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Village of Maryville, Illinois


Caucus Meeting

Date 8/28/2013 Location Council Chamber
Time Speaker Note
6:30:13 PM Gulledge Called the Caucus Meeting to order, Wednesday, August 28, 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 call were Trustees Vallino, Schmidt, Kostyshock, Garcia, Short. Trustee Bell was absent from the roll call. Also in attendance were Deputy Clerk Triplo, Public Works Director Presson, Clerk/Treasurer Henry, Attorney Motil, 1 reporter and 6 guests.
6:30:53 PM Gulledge Called for the approval of the minutes of the August 14, 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, Kostyshock - yes, Garcia - yes, Short - yes. Motion carried.
6:31:27 PM Gulledge Agenda Item 5: 2012/2013 Fiscal Year Audit Report - Kevin Tepen, C.J. Schlosser & Company, LLC
6:31:43 PM Kevin Tepen 233 E Center Drive, Alton - Tepen discussed in detail the Audit Report answered any questions from the Board. Commended the Board and the Village employees on grants received for local projects.
6:40:34 PM Gulledge No other questions from the Board, Mayor thanked Mr. Tepen for his company's great work.
6:41:35 PM Gulledge Agenda Item 6: Bid Opening Results - West Old Town Water Line Replacements
6:41:59 PM Presson Project received six bids, Public Works recommendation is the low bid of $629,013 from Korte & Luitjohan Contractors, Inc. Presson reminded the Board about the conditions of Old Town area. Public Works has done work to avoid change orders, but Old Town has few records and old handwritten maps, problems may arise due to lines not being marked, etc.
6:44:56 PM Gulledge Asked Presson to update the Board on the current smoke testing in the Copper Creek area.
6:45:15 PM Presson Found some issues with lateral connections and leaking manhole covers today. Should have a more accurate status by the end of tomorrow. Most issues are minor and already repaired. Laterals are issues that may affect homeowners and Public Works will notify after the test is completed.
6:46:13 PM Kostyshock Asked Presson to update the Board on Fred Winters Park status.
6:46:29 PM Presson Park is complete from the walking trail through to the Madison County Transit trail, minus seeding of the park. All the equipment is installed, restrooms will be closed until park is officially completed. Hopeful to complete the parking lot and open the park in the next two weeks.
6:47:36 PM Gulledge Agenda Item 7: Planning Commission Items (Final Plat - Stone Gate Estates 1st Addition)
6:48:18 PM Vallino Planning Commission met with Osborn development and approved the final plat to come to the Board for final approval with one variance on Outlot A. The green space is built into the lots due to all of the lots being over one acre. All were in favor of approving the final plat with the greenspace variance.
6:49:10 PM Gulledge Agenda Item 8: Discussion Regarding Khoury League - Mayor spoke in Bell's absence. Mayor and Trustee Bell met with members from the Khoury League Board and discussed concerns from the Village. Meeting went great and members will go back and meet with the Khoury League Board for further discussion and come back to the Village Board. Attorney Motil will write an agreement for the Village and Khoury League.
6:50:40 PM Gulledge Agenda Item 9: Park Committee Recommendations - Mayor stated the request in Bell's absence. Park recommendation is to purchase five brown recreation area signs for Fred Winter's Park and 16 brown recreation area signs for John Drost Park. Mayor requested the Park Board to get a price and sign locations before approval. Board is ok. Add to next week's agenda.
6:52:16 PM Gulledge Agenda Item 10: New Web Page Pictures
6:52:37 PM Garcia Researched a local photographer that could take the Village photographs to update the website. The photographer, Missy Robbs, agreed to charge the Village a discounted rate of $200. Photographer does great work and will do a great job and the pictures will look professional. Trustee Short asked why we wouldn't use the camera purchased for the Fire Department. Mayor was unaware of that camera, Short will get the details and get back to Mayor. Board will make a decision next week after Short talks to the Firemen about department camera.
6:54:25 PM Gulledge Agenda Item 11: "Drive 4 Pledges Day" Proclamation - IML is bringing awareness to the texting and driving epidemic. Board is ok, add to next week's agenda.
