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Village of Maryville, Illinois

Description Caucus Meeting
Date 8/27/2008 Location Council Chamber
Time Speaker Note
6:30:06 PM Gulledge Called the Caucus meeting of Wednesday, August 27, 2008 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, Callahan, Kostyshock and Garcia; Bell was late. Also in attendance were Deputy Clerk Fenton, Attorney Manion, Clerk Long, Comptroller Brussatti, Administrative Assistant Henry, Police Chief Schardan, Auditor Kevin Tepen, two (2) residents and three (3) reporters.
6:31:05 PM Gulledge Called for a motion to approve the August 13th Caucus 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; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
6:31:40 PM Gulledge Went to first agenda item, Discussion of Audit by Kevin Tepen of CJ Schlosser.
6:32:06 PM Tepen Stated he will give a brief overview, hitting the major points, and is available for specific questions either tonight or via phone call to the office. Discussed the balance sheet of governmental type funds: Total assets of $1.4 million, total liabilities of almost $50,000, for a total fund balance of $1.357 million. Stated of that amount, approximately $775,000 was General Fund and $550,000 was other Governmental Funds, which are considered non-major funds due to their size. Stated these are shown in greater detail on pages 53 and 54 of the report. Discussed Revenues and Expenses: The total receipts for the year is $3.6 million; total disbursements are approximately $5.2 million; for a deficit $1.5 million; however there are also proceeds from the two large loans which offset the capital outlay done in Old Town; resulting in a net change in fund balance being down $127,000. Stated of that amount, $88,000 was to the good. Stated the only funds that had deficit were other governmental funds, which are considered non-major; of these, some are in the Road Construction Fund, which is the engineering done for Lakeview Acres this year, and also the MFT Fund, which had significant transfers to the General Fund. Explained overall these net each other out. Stated they still have fund balances of $1.35 million. Discussed Water and Sewer with total assets of $7.4 million; total liabilities of a little over $1 million; for net assets of $6.3 million. Discussed total operating receipts of $2.1 million; total disbursements of $1.75 million; and non-operating receipts which is mostly interest income of negative $41,000, for a total change in net assets of over $300,000. Commented this is very good. Discussed cash flow related to the same funds, the operating activities showed an increase of $128,000, for an overall change in cash flow of approximately $55,000. Discussed pension funds, with total assets in Police pension fund of $600,000 and Fire pension fund of $177,000. Stated the income change for Police was an increase of $200,000; and Fire was an increase of $54,000. Commented this is not considered Village funds; however they want them to do well because the state will do their actuarial to request the Village to fund an amount, which will affect the total tax rate. Stated the better the funds do, the less the State will ask for which will result in a better tax rate for citizens. Discussed footnotes, which are boiler plate and are required regarding accounting methods. Stated some goes into detail of debt, tax levy, capital assets, etc. Stated there is nothing contained in the footnotes necessary for discussion. Explained they were within budget guidelines for all major funds. Opened the discussion to any questions.
6:39:40 PM Schmidt Asked if, in general, there is anything to bring to the Board's attention for which they should try to do better.
6:39:54 PM Tepen Responded no. Stated they did well in the General Fund, Water Sewer, and Pension. Stated some of the spending was planned spending, so when they showed the deficit they knew they would have it. Commented the IMRF and Social Security Funds are carrying deficit balances. Suggested the levels on the tax rates should be raised to cover those items.
6:40:55 PM Callahan Commented they have never been able to do that, because they must levy a year ahead. Asked if any other communities with which he deals have a better way of estimating the figures.
6:41:13 PM Tepen Stated you can't predict the rate for IMRF. Stated they have to project high to get into a positive figure. Commented they are not way under, and don't want to be way over.
6:42:06 PM Gulledge Commented they do their best to get the number but are always short.
6:42:12 PM Callahan Asked if the Social Security figure is a cumulative number or only for this year.
6:42:21 PM Tepen Responded it is a cumulative number; however $25,000 was this year.
