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Village of Maryville, Illinois

Description Caucus Meeting
Date 8/12/2009 Location Council Chamber
Time Speaker Note
6:30:13 PM Gulledge Called the Caucus meeting of Wednesday, August 12, 2009 to order and invited those in attendance to join in the Pledge of Allegiance. After the Pledge, he asked for a roll call of those officers present. Answering the roll call were Trustees Limberg, Schmidt, Bell, Kostyshock and Short; Garcia was absent. Also in attendance were Deputy Clerk Fenton, Attorney Wigginton, Police Chief Schardan, Police Officer Ponce, Police Officer Gessi, Police and Fire Board President Pomatot, Public Works Director Presson, Building and Zoning Administrator/Fire Chief Flaugher, two (2) reporters and nine (9) residents.
6:31:06 PM Gulledge Called for approval of the July 22nd 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 Schmidt and seconded by Limberg. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Short - yes. Motion carried.
6:31:41 PM Gulledge Introduced Fire and Police Board President Mike Pomatot who performed the swearing in ceremony for new officer Brian Gessi.
6:34:08 PM Gulledge Commented Gessi is a replacement for an officer that has gone on permanent disability.
6:34:30 PM Gulledge Went to first agenda item, Library Board Address.
6:34:47 PM Linda Mauck Treasurer and Trustee on the Maryville Library Board, 2721 Stonevalley Drive, Maryville. Introduced members of the Library Board in attendance. Addressed Village Board from prepared statement regarding future building possibilities for the library (copy attached). Discussion ensued as to the potential location of the building on Village ground in front of the Village Hall, with the possibility of a lease in perpetuity. Attorney indicated he would have to research the Village's agreement for the land with the State and determine whether such a lease is possible. The Board indicated their support of the issue if it is possible. It was decided the issue will be researched.
7:03:09 PM Gulledge Went to next item, Promotion of Officer to Sergeant.
7:03:31 PM Schardan Reminded the Board of their approval January 16, 2008 to maintain three (3) sergeant positions in the department. Stated they have been unable to promote a third sergeant until Lange left employment and the union negotiations were completed. Stated as they have ratified the addendum to the union contract, it is now time to make the promotion of the third sergeant. Stated Tony Manley is next on the list, and Chief would like to present the promotion at the Board meeting next week. Explained it will give the department more supervision and strengthen communications. Commented eventually he would like a fourth sergeant and three officers, which he believes would solve a lot of operational issues.
7:06:14 PM Bell Asked how long Manley has been with the Department. Schardan responded four (4) years.
7:06:29 PM Schmidt Asked in taking Manley out of the officer ranks, will that void need to be filled as well.
7:06:39 PM Schardan Responded no. Explained they still have one officer out on disability, and one in the academy, so until those situations are resolved they will have two officers on night shift, one of which will be a sergeant.
7:07:02 PM Schmidt Asked if the pay differential is figured in the budget. Schardan responded yes.
7:07:14 PM Gulledge Commented this is a replacement sergeant, due to the retirement of Lange.
7:07:29 PM Schardan Concurred. Stated it is not necessary to take action; he simply wanted to update the Board on the situation.
7:07:43 PM Short Asked if there is a working table of organization. He was told yes. Commented it would be beneficial for the Board to see it to help explain the organization of the Department.
7:09:25 PM Bell Asked how the sergeant list is determined. Schardan responded it is through testing.
7:10:03 PM Gulledge Went to next item, Bids for Electric Work for Emergency Power at Fire House. Stated the new generator at the water plant is on line, and this one has been there ten years and is in good shape. Explained Chief Flaugher requested it be moved to the Fire House for standby power use.
7:11:50 PM Presson Explained they received two (2) bids from CMC Electric and R Cann Electric. Stated the recommendation is to go with CMC Electric for $13,000.
7:12:40 PM Gulledge Stated this will be a turn-key operation.
7:12:45 PM Presson Stated the only Village involvement will be to deliver the generator when it is ready to be set.
7:13:38 PM Short Commented the CMC bid excludes the pad.
7:13:51 PM Presson Stated there would be a minimal cost for the pad of approximately $500. Stated once the generated is installed they recommend it go back on CK for maintenance, as the current generators are.
7:14:31 PM Gulledge Asked if the cost is in the Fire Department budget. Flaugher responded he allocated funds, but not much.
