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Village of Maryville, Illinois

Description Caucus Meeting
Date 9/12/2012 Location Council Chamber
Time Speaker Note
6:30:09 PM Gulledge Called the Caucus Meeting to order Wednesday, September 12, 2012. Invited all in attendance to stand and join in the Pledge of Allegiance.
6:31:03 PM Gulledge Asked for a roll call of those officers present. Answering the roll were Trustees Vallino, Schmidt, Bell, Kostyshock, Garcia and Short. Also in attendance were Deputy Clerk Lucas, Director of Public Works Presson, Attorney Motil, 1 reporter and 1 citizen.
6:31:10 PM Gulledge Called for the approval of the minutes of the August 29, 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 Short seconded by Schmidt. Roll call vote on the motion: Vallino - yes, Schmidt - yes, Bell - yes, Kostyshock - yes, Garcia - yes, Short - yes. Motion carried.
6:31:32 PM Gulledge Agenda item 5: Energy Efficient Lighting Upgrade Proposal
6:32:09 PM Presson Proposed is an energy efficient lighting system for park restrooms, the outside wall packs at the Booster Station, Old Firehouse, New Firehouse, Outreach Building, and Food Pantry. The proposed lamps are instant on and off, brighter, last longer with a 25,000 to 30,000 hour burn time. The lamps and ballasts have a 5 year warranty.  Guarantee Electrical will warranty the installation labor eliminating maintenance for 1 year. The existing lighting system is operating at 26,383 watts, replacing the old system with new energy efficient fixtures and lamps will reduce the watts to 11783 with a better over all quality of lighting. Replacement will guarantee 55% savings on the lighting portion of the Ameren IP bill. The total cost of the proposed energy efficient lighting system after the ILDCEO Incentive will be $12,187.00.
6:33:51 PM Gulledge If the Board decides to approve the proposed energy efficient lighting system, $9, 993.00 (82%) would come from General Funds and $2,194.00 (18%) would come from the WSOM Funds. Recommends that the Village of Maryville should go ahead and update the lighting system because the new fixtures are environment friendly and will save the Village money with less wattage use and replacement costs.
6:36:42 PM Short How will the Village obtain the ILDCEO Incentive from the State? Will Ameren give the Village an additional incentive?
6:37:16 PM Presson To obtain the ILDCEO Incentive the Village will fill out, sign an application, and then submit it to the State. Ameren IP could give the Village an additional incentive but at this time they have not committed to any amount.
6:39:20 PM Bell Are the Funds in the Budget at this time? Gulledge stated they were.
6:39:22 PM Gulledge Asked if the Trustees were all in favor of placing the proposed energy efficient lighting system on the next board agenda for approval. All were in favor.
6:39:34 PM Gulledge Agenda item 6: Purchase of 2012 Kenworth Dump Truck for the Public Works Department.
6:40:22 PM Presson The Public Works Department would like to purchase a new 2 ton dump truck. The truck will be a Kenworth T470 Cab and Chassis, single axle truck provided by Central Illinois Trucks, Inc. The Dump bed, snow plow, and spreader will be furnished and installed by Woody's Municipal Supply Company. The total purchase price for this piece of equipment will be $139, 900.00 (Truck cost - $86,050.00, Equipment cost - $53,850.00). The Village has chosen Central Illinois Trucks, Inc to purchase the Dump Truck from because it meets all IDOT specifications and is compliant with "Illinois State Bid" pricing. At this time, the Village is in great need of a new 2 ton dump truck. The current truck is very old and is not functioning at the level that is needed to perform certain jobs around the Village.
6:43:15 PM Bell Stated in his review of the provided break down of costs, that he noted a total list cost  of two different amounts.
6:44:52 PM Presson Will call Central Illinois Trucks, Inc to confirm the correct total cost for the 2 ton dump truck, but he felt the listed price of $86,050.00 was the correct price.
6:45:57 PM Vallino Questioned what the Village would do with the old dump truck?
6:46:11 PM Presson The Village will keep using the old truck until it no longer works.
6:46:28 PM Vallino Has the cost for replacing the 2 ton dump truck been put into the budget? Presson stated the cost had been placed in the current budget.
6:47:06 PM Gulledge Asked if all the Trustees were in favor of placing the purchase of a new 2 ton dump truck on the next agenda for approval? All were in favor
6:48:15 PM Gulledge Agenda item 7: Fred Winters Park