6:42:46 PM Limberg Asked if they missed some salaries somewhere. Mayor responded he does not know.
6:42:53 PM Callahan Commented it could have been the Police Union contract.
6:43:11 PM Limberg Asked if rates are getting better for IMRF.
6:43:20 PM Tepen Stated they are way down. Commented his opinion rates will not get better in the short term due to the economy.
6:43:46 PM Tepen Stated they did have to issue a letter for internal controls. Stated there are only two areas that need more attention: First is Utility Billing. Explained there are no checks over the whole system; there should be someone besides one person doing the billing and collection.
6:44:29 PM Gulledge Stated he received the letter but has not had a chance to discuss with Schmidt. Stated they will review the issue and come back with a recommendation from the Finance Committee. Stated he also reviewed the letter regarding ambulance billing. Agreed they need more controls.
6:45:03 PM Tepen Explained these are the types of areas where something could go wrong.
6:45:15 PM Gulledge Agreed. Commented all who worked with the auditors said it was a pleasure. Commended the firm on the good job done.
6:45:57 PM Gulledge Went to next item, Planning Commission Items.
6:46:03 PM Limberg Stated the Planning Commission met Monday. Stated the only item on the agenda was the review of the final plan of Zupan Street Townhouses. Stated the Commission had a quorum. Stated in the absence of the Chair, Mr. Floyd was elected to Chair the meeting. Stated there were ten (10) original responses from the engineer on the plan. Stated discussion was held and the comments made have been distributed. Stated the first item, temporary easement from the adjacent property owner required for erosion control, was discussed and the developer decided if he could not resolve the erosion problem himself, he had talked to the property owner and would obtain an easement. Stated the second was the approval of the design on the dumpster, and the Planning Commission was satisfied that the design will meet the Board's standards.
6:47:34 PM Bell Arrived and was seated.
6:47:39 PM Limberg Next was a separate plat required to have a dedication of right of way on Zupan. Stated that will be accomplished through the developer and Juneau. Comments five (5) through ten (10) were comments on the drainage. Stated Juneau did not have time do all the calculations, which will be done in the next week. Stated it was decided that with the approval of comments from Juneau, the Planning Commission would approve the final plan presented that evening. Stated the vote was four (4) to two (2) in favor of acceptance of the final plan with contingencies.
6:48:56 PM Schmidt Asked what the concerns were of the two (2) no votes.
6:49:05 PM Limberg Stated they did not have a problem with the plan; only with the delay of the developer getting the answers back to Juneau.
6:49:20 PM Gulledge Explained after further discussion, they also said the engineer did not have sufficient time to do the calculations. Stated part of the fault lay with Juneau. Stated they won't approve for Board review until a letter is issued from Juneau stating all issues have been rectified.
6:50:17 PM Limberg Stated they were not against the plan; they were only wary to vote yes with outstanding issues.
6:50:32 PM Schmidt Asked what the problem will be if they cannot get a temporary easement from the adjacent property owner.
6:50:37 PM Limberg Responded they will take care of the erosion problem themselves.
6:50:45 PM Gulledge Explained they will stay on their own property. Stated Geiler has talked to the neighbor; however they have not worked anything out yet. Stated according to Juneau, there is enough room to work on their own property.
6:51:20 PM Schmidt Asked the time frame for the third item listed: Separate plat for utility easements. Asked if it must be filed at the same time they get Board approval.
6:51:46 PM Gulledge Responded he thinks it is before any building permits can be issued.
6:52:08 PM Schmidt Clarified this will not come back to the Board for a vote until the confirmation from Juneau.
6:52:20 PM Gulledge Responded that is correct; when it is brought to the Board, the letter will accompany it.
6:52:30 PM Gulledge Went to next item, Permission to Hire Replacement Police Officer.
