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Village of Maryville, Illinois

Description Caucus Meeting
Date 9/25/2013

Location: Council Chamber

Time Speaker Note
6:30:06 PM Gulledge Called the Caucus Meeting to order, Wednesday, September 25, 2013. Invited all in attendance to stand and join in the Pledge of Allegiance.
6:30:38 PM Gulledge Asked for a roll call of those officers present. Answering the roll call were Trustees Vallino, Schmidt, Bell, and Kostyshock. Trustees Garcia and Short were absent from the roll call. Also in attendance were Deputy Clerk Lucas, Attorney Motil, Public Works Director Presson, Building and Zoning Director Flaugher, Clerk/Treasurer Henry, 1 reporter and 14 guests
6:30:53 PM Gulledge Called for the approval of the minutes of the September 11, 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 Bell and seconded by Schmidt. Roll call vote on the motion: Vallino - yes, Schmidt - yes, Bell - yes, Kostyshock - yes. Motion carried.
6:31:25 PM Gulledge Welcomed all the guests to the meeting. Reminded everyone about meeting rules and asked any guest that would like to speak to refrain from doing so until the Board requested public input.
6:32:03 PM Gulledge Agenda Item 5: Troy/Maryville/St. Jacob/Marine Chamber of Commerce Financial Contribution Request.
6:32:23 PM Mushill Dawn Mushill, Troy/Maryville/St. Jacob/Marine Chamber of Commerce, 647 E. US HWY 40, Troy IL. The Chamber would like to work with the Village of Maryville on compiling a list of 2014 Village- sponsored events and then enhance promotion of those events. Mushill listed examples of current events the Chamber has promoted for the City of Troy and stated such events could be promoted for the Village of Maryville. Forms of promotion would be: press releases to the Village of Maryville and to the media, placing information on the Chamber Website, announce events at chamber networking events, information listings on Chamber social media pages, work with committees on types of promotional ideas, and purchase ads in the newspapers. The Chamber of Commerce would be willing to promote Village events if the Village of Maryville were to issues funds to help with the costs. Total suggested fund requested by the Troy/Maryville/St. Jacob/Marine Chamber of Commerce was $2,100.00. Detailed reports would be provided to the Village on how the contributed funds were spent.
6:36:43 PM Bell Outside of the main events that the Village of Maryville sponsors, could the Village promote all of the park events or other committee events.
6:37:04 PM Mushill Provided the Village were to fund enough money, all events could be promoted through the Chamber.
6:38:16 PM Bell Asked if it would be possible to create mail outs with just the Village of Maryville events list to the Village residents? Mushill indicated the Chamber would be able to create promotion fliers with only Maryville information listed.
6:39:24 PM Gulledge The Chamber of Commerce is proposing a means to help the Village promote its events and help limit the current funds the Village spends to advertise them.
6:41:12 PM Bell Stated he would like to see the Village of Maryville go ahead and allow the Chamber of Commerce to promote Village events.
6:41:33 PM Gulledge Suggested Schmidt and Bell should meet with Dawn Mushill to further discuss details for promoting Village-sponsored events through the Chamber before the Board makes its final decision.
6:45:09 PM Gulledge Asked for questions or comments. There were none. Thanked Dawn Mushill for all her efforts.
6:45:21 PM Gulledge Agenda Item 6: Drainage Issues at Stonebridge Villas
6:45:47 PM Gulledge Invited the Village engineer, Charlie Juneau, to discuss the collected information gathered for the drainage issues at Stonebridge Villas.
6:46:41 PM Charlie Juneau Juneau Associates, 104 Lakewood Dr., Glen Carbon IL. Summarized the drainage issues in the Stonebridge Villas area by explaining through a PowerPoint presentation the history of the designed plans, which at some point had been altered without Village knowledge. Juneau explained in the original plans, a 8' deep ditch ran from the northern part of the development to the southwestern area. The ditch was designed to carry excess water drainage out and away from the  lake, keeping the lake from overflowing its banks. At some point the ditch was filled to allow for a sidewalk. A drainage pipe was installed diverting the direction of the drainage water into the lake. Two more properties were added to the southwestern area of the property. Currently, when the rains fall and all the water runoff flows down hill and enters the lake.  The excess water causes the lake to overflow its banks and flood towards the southwestern properties.
