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The Village of Maryville, Illinois

Description Caucus Meeting
Date 4/9/2008 Location Council Chamber
Time Speaker Note
6:30:54 PM Gulledge Called the Caucus meeting of Wednesday, April 9, 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, Bell, Callahan, Kostyshock and Garcia. Also in attendance were Public Works Director Presson, one (1) resident and three (3) reporters.
6:31:37 PM Gulledge Called for approval of the March 26, 2008 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 Bell. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
6:32:07 PM Gulledge Made additions to the agenda to discuss information regarding work that needs to be done at the Birke lift station, and to discuss Park Board recommendations. Went to first agenda item, Semanisin Memorial project recommendation.
6:33:05 PM Bell Stated the Park Board wants to install the Semanisin Memorial and move the Lucas Memorial, which instigated the Board drafting criteria for memorials at the Plaza. Stated the recommendation is to place memorials on the north east side of the plaza facing the Village Hall, with the sidewalk to come around them. Stated this placement will leave a small amount of room for additional monuments. Stated the criteria is further recommended for memorials at a maximum of 4ft tall and 5ft wide. Commented this will necessitate grand fathering in the Lucas Memorial, as it is taller than that maximum. Stated the criteria further recommends the replacement due to damage be the responsibility of the memorialized's family.
6:37:13 PM Limberg Asked what happens if there are no descendents left in town in a case of damage.
6:37:31 PM Bell Answered in that instance the Village would have to make a decision to remove the memorial.
6:37:48 PM Garcia Commented her concern allowing other memorials will cause the area to look like a graveyard.
6:38:08 PM Gulledge Commented his opinion the criteria should include that both the Park Committee and Board of Trustees will review every request.
6:38:47 PM Bell Commented they should have a standard of years of service to the Village.
6:38:55 PM Gulledge Explained they need to make sure the criteria includes every concern before approving it. Commented his opinion they should have very strict rules. Various discussion ensued as to what the rules should include.
6:45:56 PM Gulledge Suggested each Board member write down their thoughts on the subject and get the list to him or Trustee Bell by Monday, April 21st at noon. Stated the item will be discussed again at the next Caucus meeting in two weeks.
6:50:41 PM Gulledge Went to next agenda item, Construction of Large Pavilion.
6:50:55 PM Presson Explained this is the only bid received out of four (4) requests. Stated his recommendation is to award the bid to the contractor for $13,050. Explained the work can begin upon bid award.
6:51:24 PM Gulledge Explained this is a 40 foot, multi-rib pavilion that will be erected on the cove on the west side of Drost Lake. Explained due to the size, special equipment is needed for construction. Stated Public Works employees have done well with the smaller pavilions; however they are not comfortable erecting a larger.
6:52:17 PM Presson Stated his opinion even if they re-bid the project they will not beat the price of this bidder.
6:52:30 PM Gulledge Explained the Village will pour the concrete floor, therefore there will be additional costs incurred. Explained they paid $19,250, and with the grants involved this means the Village will expend another approximately $7,000 plus concrete and labor.
6:53:06 PM Limberg Asked the size of the pad. He was told it is a 40 foot pavilion.
6:53:11 PM Gulledge Stated they will likely pour a little past the dimension to avoid rain water issues.
6:53:23 PM Presson Estimated a cost of $3,000 to $3,500 in concrete.
6:53:32 PM Schmidt Asked if they received the grant money yet.
6:53:39 PM Gulledge Stated no; it is reimbursed upon completion. Commented the project must be completed within the timeline of the grant or they will not receive the rest of the funds. Asked the Board if they want to vote on the issue next week or try to re-bid the project.
6:54:27 PM Schmidt Asked how much time they have on the grant.
6:54:31 PM Gulledge Stated he does not know for sure; however he believes it is enough to re-bid if that is the decision. All were in favor of placing the item on the Board agenda for vote. Went to next agenda item.
6:55:23 PM Presson Stated he is requesting attendance by him, Matt Hoffman and Joe Simpson at the Annual Potable Water Supply meeting September 9th through 11th in Springfield, Illinois.
6:55:51 PM Gulledge Commented the individuals receive Continuing Education credits for attending.
6:55:57 PM Presson Responded that is correct. Referred to the copy of programs offered at the conference. Stated the cost of three individuals to attend will be $1,395.
6:56:14 PM Gulledge Confirmed the Village will have coverage at the plant during this time.
6:56:16 PM Presson Responded yes. Commented they are only an hour away in case of emergency.
6:56:28 PM Kostyshock Stated he would like to add a $30 per day food allowance, as well as mileage reimbursement.
6:56:40 PM Presson Commented the item is in the budget for next year.
