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Village of Maryville, Illinois

Description Caucus Meeting
Date 2/24/2010 Location Council Chamber
Time Speaker Note
6:30:09 PM Gulledge Called the Caucus meeting of Wednesday, February 24, 2010 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; Limberg was absent. Also in attendance were Deputy Clerk Fenton, Attorney Wigginton, Public Works Director Presson, Police Chief Schardan, four residents and two reporters.
6:30:51 PM Gulledge Called for approval of the February 10th 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: Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
6:31:22 PM Gulledge Went to first agenda item, Annual Bus Comm Contract Renewal in the amount of $3,370.34.
6:31:40 PM Bell Stated he has not yet reviewed the contract.
6:31:53 PM Gulledge Stated nothing has changed.
6:31:59 PM Bell Explained Bus Comm is the company that is used for the FTR software and audio equipment.
6:32:17 PM Gulledge Explained renewal must be done, and because the amount is over $500 it must be approved by the Board.
6:32:22 PM Short Asked the what the cost was last year.
6:32:25 PM Gulledge Stated he believes it was the same. Short asked where they are located; he was told St. Louis. With no further questions or comments, stated the item will be put on the Board meeting agenda for approval.
6:33:30 PM Gulledge Went to next item, Change Order #1 from Plocher Construction for the water plant pumping station.
6:33:46 PM Presson Stated the change order is in the amount of $3,105.50 for the difference between the manual and automatic transfer switch on the generator that will run the booster station for the storage tank.
6:34:14 PM Gulledge Explained there are no manual switches currently in place.
6:34:40 PM Short Asked if this was just an oversight in the bid.
6:34:44 PM Presson Responded yes.
6:34:53 PM Gulledge Explained it was caught at the pre-construction meeting.
6:35:17 PM Short Stated the proposal includes the deduction for the air compressor.
6:35:24 PM Presson Stated the original called for a compressor; however there is no need, so they took it out.
6:35:39 PM Gulledge Stated the item will be on the Board meeting agenda. Went to next item, Change Order #2 from Plocher Construction in the amount of $5,501.69.
6:36:04 PM Presson Stated this change order refers to the booster station as well. Explained when they sent the specs for the control panels, they were larger than anticipated resulting in an approximate six inch variance between the top of the control panel and roof. Stated this change order will increase the roof by two feet.
6:36:48 PM Gulledge Asked for questions or comments. There were none. Stated the item will be on the Board meeting agenda.
6:37:30 PM Gulledge Went to next item, Water Meter Purchases. Explained they have been trying to get all customers on radio read meters. Stated the eventual goal is to read meters from the office. Explained they have been working towards this goal for three to four years, and they are two-thirds of the way done. Stated in reviewing the budgets, they found out the 2001A Water Bonds can be retired in January of 2011. Stated they are currently budgeting $12,025 per month to pay towards these bonds. Stated there is currently enough money there that they will not need to take any money out of the water account, with a surplus of $72,500. Stated the recommendation of the Public Works Committee is to use this money to purchase the extra 1,200 meters needed to finalize the system. Stated Presson has been working on bids, and has been able to secure them at the bulk price spread out at 100 per month for 12 months.
6:40:27 PM Presson Referred to the bid sheet. Stated out of three main bidders, only two were able to bid to spec. Stated the recommendation is to go through United Systems, who currently supplies the ERTs. Explained they will be combining the two sizes needed.
6:41:44 PM Short Asked if the company has agreed to the prices even though there will be a combination of sizes.
6:41:50 PM Presson Responded yes, as long as 1,200 are purchased.
6:42:05 PM Bell Asked once all the meters are on, what is the cost for setting up the system to read them. Asked if they are no longer reading meters, do they need the two new readers purchased.
6:42:27 PM Presson Explained the readers are necessary in order to go to the system. Explained until the actual towers become available those two handhelds will be the collection points. Stated once the meters are installed, there would be an additional $10,000 vehicle mounting fee.
6:43:19 PM Gulledge Stated the goal is to read the meters from the office; however they are a long way from that now.
6:43:50 PM Presson Stated to achieve the ultimate goal, the existing tower would be used, the water tower would be used and they will need a collection point in the middle which he is hoping will be this building.
6:44:21 PM Gulledge Explained if they can get all meters on radio read it will cut down on work load and speed up the process, especially with going to monthly billing.
6:44:43 PM Presson Stated the system comes with the newest ERT. Stated they have doubled the capacity, and they will be getting a much better product than before.
6:45:02 PM Schmidt Asked when they will be reading twice a month. Presson responded May. Schmidt asked what areas don't have radio read meters.
6:45:23 PM Presson Responded the largest areas are Rolling Meadows, Route 162 by Wheel Ranch, Meierwood and Stonebridge Farms. Stated with Board approval, he can place the order in March.
6:46:25 PM Gulledge Stated they will pay for 100 meters per month for the next year.
6:47:08 PM Short Asked about the mounting kit in the Midwest bid .
6:47:17 PM Presson Explained the old 60W ERTS have a mounting kit to keep the ERT from getting loose. Clarified ERT means Energy Rating Transmission device that sends the radio signal to the handheld. Continued to explain the 80Ws are wireless and require no mounting units.
6:48:09 PM Gulledge Stated the item will be on the Board meeting agenda. Commented they have had several water breaks lately; however the fault was not Maryville's, but various contractors in town.