6:52:39 PM Schardan Explained because of the timing of the Academy classes with the next offered class starting September 27, and with the expectation of losing an officer on November 16th, he would like permission to make a job offer to get someone in the class to be ready by the end of March and be by himself for summer. Explained they have another officer on the hiring list of another department; if they lose him as well, they will be two people down next summer. Stated he would like to start the testing process and make an offer to swear in around the September 10th timeframe.
6:54:01 PM Gulledge Clarified they are one man short now because of an injury and are relatively sure they will lose an officer to another department. Schardan responded yes.
6:54:30 PM Schmidt Asked if they are short one because Officer Carpenter was promoted to sergeant. Schardan responded no, he has nothing to do with the issue.
6:54:47 PM Schardan Explained they have one off since November of last year, which is the one that will be off payroll this November.
6:55:22 PM Schmidt Asked what makes him think they will lose the other officer.
6:55:30 PM Schardan Explained he is second on the other department's list. Stated he is not asking to replace that officer until they know for sure he is leaving.
6:55:52 PM Garcia Asked if they can do without another officer given the current budgetary constraints.
6:56:04 PM Schardan Explained he is mostly looking forward to next summer. Stated they went through most of this summer two men short, which leaves one officer by himself on the day shift due to vacations in the summer. Mayor commented it also affects overtime.
6:56:36 PM Garcia Commented Presson has been going without three men, for which they are unable to hire in that department. Commented she has had a ditch in her subdivision for two years they have said they will fix, but don't have the manpower to accomplish. Stated it is making her look bad, as her neighborhood is saying she cannot get anything done at the Village. Stated she does not like it.
6:57:01 PM Limberg Commented public safety is a different situation.
6:57:07 PM Callahan Stated the big difference is Public Works only works an eight (8) hour day; the Police Department works 21 eight hour shifts. Commented the Police Department has less employees than Public Works.
6:57:29 PM Garcia Commented she is just stating her opinion. Commented she can understand the need for more police officers; however they need to get someone for Public Works too. Commented she would like to get her ditch done.
6:57:47 PM Callahan Agreed regarding Public Works jobs not getting done.
6:57:52 PM Gulledge Commented everyone must vote their conscience; however he agrees that public safety is more of an issue. Commented regarding the problem they had in town seven months ago; it was a good thing they had another officer on duty, or it may have turned out even worse. Stated they will talk about the budget at this meeting shortly. Commented no one likes to be "in the red"; however there are few communities that aren't. Commented they came down from more than $600,000 over to around $89,000. Agreed Public Works is short; however some of his problems are similar to the Police Department that they have had injuries. Stated they have two part-time people that, providing they continue to work out, will be offered full time in a couple of months. Reiterated public safety is a separate issue. Commented there are Public Works jobs he would like to see done too; they try to take the toughest jobs first. Stated they have to trust Presson will get around to these jobs.
7:00:21 PM Callahan Commented they always hire summer part-time help that doesn't pay insurance or benefits. Asked why they don't hire part-time people during other times of the year.
7:00:43 PM Gulledge Responded that is always a possibility. Explained they are doing so now. Stated they need to get back to the police officer question.
7:01:12 PM Callahan Stated it has been a couple of years since he has met with Schardan regarding the status of the department. Stated they do not publicly talk about how many men are on the street for safety reasons. Stated Schardan has been working short for over a year. Commented attrition does not help. Stated it is the nature of the business. Reiterated public safety is different. Commented the Fire Department pays a lot of their own way due to the Homecoming; however they have three fulltime firemen only because the Village wants to have emergency services available for the citizens during the daytime hours when the volunteer firemen are working.
7:02:54 PM Gulledge Polled the Board. All were in favor.
7:03:22 PM Callahan Clarified the officer that recently left signed the contract. He was told yes. Asked if the officer thinking about leaving has signed one. He was told yes.
7:03:37 PM Schardan Commented the officer that left already repaid the Village. Stated the other is aware he would have to if he left as well.
7:03:58 PM Gulledge Asked Schardan to explain the situation in the Telecommunications Department.
