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Village of Maryville, Illinois

Description Caucus Meeting
Date 8/14/2013 Location Council Chamber
Time Speaker Note
6:30:12 PM Gulledge Called the Caucus Meeting to order, Wednesday August 14, 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. Absent from the roll call was Trustee Short. Also in attendance were Deputy Clerk Triplo, Public Works Director Presson, Police Chief Schardan, 1 reporter and 2 guests.
6:30:54 PM Gulledge Called for the approval of the minutes of the July 24, 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. Motion carried.
6:31:25 PM Gulledge Agenda Item 5: Request to Attend 2013 IACP Conference
6:31:47 PM Schardan Informed the Board of all details regarding the IACP Conference. Discussed the breakdown of pricing for the registration, hotel and airfare fees.
6:33:20 PM Gulledge Went over pricing in detail and reminded the Board that this conference amount was already included in the budget and approved by Trustee Short. Board agreed. Add to next weeks agenda.
6:35:14 PM Gulledge Agenda Item 6: Repairs to the Brine Tank #2
6:35:33 PM Presson Discussed repairs to Brine Tank #2: Went over recommended repairs and bids, he's suggesting to go with the company with the ten year warranty. The cost is higher but the other companies only offer a one year warranty.
6:36:07 PM Gulledge Agrees that it is best to go with the higher bid due to the ten year warranty. Board agreed, add to next week's agenda.
6:37:08 PM Presson Agenda Item 7: Demolition and Re-Construction of Brine Room at Water Plant: Commented and viewed photos of the Brine Room with the Board to show the current status of the structure.
6:39:13 PM Gulledge Discussion with Board on Brine Room, answered questions and comments. Board agreed, add to the agenda next week.
6:40:00 PM Presson Agenda Item 8: Purchase of Stainless Steel Electronic Hand Dryers for Park Restrooms. Discussed with the Board the need for the electronic hand dryers and the cost savings over time with eliminating restock and purchase of hand towels in the restrooms.
6:44:04 PM Gulledge Board agreed, add to next week's agenda.
6:44:34 PM Gulledge Agenda Item 9: Purchase of a Wacker Plate Tamper for Public Works
6:44:56 PM Presson Replacement plate tamper, Presson recommends the lowest bid from Nu Way. This will be taken out of the Streets equipment budget.
6:45:34 PM Gulledge Board ok, add to next week's agenda.
6:45:41 PM Gulledge Agenda Item 10: Purchase of a Tommy Gate Tail Gate Lift for Public Works
6:45:51 PM Presson Public Works requesting to purchase a Tommy Gate Tail Gate Lift, department uses this equipment on a daily basis. He recommends purchase from Kranz Automotive Body Co. which is the low bid.
6:48:35 PM Gulledge Board ok with purchase, add to next week's agenda.
6:48:42 PM Gulledge Agenda Item 11: Pay Estimate #9 from Thiems Construction ($42,730.86) for Lakeview Acres Road Project
6:48:58 PM Presson This has been signed off by our engineer, pay estimate #9 in the amount of $42,730.86. This is not the final payment, there is a punchlist of items that will need to be completed prior to final payment.
6:49:05 PM Gulledge Board ok, add to next week's agenda.
6:50:24 PM Gulledge Agenda Item 12: Summer Help Extended Hours
6:50:42 PM Gulledge Majority of kids went back to school, but a couple kids still available. We still have 140 hours unused, public works committee is requesting an additional 300 hours to extend the part-time work. There is money available in the budget for this request. Due to the work at Fred Winter's Park, the department is very behind and this could really help and will eliminate having some jobs having to be bid out, due to low staff. This will cost no more than $3,000.
6:52:54 PM Gulledge Board ok, add to next week's agenda.
6:57:04 PM Presson Answered a couple questions from the Board in regards to the Fred Winter's Park progress.
6:59:05 PM Gulledge Agenda Item 13: Corporate Anti-Virus Software Update
6:59:17 PM Bell Explained to the Board that this is the annual update for anti-virus software on all computers in the following departments Administrative, Water, Police, Street and Museum. Computron is ordering now as, the software will expire in 14 days. Was mentioned and discussed at last Board meeting.
7:00:15 PM Gulledge Board ok, add to next week's agenda.
7:00:23 PM Gulledge Agenda Item 14: Website Service Contract Renewal with CivicPlus
7:00:40 PM Bell Current contract is expiring. Bell discussed options. Board agreed to recommend only purchasing the annual support contract. That will include 24/hour service and fix any problems and upgrades to new modules. Also stated the department heads need to work harder to keep our site up to date in their department areas.
7:05:25 PM Gulledge This will automatically renew each year with a 5% increase. Board is ok, add to next week's agenda.
7:06:58 PM Gulledge Agenda Item 15: Water Service & Pre-Annexation-Jeneral, 102 Appletree Lane, Glen Carbon - Discussed the standard agreement. Board ok, add to next week's agenda.
7:07:35 PM Gulledge Agenda Item 16: Water Service & Pre-Annexation-Santanello, 3 Raintree Court, Glen Carbon - Discussed the standard agreement. Board ok, add to next week's agenda.
