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Village of Maryville, Illinois

Description Caucus Meeting
Date 1/25/2012

Location   Council Chamber  

Time Speaker Note
6:30:21 PM Gulledge Called the Caucus meeting of Wednesday, January 25, 2012 to order and invited those in attendance to join in the Pledge of Allegiance.
6:30:48 PM Gulledge Asked for the roll call of those officers present. Answering the roll were Trustees Vallino, Schmidt, Kostyshock, Garcia and Short. Trustee Bell was absent from the roll call. Also in attendance were Deputy Clerk Lucas, Attorney Motil, 5 guests, and 1 reporter.
6:31:14 PM Gulledge Called for approval of the minutes of the January 11, 2012 Caucus meeting. Asked if there were any questions, additions, or subtractions to the minutes as prepared by the Deputy Clerk. There were none. Motion to approve the minutes was made by Schmidt and seconded by Vallino. Roll call vote on the motion: Vallino - yes, Schmidt - yes, Kostyshock - yes, Garcia - yes, Short - yes.
6:31:46 PM Gulledge Agenda item number 5: Library Expansion Committee. Asked for the Committee Member to step to the podium and to please state their name and address for the record. Francis Karanovich: 2787 Woodfield Dr., Maryville, IL 62062. Karanovich introduced two Committee Members that were in attendance: Mary Whitman and Kathy Kurtz. Karanovich also thanked Trustee Kostyshock for being on the committee and for keeping both the Library Expansion Committee and the Village Board up to date on current discussions.
6:37:09 PM Gulledge Noted Trustee Bell arrived and was seated.
6:38:08 PM Karanovich Stated her purpose for attending the meeting was to discuss two property locations for the new Library Expansion building. She also expressed the appreciation to the Village of Maryville Board of Trustees for allowing use of the frontage property to expand the library. Both the north and south locations are desirable and provide high visibility. Use of the Village property will eliminate further need to raise money to purchase property. Karanovich handed out a letter listing the "Pros" of the South Property and the "Cons" for the North Property. Karanovich stated the Library Expansion Committee, after looking at all the pros and cons for both properties would prefer to use the South Property.
6:39:46 PM Kostyshock Stated his preference of the properties would be the South Property. The property would save them in costs, allow for any over flow parking on the side street, and would keep the traffic entry and exit to the building off from Route 159. The planned green garden area, would add to the overall beauty of the Village Hall Complex.
6:40:50 PM Bell Asked what direction the building will be facing?
6:41:12 PM Karanovich The Direction of the build has yet to be determined. The decision of which property must be made before the committee can hire an Architect. After the location has been determined, the Library Expansion Committee would like to return to the Village Board with details of the layout for the site and building. The time frame would be some time around October of 2012.
6:42:19 PM Vallino Asked how big will the building be if located on the south side? Karanovich answered that the size can not be determined until after an architect has been hired.
6:42:45 PM Bell Stated he would like to see both the "Pros" and "Cons" for both properties. He also felt knowing the size of the planned building would help him to make a decision on which property to use. He does not want anything to block the view of the Police Department or the Village Hall Complex. Bell would rather see the North Property used. Kostyshock stated he did not think the size of the building would disrupt the view of either of the current building in the complex.
6:43:30 PM Vallino Agreed with Trustee Bell. The importance of knowing the size and layout would help in any decision. Vallino added, knowing what part of the property the building would be placed on, would need to be known. He suggested that a problem could occur with "on street" parking with the current narrow streets.
6:44:05 PM Karanovich Stated both properties were in good locations, but the committee felt the north side location had a few undesirable issues. First, a problem could occur with parking while the Ball Fields were in use. Second, Ameren's location to the building would detract from the view of the planned green courtyard. Third, there are no pre-existing parking areas or sidewalks, which would increase the cost of the project if they were included in the plans. Karanovich also stated the Christmas decorations that she and most of the residents of Maryville like to look at during the holiday season would have to be moved causing more costs for the Village of Maryville in having to relocate the utilities.