7:04:14 PM Schardan Stated one of the telecommunicators is in the hospital now, as he fell and had a procedure yesterday. Stated they think he will be okay and may be back Monday. Stated he was advised of another person that worked in Troy and is currently part time in Caseyville. Stated she was contacted and was able to come right in to work.
7:05:20 PM Gulledge Clarified they hired a part time telecommunicator under an emergency situation. Stated her name is Tina Havel.
7:05:58 PM Schmidt Clarified all her certifications are up to date.
7:06:05 PM Schardan Answered yes. Stated she works in Caseyville. Explained St. Clair County is more stringent than Madison. Stated she left Troy in June. Explained their systems are very similar to Maryville's. Stated Kristin commented she will not have bit of problem integrating here.
7:06:57 PM Gulledge Asked for other questions for Schardan. There were none. Went to next item, Community Improvement Board Recommendation.
7:07:11 PM Callahan Stated this is simply a change in the way they elect the official Secretary. Stated currently they appoint the secretary at each meeting; they want to streamline the organization by electing the Secretary for the whole year at the May meeting. Explained the required changes to the ordinance.
7:08:03 PM Gulledge Polled the Board. All were in favor.
7:08:20 PM Gulledge Went to next item, Budget. Asked Administrative Assistant Jolene Henry to the podium to answer questions, and invited Schmidt to discuss.
7:08:46 PM Schmidt Stated he met with each department head and looked at their wish lists for the year. Stated he informed them the budget would be tight this year; they would not do any major projects unless they were co-funded with a grant program; they were instructed they would not be purchasing new vehicles; they would not hire new personnel however they would replace personnel lost through injury or attrition. Stated the original figure was in the red by six-figures; they pared down the budget to get to the current number. Stated he instructed all department heads to figure in a salary increase of 3.5% for all non-union negotiating employees. Explained salaries will be discussed later in Closed Session, which will change the bottom line of the budget.
7:12:00 PM Gulledge Suggested they go through the summary page.
7:12:40 PM Bell Asked for a current chart of accounts. He was told no one knew what he meant. Stated it was a list of what is included in each line item. Stated for example, what is the difference in Maintenance Service Grounds and Maintenance. Asked what happened to the third account
7:14:17 PM Henry Stated there are only two in Parks: Account 1752 and Account 1753. Explained Account 1753 is strictly used for green space reserve.
7:14:27 PM Bell Stated prior to this year they had another set of numbers.
7:14:27 PM Henry Stated he used to see Account 1700, which held nothing but cash in liability. Explained they were never used for expenses, so they have no bearing on the budget. Explained Account 1752 is the actual day to day expenses for the Parks.
7:14:56 PM Bell Asked what the income number is.
7:14:59 PM Henry Stated they are all 1752; the 300 series is revenue; 400 through 900 are expenses.
7:15:13 PM Callahan Asked about the auditor's reference to the deficit in Social Security and IMRF. Commented it is troubling because that is a line item they can charge to the penny for.
7:15:32 PM Henry Agreed. Explained prior to her doing the wage and benefit schedule, when Brussatti did the levy figure for the taxes he did not do any budget numbers using each individual salary. Explained a wage and benefit schedule should be kept for every employee, kept up to date with current wages. Stated Social Security is a fixed number. Stated this was not done prior to Brussatti giving the Finance Committee the figure for the levy. Commented she does not know where he obtained his levy figure. Stated the individual schedules are in place now, so next year they will have a much more accurate number for the levy. Commented IMRF is still a guess, and should probably just be bumped up from the current figure. Explained they will never be exact due to attrition, etc.; however they can get much closer than they ever have before.
7:17:40 PM Gulledge Stated he'd like to go back to Garcia's question regarding Public Works. Stated the situation is similar to that of the Police Department with a potentially work related injury and the individual has been off for some time. Explained it is hard for the community to know what to do because they don't know how or if they will come back. Stated one was lost due to him not showing up for work; the Board knows the problems they had making sure he was no longer an employee. Stated they lost another to attrition. Stated Kostyshock did his best to work with Presson within the guidelines set by Mayor and Schmidt regarding the budget; so that is how the situation came about with hiring two part-time employees. Stated they also hired summer help. Stated they are short. Stated one of the problems is Presson does a good job and takes on more projects than he has the manpower for in an effort to save the Village money. Explained it takes a while to get around to all of these jobs. Stated he understands her frustration.
