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Village of Maryville, Illinois

Description Caucus Meeting
Date 10/23/2013 Location: Council Chamber
Time Speaker Note
6:30:49 PM Gulledge Called the Caucus Meeting to order, Wednesday, October 23, 2013. Invited all in attendance to stand and join in the Pledge of Allegiance.
6:30:52 PM Gulledge Asked for a roll call of those officers present. Answering the roll call were Trustees Vallino, Schmidt, Bell, Kostyshock, Garcia and Short. Also in attendance were Deputy Clerk Lucas, Attorney Motil, Public Works Director Presson, 1 reporter and 3 guests.
6:31:25 PM Gulledge Called for the approval of the minutes of the October 9, 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.
6:31:52 PM Gulledge Agenda Item 5: GIS Data Updates & New Online Subscription
6:32:13 PM Gulledge The Public Work's Department would like to purchase new GIS Update Software to use for utility work  in the Village. Introduced Jared Collier with Juneau Associates and asked him to explain the new software system.
6:33:35 PM Collier Jared Collier, Juneau Associates. Collier explained to the Board the history of the current GIS Software and how it was developed during 2002 thru 2013 by Juneau Associates for Village use. The software system is currently used for water data, maps, boundary locations, zoning data, map books for fire location information, fire hydrant flow data, storm sewer mapping and scanned documents from the Public Work's Departments and Zoning Department. Collier stated the current GIS software can only be accessed by Village employees through the ARC Reader and all edited data must be added by Juneau Associates. The new GIS Software is a database to a modified Local Government Information Model which breaks down into 3 components. The database model has been developed in conjunction with a host of application and maps for use with ArcGIS Online by Esri. Some immediately relevant application include hydrant inspections, valve exercising, water main response, fire response and pre-event emergency planning for buildings and sites. All of which are available to access on desktop computers, laptops, tablets, and android or Apple mobile devices. The cost estimate for the database is a one time fee of $5000.00. The second component is the ArcGIS Online Subscription. This is a cost effective way to get the Village data online in a secure environment. Ability to create password protected maps, as well as public maps for interactive use by Village employees. All secure information can be accessed while in the field. The cost estimate of the ArcGIS Online Subscription is $2,500.00 annually renewable if the Village continues to need the service. The final component is the annual GIS Software data updates made by Juneau Associates on behalf of the Village. The cost estimate is an annual fee of $10,000.00 for the service. Total cost estimate for the entire GIS Software update is $17,500.00 the first year and $ 12,500.00 each following year.
6:44:02 PM Gulledge The initial expense would be high but reduced in the following years.
6:45:23 PM Collier Stated Madison County had recently purchased colored aerial maps for 7 of the surrounding counties and placed them online for free use and he would make sure the Village had the current update that included those maps.
6:47:55 PM Schmidt Asked if it would be possible to see who made edits to the maps in case the information needed to be corrected.
6:48:20 PM Collier Yes, all uploaded data would show who had entered it and when the information had been changed.
6:48:28 PM Vallino Can edited data be deleted?
6:48:50 PM Collier Data is held in what is called a "Cloud" and then it is moved to the database. Village employees can make changes and work with the information located in the "Cloud" which in turn would be changed in the database.
6:54:10 PM Gulledge Noted the Village employees will be able to use smart phones to access the information on the new GIS Database. Currently, the Village does not offer smart phones to its employees and many are using their own data plans to access the database. Gulledge stated he does not feel Village employees should have to pay out of pocket expenses for any cost acquired while conducting Village business.
6:55:58 PM Vallino Who would need to use the device for the new software?
6:56:21 PM Presson Designated Village employees such as department heads would carry smart phones.
6:57:06 PM Gulledge Asked if all would be in favor of purchasing devices for use with the new GIS Software.  All agreed. Thanked Collier for speaking to the board. Stated he would like to approve the purchase of the new GIS Data Software at the first November Board Meeting. All agreed.
6:58:36 PM Gulledge Agenda Item 6: New Public Works Dump Truck
6:58:40 PM Presson The Public Works Department is in need of a new 2 ton dump truck to replace a failing older dump truck. He would like to purchase a 2014 Kenworth T470 Cab and Chassis, single axle truck from Central Illinois Trucks, Inc., for the amount of $85,900.00. The dump bed, snowplow, and spreader will be furnished and installed by Woody's Municipal Supply Company for the cost of $53,659.00. Total cost for the vehicle will be $139,559.00.
