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The Village of Maryville, Illinois

Description Caucus Meeting
Date 9/9/2009 Location Council Chamber
Time Speaker Note
6:30:11 PM Gulledge Called the Caucus meeting of Wednesday, September 9, 2009 to order and invited those in attendance to join in the Pledge of Allegiance. After the Pledge, asked for a roll call of those officers present. Answering the roll call were Trustees Schmidt, Kostyshock and Garcia; Limberg and Short arrived late; Bell was absent.  Also in attendance were Deputy Clerk Fenton, Attorney Wigginton, Clerk Long, Allied Waste Representative Robin Karlas, CJ Schlosser Representative Kevin Tepen, Administrative Assistant Jolene Henry, Developer Forrest Lerch and one (1) reporter.
6:30:57 PM Gulledge Called for approval of the August 26, 2009 meeting minutes. Asked if there were any questions, additions or subtractions to the minutes as prepared by the Clerk. There were none. Motion to approve was made by Kostyshock and seconded by Schmidt. Voting on the motion: Schmidt - yes; Kostyshock - yes; Garcia - yes; Gulledge - yes. Motion carried.
6:31:56 PM Gulledge Went to first agenda item, 2008/2009 FY Audit, and asked Kevin Tepen of CJ Schlosser to discuss.
6:32:16 PM Kevin Tepen CJ Schlosser, Alton, Illinois.
6:32:25 PM Short Arrived and was seated.
6:32:34 PM Tepen Discussed highlights of audit. Commented overall they did well.
6:39:11 PM Schmidt Asked for any recommendations for improvement.
6:39:18 PM Tepen Responded they should keep a closer watch on ambulance billings and collections. Commented generally collections are always poor; however Maryville's balance is rather large.
6:39:57 PM Gulledge Asked for recommendations on how to monitor, as the Fire Chief believed it was better with the hiring of the billing company.
6:40:11 PM Tepen Explained they should be monitoring the billings and keep a rolling accounts receivable to keep a better eye on it.
6:42:30 PM Gulledge Commented they have started reviewing water and sewer rates on a yearly basis. Commented they were hit with a large, unexpected bill from the outsourcing of water treatment.
6:43:45 PM Tepen Commented they should consider a review process over the sewer/water billing, as they currently only have one person in that area. Gulledge concurred.
6:44:18 PM Schmidt Commented expenditures did not exceed budget amounts in any major budgetary funds, which he believes to be a credit to the Board and Administration. Referred to page 32, which is a spreadsheet regarding tax levies and can be used as a good tool. Also commented page 42 is a good comparison of the budget. Thanked Tepen.
6:45:53 PM Gulledge Commented they are pleased with the job CJ Schlosser is doing. Went to next item, Forest Lerch regarding Timbercreek Development.
6:46:43 PM Forrest Lerch 3028 Keebler Road. Stated the ground for this development was rezoned and annexed previously; however they held off on construction due to the downturn in the economy. Explained the property has incurred changes to partnerships over the years, and various discussion regarding selling; however he would like to develop it. Stated in order to do so, he would have to bring it up to what is sellable in current times. Explained for this reason he would need to downsize the development from the prior plan of large lots, similar to a development such as Trotter's Run. Explained even with the change, the majority of the lots will still meet the SR1 zoning due to the square footage. Stated his purpose tonight is to make sure the Board would be agreeable before he expends money on the project.
6:50:43 PM Limberg Arrived and was seated.
6:54:38 PM Gulledge Clarified he is trying to gauge the Board's interest in the change. Commented the original development was brought in as SR1 with 17 variances on lots that didn't quite meet the requirement. Asked if the Board is agreeable, would he have to go back to the Planning Commission for variances.
6:56:59 PM Wigginton Responded they would simply rezone the whole subdivision as SR2, which nearly every lot meets, and for the one or two that don't he can get a variance. Commented another option would be to rezone as PDR. Lerch commented he is not interested in that. Wigginton commented the easiest solution is to rezone to SR2 and re-engineer some of the smaller lots to meet the requirement, as they are not very far off.
6:59:46 PM Limberg Commented Trotter's Run is complete. Lerch commented there are only three lots left. Limberg asked if the 180 to 225 range are selling now. Lerch responded it has picked up in the last 3 months.
7:02:04 PM Garcia Clarified this development will be comparable to Trotter's Run.
7:02:12 PM Lerch Explained it will have a more upscale entrance, but the homes will be the same. Discussion ensued regarding infrastructure.
7:07:38 PM Gulledge Polled the Board. All were in favor.
7:09:47 PM Gulledge Went to next item, Allied Waste and invited Representative Robin Karlas to address the Board.
7:09:59 PM Robin Karlas Allied Waste, 4601 Cahokia Creek Road, Edwardsville. Explained Republic Service recently purchased Allied, and they believe strongly in automation. Stated they have automated a few communities in the last six months. Stated at the same time, Maryville was the recipient of a grant for automated recycling, so they thought it would be a good time to automate the trash as well. Referred to the proposal, which includes minimal increases in rates; however they were able to keep the senior rate for the duration of the contract. Commented they were also able to lower rates for commercial. Stated they recently brought Troy and Jarvis Township online, and St. Jacob will go online Monday. Commented Lebanon will go online in March. Stated Allied will be responsible for delivery, maintenance, and exchange of the units as needed. Explained automation results in a cleaner community.
7:14:08 PM Gulledge Clarified the schedule: Recycle pick up will be every other week; trash pickup will be weekly. Asked if routes/schedules will change.
7:15:19 PM Karlas Commented there will be some day changes, which will be clearly communicated to residents.
7:15:33 PM Gulledge Asked what will be done if something should happen to a resident's bin.