6:49:07 PM Gulledge Asked if he had discovered who had installed the drainage pipe diverting water into the retention lake.
6:49:21 PM Juneau The pipe was installed by the builder of the sidewalk. Who did not notify the Village of the change. Does not know who built the sidewalk. Stated the Village had no knowledge of the ditch being removed.
7:01:28 PM Vallino How much of the original ditch was filled in?
7:01:42 PM Juneau The ditch was completely filled in to allow for the sidewalk to be put in place.
7:06:08 PM Juneau Suggested possible ways to reconstruct the retention lake to allow for proper drainage of excess water. Placing a 8' wide by 2' deep spill area would carry excess water out and away from current area that is having flooding issues. The second option, to re-digging the sidewalk area by reinstall the drainage ditch.
7:08:21 PM Bell Would placing a spill area in the southern end of the lake be an issue with the drainage pipes that are in place in the area?
7:08:28 PM Juneau The spill area could be constructed along side of the pipes.
7:09:19 PM Schmidt Asked if there was a silt problem in the lake?
7:09:34 PM Juneau Yes, evident by the different colorations in the over head photos.
7:09:48 PM Gulledge Asked Juneau and Motil to explain what properties the village owned.
7:10:19 PM Juneau All of the properties involved are privately owned or owned by the Home Owners Association.
7:11:43 PM Vallino Was the ditch included in the original plans?
7:11:50 PM Juneau The ditch was in the plans submitted to the Village for approval and was put in place for a while.
7:12:23 PM Gulledge Asked for more questions. There were none. Thanked Charlie Juneau for making his presentation. Asked for public input on the issue.
7:13:38 PM Joanne Martychenko 116 Briar Ridge, Maryville, IL. Questioned if the Village had any easements in the area around the upper retention pond and the lower lake. Asked for explanation of what an easement is.
7:13:57 PM Gulledge Easements are areas of land that the Village has a legal right to enter when conducting repairs to Village owned utilities.
7:14:22 PM Joanne Martychenko Asked if the Village had a water easement.
7:14:34 PM Gulledge The Village does have several different easements or right always in the area. Juneau stated the Village maintains the drainage pipes for both retention areas.
7:15:30 PM Joanne Martychenko Stated the Village would have to take some responsibility for the flooding issues on her property because the Village had put in place several concrete culverts north of the upper retention pond. In Mrs. Martychenko's opinion, the concrete barriers were changing the flow of the water drainage.
7:17:12 PM Juneau The Village did not place the concrete culerts in that area.  Madison County put them in place when they built Keebler Road.
7:22:58 PM Bell Asked if the Home Owners Association minutes had mentioned when the sidewalk was put in place and by who.
7:23:29 PM Joanne Martychenko Stated she had just received a copy of the minutes and had not yet reviewed them.
7:26:54 PM Gulledge Water has always run in the same direction even before the property had been developed.
7:30:52 PM Michael Chitwood 120 Briar Ridge, Maryville IL. Stated his concern with the Village allowing property developers to submit building plans for approval and then allowing them to change them with out notifying the Village.  He felt if enough inspections had been conducted, then the Village would have been aware the drainage ditch had been filled in.
7:31:43 PM Motil The Village does not have the ability, or the man power or legal right to inspect every planned development for potential future changes. Inspections are only done when new construction permits are submitted.
7:32:22 PM Michael Chitwood Felt the property was not developed according to the original plans.
7:34:00 PM Motil We can not speculate where water has come from. We can not ignore the fact that Madison County put in Keebler Road and installed drainage pipes in the area. But, we do have concrete evidence submitted by a certified engineer, showing the topographic maps which indicate the land layout. The map points out the natural swale of the land. The side walk clearly is shown to go against the natural swale. The Village approved plans that included a 8' drainage ditch, and did not approve the changes made to the original plans. Based on the evidence, the issue is a private issue for private property owners to correct.  From a legal point, the Village is not responsible for the drainage problems.
7:39:05 PM Gulledge Asked when the Home Owners Association was founded. Deanna Hott stated it was around 2002.