6:46:10 PM Schmidt Asked the Village Attorney if the land would need to be surveyed and then subdivided to get an Inter-Governmental Agreement for an extended lease. Schmidt also asked the Committee Members to explain the parking issues. He felt as it was presented, that no plans had been made for a designated parking area. Karanovich answered, the Library Expansion Committee would have to further look into this after an architect was chosen. Mary Whitman stated the Committee had talked about sharing the already existing parking lot in front of the Police Department but expanding upon it to increase the number of parking spots. The Committee felt the existing lot was desirable because it already had side street entrances/exists. Gulledge stated, either property would be required to have a parking area designed just for the Library. Gulledge felt the Committee wanted to get a feel for what property the Village Board was leaning towards so they could then go back to the architect and come up with a preliminary plan to bring back to the board.
6:50:00 PM Gulledge Stated the Library Expansion Committee needed to get an idea as to which property the Village Board felt would work best for everyone. That information would help them to hire an Architect and to come up with a preliminary site plan. Gulledge felt the only concerns he had heard from the Trustees, would be the visibility of the Police Department and the Village Hall Complex when placing a building on the south property. Vallino added, not knowing the size, location, and planned costs would make it hard to make a decision.
6:51:30 PM Karanovich At this time the purpose for the Library Expansion Committee was to speak to the Village Board about the proposed properties. No detailed information has been determined about the planned building or site and would be hard to calculate until after a property has been chosen. She understands the Village Board would like more information, but at this time did not feel the purpose of speaking at the meeting was nothing more than to offer why the Expansion Committee would prefer one property over the other and to get a feel as to which property the Trustees were leaning towards. The property that would best fit the needs of the Library Expansion would be the South side property.
6:53:13 PM Gulledge Thanked Mrs. Karanovich for speaking to the Trustees. He also asked the Library Expansion Committee to come up with a sketch and estimate of costs for the Village Board to review.
6:54:23 PM Karanovich Summarized, for her understanding, what the Village Board needed in information from the Library Expansion Committee and asked if she was correct.
6:55:35 PM Vallino Stated she needed to include a plan for parking. Both properties will need a parking area because parking in the street would cause a problem.
6:56:00 PM Kostyshock Stated he felt the South property would allow for more convenient parking for other events.
6:56:38 PM Garcia Stated if the Library built on the North side and later needed to expand, then there would be more room, where as the South side has limited space.
6:57:52 PM Karanovich Informed the Village Board the Architect by state requirements will have to have had past experience in building Libraries. Trustee Bell offered to suggest names for Architects the Village had done business with in the past.
7:00:05 PM Schmidt Offered a visual of where the sewer and water lines run in both areas. Gulledge again thanked Mrs. Karanovich for speaking to the board.
7:03:37 PM Gulledge Agenda item 6: Ordinance Amending the number of Members of the Maryville Community Improvement Board (M.C.I.B.) Asked Trustee Schmidt to discuss this topic.
7:03:43 PM Schmidt Stated the original Ordinance for the Maryville Community Improvement Board left the number of Members open. When the Committee first started the interest and involvement was high, so the number was set at 21 members. Currently, the interest in the M.C.I.B. is down making it hard to fill the 21 positions. In addition to the low interest, the new Open Meeting Act and the F.O.I.A. requirements is leading to a recommendation by the M.C.I.B. to lower the number of members to 17. This number will still give the Committee enough members to handle issues and will be more manageable to work with.
7:05:31 PM Short Asked if 17 members would still be too  many members? Gulledge felt in the future the Committee may need to ask to reduce the number but for now 15 to 17 members would meet the needs of the Committee.
7:06:02 PM Vallino Asked on average what is the normal number of members that attend each meeting? Gulledge answered the normal number was between 14 to 15 members. Attorney Motil will look into changing the way the Ordinance is written.