7:20:13 PM Garcia Commented she is very frustrated because it makes her look bad. Stated it should not take two years to fix a ditch. Commented she understands it is not Presson's fault, as he does a great job; he just does not have the manpower.
7:20:42 PM Gulledge Stated he has a similar discussion at every Park Committee meeting. Stated he tells them, as he is telling Garcia, there is a pecking order: Streets, Water and Sewer. Stated those issues come first; drainage is important, but unless it is really causing a problem it is not high on the list. Commented there are a lot of such problems in town.
7:21:22 PM Callahan Commented another problem, although it is out of the Board's control, is with the Fire and Police Board they are told who to hire. Explained the applicants are tested and put on a list, and they know the officer that is hired next has to be trained; they do not have a choice. Stated normally if they knew the person had a license, they could wait until the attrition actually happened and replace him at that time; however they cannot do that here, as they know this individual needs three to four months of training.
7:22:20 PM Gulledge Stated he understands Garcia's frustration. Stated she needs to explain the issue to the residents.
7:22:28 PM Garcia Stated she has, and she continues to get phone calls. Stated she does not like to be noted as a Board member that cannot get anything done, as it is embarrassing.
7:22:41 PM Callahan Commented he has taken similar grief for uncut grass in his neighborhood. Explained they did everything they could legally; however the process does not happen over night.
7:23:11 PM Gulledge Asked for other questions on the budget. Stated the plan is to adopt it next week.
7:23:19 PM Bell Asked what numbers are being put in to certain accounts. Showed the Chart of Accounts to which he referred earlier which was given to him by Long, stating that several are missing. Henry indicated she has never seen that list before. Stated it explains what should be in each classification, i.e., 536 is Janitorial Service. Stated the committee was trying to reconcile what the expenditures from last year were for. Stated the list given to him helps but does not explain a lot of the numbers. Stated in looking at the budget it looks as if anywhere there was an expenditure last year, there is a number in this year's budget although it has been chopped back quite a bit from the original request. Suggested maybe he should meet with Henry for an explanation.
7:25:08 PM Henry Stated Long distributes a monthly report which gives detailed expenses.
7:25:14 PM Bell Stated sometimes they get the report; however most months they do not. Stated the monthly report is not in enough detail. Commented at a glance, he does not see a problem with the Park portion of the budget.
7:25:55 PM Henry Commented the grant was drastically cut in expenditures because they took out the OSLAD grant since it will not happen in this fiscal year.
7:26:30 PM Callahan Asked why there is an increase in Hotel/Motel.
7:26:45 PM Henry Responded due to the tax increase that was effective July 1.
7:27:11 PM Bell Commented they need an updated chart of accounts. Commented the utility expenditure figure for the parks last year is a large number, and they were unable to get detail on the expenditures.
7:28:15 PM Henry Commented all of the electric and utilities for the pavilions and comfort stations used to be charged to the Parks; however they have recently re-thought that process and decided Public Comfort Funds can be used for that purpose.
7:28:38 PM Bell Commended all for a great job.
7:29:04 PM Gulledge Went to next item, Calendar Updates. Commented there is another Movie in the Park for August, at which the movie to be shown is Hook; commented the Village Hall will be closed Monday in observance of the Labor Day Holiday; commented the Community Improvement Board meeting has been moved to September 8th; the Economic Development Committee meeting is also scheduled for September 8th; commented another Movie in the Park is scheduled for which the movie to be shown is Beethoven; commented October 4th is the golf scramble as well as the rabies clinic, and October 5th is the Pooch Party; Schmidt asked where the proceeds of the golf scramble will go; he was told the Park Committee will come up with a specific project.