7:40:28 PM Dianna Evans Dianna Evans 161 Summit Ridge, Maryville IL. Stated she had reviewed the Home Owners Association minutes and found nothing mentioning a change in the 8' drainage ditch. Changes would have been done by Osborn Construction, who was the property developer, before ownership was transferred to the Home Owner's Association. A copy of the minutes were supplied to the Board, by Ms. Evans.
7:42:31 PM Gary Martychenko Stated in his opinion, flooding water on his property was caused by the design of the lower lake. A spill area in the south western area of the lake may help to eliminate some of the issues.
7:45:39 PM Deanna Hott 113 Southern Ridge, Maryville IL. Asked what way the water would flow after leaving the proposed spill area.
7:46:04 PM Juneau The water from the proposed lake spill area would drain toward the pipe that was already in place.
7:47:33 PM Deanna Hott Stated she felt the upper retention pond was causing the water drainage issues in the properties south of its location.
7:47:54 PM Juneau The upper pond is helping to slow the water down.  The flooding issues would be even greater if the upper pond was not in place.
7:49:42 PM Gulledge Thanked everyone for speaking to the Board.
7:49:50 PM Gulledge Agenda Item #7: Building & Zoning new Vehicle Purchase
7:50:11 PM Flaugher The last purchased vehicle by the Building and Zoning Department was in 2012. He would like to purchase a new vehicle for the Building and Zoning Department, which he would also use for Fire Department calls. The 2012 vehicle would then be transferred for use to the Administration Department, to replace their failing vehicle. The new vehicle is a SUV style vehicle, equipped to help with emergency fire/EMT calls. Flaugher stated he had obtained several bids and found the lowest bid from Wright Automotive of Hillsboro, IL for the amount of $22,297.00.  The vehicle would be a 2014 Ford Explorer Base Model. Wright Automotive has one in stock with customized options already installed, listed for the price of $23,841. Wright Automotive did offer a trade value for the Administration Department vehicle of $1800.00. Flaugher recommends purchasing the vehicle that is in stock.
8:00:59 PM Gulledge The Administration Department has $10,000.00 budgeted towards a new vehicle. The $869.00 would be paid by the Fire Department, with the remaining amount coming out of the Building and Zoning Budget line.
8:02:00 PM Gulledge Asked for questions or concerns. There were none. Asked the Board if they agreed to purchasing the in stock SUV Vehicle. All were in agreement. Flaugher is to go ahead to reserve the in stock vehicle for purchase.  OK to place on the next Board meeting agenda.
8:03:23 PM Gulledge Agenda Item 8: Calendar Updates - Listed upcoming events for the last week in September and for the month of October.
8:05:54 PM Gulledge Agenda Item 9: Public Input - There was none.
8:06:01 PM Gulledge Agenda Item 10: To Do List - Nothing was updated or changed.
8:06:14 PM Gulledge Agenda Item 11: Trustees Comments
8:06:25 PM Vallino How close is the Village to completing Fred Winters Park? Gulledge stated, the Village is working hard to get the project completed and a possible time frame for completion would be the end of October.
8:07:08 PM Schmidt None
8:07:12 PM Bell None
8:07:15 PM Kostyshock The Stonebridge drainage problem is not the responsibility of the Village. Property owners are responsible for solving the drainage problems.
8:08:02 PM Vallino Juneau did a great job explaining the history of the Stonebridge development and drainage problems.
8:08:43 PM Gulledge Agenda Item 12: Mayors Comments
8:08:55 PM Gulledge Restated the drainage problems in the Stonebridge area are not the responsibility of the Village of Maryville.
8:10:06 PM Gulledge Asked for a motion to go in to closed session -5 ILCS 120/2(c)(1) - The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body and 5 ILCS 120/2(c)(5) - The purchase or lease of real property for the use of the public body. Motion made by Schmidt and seconded by Vallino. Asked for questions and comments. There were none. Roll call vote on the motion: Vallino - yes, Schmidt - yes, Bell - yes, Kostyshock - yes.
9:29:12 PM Gulledge Asked for a motion to come out of closed session. Motion was made by Bell and seconded by Vallino. Roll call vote on the motion: Vallino - yes, Schmidt - yes, Bell - yes, Kostyshock - yes.
9:29:36 PM Gulledge There being no further business to come before the Board, called for a motion to adjourn. Motion was made by Schmidt and seconded by Kostyshock. Roll call vote on the motion: Vallino - yes, Schmidt - yes, Bell - yes, Kostyshock - yes.
9:29:56 PM   Meeting adjourned.
Respectfully submitted,

Christy Lucas, Village Deputy Clerk

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The Village of Maryville