7:07:51 PM Gulledge Agenda Item 17: Water Service & Pre-Annexation-Ryterski, 2422 Keebler Road, Collinsville - Discussed the standard agreement. Board ok, add to next week's agenda.
7:08:39 PM Gulledge Agenda Item 18: Annexation & Rezoning-Joharifard, 2918 Maryville Road - Board checked the location on the map. Rezoning was done back on December 13, 2012 and went to the planning commission to be rezoned. Voluntary annexation from SR-1 zoning to B-1 zoning. Board ok, add to next week's agenda.
7:10:10 PM Gulledge Public hearing on items 15-18 scheduled for next week, August 21st.
7:12:30 PM Gulledge Agenda Item 19: Resolution for Electric Aggregation Supply Contract - Mayor and Jolene Henry attended a meeting recently in Belleville with Good Energy. Our contract for the residential electric supplier will expire in June 2014. Based on the market, the communities need to pass the resolution to authorize the Mayor on behalf of the Village to attend new bidding meetings. Board is ok, add to next week's agenda.
7:18:36 PM Gulledge Agenda Item 20: Library Property - Mayor is setting up a committee of himself, Trustee Kostyshock and Attorney Motil and some individuals from the Library Board so the Library Board can move forward on this project. Asking Board to share ideas and concerns with the committee so they can voice to the Library Board representatives.
7:21:52 PM Gulledge Agenda Item 21: Trash Contract - Contract is up at the end of this year. Mayor has some information from Allied Waste, since Trustee Vallino is on this committee they will discuss the options. Board ok, add to next week's agenda.
7:23:15 PM Gulledge Agenda Item 22: Calendar Updates - Discussed upcoming events within the park and the Village.
7:25:54 PM Gulledge Agenda Item 23: Public Input - There was none.
7:26:01 PM Gulledge Agenda Item 24: To Do List - Schmidt gave an update on the audit first draft. In two weeks, the Board will discuss the final results.
7:26:21 PM Gulledge Agenda Item 25: Trustee Comments
7:27:49 PM Vallino No comments.
7:27:58 PM Schmidt Informed the Board that the southside of the marquee is broken. Mayor said they had a call into the company for service. Questioned the roundabout monument, looks to be installed and the lights seem to be located in an awkward location. Mayor said they already informed that the lights were misplaced. Noticed the library district put a notice in the paper and wanted to increase the tax levy by 13%, he doesn't know what it's for. Mayor didn't have any information on that issue.
7:32:31 PM Bell No comments.
7:32:45 PM Kostyshock Library meeting last night, going to have Holocaust survivor come to the Senior Center to speak on September 21st from 2:00-3:00 p.m. Wanted to encourage the Board to attend.
7:33:53 PM Garcia Commented about the old church in town, the yard isn't being maintained. Mayor will drive by tomorrow and discuss with the property owner.
7:34:48 PM Gulledge Agenda Item 26: Mayors Comments - Received a letter from the Southwestern Conference of Mayors Alliance asking the Village to support a proclamation, September 19th - Drive for Pledges Day - to bring awareness to people diving and texting. Mayor was asked by the Alliance to host the Mayor's meeting. Village hasn't hosted for three years, this event will be held on Thursday, August 22nd at Villa Marie Winery. Traditionally the Mayor would like to invite his staff, he asked the Board for permission and checked the budget. Board is ok with this. Mayor asked Trustee Schmidt to serve on an annexation committee with Ron Motil. Schmidt agreed. Mayor would like to set up a time to take new Village photos for Board and Staff members in the new polo shirts. Mayor will look into a photographer and we set up for a couple weeks out. Discussed some surplus property that is in the copy room and any other departments that have surplus property. Mayor would like to get it all together, so it can be documented and disposed of. There is also work downstairs which the staff does not have the time to complete. Mayor would like to suggest hiring Thelma Long, she's familiar with what needs to be kept with state regulations, would like to give her a summer help employee to assist her to lift and move boxes. Board agreed. Mayor discussed the residents burning. He's already addressed the issue with one of the residents and they agreed to not burn on Friday. Mayor would like the opportunity to discuss the issue with the second resident or the Board can decide to change the burning rules. Board discussed how often this was occurring and how many complaints the Village was receiving. Mayor believes he could discuss the issue with the resident and believed it would be taken care of, Mayor to report back after addressing the resident and trying to resolve issue. Board agreed.
7:51:00 PM Gulledge There being no further business to come before the Board, called for a motion to adjourn. Motion by Bell and seconded by Schmidt. Roll call vote on the motion: Vallino - yes, Schmidt - yes, Bell, - yes, Kostysock - yes, Garcia - yes. Motion carried.
7:51:48 PM Gulledge Meeting Adjourned.
Respectfully submitted,

Carrie Triplo, Deputy Clerk

The Village of Maryville