7:15:50 PM Karlas Explained they have had some issues, although they have been minimal. Stated occasionally a bin will be taken, in which case Allied will replace it. Explained the only requirement would be for excessive issues, the resident must file a police report.
7:18:57 PM Gulledge Commented in re-doing the contract, they plan to change the start date from January 11th to the first of the year.
7:19:11 PM Gulledge Asked for other questions.
7:19:14 PM Garcia Asked if there will be a cost to residents. Karlas responded it is part of the monthly bill.
7:19:22 PM Short Commented additional bins are available for an additional $4 per month. Clarified there is a slight rate increase of 75 cents per month. Asked whether that increase will be incurred January 1, or at the start of the program.
7:20:01 PM Karlas Stated if approval is obtained within the next two weeks, the price increase will not go into effect until January 1. Explained upon approval, it will take 30 to 40 days to get the bins on the street. Commented the recycling program will go online sooner, as that grant is already in process.
7:23:56 PM Schmidt Commented some verbiage in the contract will need to be adjusted. Wigginton responded they will review.
7:24:06 PM Gulledge Polled the Board. All were in favor.
7:24:23 PM Kostyshock Commented on a multi-family unit issue where they previously had a dumpster but did not want to go through the expense of enclosing it and subsequently went to the toters; however they do not have enough, and there is always trash around them. Asked if they could request extra toters. Karlas responded they could get an additional toter for $4 per month.
7:26:14 PM Gulledge Went to next item, Estimates to Raise Pavers.
7:26:35 PM Kostyshock Explained as discussed previously, the pavers need to be fixed and he would like to finish the memorial brick and flowers around the cannon. Explained he clarified the bid is to take up all the pavers in the plaza and fill with limestone to prevent sinking. Explained the bid is $4,868. Commented the sinking pavers are a safety hazard and need to be fixed. Commented he is afraid if they don't take advantage of this bid now, the cost will be double next year.
7:29:07 PM Garcia Asked if the amount is in the budget.
7:29:11 PM Kostyshock Responded he does not have a budget for these items.
7:29:24 PM Gulledge Commented they did not budget for these improvements. Stated he, Schmidt and Henry tried to find extra funds within the budget, but can only come up with approximately $1,000. Stated the only options are to either scrap the project, amend the budget, or put the project on hold until March or April and pay for it in the next budget year.
7:30:59 PM Kostyshock Commented if someone trips at the Plaza, they will definitely lose any law suit because the Board is aware of the problem.
7:31:21 PM Limberg Commented the landscaper will not hold the bid for 8 months.
7:31:33 PM Short Asked how this compares with the original bid.
7:32:27 PM Gulledge Explained the first bid was to raise all the settled pavers; this bid is to raise all the pavers and put down limestone. Wigginton questioned why they don't use money from the contingency fund. Gulledge explained there is a contingency fund in the appropriation but not in the budget. Stated if they decide to do this, they will have to amend the budget.
7:35:00 PM Schmidt Commented they put a lot of work into the budget, and he would like to see them adhere to it. Commented he understands it is a safety issue. Stated he does not want to get into the habit of amending the budget.
7:37:21 PM Gulledge Polled the Board. All were in favor.
7:37:38 PM Gulledge Stated he has some issues he would like the Board to consider. First is the Pay Estimate for Baxmeyer which was received late due to the Labor Day holiday. Stated the amount is $99,827.78, and will be on the agenda for next week's Board meeting. Next, Stated they are trying to finish the IEPA package for the stimulus money for the water storage and plant improvements. Stated he is asking the Board's approval for him to sign the notice of intent to award. All were in favor. Next, stated he received a request from a resident on Route 162 who contacted IDOT for approval of erecting No Littering signs along Route 162. Stated IDOT will not put these signs up without a letter of approval from the Mayor. Explained he is not opposed, but will need approval from the Board. Explained there is no cost to Maryville for the signs.
7:45:35 PM Limberg Commented the signs on Northwood do not do any good. Comments were made doubting the effectiveness of the signs, which will only result in one more item to mow grass around.
7:45:45 PM Gulledge Polled the Board. None were in favor.
7:47:43 PM Gulledge Next, discussed the recommendation from legal that the green space ordinance be amended to state fees will apply to all developments regardless of subdivision of the property. Stated he would like to get the public hearing notice posted as soon as possible. Stated they will continue to work with the Planning Commission on the fee structure. Polled the Board; all were in favor.
7:49:50 PM Gulledge Went to Calendar Updates. The calendar was discussed.
7:51:35 PM Gulledge Went to Public Input. There was none. Went to To Do List. There were no comments. Went to Trustees' Comments.
7:52:22 PM Kostyshock Commented the Lakeview Acres Road Project is four weeks ahead of schedule. Next, stated the Maryville School field trip is tentatively scheduled for October 9th, for which they will depart school at 8:45 a.m. and tour the museum, Fire Department, Police Department, Village Hall, and end at Bobby's.
7:53:49 PM Gulledge Asked for a motion to go into Closed Session under 5ILCS120/2(c)(1) to discuss personnel matters. Motion was made by Schmidt and seconded by Kostyshock. Voting on the motion: Limberg - yes; Schmidt - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
8:33:05 PM Gulledge Asked for a motion to come out of Closed Session. Motion was made by Schmidt and seconded by Limberg. Voting on the motion: Limberg - yes; Schmidt - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
8:33:28 PM Gulledge With no further business to come before the meeting, asked for a motion to adjourn. Motion was made by Schmidt and seconded by Kostyshock. Voting on the motion: Limberg - yes; Schmidt - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
8:33:43 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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The Village of Maryville