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Village of Maryville, Illinois

Description Caucus Meeting
Date 11/14/2012 Location Council Chamber
Time Speaker Note
6:30:12 PM Gulledge Called the Caucus Meeting to order Wednesday, November 14th, 2012. Invited all in attendance to stand and join in the Pledge of Allegiance.
6:30:48 PM Gulledge Asked for a 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 Deputy Clerk Lucas, Public Works Director Presson and 1 reporter.
6:31:07 PM Gulledge Called for the approval of the minutes of the October 24, 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, seconded by Kostyshock. Roll call vote on the motion: Schmidt - yes, Bell - yes, Kostyshock - yes, Garcia - yes, Short - yes. Motion carried.
6:31:44 PM Gulledge Agenda Item 5: Water Service & Pre-Annexation: Wilde, 301 Lakeview Acres Drive, Collinsville
6:31:59 PM Gulledge The property owned by David J. Wilde, located at Lot 20, 301 Lakeview Acres Drive, Collinsville has requested water service from the Village of Maryville. The agreement does not violate any boundary line agreements with The City of Troy or Collinsville. A public hearing will be held on November 20, 2012 at 6:45 pm to address this pre-annexation. Asked for questions or concerns.  There were none. 
6:32:35 PM Gulledge Agenda Item 7: New GIS Server
6:32:48 PM Bell The current GIS Server is in need of being replaced. It has exceed the length of time it should be in service. Computron has given the Village a price quote total for hardware, software, and labor of 7494.00.
6:33:27 PM Short How old is the current Server? Bell stated he felt the server was about 6 to 7 years old, which is a year or two older than a computer system should be with in a business.
6:33:34 PM Bell Asked if the Time Matters software was still in use by any departments, if it is he will have to include it on the list of software to transfer to the new GIS Server? Gulledge stated it was used by the Building and Zoning Department.
6:35:11 PM Gulledge The budgeted amount for replacing the server is $6500.00, which will not cover the cost of the replacement. The remaining amount could be spread out and taken from the budget lines from several different departments with the majority coming from the Water Department.
6:36:10 PM Bell Will review the quote and remove any items that are not needed. This will help to reduce the total cost.
6:36:51 PM Short Asked Presson to step to the podium. Does the Water Department have enough funds budgeted to cover the remaining cost to replace the server?
6:37:04 PM Presson The Water Department has a large budget for computer and other related costs. He would not have a problem using those funds to help pay the replacement cost.
6:37:54 PM Gulledge Stated the Village should go ahead with the replacement of the GIS Server. Bell will review the quote and remove any un-needed items to help lower the total cost. Further discussion can be done at the next meeting.
6:40:25 PM Gulledge Agenda Item 6: Microsoft Exchange Server
6:40:34 PM Gulledge The Village has $15,000.00 in the budget for the new Exchange Server.
6:40:41 PM Bell The current Server has gone past it's expected use and needs to be replaced with a new updated service that will help the Village to comply with federal laws which require all email correspondence to be recorded and saved for public record. The new Exchange Server would allow tracking of all Village emails and save them to a back up tape. The system will also continue to run a backup tape for everyday computer use within the Village. The quote received from Computron for the replacement of the Exchange Server is $14,999.00, which includes the price of the one time 2010 license fee for the current 35 emails that are in use by Village employees. 4 more emails will have to be added for several of the Trustees who do not have emails. Each added email will cost $65 in addition to the quoted price. Trustees will have to decide how to store the back up tapes. System tapes can continue to go home with the Village Comptroller on a daily basis , but the Village may need to send the tapes containing emails off to a secure site such as Iron Mountain. KDInet will still maintain the email system, but the new Exchange Server will record all saved and deleted emails here in the village complex.
6:54:31 PM Schmidt Asked about emails to the attorney and engineers concerning requested F.O.I.A. information? The Village may not want to include those in the saved emails.
6:54:55 PM Bell All Village emails used from non personal email accounts will be saved. Email users will have to be careful about any personal issues sent by Village email, as that information will become public record.
7:05:14 PM Gulledge Trustees should review the quote and come up with any questions they may still have. All questions and issues can be addressed at the next meeting. Replacement of the Exchange Server will be put on the agenda for next week.
7:06:43 PM Gulledge Agenda Item 8: Pay Request #1 from  Thiems Construction ($157,344.66) for the Lakeview Acres Road Phase 3
7:07:01 PM Gulledge Asked for questions, concerns or comments regarding the Pay Request.