6:56:44 PM Gulledge Confirmed all Trustees were in favor. Stated the item will be placed on the Board meeting agenda. Went to next item, Old Town Manhole Rehabilitation.
6:56:51 PM Presson Stated this is the program as mentioned last year. Stated the bid is for three manholes on 2nd and 3rd Streets. Explained waste water is extremely corrosive to manholes, and creates issues in the concrete lining. Explained the company will cover the manhole from top to bottom. Stated the product has a ten year warranty. Explained the product is rated for fifty years.
6:58:33 PM Gulledge Commented these are the old brick linings.
6:58:36 PM Presson Concurred. Stated this is the same company Collinsville uses. Stated this will be an ongoing program and will help with infiltration and inflow issues. Explained this is water Maryville pays Collinsville to treat.
6:59:24 PM Gulledge Commented his opinion this is a good program. Stated they have been trying to get into a position to do a few each year.
6:59:41 PM Presson Stated they will try to do from three to seven on a yearly basis.
6:59:46 PM Bell Asked what a multiplex liner system is.
6:59:53 PM Presson Stated it is a bracket coating.
7:00:19 PM Schmidt Asked why they need accessibility.
7:00:31 PM Presson Explained blockage is the number one reason. Stated they have pulled milk jugs, basketballs, footballs, etc. from the manholes; basically any item that can't be sucked out with a jet machine.
7:01:09 PM Callahan Confirmed the individuals will be protected from sewer gas.
7:01:17 PM Presson Stated the workers are all OSHA approved. Stated Public Works employees will be on site but will not enter the mains.
7:01:29 PM Schmidt Asked if this is a Street or Water budget issue.
7:01:35 PM Presson Responded Water. Explained the price is based on the depth of the manhole.
7:02:29 PM Gulledge Confirmed all Trustees are in favor. Stated the item will be placed on the Board meeting agenda. Went to next item, Birke Lift Station.
7:02:38 PM Presson Explained this is not a budgeted item, as it was an unforeseen problem. Stated this station was put into service in 1977. Stated they have not put any major money into it outside of propellers and pumps since that date. Stated currently the control panel is outdated, the check valves are not working, and the piping is corroding at a faster rate than originally thought. Explained he was hoping to get through another year, but that is not the case. Stated the price for repairs is $51,689. Stated the station is located at Birch Lane.
7:04:04 PM Gulledge Stated Patrick explained something needs to be done in the next two to three months. Commented that causes his opinion to be it is an emergency situation. Commented this is one that does not have a back-up generator, so when it goes out an employee will have to man the station with a by-pass pump.
7:04:51 PM Limberg Asked how long the repair will take.
7:04:57 PM Presson Responded 4 to 6 weeks for the control panel alone, during which time the discharge piping will come. Stated he has informed the company this is an immediate need. Explained the control panel is what takes the longest to build. Stated his estimate would be 6 to 8 weeks for completion, which puts them at the emergency mark.
7:05:30 PM Gulledge Asked if the plan is to build this to accommodate a natural gas by-pass pump should the Village choose to install one.
7:05:43 PM Presson Stated the control panel will be brought up to current codes, making it adaptable. Stated it also includes putting it on to the current SCADA system.
7:06:03 PM Bell Asked if this will accomplish better monitoring.
7:06:07 PM Presson Responded that is correct.
7:06:12 PM Gulledge Asked if the Board will approve Presson to get started on the project as an emergency situation and have a formal vote next week. All Trustees were in favor.
7:06:54 PM Schmidt Asked if this will necessitate adjustment of budget figures.
7:06:57 PM Presson Responded yes, as this will come out of next year's budget. Stated he will send an e-mail to Schmidt to that effect.
7:07:19 PM Gulledge Went to next item, Lakeview Acres Road Engineering Contract with Juneau and Associates. Stated Wigginton has reviewed it and made comments. Stated Juneau has made all necessary changes per Wigginton. Explained they are required to have a contract on this State project in order to bill back to the State on the grant. Stated it is standard at 8%. Stated it is through IDOT and they are approved as a local consultant. Asked for any questions. There were none. Stated the item will be placed on the Board meeting agenda.
7:08:43 PM Gulledge Went to next item, Personnel Issues. Commented Schardan is not in attendance, as his mother passed away this morning. Stated if necessary they can go into Closed Session to discuss the changes. Stated none of the changes are any different than the unionized police officers. Explained this is simply an equalization program for the sergeants. Stated it is his, Garcia's and Schardan's recommendation to accept the changes to the policy. Commented it may be a moot point if the State rules the sergeants should be in the Union.