6:58:40 PM   Trustee Bell left the Caucus Meeting.
6:59:41 PM Garcia Asked what the value of the old dump truck was estimated to be.
6:59:49 PM Presson State it had a resale value of about $5000.00
7:00:01 PM Short Asked if the Vehicle was ready for purchase. Presson stated it would need to be ordered and would be ready for use in January of 2014.
7:00:35 PM Gulledge Asked for further questions or comments from the Board.
7:00:44 PM Vallino Asked if the new 2 ton dump truck was in the budget already. Presson stated the funds had already been budgeted.
7:00:59 PM Gulledge The Village needs the heavier trucks, especially during bad weather. Asked if all Trustee were Ok with the purchase of the new Kenworth 2 ton dump truck. All agreed to purchase the vehicle and to go ahead and place the order.
7:02:17 PM Gulledge Agenda Item 7: Final Pay Request from Thiems Construction for the Lakeview Acres Road Project - Phase 3
7:02:24 PM Presson All contracted work for the Lakeview Acres Road Project - Phase 3 to be completed by Thiems Construction is complete. Recommended to the Board to make the final payment of $104,931.23 to Thiems Construction.
7:04:01 PM Gulledge Asked for questions or comments. There were none. The payment approval will be placed on the next Board agenda for approval.
7:04:10 PM Gulledge Agenda Item 8: Additional Work Request from Thiems Construction for the Lakeview Acres Road Project.
7:04:21 PM Presson Additional work will be needed in the Lakeview Acres Road at the retention pond. Total cost of the additional work will be $17,007.76.
7:05:09 PM Gulledge Asked if the Board was ok with adding the additional work for Lakeview Acres Road. All agreed to place it on the next Board Meeting agenda for approval.
7:07:25 PM Gulledge Agenda Item 9: Annexation: O'Brien, 7322 W. Main St., Maryville
7:08:01 PM Motil The Village has 3 separate areas within its limits where property is not part of the Village and is now surrounded by Village owned property. Under the law, the Village has the right to annex those properties in the Village. Those property owners have all been sent a letter explaining the annexation laws and asking them to voluntarily annex into the Village. At this time only one property owner has contacted the Village and volunteered: Mr. & Mrs. O'Brien, 7322 W. Main St., Maryville. The Village by law now has the right to force the remaining 5 property owners to annex their land into the Village.
7:12:12 PM Vallino Annexation of these properties will be a benefit to the surrounding property owners. The annexed properties will have to follow Village ordinances on property maintenance.
7:15:43 PM Garcia Would it benefit the Village to offer an incentive to the property owners to draw them into the Village.
7:16:15 PM Gulledge The incentive to volunteer to annex in the Village, would be reduced cost on utility bills, fire taxes, and other items that cost more outside of the Village.
7:20:36 PM Motil The Board will be presented with the 5 properties that have chosen to not volunteer to annex sometime in November.
7:20:45 PM Gulledge Agenda Item: 10: Calendar Updates
7:20:53 PM Gulledge Discussed upcoming events. There will be a Caucus Meeting in the 5th week of October unless the Board is contacted for cancellation. Planning Commission meeting is canceled.
7:26:15 PM Gulledge Agenda Item 11: Public Input - There was none.
7:26:45 PM Gulledge Agenda Item 12: To Do List
7:26:53 PM Gulledge Page 1: Updates on Fred Winter's Park - The concrete was poured to the street and one more pour will be completed with in the next few days. A Gate has been purchased and will be installed. The park may not open until next spring.
7:28:30 PM Vallino Would like to open access from the street to the bike trail now.
7:28:59 PM Gulledge Opening up access will be left up to the Board.
7:29:06 PM Gulledge Page 2 - nothing
7:29:14 PM Gulledge Agenda Item 13: Trustee Comments
7:29:21 PM Vallino None
7:29:25 PM Schmidt Fall Festival went well. About 150 people attended the event which lasted until 2pm. The event was well attended by the sponsors offering chili, a bounce house, etc. The new fire ladder truck was on display. It was a good day.
7:30:40 PM Kostyshock None
7:30:46 PM Garcia None
7:30:52 PM Short The Park Committee had a chance to attend a presentation on 3 proposed layouts of Noga Park and will now have a chance to discuss how the park should be designed. They will be coming up with a cost estimate in the near future.
7:32:32 PM Short The Fire Chief has started to look at applications for hiring new part time EMS workers for the Village. Several current part time employees are reaching the limit for numbers of hours they can work in a year.  The cost for hiring new part time employees is already covered in the budget.
7:36:49 PM Gulledge Agenda Item 14: Mayors Comments - The Police Department's  Halloween Party is on October 31th from 6 - 8 PM.
7:37:54 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 Vallino. Roll call vote on the motion: Vallino - yes, Schmidt - yes, Kostyshock - yes, Garcia - yes, Short - yes. Motion carried.
7:38:15 PM Gulledge Meeting adjourned.
Respectfully submitted,   

Christy Lucas, Village Deputy Clerk

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The Village of Maryville