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Village of Maryville, Illinois

Description Caucus Meeting
Date 11/13/2013

Location: Council Chamber

Time Speaker Note
6:30:22 PM Gulledge Called the Caucus Meeting to order, Wednesday, November 13, 2013. Invited all in attendance to stand and join in the Pledge of Allegiance.
6:31:01 PM Gulledge Asked for a roll call of those officers present. Answering the roll call were Trustees Schmidt, Bell, Kostyshock, Garcia and Short. Absent from the roll call was Trustee Vallino. Also in attendance were Deputy Clerk Lucas, Attorney Motil, Public Works Director Presson, 1 reporter and 2 guests.
6:31:03 PM Gulledge Called for the approval of the minutes of the October 23, 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 Short. Roll call vote on the motion: Schmidt - yes, Bell - yes, Kostyshock - yes, Garcia - yes, Short - yes. Motion carried.
6:31:37 PM Gulledge Agenda Item 5: Noga Park Update. Gulledge asked Sharon Petty to speak.
6:32:31 PM Petty Sharon Petty, 6560 E. Main St. Maryville, IL. Petty stated she was the Chair for the Parks and Recreation Committee for the Village of Maryville. The P & R Committee had met to discuss 3 sets of proposed plans for the Noga Park development. The Park would be developed and designed to meet the needs of the younger and older aged resident. Development would be broken down into 3 phases allowing the park to open more as each phase was complete. Phase 1 would include: a Amphitheater, one large pond, one pavilion/picnic area, one restroom, and a large parking lot. Phase 2 would include: three T-Ball fields, a playground area, one restroom, one large parking lot, and a Rain Garden (wetland grass area designed to allow for rain run off). Phase 3 would include: one Art Garden, a fountain, one restroom, two picnic areas in a tree setting. Petty asked the Trustees to visit the property with the proposed plan map and to visualize how the concept plan would look. Petty also requested that any ideas, changes to the current concept, or questions be addressed to herself, Trustee Bell, or the Mayor. Petty restated the current site plan was just a concept and no final plan had been set. The Trustees and Petty conducted further discussion of possible additions, subtractions, or changes to the Noga Park development.
6:41:50 PM Schmidt Asked if the buildings were to scale with each other? Felt if the concept map was to scale it would help to visualize what could be moved or maybe improved upon.
6:44:43 PM Garcia Asked what seating would be used for the Amphitheater?
6:45:09 PM Bell Stated the P&R Committee wanted the park to look as natural as possible and suggested a terraced type of seating where each level would be grass with concrete edges.
6:48:51 PM Bell Stated the P&R Committee would need to come up with a final plan as soon as possible and suggested to the Board that any questions or changes should be brought up right away.
7:19:46 PM Gulledge Thanked Petty for speaking to the Board.
7:21:29 PM Gulledge Agenda Item 6: Pre-Annexation: McGauley, 110 hillcrest Drive, Glen Carbon. Asked for questions or comments on the Pre-Annexation. There were none. OK to put on the next Board agenda for approval.
7:22:01 PM Gulledge Agenda Item 7: Pre-Annexation: Woodworth, 6005 State Route 162, Glen Carbon. Asked for questions or comments. There were none. Ok to place on the next Board agenda.
7:22:39 PM Gulledge Agenda Item 8: Annexations of 7314 & 7318 W. Main St., Maryville. Asked Motil to discuss.
7:22:54 PM Motil The two parcels are entirely surrounded by the Village and are now being forced to annex into the Village. Property owners have been notified of the forced annexation and proper publications & notices of the annexations were conducted. The vote will take place at the November 20th Board Meeting for approval.
7:23:42 PM Gulledge Asked for questions or comments concerning the annexations of 7314 & 7318 W. Main St., Maryville. There were none. Ok to place on the next Board agenda.
7:25:02 PM Gulledge Agenda Item 9: Annexations: 7216, 7228, 7236 W. Main St. Maryville.
7:25:16 PM Motil All three properties are also entirely surrounded by the Village and will now be forced into the Village. Motil stated he had had some contact with one of the property owners with concern if he would be able to keep his Horses. The Village has agreed to grandfather with the property the owner's Horses, as long as no new animals are purchased or replaced after death.
7:28:19 PM Gulledge Asked for questions or concerns. There were none. Ok to put on the next Board agenda for approval.