7:10:01 PM Garcia Commented the policy will be kept separate.
7:10:08 PM Gulledge Responded they plan to note in the personnel policy that this section only pertains to sergeants.
7:10:43 PM Limberg Asked when they can expect a ruling.
7:10:49 PM Gulledge Stated he does not know, as it has been over a year since they went before the Board.
7:11:28 PM Callahan Asked if the work week will go from 80 for sergeants to 84. Commented that would be a negative for them; however everything else is a positive.
7:11:55 PM Gulledge Stated they are aware of the situation and understand.
7:12:00 PM Bell Commented all recommendations are leaning towards "C" instead of "PH".
7:12:27 PM Gulledge Stated it is a match with the union contract. Commented he does not disagree with Bell's assessment. Commented if the sergeants enter the union, they get it automatically anyway.
7:12:44 PM Callahan Commented the Troy police officers have a pay schedule; if they are promoted they still have all the union benefits as well as extra wages for the promotion. Explained this is basically what Maryville is doing. Commented only one person is affected by the change to the vacation schedule. Commented all three Sergeants will get a pay raise automatically because of the union.
7:13:31 PM Gulledge Commented his opinion no one will have a problem with the proposal.
7:13:36 PM Bell Commented they discussed keeping track of topic four.
7:13:42 PM Gulledge Stated the Chief will take care of it.
7:14:02 PM Bell Argued if they change the "PH", they are talking about everyone in the Village, not just the police officer. Stated everyone will now have "topic four". Stated it will be difficult to track.
7:14:28 PM Gulledge Stated it is to the Village's advantage. Commented if they want to discuss this, they need to go into Closed Session.
7:14:51 PM Callahan Asked if they decide it is okay, will the Board simply vote on it next week. He was told yes. Asked when the sergeants will be upgraded to the existing changes. He was told right away. Asked about retroactivity.
7:15:15 PM Gulledge Stated they have already discussed this issue and agreed there would be none.
7:16:00 PM Bell Asked if they will vote on each topic individually. He was told no.
7:16:11 PM Garcia Asked if by putting this into the personnel policy it will be for everyone.
7:16:23 PM Gulledge Responded it is not for everyone, but only for police sergeants. Stated it will be kept in a separate section. Asked the Trustee's opinion. All were in favor. Went to Calendar Updates. Commented the Economic Development Committee meeting is cancelled; Rabies Clinic scheduled for April 19th; Fly a Kite Day is April 19th; the Fire Department Chicken and Beer Dance scheduled for April 12th. Went to May; commented the Bike
Rodeo is scheduled for May 10th and the Mayor's Prayer Dinner scheduled for May 1st, both of which need to be added to the calendar. Commented they need to find out times for the Memorial Day ceremony at Village Hall.
7:19:57 PM Gulledge Went to Public Input. There was none. Went to To Do List, page 1. Commented Schmidt has taken over the budget project.
7:20:36 PM Schmidt Stated he would like to schedule a Closed Session at the April 23rd Caucus meeting to discuss wages. Stated Jolene Henry is preparing spreadsheets for the discussion.
7:21:20 PM Gulledge Went to page 2.
7:21:36 PM Bell Asked that the park drainage issue be added.
7:21:57 PM Gulledge Commented they need the engineers to review the issue in relation to the OSLAD grant.
7:22:13 PM Kostyshock Commented the second playground at Drost Park needs to be drained as well.
7:22:35 PM Bell Stated the next poured surface grant will resolve the issue.
7:22:42 PM Gulledge Went to page 3. There were no comments. Went to Trustees' comments.
7:22:53 PM Schmidt Commented he had a solicitor at his home Monday evening who was selling insurance. Stated he informed the individual they cannot solicit without a permit; however she told him because she is a State licensed insurance broker she does not need one.
7:24:50 PM Bell Discussed Park Recommendations. Stated the Park Board is recommending approval of the Khoury League Opening Day Ceremony and naming of a field. Stated the Park Board came up with a list of honorees. Stated the fields will be limited to major league ball players. Stated the League is asking for permission to name the second field for Robert Boken.
7:27:55 PM Gulledge Commented they need to know for purposes of ordering a sign in time for Opening Day.
7:28:02 PM Schmidt Commented his opinion they should add "Field" behind the name on the sign.
7:28:53 PM Gulledge Asked for the newspapers' help in advertising the Village is looking for any relations to Bob Boken to attend the ceremony. Asked that people contact Mayor or Tracy Fenton at the Village Hall.
