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Village of Maryville, Illinois

Description Caucus Meeting
Date 6/12/2013 Location Council Chamber
Time Speaker Note
6:30:06 PM Gulledge Called the Caucus Meeting to order Wednesday June 12, 2013. Invited all in attendance to stand and join in the Pledge of Allegiance.
6:30:36 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 Triplo, Attorney Motil, Public Works Director Presson, Treasurer Henry, one reporter and two guests.
6:30:52 PM Gulledge Called for the approval of the minutes of the May 22, 2013 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, Short - yes. Motion carried.
6:31:26 PM Gulledge Agenda Item 5: 26 Rosewood Drive Annexation - Request for the standard agreement. Board checked the map location. All agreed to add to the agenda next week.
6:32:55 PM Gulledge Agenda Item 6: 3070 Keebler Road Annexation - A voluntary request for annexation, approximately 7 acres and there is a home on this property. Board agrees and will add it to the agenda next week.
6:35:16 PM Gulledge Agenda Item 7: Water Service & Pre-Annexation Agreement - Fucinari, 121 Hillcrest Drive, Glen Carbon - This is the standard agreement, Board agreed and will be added to agenda next week.
6:36:15 PM Gulledge Agenda Item 8: Repairs to Communication Controls in Anthony Lift Station
6:36:34 PM Presson Presson updated the Board on the Anthony Lift Station. The system is currently failing. He submitted two bids to replace all controls of the lift station. Presson recommends we go with R.E. Pedrotti Company's bid. Mayor doesn't want Public Works to be running that system manually.
6:37:43 PM Short How old is the system? Presson said they believe the system is from 1982, it's from before he was here. He thinks it's been repaired with old parts for years.
6:38:38 PM Gulledge Any other questions on the repairs for the communications controls? There were none. Add to agenda for next week and have Presson order with the lowest bidder. Board ok with Presson ordering now approving at Board Meeting on 6/19.
6:38:54 PM Gulledge Agenda Item 9: Change Order for Lakeview Lane/Fairview Lane Water Line Project
6:39:02 PM Presson Lakeview water main, found an existing main that belongs to Troy that was in the way. This cost is the additional bores to move our water main out of the way.
6:40:23 PM Gulledge Mayor authorized the Village to do the work so the project wouldn't be shut down. Mayor talked to the engineers, contractors and Presson and this is what all recommended. Board is ok with this and will add to agenda next week.
6:42:22 PM Gulledge Agenda Item 10: 2012 Municipal Maintenance Expenditure Statement (MFT) - Discussed the details of the MFT fund. Board ok for the fund transfer, add to next week's agenda.
6:44:06 PM Gulledge Agenda Item 11: LED Lighting System
6:44:44 PM Presson Upgrading to LED Lighting Systems, Presson went over the two bids and the differences between them. Looking to upgrade the entire Village Hall campus and Firemen's park.
6:48:55 PM Gulledge Presson and he met with contact at Guarantee Electrical Construction. She put together two separate bids for the project. Mayor would like to consider the entire project just to have it finished.
6:50:56 PM Schmidt Are these figures in the budget? Would this be under buildings? Are the flood lights high efficiency?
6:51:14 PM Presson Presson isn't sure of that, have to look it up in the budget.
6:52:40 PM Gulledge After discussion Board agreed to do both projects while the money is available.
6:53:01 PM Gulledge Agenda Item 12: Pay Estimate #7 from Thiems Construction ($55,087.20) for Lakeview Acres Road Project
6:53:52 PM Presson Gave an update on the project work.
6:54:09 PM Gulledge Should be complete in 2-3 weeks as long as the weather cooperates. Board ok with payment.
6:55:45 PM Gulledge Agenda Item 13: Plan & Cost Estimates for Hwy 159 Memorial Landscaping - Would like to table that item, currently still working on numbers. Add to agenda in two weeks.
6:57:18 PM Gulledge Agenda Item 14: Fiscal Year 2012/2013 Review
6:57:46 PM Henry Explained the details of the budget. Felt it was an exceptional year especially compared to other communities due to the economy. Feels like it's because of the Board and Department Heads hard work with staying on top of it throughout the year. Answered questions from the Board.
7:02:39 PM Vallino Are there any budget areas of concern from your perspective? Henry stated that she doesn't see any areas that she feels are trending negatively. The Village has looked for ways to save money without cutting any services. Her only concern is as the Village grows, we may be in need of more staff. The Village hasn't hired any full-time employees for quite some time.
