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Village of Maryville, Illinois

Description Caucus Meeting
Date 4/8/2009 Location Council Chamber
Time Speaker Note
6:30:01 PM Gulledge Called the Caucus meeting of Wednesday, April 8, 2009 to order and invited those in attendance to join in the Pledge of Allegiance. After the Pledge, he asked for a roll of those officers present. Answering the roll call were Trustees Limberg, Schmidt, Bell, Callahan, Kostyshock and Garcia. Also in attendance were Deputy Clerk Fenton, Attorney Manion, Public Works Director Presson, Fireman Watts, Trustee Elect Short, Police Chief Schardan, one (1) resident and three (3) reporters.
6:30:40 PM Gulledge Called for approval of the March 25th 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; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
6:31:22 PM Gulledge Went to first agenda item, Purchase of New Work Station for Sergeant Howe.
6:31:32 PM Callahan Commented this item goes through Trustee Bell.
6:31:40 PM Bell Stated he got the quote; however he does not have the updated one, which was supposed to have been done today. Commented he understood Chief Schardan would be in attendance to discuss. Stated he has asked for a new PC for the Sergeant's office. Detailed the proposal for the workstation. Stated he needs to know from Schardan whether they will take the option for the monitor, as it is a good price. Commented he would like to take advantage of the monitor to replace the monitor in the Administrative Assistant's office, and use her current monitor for the Sergeant. Commented on the DVD burner and Office software options.
6:33:17 PM Gulledge Contacted Chief Schardan via Nextel; explained he is on his way. Asked Trustee Bell if they can move on with the agenda and come back to this item when Schardan arrives. Bell and Callahan agreed.
6:33:27 PM Gulledge Went to bid results for Lakeview Acres Road Improvement Project. Explained bids were opened on March 24th.
6:33:49 PM Kostyshock Explained the Village received seven (7) bids. Stated the engineer's estimate was $1,902,636; the lowest bid from Baxmeyer Construction was $1,449,873, which is $452,000 under the estimate. Recommended accepting the bid from Baxmeyer Construction.
6:34:42 PM Gulledge Commented they are very excited about the bid. Explained Juneau did a background check, and has approved Baxmeyer. Stated they are a well known company and did a portion of the Center Grove project in Edwardsville, in which Juneau was involved. Stated they have recently received more projects in Madison County. Asked for questions.
6:35:41 PM Schmidt Asked for a recap on the financing for the project.
6:35:45 PM Gulledge Stated they received $1.8 million as a DCEO grant. Explained they have used approximately $450,000 to get to this point in the project with engineering, easements, etc. Explained with just the DCEO funds, they have enough money with no contribution from the Village. Stated they also have a commitment from the County for approximately $400,000. Explained this will leave money available for Phase II.
6:36:31 PM Schmidt Asked when they will start the project.
6:36:35 PM Presson Stated they would like to start next week.
6:36:44 PM Gulledge Stated nothing can start until contracts are signed, etc. Stated it will probably be the first of the month by the time everything is put in place.
6:37:01 PM Schmidt Asked if notification will be sent to property owners in the area.
6:37:09 PM Gulledge Stated the engineer will notify residents. Stated his understanding is they will keep one side of the road open. Commented the project goes from East Main to the bike trail. Presson commented there is a stipulation that they cannot close the road for more than 24 hours. Gulledge polled the Board. All were in favor. Stated the item will be placed on the agenda for next week.
6:38:06 PM Gulledge Went back to the first item, Sergeant's Workstation. Chief Schardan distributed an updated quote.
6:38:29 PM Bell Explained to Schardan his idea to purchase the monitor and swap it with the Administrative Assistant. Reviewed the quote. Asked Schardan if the computer will need PowerPoint or Publisher Software; Schardan responded no. Stated as they are such a good price, he would like to purchase two (2) of the 22 inch monitors from the Administrative budget, the second to be used in the Administration Department as well. Summarized the purchase will be $498 from the Administrative budget, and $1,764 to the Police Department budget.
6:41:31 PM Schardan Agreed.