7:30:08 PM Bell Went to second Park recommendation, permission for Jamie Swanner of The Game to use the east side of Drost Park for a five (5) day soccer camp from June 2nd through 6th, in exchange for which a donation of $2 per child participant will be made to the Park Committee. Stated he has agreed to use the Schiber Court parking lot, and will place a rider on his insurance policy naming Maryville as a covered party.
7:31:50 PM Gulledge Commented the Village did not ask for money; Swanner is doing this as a donation. Asked the Trustees' opinion. All were in favor.
7:32:24 PM Callahan Suggested Wigginton review the insurance rider.
7:32:30 PM Gulledge Concurred.
7:32:49 PM Callahan Discussed the Community Improvement Board meeting. Stated Nancy Shoup was voted Chair by acclimation, and Roger Shoup as Vice Chair by acclimation. Stated two presentations were made. First, in consideration of ways to utilize the Seniors' building, Dione Rabida contacted Senior Service Plus, which is an agency located in Alton. Explained Maryville's problem of only a few interested seniors is not unusual, as the "Baby Boomers" are not active in senior programs yet. Stated the agency has come up with a proposal to lease offices in the Seniors' building to use as centralized location for in-home services. Explained it would not be all Maryville residents, but open to neighboring communities. Stated the site would be used for information and assistance programs as well as a Community Care Program where workers help seniors in their home with errands, house keeping, etc. Explained there would be no dining at the Maryville site. Stated the Agency is willing to lease the space for a rental fee.
7:37:30 PM Bell Asked if they provide transportation to the offered entertainment programs in other communities.
7:37:51 PM Callahan Explained the only thing they want to use the Maryville facility for is interviewing people to determine what services they are qualified for.
7:38:22 PM Gulledge Commented a lot of clarification is needed. Stated they will try to set up a direct meeting with the agency. Stated his concern is to make sure they are doing something to help seniors in the Maryville community.
7:39:17 PM Callahan Commented this would not eliminate what Maryville provides; they only want to use this as a central location.
7:39:29 PM Gulledge Explained the proposal is possible; however they are early in the planning. Stated Callahan is only letting the Trustees know they are working on the issue.
7:39:35 PM Callahan Next, stated Courtney Wright brought in the Civilian Emergency Response Team people. Stated they are asking permission to prepare a group of volunteers for civilian response in an emergency situation in the community. Stated they will solicit volunteers for training. Explained this team would assist police and fire, Public Works, traffic control, etc. Stated if there is enough interest, they will provide training. Explained the committee is looking into the project.
7:43:01 PM Gulledge Commented Gary Kukla, who is a newly appointed member of the MCIB, volunteered to help Wright with the project.
7:43:35 PM Callahan Next, stated Joe Benker presented his entry sign project. Stated the recommendation is to limit the sign to stone, at a size of 5' x 8' with 8 inch letters. Stated the letters will not be back-lit as originally thought. Stated the estimate is $25,000 to $35,000 to build five signs. Stated they will work on obtaining easements from the State and County. Stated the signs will be lit.
7:45:29 PM Gulledge Explained they may not put all five up at one time. Stated the first will be erected across from Ralph's.
7:45:49 PM Callahan Next, stated various church organizations are looking for volunteer opportunities, which will be used for help with the Landscaping Committee.
7:48:07 PM Garcia Requested the MCIB look into the possibility of a city-wide garage sale, similar to what is done in Troy.
7:50:08 PM Kostyshock Stated the Maryville Elementary School annual field trip is scheduled for Monday, April 28th, for which they will need volunteers to walk with the children from the school to the museum, fire station, police station, Village Hall and Bobby's. Explained it is an extra-large group this year of 100 children. Comments were made that the date conflicts with the Congressional Prayer Breakfast. Kostyshock indicated he will talk with the school about changing the date.
7:51:40 PM Garcia Asked the length of time a property is allowed to keep a dumpster.
7:51:51 PM Gulledge Explained they are trying to resolve the issue. Explained there is currently no time limit; however they are looking into adding an ordinance. Stated they will get a recommendation from the Planning Commission.
7:54:39 PM Gulledge Went to Mayor's Comments. Reiterated Chief Schardan's mother passed away, and he has copies of the information for the Board. Next, stated the articles are due for the Gazette. Next, stated he has tickets for the Mayor's Prayer Dinner scheduled for May 1st. Explained the event is free; however a ticket is required. Stated there will be a goodwill offering, and the speaker is J. Lloyd Tomer. Asked Fenton to comment on the Khoury League Opening Day.
7:56:27 PM Fenton Stated Opening Day is scheduled for May 3rd and includes a Player Parade, field dedication ceremony, first pitch thrown by Chief Schardan, and events for the children all day. Stated the rain date is the following Saturday.
7:57:18 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; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
7:57:34 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk


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