6:49:01 PM Presson Commented in the past week they have had a vehicle run over a fire hydrant; Illinois Power bored into an 8-inch main located at Routes 162 and 159; and Mull Excavating broke a 10-inch transmission main while installing service to Liberty Village.
6:49:27 PM Gulledge Apologized for the problems with service. Explained they were fixed as quickly as possible. Discussion ensued as to payment for repairs.
6:51:10 PM Gulledge Went to next item, MCIB Khoury League sponsorship. Explained on behalf of Trustee Limberg, the MCIB would like permission to sponsor a Khoury League baseball team. Stated they believe it is a way to advertise their committee and possibly pick up some volunteers. Stated they have spent a little over 20% of their budget. Stated the sponsorship cost is $300. Polled the Board; all were in favor. Stated the item will be on the Board meeting agenda.
6:52:55 PM Gulledge Went to next item, Troy/Maryville/St. Jacob Chamber Auction sponsorship.
6:53:02 PM Schmidt Explained this is the Chamber's biggest fundraiser of the year. Stated Maryville has participated the last two years. Stated the recommendation is to purchase two tables of eight for a cost of $900.
6:54:12 PM Gulledge Stated the fee includes eight reserved seating tickets, a 1/8 page ad in the program, listing as a sponsor, display of logo, refreshment bands for attendees, and the meal. Stated Ambassadors Millie Belobraydic and Addie Hall, with her spouse, will be given tickets, after which they will give the first opportunity for tickets to the board members and their spouses. Stated if they can't fill the table's they will offer the remaining tickets to Administration staff. Polled the Board; all were in favor.
6:57:49 PM Gulledge Went to next item, YMCA Bond Issue Resolution.
6:58:08 PM Wigginton Explained on two previous occasions Maryville has served as the issuing agency for revenue bonds backed by the YMCA of Edwardsville. Stated they are asking Maryville to serve as the issuing agency again because they have a substantial amount of leeway in issuance of debt. Stated they have reached an agreement to serve as the agency for up to $6 million to be used for capital improvements at the YMCA Esic location. Stated the bonds will be limited alternative revenue source bonds payable solely by revenues generated by the YMCA. Stated there is no recourse to the Village. Stated they will issue a loan agreement with the YMCA that provides protections. In exchange YMCA has agreed to pay approximately $20,000 to the Village plus all legal fees and costs. Stated this arrangement has worked for the Village twice in the past, and the feeling is it will work again. Stated they will hold a public hearing as required by Statute after which documents will be brought before the Board in the near future for issuance.
7:00:54 PM Kostyshock Commented this is a good thing both for Edwardsville and Maryville. Stated he is in favor.
7:01:24 PM Gulledge Stated, as was done in the past, his recommendation is that the YMCA make the check out to the Park Committee for use in the park fund.
7:02:30 PM Schmidt Commented this strengthens good working relationships with Edwardsville.
7:02:42 PM Gulledge Commented they have also worked out a special arrangement for Village employees to get special pricing on membership.
7:03:12 PM Bell Asked what their plans are for the funds.
7:03:17 PM Gulledge Responded mainly refinancing.
7:03:23 PM Wigginton Explained there will be some construction and installation of equipment and improvements at the ESIC Center. Stated the second purpose is to refinance the outstanding balance of $7.5 million in Special Facility Bonds issued in 2003.
7:03:58 PM Gulledge Stated the item will be on the Board meeting agenda.
7:04:20 PM Gulledge Went to Calendar Updates. Events were discussed.
7:06:43 PM Gulledge Went to Public Input. There was none. Went to To Do List.
7:07:19 PM Short Commented they have had an issue with residents leaving their trash cans out all week. Stated the item will be addressed through Code Enforcement and possible update to the Village ordinance.
7:07:55 PM Schmidt Asked if they have bid out the bike trail deals with Route 159. Gulledge responded no, as they are waiting on possible additional funding.
7:08:17 PM Bell Asked about the boat ramp repairs.
7:08:23 PM Gulledge Stated they have not been done, and suggested he speak with Presson on the issue. Kostyshock stated he will follow up.
7:09:58 PM Gulledge Went to Trustees' Comments.
7:10:03 PM Schmidt Commented there is a new owner at the old Gingham House location.
7:10:23 PM Gulledge Stated the restaurant is open, and he ate there today. Commented it was very good.
7:11:21 PM Schmidt Commented he passed out information on multipliers for property taxes for townships that will go into effect for the next property tax bills. Next, commented his condolences to the Baxmeyer family and asked the Village to send a card.
7:12:28 PM Gulledge Stated they passed out budget worksheets at the Staff Meeting Monday and asked that Department Heads have them back by March 15th to facilitate meetings. Stated his desire is to have the budget ready as close to May 1st as possible.
7:13:35 PM Schmidt Commented all Department budgets look good; however that does not mean they should start spending money in the last three months of the year. Commented next year will be a challenge.
7:14:30 PM Gulledge Asked for a motion to go into Closed Session to discuss Collective Bargaining under 5ILCS120/2/c/2. Motion was made by Bell and seconded by Schmidt . Voting on the motion: Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
8:20:00 PM Gulledge Asked for a motion to come out of Closed Session. Motion was made by Schmidt and seconded by Kostyshock. Voting on the motion: Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia -yes; Short - yes. Motion carried.
8:20:14 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 Bell. Voting on the motion: Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
8:20:32 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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The Village of Maryville