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Village of Maryville, IL

Description Caucus Meeting
Date 12/12/2012 Location Council Chamber
Time Speaker Note
6:30:09 PM Gulledge Called the Caucus Meeting to order Wednesday, December 12, 2012. Invited all in attendance to stand and join in the Pledge of Allegiance.
6:30:40 PM Gulledge Asked for a roll call of those officers present. Answering the roll were Trustees Vallino, Schmidt, Bell, Kostyshock, Garcia. Short was absent. Also in attendance were Deputy Clerk Triplo, Attorney Motil, and one reporter.
6:31:05 PM Gulledge Called for the approval of the minutes of the November 28, 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 Vallino and seconded by Schmidt. Roll call vote on the motion: Vallino - yes, Schmidt - yes, Bell - yes, Kostyshock - yes, Garcia - yes. Motion carried.
6:31:34 PM Gulledge Agenda Item 5: E-packets
6:31:46 PM Bell Bell informed the Board about E-packets. An E-packet is the exact packet you receive but in an electronic version. An email would be sent to the Boards Village email address in a .pdf format. Many communities currently send e-packets it saves on time for administrative staff and paper cost. Another benefit would be the files would be saved on the server and could be brought up in meetings at any time.
6:33:05 PM   Short arrived to the meeting.
6:34:20 PM Gulledge Mayor decided that if you would like to get the electronic copy, let Jolene know. Otherwise, we will continue to send the hard copy. Mayor would like to continue to get paper copy, that way he can hand out to the reporters when needed.
6:35:52 PM Bell The electronic copy would always be available to you. Another plus would be the police department wouldn't have to deliver to Trustees.
6:36:45 PM Short Questioned the e-packets and computer memory space. Bell said there wouldn't be any issues with that.
6:38:31 PM Short Asked about confidential information, Bell said there would be no difference.
6:39:26 PM Bell Would like the Board to see a sample e-packet to look at and then come back and discuss the process.
6:41:48 PM Vallino Suggested we start it as a trial system for a month.
6:41:58 PM Gulledge Decide on what we should do and try electronic packets for a while and see how it goes. Let Trustee Bell or Jolene know your preference of the packets.
6:43:19 PM Gulledge Agenda Item 6: - Pay request #2 from Thiems Construction ($34,401.48) for Lakeview Acres Road Phase 3.
6:43:55 PM Kostyshock Needs to pay invoice to Thiems Construction. He hoped all Trustees would drive by and see all the work that has been completed. Kostyshock feels if the weather holds up this project will be done ahead of schedule.
6:44:37 PM Gulledge Asked the Board if they had any other questions regarding the request. There were none, he will add to the agenda for next week.
6:44:44 PM Gulledge Agenda Item 7: Amendment to Contract with Maryville Fire Protection District
6:45:00 PM Short Board discussed this contract at the beginning of summer. This will amend the contract with the Village and the Fire District. All are in an agreement of the purchase for new fire truck. They are in the financing process right now. They are current on their payments, they made in April and October. That money is collected per fiscal year. The contract is based on calendar year not fiscal year. Short is looking for clarification about the fiscal year, are they paid up?
6:49:45 PM Motil Motil believes this system has been working well, and the only thing that changes is the amount. He feels we leave it as is for now.
6:50:14 PM Vallino Vallino is asking for clarification, starting in 2013, we will receive the $10,000 and a new fire truck. Motil said that is correct.
6:51:17 PM Gulledge Board is all in agreement with this contract. Mayor believes this is great for the Village and the flexibility with the Fire Service.
6:52:11 PM Gulledge Should we put this the on the agenda for the first week in January? When the financing is complete.
6:52:32 PM Short Short is asking we do this on the next meeting.
6:52:51 PM Motil How about we create a Resolution that would be contingent upon the purchase of the fire truck. That will protect both parties involved.
6:56:15 PM Gulledge Agenda Item 8: Request from Dover Development - Trustee Bell got a call that the owner of Dover Development requested to cancel and postpone due to illness. They will contact Jolene to reschedule.
6:57:06 PM Gulledge Agenda Item 9: Calendar Updates - Board discussed upcoming events for December and January.
7:01:12 PM Gulledge Agenda Item 10: Public Input - There was none.
7:01:19 PM Gulledge Agenda Item 11: To Do List - Board discussed Fred Winters Park, they poured the first section of the bike trail. Waiting on final ok from the State on approval with bike trail. Schmidt asked what the contract time frame on the Johnny on the Spot for the park. Mayor will cancel the service until spring, he believes the contract was month to month.
7:05:43 PM Gulledge Agenda Item 12: Trustees comments - Schmidt asked about fees for contractors/builders. He suggested that Kevin come to a Caucus Meeting and explain to the Board to show us how he figures the building fees. Maybe he could present a couple examples of homes in the Village. Mayor recently asked Kevin and Melissa about how local communities are handling this information with water and tap on fees and the building permit fees. We will look forward to adding to the first meeting in January.
7:08:59 PM Bell Trustee Bell asked Deputy Clerk Triplo to talk to Jolene about setting up the server folders for 2013. We need to get prepared by using the wizard and creating the folders for the minutes and agendas on the server.
7:09:37 PM Kostyshock Talked to Peggy from the library committee regarding the carpeting. There are some areas that are needing replaced. Mayor said we could look at the budget and that the two of them would go over to the library and look at the areas that are getting worn. Kostyshock also remarked on the Village Christmas lighting display is just beautiful. Mayor believes that local lighting participation is up probably 30%. Kostyshock also had a complaint of a driver who ran past the school bus that was stopped. He said the arm on the bus saved those kids today.
7:14:12 PM Short Discussed appliances for the new firehouse. He has checked the budget and the money is there. They are needing a stove and a refrigerator. They found a one day sale for both appliances, stainless for $1,009.00. He would like to add to the agenda for next week to be paid. Board gave approval and will add to next weeks agenda.
7:17:08 PM Gulledge Agenda Item 13: Mayor Comments - Tax levy will be on the agenda for next Wednesday night. The Christmas light judging was last night and we will have the winners at the next Board Meeting. Yesterday was electric aggregation day, Mayor and Jolene went and signed contracts. They feel they got a very good rate and will be great for the Village.
7:21:21 PM Gulledge There being no further business to come before the Board, called for a motion to adjourn. Motion to adjourn was made by Bell and seconded by Schmidt. Roll call vote on the motion: Vallino - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
7:21:33 PM Gulledge Meeting Adjourned.
Respectfully submitted,

Carrie Triplo, Deputy Clerk

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The Village of Maryville