6:41:53 PM Schmidt Asked if this will come from the current year or next year's budget.
6:41:57 PM Schardan Responded this year, as he had $5,000 in the line item and has only spent approximately $900.
6:42:07 PM Bell Stated the recommendation will be for a purchase not to exceed $1,800 for the Police Department, and an additional purchase of $498 for Administration.
6:42:20 PM Gulledge Asked for any questions. There were none.
6:42:47 PM Bell Commented the Museum workstation is almost done. Stated they will get with Mike Mason when it is ready for installation.
6:43:08 PM Gulledge Went to next item, Electrical Work at the Museum for an Office, for a cost not to exceed $1,575.
6:43:18 PM Kostyshock Explained they are making an office on the second floor of the museum. Stated the electrical must be brought up from the first floor.
6:43:58 PM Gulledge Asked for any questions. Confirmed the amount is in the Museum budget. There were no other questions. Polled the Board; all were in favor.
6:45:20 PM Kostyshock Stated they have previously discussed lighting the piers at the Memorial. Explained they received a good bid because the contractor was doing some other work for the Village at the time. Stated he would like to get it done before Memorial Day. Commented a lot of time has been spent planting and maintaining flowers. Stated there is a section at the front that will be finished with brick.
6:46:09 PM Gulledge Asked for questions.
6:46:13 PM Garcia Asked where the money is coming from.
6:46:24 PM Kostyshock Responded Parks.
6:46:32 PM Bell Argued it should come from Hotel/Motel.
6:46:45 PM Gulledge Explained Hotel/Motel is anything that brings over-night stay to the community, not beauty.
6:47:08 PM Bell Stated if Parks has to pay for it, the Committee should discuss it. Kostyshock responded it has been discussed for the last two to three months. Bell responded it has never gone to the Park Committee.
6:47:21 PM Gulledge Stated they have a Park meeting scheduled in two weeks.
6:47:29 PM Kostyshock Stated right now, the Community Improvement Board is planting and maintaining the flowers.
6:47:33 PM Bell Asked whether it could come from MCIB funding.
6:47:37 PM Limberg Asked what the cost will be. Kostyshock responded $2,800.
6:47:49 PM Kostyshock Commented it would have been more, but the contractor was doing other work for the Village at the time and gave a good bid.
6:47:53 PM Schmidt Asked if this is the same bid they reviewed a few months ago and decided to put off for next fiscal year's budget. Kostyshock responded yes; however he wants it done before Memorial Day.
6:48:17 PM Bell Clarified it needs to be added to either the MCIB or Park budget for next fiscal year.
6:48:23 PM Gulledge Stated it is a Park event, not MCIB. Stated he understands Bell's view that it should go to the Park Committee, and agrees. Stated the Park Committee meets the third Monday, leaving enough time to accomplish the project. It was decided it will go to the Park Committee for a recommendation.
6:49:21 PM Gulledge Went to Calendar Updates: No Economic Development Committee meeting on the13th; commented on the Egg Hunt on the 11th; Work Day on the 18th for which the focus is planting; Work Day on the 25th for which the focus is clean up; confirmed there are agenda items for the Planning Commission. Commented the Board may not meet for Caucus on the 29th; they will review the need as the date gets closer. Callahan asked about the MCIB special meeting; he was told it has been cancelled. Bell commented the Welcome Sign looks nice.
6:54:44 PM Gulledge Went to Public Input; there was none.
6:54:52 PM Gulledge Went to To Do List. Schmidt asked if a final number was received from the Census. Gulledge responded they never received an official number; however they are being paid at the rate reflecting the unofficial number. Bell asked the status of the OSLAD project. Stated they will discuss the project at the 22nd Caucus meeting. Bell commented painting of the pavilions can be removed from the list. Asked the status of the boat ramp ADA access on the priority list. Presson responded he will try to get it done in the next couple of months. Bell confirmed the dredging is completed. Presson stated they still have to spread out the dirt piles. Discussion ensued between Presson and Bell. Schmidt commented they can remove the Bauer Lane Sewers. Gulledge responded he is reluctant to, as they got the list from the Federal Stimulus package, on which they scored 50 or 51 on the water storage and 70 or 71 on two different Bauer Lane sewer projects. Bell asked the status of the DCEO Fire Department grant. Gulledge responded it is not done. Commented they worked on it today, but the crane broke down. Gulledge stated he will update the status on the list.