7:14:51 PM Short Commented his memory is $5,000 in the budget.
7:15:36 PM Schmidt Asked if it is not enough, is Flaugher willing to use funds from his Miscellaneous line item. Flaugher commented there is not much left in the Miscellaneous line item. Schmidt commented they can work it out.
7:16:08 PM Gulledge Commented they will find a way to work it out, as this is an opportunity to put a generator that is currently not being utilized to good use and is a good fit.
7:17:21 PM Bell Commented on the CMC bid, he does not see where the generator will be re-wired by CK Power, as R Cann's bid states. Presson referred to line six (6) of the bid.
7:18:02 PM Gulledge Stated they will clarify the bid before next week's vote.
7:18:33 PM Bell Commented they have been happy with R Cann's work.
7:18:42 PM Limberg Commented CMC is also very qualified.
7:18:52 PM Schmidt Commented this is a reinstallation of used equipment. Asked if they have proof the generator was working before the reinstallation is attempted.
7:19:19 PM Presson Stated the last provable date is the date of shut down. Commented it has been shut down for almost a year. Commented there may be cracked hoses, etc.
7:19:44 PM Schmidt Asked if there is a provision if they get it moved and reinstalled and it does not work.
7:20:00 PM Presson Stated the generator is permanently disconnected, so there is no way to test it.
7:20:26 PM Bell Commented the bid states warranty of existing devices is excluded.
7:21:03 PM Gulledge Stated Flaugher will decide where the funds will be taken from, and Presson will check on bid items and the information will be included in the packets next week.
7:21:25 PM Schmidt Asked if the Water Department is donating the item to the Fire Department. Mayor stated it belongs to the Village.
7:21:33 PM Gulledge Went to item 11, KDI Net Email Notification System.
7:22:21 PM Bell Stated he received confirmation that the original bid of $850 will cover changes to the initial project. Reminded this is a one time investment, and they will be able to add other categories if they choose. Reiterate the importance of sending the e-mails.
7:27:04 PM Gulledge Asked for questions. There were none. All were in favor. Went to item 10, Approval for three (3) Employees to Attend Water supply Operators Meeting.
7:27:52 PM Presson Stated the meeting is held in Springfield, Illinois, and those attending will be Joe Simpson, Matt Hoffmann and Presson. Stated the cost will be $500 per individual for the hotel and conference.
7:28:30 PM Kostyshock Asked what they allowed for food and transportation last year.
7:28:36 PM Presson Stated he put the meals on his credit card and turned the receipts in for reimbursement.
7:28:48 PM Gulledge Asked if they plan to take a Village vehicle.
7:29:05 PM Presson Commented separate vehicles are needed, for purposes of returning for emergency purposes.
7:29:30 PM Gulledge Asked for questions. There were none. All were in favor. Went to next item, Estimate to Raise Pavers and Finish Work at Memorial.
7:30:37 PM Kostyshock Explained the two bids. Stated his recommendation is to go with Scenic View Landscaping for a total of $3,388. Stated after this work is done, the Memorial will be completely done.
7:32:44 PM Bell Questioned the large difference in the bids. Kostyshock concurred there is an approximately $7,000 difference.
7:33:14 PM Schmidt Asked if the sunken pavers are a safety issue, and whether this will be an ongoing expense. Kostyshock explained the work that will be performed. Comments were made that the pavers will continue to sink. Kostyshock commented it would not be cost effective to re-do the entire project.
7:35:26 PM Schmidt Asked from what budget item the funds will come.
7:35:33 PM Gulledge Commented in addition to this expense, the brick has already been purchased. Stated his opinion nothing more should be done unless plans are brought before the Board before purchases are made. Discussion ensued as to the scope of work.
7:37:52 PM Kostyshock Commented the plaza needs to be fixed, as it is a liability.
7:38:15 PM Gulledge Commented for a while the item was under Parks; however now he has been told it is under Administration. All were in favor of putting it under Administration
7:39:00 PM Bell Commented he has reservations regarding the differences in the bids. Asked whether both bids are for the same scope of work. Stated his opinion the wording of the low bid is too vague. The general consensus of the Board was in favor of doing the work, as long as the bids are comparable in their scope. Gulledge stated he will have to check on whether funds are available in the Administrative budget to award the bid.