6:48:31 PM Gulledge The Village of Maryville is in the process of researching and requesting bids for 2 pavilions and other park equipment. Hutchinson Recreation & Design, Inc. has made a bid for 2 - 16' square shelters with multi-rib roofing. The total cost of both pavilions would be $14,035.00. The total cost for installation which includes the footings, rock, and concrete would be $10,648.00. The Village is also receiving bids for all other park equipment. A list of items and cost will be submitted at the next meeting for review by the Board. The total cost for concrete and rock for paving, less the amount for the parking lot, is estimated to be around $26,893.00. The Village has requested some flexibility from the State on funds to make up for the under estimate of costs to complete the paving. The State should have their answer to the Village in the next couple of days. A final cost estimate should be ready for the next meeting. Once the State gives its approval and the Board approves the purchase of equipment the Village should begin work as soon as possible to make sure the March 2013 deadline is met.
7:03:46 PM Gulledge Several bids have come in for the park restrooms with the lowest bid of $86,600.00. Once all the funds are gathered from all the outside sources the Village will be able to take a look at the budget to determine if the funds are available to put the restrooms in place.
7:05:39 PM Bell Can the Village do some of the paving work to cut the costs?
7:06:09 PM Gulledge Stated if the State allows the Village to do some of the work, we will do the work to save on the cost.
7:09:03 PM Short Asked how long it would take to receive the purchased equipment for the park and if it would be better to order the items when the work is to be done rather than to order the items and have to store them?
7:09:27 PM Gulledge Stated the purchased items should take no more than 2 months to arrive and he felt it was better to order all the equipment at once to avoid any issues of items being backordered. Having the equipment on hand would also keep the work in progress as it would eliminate the wait period for the items to arrive.
7:12:49 PM Schmidt Asked if a fence will be purchased and installed around the park?
7:12:57 PM Gulledge Stated the Village will have to take a look at the area and determine what will be needed. Stated he felt at the very least a gate should be installed near the residential area and parking lot.
7:14:59 PM Gulledge Agenda item 8: Calendar Updates - Discussed upcoming events.
7:19:47 PM Gulledge Agenda item 9: Public Input - There was none.
7:19:54 PM Gulledge Agenda item 10: To Do List
7:20:11 PM Bell Asked if the logo stone for the Park Committee Memorial Bricks had arrived? Gulledge stated it had not.
7:20:37 PM Garcia Asked for an update on internet access for the food pantry. Issue will have to be looked into.
7:22:16 PM Gulledge Agenda item 11: Trustee Comments
7:22:23 PM Vallino None
7:22:30 PM Schmidt Village wide Yard Sale will be on September 15th. Asked what permits or licenses were required for the new ice building located to the rear of Maryville Pharmacy? Gulledge stated the bulk ice vending building was a new business leasing the property it was sitting on. At this time he was unclear of the exact permits and suggested Schmidt should contact Kevin Flaugher for the information.
7:25:17 PM Bell The Garden committee will be issuing notices to clean up the garden plot in preparation for the fall and winter months. The G.I.S. Server has been put into the budget. The State's requirements for proper storage of electronic interactions are always changing and it is important the Village starts to store emails for any future F.O.I.A. requests.
7:28:06 PM Kostyshock Oil and chipping was finished in one day, with no complaints. The east entrance into the Autumn Oaks Subdivision is being replaced to fix the large dip. The project should be completed next week and the other entrance will be done the following week. Stated his concern about the lack of new commercial business in the Village. More effort should be done by the Village to try to advertise the commercial properties the Village has available. All the Trustees agree more should be done. Gulledge will ask Dale Keller to come to a Caucus meeting to discuss the property next to 55/70 and to allow the Trustees to ask any questions or to address any concerns they may have.
7:48:08 PM Garcia Stated she was in favor of allowing the Alzheimer Assisted Living Building to be built in Maryville because there is nothing in the area that addresses those issues.
7:49:23 PM Short None
7:49:29 PM Gulledge Agenda item 12: Mayors Comments
7:49:41 PM Gulledge Reminded the Trustees the 200th Anniversary of Madison County parade will be this weekend, September 15th starting at 6:00 pm. Requested the Trustees participate in the parade by riding on the old Maryville Fire Truck.
7:51:26 PM Gulledge Called for a motion to adjourn. Motion was made by Vallino and seconded by Bell. Roll call vote: Vallino - yes, Schmidt - yes, Bell - yes, Kostyshock - yes, Garcia - yes, Short - yes. Motion Carried.
7:51:44 PM Gulledge Meeting adjourned.
Respectfully submitted,


Christy Lucas, Deputy Clerk


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The Village of Maryville