7:00:07 PM Gulledge Went to Trustees' Comments.
7:00:12 PM Limberg Asked Presson if they have a plan to clean out the Purple Martin houses. Explained the birds are migrating back to the area, and will not populate the houses unless they are cleaned. Presson responded he will take care of it.
7:01:15 PM Schmidt Asked for an update on the strategy for new street signs.
7:01:26 PM Presson Responded they just placed the next order. Stated they have done some manipulating to get different areas done. Stated the next order will complete from Route 159 down to Route 162 and back toward East Main. Stated all of Old Town is done; old Blackburn is done; the first section of Bauer is done. Stated the next order will allow starting on the highway from Route 162 to Interstate 55 /70. Schmidt commented he noticed black and white signs at the intersection of West Main and Keebler. Presson explained as signs are replaced, they are using the new black and white signs regardless of new poles.
7:03:00 PM Callahan Stated a MCIB meeting was held Monday, at which Chair Nancy Shoup resigned. Explained this has left the budget uncompleted. Explained Shoup has asked to move to the Park Board. Stated Scott Allen was elected chair. Stated they are going to work on the budget.
7:03:44 PM Schmidt Commented he spoke with Allen regarding the budget. Stated it will be okay if they get it to the Board by mid-May.
7:04:17 PM Callahan Stated Michelle Vermaux is the Chair of the Yard of the Month Committee, and needs to purchase award stones. Stated there is money left in the MCIB budget, and they requested permission to spend $300 for stones. Stated they had a discussion about the garage sale and flyers.
7:05:27 PM Gulledge Stated he has an update on the project: The flyers have been mailed, and Shoup has agreed to remain as the contact person with her cell phone.
7:05:51 PM Callahan Stated they discussed sharing the cost of the advertising with the Troy/Maryville Chamber. Stated Mushill indicated she would do the advertising for $100. Asked that $100 be allocated from the budget for this expense. Next, a question was posed from a MCIB member regarding why the Allied Waste hauling rates were raised.
7:07:06 PM Schmidt Explained there was an error in calculations for the first month of the contract; the raise in the rate is the result of the adjustment to correct the error. Stated the confusion arose from the letter inserted with the bill stating customers may see an increase due to the dropping price of recyclables. Explained this insert was included in everyone's bill, regardless of contract status; this increase will not affect Maryville, as it is not included under the contract.
7:08:53 PM Bell Commented the MCIB recently set up an e-mail address, which Shoup was supposed to be monitoring. Stated they need to let Allen know it is available for use. Explained Bell has the password information.
7:09:25 PM Callahan Stated Shoup indicated she would follow through with some of the projects; however he is unaware of the details.
7:09:34 PM Bell Commented they were also working on a website for MCIB, for which he has domain space set up.
7:10:06 PM Gulledge Commented they had two resignations from the MCIB. Explained he has a prospective new member.
7:10:13 PM Gulledge Stated the stone purchase and advertising expense are in the budget and under the $500 threshold. Asked if the Board will authorize the purchase without a formal vote. The Board was in favor of the authorization.
7:10:57 PM Gulledge Went to Mayor's Comments. Stated the Troy/Maryville Chamber is asking Maryville to purchase a table for their annual auction fund raiser. Stated his idea would be to purchase two tables for $350 each for a total of $700, which would facilitate sixteen attendees. Stated he would need to get the check to the Chamber tomorrow. The Board was in favor. Gulledge asked the Trustees to let him know if they are interested in attending.
7:14:17 PM Gulledge With no further business to come before the meeting, asked for a motion to adjourn. Motion was made by Bell and seconded by Kostyshock. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
7:14:48 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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The Village of Maryville