7:06:21 PM Schmidt Thanked Jolene for her hard work on this report and also the Department Heads for using this tool for their departments.
7:06:36 PM Gulledge Feels very good about these financial reports.
7:08:15 PM Henry Schmidt asked about the current budget status. Preliminary numbers on current budget are entered, but not yet printed for review.
7:09:08 PM Gulledge Agenda Item 15: New Computer for Deputy Clerk Desk + Operating Software Upgrades - Bell would like to table this item and add to the next Caucus agenda. Waiting on the quote from Computron.
7:10:29 PM Gulledge Agenda Item 16: Proposals from Independent Appraisers for E. Main Street Easements - Mayor went over the three appraisals. Juneau's recommendation is the lowest price Robert Lowrance for 18 parcels of property Phase 1 for $24,750. The Village would be responsible for appraisals/sidewalks/easements/right of ways. Federal money run by the State, so Village must follow their protocols. Have to have appraisals and hire a review appraisals. Recommending entering an agreement upon Village Attorney Ron Motil's review.
7:15:23 PM Gulledge Board is ok with this and will add to next week's agenda.
7:15:29 PM Gulledge Agenda Item 17: Calendar Updates - Bell commented on the fishing derby, great success, thanks to Mike Vallino and his fishing clubs assistance. Board discussed other upcoming events.
7:20:47 PM Gulledge Agenda Item 18: Public Input - There was none.
7:21:02 PM Gulledge Agenda Item 19: To Do List - Bell asked Presson to hang wire hooks in the center on Pavilion 1. Fred Winters Park progress, forms are set and weather permitting they will pour pavilion floors tomorrow. Should be completed next month.
7:24:15 PM Gulledge Agenda Item 20: Trustee Comments - Vallino and Schmidt had no comments. Bell asked the Board to keep Laura from Computron in their prayers, she's in the hospital and is very ill. Kostyshock said the public works department will start putting up lights for 4th of July. He also thinks the summer help is doing a great job. And the museum committee has a couple new people joining. Garcia asked if we could start putting the lights up around Memorial Day and keeping them up thru the Homecoming. Public Works will make a note of that for next year. 
7:26:30 PM Short Short mentioned the Fire Department Training Facility is coming along. Just touching up some spots and railings, weather permitting it will be close to being completed. Monday the insurance advisory committee met regarding retirees. Retirees are eligible for health insurance continuation. Retirees pay 100% of their health premium and is also eligible for the reimbursement program. Short went over some details about program.  The decision for the premium cost for the reimbursement plan is at the Boards discretion. The committee is suggesting a two tiered system for employee only and employee and dependents. Short would like this item to be added to the agenda for next week. Board agreed and it will be added to agenda.
7:34:59 PM Motil Asked Short to send the documentation of the recommendation to the Mayor/Henry/and Motil for review.
7:36:54 PM Short The Village currently doesn't have a definition of what a retiree is. The Board needs to come up with that and have on record, because we don't currently have a definition on file.
7:39:50 PM Gulledge Agenda Item 21: Mayor Comments - We've all heard alot going on in the news about conceal and carry legislation. Mayor, Short, Chief Schardan and Ron Motil will be working together to make a recommendation to the Village at the Caucus Meeting on June 26th.
7:41:15 PM Gulledge Garcia had inquired at the last Board Meeting about how to recognize the gentleman who lost his life during construction of the new roundabout. Mayor spoke about the issue at the Public Works Meeting and the recommendation is to purchase a 12x12 stone and place it at the memorial by 159 highway.
7:42:24 PM Bell Are we talking to the family, and why wouldn't we put it at the intersection. Mayor said that was discussed at the meeting and felt like it would be an unsafe area with the traffic.
7:43:25 PM Gulledge Updated the Board on the gentleman who was injured last week at the roundabout construction. He's doing better than expected.
7:43:55 PM Gulledge There being no further business to come before the meeting, called for a motion to adjourn. Motion by Bell and seconded by Vallino. Roll call vote on the motion: Vallino - yes, Schmidt - yes, Bell - yes, Kostyshock - yes, Garcia - yes, Short - yes. Motion carried.
7:44:08 PM Gulledge Meeting adjourned.

Respectfully submitted,

Carrie Triplo, Deputy Clerk


The Village of Maryville