked for volunteers to assist with the float.
7:36:11 PM Gulledge Went to To Do List. Page 1: Schmidt asked status of utility audit, and should it be put on the To Do List? Clerk Henry stated it had stalled. She has not heard anything from them. Schmidt felt we should call them. Page 2: Will be able to take off the Santa Anita & Cheshire Storm sewer repairs. Asked for questions or comments, nothing further.
7:37:12 PM Gulledge Went to Trustee Comments.
7:37:20 PM Schmidt Discussed Solicitor Permit and Display License. Will be reviewing ordinance regarding permits. Also discussed finding another town, Prophetstown, that is trying to de-annex from a park district. Made contact with their representative. Offered support to them as they work to de-annex.
7:40:21 PM Bell Asked for update on message board. Gulledge stated new board has been fixed and is being shipped, expected to be here Monday.
7:41:13 PM Kostyshock Gave update on Library Board meeting. Location of new building, south side of property near division street. They would like it there because it is a side street and they could use some of the parking we have in the police parking lot. Bell disagreed with the location. They will come to give a presentation. Gave update on street crack filling/repairs. There is a lot more to do and they are working hard on what they can before the weather changes, the rest will have to wait until spring.
7:43:45 PM Garcia Asked guest where Veteran's day parade begins. Confirmed time and location of parade.
7:44:56 PM Short Auction results for the police cars, $1750 was brought in, will receive check less auctioneer fee. Money will go back into the vehicle fund.
7:45:56 PM Gulledge Called for motion to go to closed session for 5 ILCS 120/2 (c)(1) - The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body; 5 ILCS 120/2(c)(2) - Collective negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees. Motion was made by Short and seconded by Bell . Roll call: Schmidt - yes, Bell - yes, Kostyshock - yes, Garcia - yes, Short - yes.
8:34:50 PM Gulledge Called for a motion to come out of closed session. Motion was made by Bell seconded by Schmidt. Roll call: Schmidt - yes, Bell - yes, Kostyshock - yes, Garcia - yes, Short- yes.
8:35:14 PM Gulledge There being no further business, asked for a motion to adjourn. Motion made by Bell and seconded Schmidt. Roll call: Schmidt - yes, Bell - yes, Kostyshock - yes, Garcia- yes, Short - yes.
8:35:30 PM   Meeting adjourned.

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