7:28:27 PM Gulledge Agenda Item 10: Pay Request #1 From Korte & Luitjohan Contractors ($276,775.99) for the West Old Town Water Main Replacement Project.
7:28:36 PM Presson Korte & Luitjohan Contractor has requested the first payment for work to replace the West Old Town water main. Approximately 30% of the work has been completed at this time. Presson recommends making the requested $276,775.99 payment.
7:29:29 PM Gulledge Asked for questions or comments on the pay request from Korte & Luitjohan. There were none. Ok to place on the next Board agenda.
7:29:36 PM Gulledge Agenda item 11: Storage Building for Public Works & Fire Department.
7:29:47 PM Gulledge Stated that discussions had started a few months ago with the Fire Department about adding an additon on the East side of the Firehouse. The addition would allow them to remove the vehicles from the current building freeing up space for storage of equipment or even space for training exercises. Two bids were taken and both had cost estimates higher than expected. The Village decided to take a look at all the departments to see what space needs could be addressed. The Public Works Director, Building and Zoning Director/Fire Chief and himself met and came up with the idea of placing a non heated metal storage building at the Water Tower inside the fenced area. The location would be secure and add storage for Village departments. Gulledge stated it had been decided to split the costs with all  departments using the facility. The Fire Department would pay 20% , WSOM 60%, and Streets 20%. Gulledge also recommended a key pad and electronic gate be installed at the time of construction of the building. The electronic gate would eliminate having to get out of vehicles to open the gate, make it easier to remove equipment for emergency situations, and would monitor who enters and leaves the property.  Juneau Engineering had placed the job out for bid and received several bids. Upon review of the bids Juneau recommends awarding the project to Tindall Construction in the amount of $201,532.00 which includes the cost of the electronic gate. Further discussion was entertained on building features, design, and use.
7:42:31 PM Presson Stated the building needed to be built to last which is why they chose to purchase a steel framed building and have a thicker concrete floor installed.
7:42:46 PM Bell Asked why the cost for the addition to the Firehouse ended up being so high?
7:43:17 PM Short The addition would have been built from concrete block and had plumbing and heating.
7:43:46 PM Gulledge Asked if the Trustees were in favor of placing a metal storage building at the Water Tower. All were. Asked for questions or comments. There were none. Ok to place on the next Board Agenda for approval.
7:47:56 PM Gulledge Thanked Presson for speaking.
7:50:28 PM Gulledge Agenda Item 12: Heating at the Firehouse
7:50:34 PM Short The Firehouse needs to replace existing heaters. Both heaters are working at about 60% efficiency and not heating the building up. The new heaters would save the Village money on the power bill by being more efficient and not running all the time. Discussion had been done about using some of the budgeted funds that were not used for the proposed addition to purchase new infrared ceiling heaters. Two bid proposals were take for the installation of the heaters. Short recommends Engel Heating & Cooling for the project with the total cost of $10,300.00. The total would include (3) 50' heaters with a 7 year warranty. Further discussion was held addressing concerns and questions about the heaters. Short also stated the old heaters would be saved for later installation in the new metal storage building.
8:04:10 PM Gulledge Asked for further questions or concerns. There were none. Ok to place on the next Board agenda for approval.
8:04:25 PM Gulledge Agenda Item 13: Employee Insurance Renewals
8:04:36 PM Short Stated it was the time of year to discuss employee health insurance. The current Blue Cross and Blue Shield plan, to maintain it would cost the Village a 12% increase. The Village asked Baugher Financial to look into other health insurance options and they were able to come up with a plan from United Healthcare. United Healthcare's rates would not require a health survey which could cause the rates to go up at a later time. The quoted rates would be good until January 1, 2014, but for the Village the current Blue Cross and Blue Shield plan is up for renewal as of December 1, 2013. The Village is looking at a very short deadline to make a decision. The United Healthcare rate offer is a 16% decrease from what is currently being paid to Blue