7:31:56 PM Gulledge Went to Public Input. There was none. Went to To Do List.
7:32:12 PM Schmidt Commented they are making progress at the new medical building on Vadalabene. Asked if they resolved the problem with the sewer line.
7:32:30 PM Gulledge Responded no; they have not hooked up sewer yet. Asked for other comments on page 1. Schmidt asked the status of the Special Census. Gulledge responded they will be done no later than next week. Stated the comment was that the residents have been very cooperative. Schmidt asked when they will get a number. Gulledge responded normally they give an estimate when they leave, and a firm number is received in six to eight weeks. Callahan asked in the past how good the estimates have been. Gulledge responded the last two times the actual number was exactly the estimate.
7:35:08 PM Bell Asked if there are any updates on the Public Works union contract.
7:35:14 PM Gulledge Responded no. Stated they are starting the 2008 Solid Surface grant. Callahan commented on the note stating the Firemen are setting negotiation dates. Gulledge responded that is not new, as he did not change it. Stated he has not heard the status on the issue. Bell asked if there is a hiring freeze until negotiations are done for Public Works. Gulledge stated that is a legal issue and cannot be discussed in an open meeting. Went to page 2. Bell asked the status of the overflow pipe at the lake. Gulledge stated the level is still too high. Commented there is an ISO and Public Works Committee meeting tomorrow at which they will bring up the ditch issue. Commented for the record it is unfair to say Garcia is unable to get anything done, as they are short handed.
7:39:20 PM Kostyshock Commented two years ago they tried to clean out the ditch and at the time only one homeowner would allow them on their property. Commented the residents want the ditch cleaned out but don't want it any wider than it already is; there were trees growing in it that they tried to remove and a resident complained; concluded it has been a hard issue to fix. Various discussion ensued.
7:40:49 PM Gulledge Went to page 3. There were no comments. Went to Trustees' Comments.
7:41:00 PM Schmidt Commented on the Comprehensive Plan Committee meeting at which the first draft of changes were discussed. Commented the project is going very well and they likely will finish ahead of schedule. Stated they are holding the date of September 18th open for a public hearing, followed by the next meeting of the Comprehensive Plan Committee. Stated based on how the public hearing goes, they could be ready as early as October to bring the plan before the Board. Gulledge encouraged the Board to attend the public hearing. Various discussion ensued.
7:44:28 PM Kostyshock Commented on the news that CARD is putting a $1 million storage and repair shed in the middle of the new park on Pleasant Ridge. Asked if the Board has to approve that plan.
7:44:54 PM Gulledge Responded the park is not in the Village limits. Stated he has not seen any plans. Callahan asked what it is zoned. Gulledge responded he does not know. Callahan asked if they will have to change the zoning to put a building on it.
7:45:20 PM Bell Stated the plan was to annex into Maryville to get Police and water services.
7:45:28 PM Kostyshock Stated his concern is problems similar to other repair shops around town.
7:45:48 PM Bell Stated this was the plan all along. Stated they plan to have a separate entrance to the maintenance shed, where they will keep all the maintenance equipment.
7:46:10 PM Callahan Commented it will be a public safety issue as they will be hauling equipment on a bad road.
7:46:20 PM Bell Stated he does not know whether money for park amenities has been obtained yet.
7:46:27 PM Gulledge Stated they have applied for an OSLAD grant for next year.
7:46:36 PM Kostyshock Asked if they know where the shed will be built within the park.
7:46:43 PM Gulledge Stated he has a map. Various discussion ensued.
7:47:25 PM Gulledge Went to Mayor's comments. He had none. Asked for a motion to go into Closed Session under 5ILCS120/2/(c)(1) to discuss Appointment, Employment, Compensation, Discipline, Performance or Dismissal. Motion was made by Schmidt and seconded by Kostyshock. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
9:06:27 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; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
9:06:45 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 Schmidt. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
9:07:02 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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