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Village of Maryville, Illinois

Description Caucus Meeting
Date 7/10/2013

Location : Council Chamber

Time Speaker Note
6:30:05 PM Gulledge Called the Caucus Meeting to order Wednesday July 10, 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, Kostyshock, Short. Absent from the roll call were Trustees Bell and Garcia. Also in attendance were Deputy Clerk Lucas, Treasurer/ Clerk Henry, Attorney Motil, Public Works Director Presson, 1 reporter and 2 guests.
6:30:51 PM Gulledge Called for the approval of the minutes of the June 26, 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 Schmidt and seconded by Vallino. Roll Call vote on the motion: Vallino - yes, Schmidt - yes, Kostyshock - yes, Short - yes. Motion carried.
6:31:22 PM Gulledge Agenda item 5: 2013 Comprehensive Plan Update
6:32:19 PM Gulledge Explained the Comprehensive plan had been discussed in four previous meetings and also in a public hearing. The Planning Commission Committee met and voted all in favor of passing the plan. Stated Mr. Tom Wobbe was present at the meeting to answer any further questions the Board may have. Asked Trustee Vallino for any further updates.
6:32:41 PM Vallino No changes have been made to the plan since the last meeting.
6:33:13 PM Gulledge Asked Board for any questions they may have.
6:33:19 PM Kostyshock Questioned why the plan had included a connection road in the Parkview area. Stated he was unclear why the road was included on the plan if it did not currently exist?
6:33:45 PM Gulledge Explained that such roads needed to be included for future growth of the Village.
6:35:59 PM Schmidt Looking at the Comprehensive map, he noted that the MR1 (Multi residential ) areas had been coded in its own separate colors. Questioned why this was necessary when the other zoned areas did not have their own color codes.
6:38:22 PM Gulledge Agenda item 6: Change order: Korte & Luitjohan ($4332.00), Low Service Pump Upgrade
6:39:13 PM Presson The Low Service Pump was in need of an upgrade. All butterfly and check valves were replaced on each pump at a cost $4332.00.
6:39:40 PM Gulledge Asked for questions. There were no questions. Will be added to the next agenda.
6:40:03 PM Gulledge Agenda item 7: Pay Application: Korte & Luitjohan ($154,599.00), Low Service Pump Upgrade
6:40:09 PM Presson Upgrades for two low service pumps, pump one and two. Both pumps have been in place and running for about a week. All work has been satisfactory with no complaints.
6:40:28 PM Gulledge Asked for questions or concerns.
6:40:33 PM Schmidt Were the funds to pay for the upgrades in the current budget. Presson answered; yes.
6:40:44 PM Short Asked if the $154,599.00 includes everything except the 10% retainer. Presson answered; yes.
6:40:47 PM Gulledge Will be placed on the next agenda.
6:40:52 PM Gulledge Agenda item 14: Repairs to Village Hall West Doors
6:41:08 PM Gulledge The front doors located on the West side of the building are in need of repair. Funds are available in the current budget to pay for the repairs. Three bids were taken for the project. It was recommended to award the bid to Herndon Home Improvement for the total cost of $7838.34.
6:44:05 PM Gulledge Asked for questions or concerns. There were none. Will be placed on the next agenda for approval.
6:44:53 PM Gulledge Made note that the Public Work's Department was doing a great job getting ready for the Homecoming weekend events.
6:45:22 PM Gulledge Agenda item 11: Recommendation of Rezoning of Remington Place Outlot C.
6:45:55 PM Gulledge Last week a motion was made to rezone the Remington Place Outlot C. A complaint had been made about a possible drainage problem with the detention pond. The pond may not be working as designed. Public Works Director Presson, Village Engineer Charlie Juneau, and he observed the drainage pond on a day that it had been raining. Measurements were taken and it was determined the pond was functioning correctly. The current flooding problems could have been caused by the excess rain that has been falling in the past few weeks. The increased water that was washing down from surrounding areas into the detention pond may have overwhelmed the drainage pipes. During normal rainfall, the area will function as designed.
7:00:47 PM Gulledge Asked the Board to think about the proposed rezoning of Remington Place Outlot C so that a vote could be taken at the next meeting.
7:01:27 PM Kostyshock Stated he felt the duplex type Villas Osborn Construction would like to build in Remington Place would complement the area. The new construction would be more cost effective for future home owners.
7:03:23 PM Osborn Joe Osborn, 1 Stonebridge Crossing. Answered questions regarding the drainage and detention in the development. Explained the type of homes proposed to be built. Stated the landscaping would be designed to work with the existing area and would be cared for by one company. Requested the Board to take a drive and take a look at the other areas in which he has built similar villas to see how well they fit in to the single family residential area.
7:04:06 PM Vallino Questioned the increased amount of traffic that would be added to the area and if it would cause problems.
7:05:08 PM Gulledge The Village has upgraded the roads in the area which will remove any issue with increased traffic. Residents need to realize the Village is going to change over time and will continue to develop and grow.
7:13:24 PM Gulledge Asked for any further questions regarding the rezoning of Remington Place Outlet C. There were none. Will be placed on the next agenda.
7:16:08 PM Gulledge Agenda item 8: 2013/2014 Budget