6:55:46 PM Gulledge Agenda Item 12: Ordinance Adopting Supplement to Code of Ordinances - This is a standard ordinance that the Board passes each year, to upgrade our ordinance book and get supplements ready. Board is ok, add to next week's agenda.
6:56:17 PM Gulledge Agenda Item 13: Calendar Updates - Discussed upcoming events.
6:57:50 PM Gulledge Agenda Item 14: Public Input
6:58:04 PM Jennifer Androde 721 Summit, Collinsville - Committee Member of Troop 48 in Collinsville - Sunday, August 18th the committee rented a pavilion at Drost Park. The contract stated that they would have access to the pavilion, the barbeque pits and the restrooms. When they arrived at 9:00a.m. the restrooms were locked and they had to make several trips to the Police Station to get them unlocked. Finally at 11:30 a.m. an officer came and unlocked the restrooms. They were very dirty with no toilet paper and no hand soap and trash cans overflowing. They had 80 people with no restroom use. There was no barbeque pit. They had to empty the trash cans and clean up the entire area before and after using the pavilion. She is asking the Board for a refund of the $40 for the pavilion rental due to the conditions.
7:01:23 PM Gulledge Mayor will speak to Marvin Brussatti who handles the pavilion rentals, and will have a refund issued to Troop 48. He apologized for the conditions and explained that the Khoury League had rented that space the day before and obviously did not properly clean up after usage.
7:03:33 PM Joanne Martychenko 116 Briar Ridge, Maryville - Stonebridge Villa Association - Read a letter detailing the meetings and documentation she's had with the Mayor, Public Works Director and Village Engineer regarding the drainage issues behind her property.
7:06:31 PM Gulledge Board did approve an amendment to the PDR and provided aerial maps without the walkway. Mayor has met with several individuals here and everything the Village has come across looks to not be the responsibility of the Village. Mayor apologized for the Martychenko's property issue and offered to do anything to help, but reiterated that this is not a Village issue.
7:17:50 PM Vallino Asked to confirm what he's hearing is the planning commission is accurate.  Then the issue is someone changed the swale.
7:18:38 PM Gulledge Mayor feels the Villa Association should be helping. We will continue to try to help and understands it does need to be addressed prior to winter.
7:21:15 PM Gary Martychenko 116 Briar Ridge, Maryville - There is not a dam on the upper detention pond. Mayor said that is what the Osborn Company informed him. To have a dam means the developer would have gotten a permit from the State of Illinois. Mayor seemed confused on the area they were discussing, asked if he along with the Public Works Director and the Village Engineer could come back out and walk the area while discussing the maps.
7:25:09 PM Gulledge Agenda Item 15 - To do List
7:25:26 PM Gulledge Agenda Item 16 - Trustees Comments
7:25:33 PM Vallino No comments
7:25:36 PM Schmidt Questioned the registration for the IML, no one from the Village is attending.
7:26:04 PM Kostyshock Encouraged the Board members to check out Fred Winter's Park spoke about how nice it's going to be for the Village.
7:26:17 PM Garcia Grandma's Attic decided to not get the outside box for donations. Grandma's Attic is looking to purchase two ceiling fans, Garcia believes Village employees should install due to it being a Village building. Garcia also feels the interior rooms need painted. Mayor didn't feel like the Village needed to paint the facility, they painted it the last time. Mayor said they would look into installing the fans.
7:28:45 PM Short Advised the Board that Fire Chief Flaugher will be coming to the Board requesting to expand our EMS staff. Won't be increasing the hours, but it will just increase the people. Mayor feels like it is a good recommendation to have back up.
7:30:53 PM Gulledge Agenda Item 17: Mayor Comments - No other comments.
7:31:35 PM Gulledge There being no further business to come before the Board, called for a motion to adjourn. Motion made by Schmidt and seconded by Vallino. Roll call vote on the motion: Vallino - yes, Schmidt - yes, Kostyshock - yes, Garcia - yes, Short - yes.
7:31:54 PM Gulledge Meeting Adjourned.

Respectfully submitted,

Carrie Triplo, Deputy Clerk

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