Cross and Blue Shield. Short explained in more detail what would be included in the United Healthcare Insurance plan and also stated it would be a good time to have the employees start to contribute to the plan by paying a portion of the deductible. Short stated that he and Baugher Financial had presented the plan to the Employee Advisory Committee and they had agreed to pay the first $250 per person up to $750 for a family of 3 or more. Short recommends dropping Blue Cross and Blue Shield and going with United Healthcare with the employee payment of the first $250 deductible per person up to $750 for a family of 3 or more. Stated the new plan would save the Village money. Short also requested that the Board approve him to sign the application for enrollment with United Healthcare in order to get the paper work in process to meet the deadline of December 1st. The Board discussed the new plan in further detail.
8:34:11 PM Gulledge Asked for further questions or comments. The majority of the Board was in agreement to switch to United Healthcare. Short to have Baugher Financial start the paper work.
8:36:07 PM Gulledge Agenda Item 14: Grass Cutting Ordinance
8:37:46 PM Motil The Village wanted to review the current grass cutting ordinance and allow for some exceptions that would benefit the Village and property owners. The Village will now allow some exceptions to grass cutting in wooded areas, large undeveloped areas, and undeveloped lots larger than 2 acres. These exception will give the Village more flexibility in figuring out what is best for the Village. Explained different examples of where the new exceptions would help the Village.
8:43:20 PM Gulledge Asked for questions or comments on the new revised Grass Cutting Ordinance. There were none. Ok to put on the next Board agenda for approval.
8:45:46 PM Gulledge Agenda Item 15: November and December Meeting Schedule -  No Caucus Meeting will be held on November 27 or December 25, 2013 because of the Holidays. The Board Meeting scheduled for January 1, 2014 will be moved to Thursday, January 2, 2014. All Trustees were in favor of the changes.
8:47:32 PM Gulledge Agenda Item 16: Proclamation Declaring December as Drunk & Drugged Driving Prevention Month - The Village passes the Proclamation every year and has not made any changes to it. Asked for questions or comments. There were none. Ok to place on the next Board Agenda for approval.
8:47:50 PM Gulledge Agenda Item 17: Calendar UpDates. Discussed upcoming events and canceled meeting for November and December.
8:49:51 PM Gulledge Agenda Item 18: Public Input - There was none.
8:49:58 PM Gulledge Agenda Item 19: To Do List
8:50:11 PM Short Asked if the Khoury League had contacted the Village about Village requests. Gulledge stated they had not responded.
8:50:51 PM Gulledge Agenda Item 20: Trustees Comments
8:51:08 PM Schmidt None
8:51:12 PM Bell None
8:51:12 PM Kostyshock Fred Winter's Park is looking nice. Will be planting some grass to hold the dirt down during the winter months. Some discussion with Presson about placing decorative rock around the fountain instead of concrete would make that area easier to access if a leak where to happen.
8:51:50 PM Garcia None
8:51:57 PM Short Asked Gulledge to explain the payment request from Korte & Luitjohan Contractors, Inc. for work on replacing the Low Service Pump at the Water Plant that was in the meeting packets but not on the agenda. Gulledge stated the payment request was for a final payment to Korte & Luitjohan Contractors, Inc. for the work they had finished at the Water Plant replacing the low service pump. The pay request had already been discussed and was added to the packets for further review. Short also stated that the Fire Chief would be presenting the Board with a list of names to hire as Part-Time EMS employees for the fire department. Short informed the Board that one Fulltime fire fighter would be taking a six week period off from working. The Police Department will be hiring a new Officer to replace the Officer that has left the department. The request to hire will happen soon.
8:58:33 PM Gulledge Agenda Item 21: Mayor Comments - There were none.
8:58:42 PM Gulledge There being no further business to come before the Board, called for a motion to adjourn. Motion was made by Bell and seconded by Kostyshock. Roll call vote on the motion: Schmidt - yes, Bell - yes, Kostyshock - yes, Garcia - yes, Short - yes. Motion carried.
8:58:59 PM Gulledge Meeting adjourned.
Respectfully submitted,    

Christy Lucas, Village Deputy Clerk

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The Village of Maryville