7:16:26 PM Henry Discussed the Budget details and how they came to the totals. Explained to the Board the budget has a large deficit. This is due to projects that are expended during the fiscal year but revenues for the project were received in a previous fiscal year. A budget is a snap shot of the fiscal year only and does not factor in reserved cash balances.
7:21:47 PM Schmidt Stated items or projects that appear on the budget may not even occur, but had to be budgeted for just in case the Village would need them.
7:22:44 PM Henry Used the example of the Safe Routes project for $350,000.00 that has not happened yet but had been budgeted during the last three years.
7:27:38 PM Gulledge The proposed budget is just a view of what things could happen or not happen. The Village over the next few years will not allow the cash flow to drop so low that more funds are going out of the Village than coming into the Village.
7:36:53 PM Gulledge Asked for questions or comments from the Board.
7:37:37 PM Vallino Questioned the increase in the budget line for ambulance runs. What was it for?
7:38:04 PM Henry The money would be for the extra ambulance runs when the City of Troy needed our assistance.
7:38:36 PM Vallino In the past the Village has had a hard time collecting payments. Is the Village still having the same problems?
7:39:06 PM Henry Stated no. Current billing company is doing follow-up. The Village did not renew the service contract with the previous collection company. Stated she is reviewing proposals from contingency based collections agencies.
7:40:19 PM Schmidt Made note that the proposed budget is for internal use only and not filed with Madison County. The budget is used just to keep the Village informed of what funds are available or not available.
7:41:39 PM Gulledge Asked for any further questions or comments. There were none. Will be placed on the next agenda.
7:42:15 PM Gulledge Agenda item 9: 2013/2014 Appropriations
7:42:22 PM Henry Stated all Trustees had been given a list of the appropriation amounts for the fiscal year 2013/2014 to review. Henry explained appropriations need to be in place for emergency situations that may require purchases that would go over the budgeted amounts. This is a mandate and must be filed with Madison County Clerk by the end of July.
7:43:29 PM Gulledge Asked for questions. There were none. Will be placed on the next agenda.
7:44:02 PM Gulledge Agenda item 10: 2013/2014 Estimated Anticipated Revenues
7:44:07 PM Henry Explained what the Estimated Anticipated Revenues were and discussed the main points on the report.
7:44:36 PM Gulledge Stated a lot of work is put into tracking the numbers for creating the Estimated Revenue Report and it is not often the Village miscalculates on estimated amounts, except when unexpected funds are received.
7:45:37 PM Gulledge Asked for questions or comments. The Board had no changes. Will place on the next agenda.
7:46:33 PM Gulledge Agenda item 12: New Computer Purchase for Deputy Clerks
7:46:43 PM Henry The desktop computer located at the Deputy Clerks desk is the oldest computer in the building and it has been having problems. Computron Incorporated has given the Village a quote of $1217.99 for a new Intel Quad-Core 17 workstation.
7:47:56 PM Henry Agenda item 13: Microsoft Office upgrade
7:51:58 PM Henry The Village has 10 computers which are not operating on the same Microsoft Office software which make it very hard to share work between employees with out getting corrupted files. 3 of the computers are using the Microsoft 2010 software and the other 7 computers are using different versions. Computron Incorporated was contacted about upgrading the 7 computers to the 2010 version but was told the 2010 version was no longer sold. Computron did state that the Village could purchase the 2013 upgrade and pay a little extra to downgrade to the 2010 version, then when the 2013 upgrade was wanted the Village would already own that upgrade for 7 computers. Computrons quote for 7 Microsoft Office 2013 licences was $2772.00.
7:52:21 PM Gulledge Asked for questions or concerns regarding agenda items 12 and 13. There were none. Will be put on the next agenda.
7:52:26 PM Gulledge Agenda item 15: Calendar Updates
7:55:21 PM Gulledge Listed events for the next few weeks. Mentioned the Maryville Homecoming Weekend Event set for July 12th and 13th.
7:55:28 PM Gulledge Agenda item 16: Public Input - There was none.
7:55:37 PM Gulledge Agenda item 17: To Do List
7:55:47 PM Gulledge Page one.
7:56:27 PM Schmidt Wanted to add to the list, the review of the Village audit.
7:56:49 PM Vallino Asked if anyone had gotten any feed back about the roundabout.
7:57:31 PM Gulledge Stated the roundabout has had positive comments.
7:57:51 PM Gulledge Page two - No comments, updates, or questions.
7:57:58 PM Gulledge Agenda Item 18: Trustee Comments
7:58:02 PM Vallino None
7:58:07 PM Schmidt None
7:58:34 PM Kostyshock The summer help has been doing a great job on keeping the Village looking good.
7:58:57 PM Short Also felt the Village looks great.
7:59:07 PM Gulledge Agenda Item 19: Mayors Comments
8:01:45 PM Gulledge The Village has a chance to purchase 10 benches for $1500.00. He and Trustee Bell recommends that the Village purchase all 10 to place through out the Village. All o.k. with purchasing the benches. Will be put on the next agenda.
8:03:21 PM Gulledge Maryville Night at the GCS Grizzles Ballpark - August 9 Vs Rockford. Asked the Board if they were o.k. with promoting the event with in the Village. Everyone agreed.
8:03:36 PM Gulledge There being no further business to come before the Board, called for a motion to adjourn. Motion by Schmidt and seconded by Vallino. Roll call vote on the motion: Vallino - yes, Schmidt - yes, Kostyshock - yes, Short - yes.
  Gulledge Meeting adjourned
Respectfully submitted, 

Christy Lucas, Village Deputy Clerk

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The Village of Maryville