7:48:29 PM Gulledge Went to next item, Baxmeyer Construction Pay Request #3.
7:48:31 PM Kostyshock Stated the pay request is in the amount of $162,104.65. Stated after this payment they will still owe $604,000. Stated they have Lakeview Acres Road/East Main intersection done. Explained they will proceed to pour the right lane between where they left off at Remington and East Main, leaving the left lane open with gravel; then go back to do the left lane.
7:49:57 PM Gulledge Confirmed all were in favor. Stated the item will be on the Board meeting agenda. Went to next item, Computron Service Agreement.
7:50:20 PM Bell Stated the labor contract is the same as last year for a cost of $3,500 from August 1, 2009 through July 31, 2010.
7:50:47 PM Gulledge Commented the cost is in the budget broken down by departments. Stated the item will be on the Board meeting agenda.
7:51:48 PM Gulledge Went to next item, Resolution for Low Interest Loan for Parks. Stated meetings have been held with the Madison County Parks and Recreation Committee to find out if they would consider a low interest loan of 3% to help Maryville with the OSLAD grant. Stated if the Board is still in favor of obtaining the loan, the resolution needs to be passed. Stated the loan amount is $200,000 for a term of five (5) years, payable quarterly. Stated they will pay $15,000 annually from the PEP grant, making up the balance of the payment from the Park Fund, and is a budgeted item. Commented the loan is based on need, and it may be a situation where they don't need to borrow the entire amount.
7:53:55 PM Bell Commented the OSLAD grant is a matching grant of approximately $352,000, capped. Stated the project is currently approximately double that amount at just under $654,000. Stated they received the bid back in January, and labor rates and agreements have since changed.
7:55:05 PM Gulledge Stated the item will be placed on the Board meeting agenda. Next, stated item 14 on the agenda was pulled, as they don't have everything ready to award the OSLAD bid.
7:55:46 PM Gulledge Went to Calendar Updates: Planning Commission meeting has one item on the agenda, which is a minor subdivision for the Lombardi property where they are breaking off an acre to deed to their son.
7:58:41 PM Gulledge Went to Public Input.
7:58:51 PM Everett Cottrel Stated he is a trustee for the Lou Juan Hills subdivision. Stated site work is happening along Route 159 and will potentially cause safety issues with traffic. He was told that area is unincorporated Madison County, for which Maryville has no jurisdiction. Suggested he address Madison County Planning and Development with his questions.
8:02:22 PM Gulledge Went to To Do List. There were no comments.
8:03:01 PM Gulledge Went to Trustees' Comments.
8:03:06 PM Limberg Stated the Community Improvement Board is requesting authorization to spend $559 for landscaping around the Welcome sign. Stated the item is in the budget. All were in favor of approving an amount not to exceed $575. Next, Limberg stated Dan Wright has requested approval to purchase 18 shirts for the CERT team for a cost of $180. Commented they have $500 in their budget. All were in favor of approval. Next, stated he has had several calls asking who is responsible for cutting the grass in front of the Welcome sign, as it is very tall. Stated he has explained it is the State's property.
8:07:15 PM Gulledge Stated he has discussed the issue with Presson, and have decided to use either volunteers or get help from the County to cut the area directly around the sign.
8:07:47 PM Bell Asked the status of the Census Complete Count Committee. Discussion ensued regarding the fact that the Committee Chair has not yet called a meeting, which must be done before Maryville can obtain any advertisement materials. Gulledge encouraged Bell to meet with the committee to come up with a plan. Next, stated the antivirus software is scheduled to be installed next Thursday. Commented all lap tops need to be available at the Village Hall at that time. Stated the cost is the same as last year of $1,600.
8:12:11 PM Gulledge Went to Mayor's Comments. Reminded all large item pickup is scheduled for September 21st through 25th.
8:12:34 PM Wigginton Requested to go into Closed Session to discuss the status of collective bargaining negotiations under 5ILCS120/c2. Motion was made by Limberg and seconded by Schmidt. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Short - yes. Motion carried.
9:38:18 PM Gulledge Asked for a motion to come out of Closed Session. Motion was made by Schmidt and seconded by Bell. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - absent; Short - yes. Motion carried.
9:38:45 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 Bell. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Short - yes.
9:39:07 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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The Village of Maryville