7:09:51 PM Gulledge Agenda item number 8: Public Input. Asked if there was any Public Input - There was none.
7:10:08 PM Gulledge Agenda item number 9: To Do List
7:10:13 PM Gulledge Asked Trustees for questions for items listed on page one - There was none. Asked for question for items listed on page two: Schmidt asked  the status of the remodeling project at the Fire House. Short stated with the winter weather there had been some delays but with the new roof on, inside remodel can continue. Schmidt asked for an update on the new ambulance. Short stated it did not pass the state inspection and is set to be re-inspected on Tuesday, January 31st. Provided it passes the State Inspection on Tuesday, the new ambulance should be up and running by Wednesday. Gulledge stated the radio from ambulance number 40 would be taken out and put in the new vehicle to save money. Ambulance number 40 has had problems and will be kept for a back up truck. Gulledge asked if there were other questions about items listed on page 2 of the To Do List. Bell asked about the Safe Routes to School Project and what was being done. Gulledge stated this project should be complete before the beginning of the new school year. There were no more questions about the To Do List.
7:16:43 PM Gulledge Agenda item number 7: Calendar Updates. Discussed February events and Committee meetings.
7:18:24 PM Gulledge Agenda item number 10: Trustee Comments. Vallino - had none, Schmidt - had none.
7:18:50 PM Bell Requested to have the topic of email exchange service, both in house and out of house be put on the agenda for the next meeting Caucus meeting.
7:19:48 PM Kostyshock Stated the Public Works Department did a good job maintaining the streets during the latest ice storms. The cost of salt is cheap and about $6000.00 has been spent so far this year. The Museum building repairs are going well and everyone is working hard. Kostyshock gave updates on all the repairs.
7:21:37 PM Bell Stated the new Council Chamber Laptop was delayed in delivery, the dealer has offered to give a better model to the Village for the same cost.
7:22:30 PM Short Asked the Trustees for their opinion on colored floor tile samples for the remodel project at the Fire House. Two choices were displayed. The Trustees agreed upon the mixed palette of tan.
7:24:29 PM Gulledge Agenda item number 11: Mayor's Comments. Park Committee ...he spoke with Sharon Petty about prizes for the Art Show. Ms. Petty would like $630.00 for the show. She felt issuing gift cards for prizes was a good idea, but would like to give the winner the chance to pick which business they would want the gift card to be from. Discussion was made about which businesses gift cards should come from. Just restaurants or all business in the Village of Maryville. The majority of the Trustees agreed it should just be restaurants.
7:34:20 PM Gulledge Stated he had been approached by a business owner, about a one day "E" License being issued to him for a Spirit Tasting event to be held at the Winery in Maryville. Asked Attorney Motil to explain what the "E" License is and if we can or can not issue one.
7:35:41 PM Motil Explained the "E" license. Explained the Mayor as the Liquor Commissioner has the power to issue it. Would advise that the Ordinance be re-written and made clearer for future use.
7:36:26 PM Gulledge Stated he does not have a problem issuing the one day license, but the business owner will have to be treated as if he is applying for a full year license in the Village of Maryville and will have to apply with the State for their license. Schmidt asked if he could do the spirit Tasting at the winery? Motil answered he can if the owner allows him and the insurance is in order. Gulledge will direct Motil to put something in our Ordinances to cover this in the future. Schmidt asked how does this work with his distributors? Motil answered the distributors would ask for a copy of the one day "E" License to show it had been approved by the Village the event was taking place in.
7:39:56 PM Gulledge Asked if there was any other business to come before this meeting? Kostyshock stated he would like to make one last comment.
7:40:02 PM Kostyshock Noted that he had read in the newspaper that Trustee Bell's daughter had scored several points against the East St. Louis and he felt that was a big accomplishment.
7:40:53 PM Gulledge There being no further business; called for a motion to adjourn. Motion made by Bell, seconded by Vallino. Roll Call vote on the motion: Vallino - yes, Schmidt - yes, Bell - yes, Kostyshock - yes, Garcia - yes, Short - yes. Motion Carried.
7:41:17 PM   Meeting Adjourned.
Respectfully submitted,

Christy Lucas, Deputy Clerk


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