7:07:20 PM Short When will the work on the bypass begin?
7:07:31 PM Presson The work should start next week provided the weather is good.
7:07:59 PM Garcia Will people be allowed to use Lakeview Acres Road to enter the south entrance of the Baptist church parking lot?
7:08:17 PM Gulledge All traffic on Lakeview Acres Road will be closed for the next 6 months. The south entrance to the church is far enough south on Lakeview Acres Road that it will not be affected by the road work. The church will have to decided to allow access from that entrance or not, otherwise all traffic will have to enter the church from Route 162. Asked for any other questions or concerns regarding the Pay Request from Thiems Construction. There were none.
7:13:02 PM Gulledge Agenda Item 9: Discussion/Review of Lakeview Acres Road Improvement Fees
7:13:16 PM Gulledge The Village will need to discuss and review whether to keep charging the road impact fee for the Lakeview Acres Road.
7:14:52 PM Kostyshock Stated the Village, at the time when the subdivision was started, needed funds to develop the road. Implementing a road impact fee helped pay the costs. The Village no longer is in need of the money from the fees. In his opinion, if the Village were to remove the fee, the property in that area would start to sell again.
7:15:40 PM Gulledge The Village collected a total of $174,620.00. The only amount that has been used has been $5635.00 to relocate a warning siren into that area. There is approximately $166,000.00 left to cover any issues that may occur. Removing the fees may increase the desire for developers to build.
7:21:29 PM Short Can the money that was collected be used in other areas within the Village?
7:21:55 PM Gulledge Stated that most all of the money will be used to pay for the road development.
7:22:26 PM Short Would it be better to change the ordinance now or later?
7:22:45 PM Gulledge Stated he would prefer to change it now. Changing it now will encourage residential growth now.
7:23:42 PM Garcia Will the removal of the fee help to reduce the price of the homes being sold?
7:24:40 PM Gulledge The Village can not answer for the developers and what cost they will pass on to the home buyer, but by removing the fee, it is less the developers will have to pass onto the home buyers.
7:27:36 PM Gulledge Asked the Trustees for a vote, of who was in favor of removing the road impact free: Schmidt - yes, Bell - yes, Kostyshock - yes, Garcia - yes, Short - yes. Removal of the Lakeview Acres Road Impact fee will be put on the next agenda.
7:31:55 PM Gulledge Agenda Item 10: Calendar Updates - Discussed upcoming events and meetings for the remainder of November and December. Noted that the next Board Meeting has been moved to Tuesday, November 20, 2012 at 7:00 P.M. A Public Hearing will be held on November 20, 2012 at 6:45 P.M. for the Water Service & Pre-Annexation - Wilde, 301 Lakeview Acres Drive, Collinsville, IL. The next Caucus Meeting will be held on Wednesday, November 28, 2012 at 6:30 P.M. A Public Hearing will be held on November 28, 2012 at 5:30 P.M. & 6:30 P.M. : Government Aggregation Opt- Out Program & Plan of Operations and Governance for the Village.
7:32:08 PM Gulledge Agenda Item 11: Public Input - None
7:33:56 PM Bell The Turkey Trot 5k was a big success with over 350 runners and walkers. Parking was a big issue and will need to be addressed next year.
7:35:35 PM Gulledge Next year the Village will approach the businesses in the area for use of parking lots space to handle the over flow.
7:37:23 PM Gulledge Agenda Item 12: To Do List
7:37:34 PM Short Are the new welders working at the Fire Department Training area?
7:37:47 PM Gulledge Yes the welders have begun work and are advancing on the job. Work is done everyday except for the days with bad weather.
7:38:06 PM Bell The equipment for the Fred Winter Park is in. Installation will begin next week depending on the weather.
7:38:06 PM Gulledge Agenda Item 13: Trustees Comments
7:38:06 PM Schmidt none
7:38:53 PM Bell Asked to review a few items from the last Board Meeting. He was not in attendance and wanted to be updated on the status of several items.
7:41:54 PM Kostyshock Public Works is putting up Christmas Tree Lights, The Troy, Maryville, and Collinsville Chamber of Commerce had a meeting last week for the Business After Hours and none of the Trustees where in attendance. He felt the Trustees should try to attend these meetings.
7:43:26 PM Garcia None
7:43:30 PM Short None
7:43:37 PM Gulledge Agenda item 14: Mayor's Comments
7:43:53 PM Gulledge Read an email form the Government Aggregation Opt-Out Program. The Village will need to have at least a quorum for both hearings. Asked the Trustees to commit to attending the Public Hearings.
7:46:50 PM Gulledge Called for a motion to adjourn, motion was made by Bell seconded by Schmidt. Roll call Schmidt - yes, Bell - yes, Kostyshock - yes, Garcia - yes, Short - yes. Motion Carried.
7:47:10 PM Gulledge Meeting adjourned.
Respectfully submitted, 

Christy Lucas, Village Deputy Clerk


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