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Village of Maryville, Illinois

Description Caucus Meeting
Date 2/13/2008 Location Council Chamber
Time Speaker Note
6:31:21 PM Gulledge Called the Caucus meeting of Wednesday, February 13, 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 Schmidt, Callahan and Kostyshock; Limberg and Bell arrived late, and Garcia was absent. Also in attendance was Deputy Clerk Fenton, Attorney Wigginton, Public Works Director Presson, Police Chief Schardan, three (3) residents and three (3) reporters.
6:32:05 PM Gulledge Explained Trustees Limberg and Bell will be late, and Garcia is absent due to illness. Called for approval of the January 30th meeting minutes. Asked if there were any questions, additions or subtractions to the minutes as prepared by the Clerk. There were none. Motion to approved was made by Schmidt and seconded by Kostyshock. Voting on the motion: Schmidt - yes; Callahan - yes; Kostyshock - yes. Motion carried.
6:32:44 PM Gulledge Went to first agenda item, 2008 MFT Maintenance Resolution, and asked Presson to discuss.
6:32:58 PM Presson Stated this includes snow removal, road repairs, bituminous patching, etc. Stated Schmidt questioned whether Giofre Street was added. Stated Giofre was not on the list, however he over-estimated the water plant road, so there will not be any difference.
6:33:42 PM Gulledge Commented this can always be changed. Asked for any questions. Stated the appropriated sum will be $230,000 for the fiscal year May 1, 2008 through April 30, 2009. There were no comments. Stated the item will be placed on the Board meeting agenda. Went to next item, Phase II Storm water Permit Contract with RJN Group.
6:34:19 PM Presson Stated this is the co-permitting permit. Stated they would like to get it turned in as soon as possible. Stated it is $1,500 and due February 22nd.
6:34:41 PM Gulledge Commented they will save $300 by submitting prior to May 1st.
6:34:57 PM Schmidt Asked what the county is trying to accomplish and what entities are involved.
6:35:05 PM Presson Stated all entities in Madison County are involved. Explained because of the Phase II requirements, it would be better to go in as a county all together, i.e., passing the same ordinances, the same implementation and same training so as to meet all requirements for the EPA.
6:35:53 PM Gulledge Explained they thought it would result in a savings to work as a group to keep costs down. Commented storm water is getting to be as regulated as sewer water.
6:36:21 PM Presson Commented they just finished 100% completion of the storm sewer outdoor mapping.
6:36:35 PM Schmidt Asked if they have to comply with areas of new construction by one means or another.
6:36:44 PM Presson Responded yes.
6:36:48 PM Gulledge Asked for other questions. There were none. Stated the item will be placed on the Board meeting agenda. Went to next item, and asked Presson to discuss.
6:37:01 PM Presson Discussed the ordinance to dispose of one surplus vehicle, which is the 1988 Chevy 2500 utility truck. Explained it is the oldest in the fleet with over 100,000 miles.
6:37:36 PM Callahan Asked what it is used for now.
6:37:39 PM Presson Responded maintenance, i.e., to go to and from jobs and pick up supplies.
6:37:54 PM Schmidt Asked if Presson considered Schardan's proposal of using I-BID. Presson responded no. Suggested Presson meet with Schardan on the issue.
6:38:10 PM Presson Explained usually when a vehicle leaves the Public Works department, it is in bad shape.
6:38:18 PM Gulledge Stated they will look at as many options as possible to get the best price. Went to next agenda item, and asked Chief Schardan to discuss.
6:38:49 PM Schardan Stated they have two surplus squad cars. The first is the 2002 Crown Victoria with, 106,000 miles, which they have been using as a spare vehicle. The second is a 2003 Impala with 98,000 miles which is sitting on the lot unused. Stated they will strip down the Ford before selling. Stated he has made contact with the State regarding the I-BID. Stated he needs to clarify some questions regarding the information regarding a $500 fee to the company that handles the e-pay account. Stated he has left a message and is waiting to hear back. Stated there is also a $400 training fee in Springfield. Stated the fee comes down to 5.5% compared to 8% charged by E-Bay for online auctions. Explained this would eliminate advertising costs.
6:41:00 PM Gulledge Asked for any questions. There were none. Stated he was hoping to have a few more Trustees here to discuss the security issue. Stated they will postpone the discussion for when more Trustees are in attendance. Asked for any questions for Schardan.
6:41:36 PM Schmidt Asked if disposing of the surplus vehicles will cause the Department to be short on squad cars.
6:41:41 PM Schardan Responded no. Stated they bought one last year that can be stretched out to make it last. Explained he has another proposal included in his budget.
6:42:04 PM Gulledge Asked how many cars they have in the fleet.
6:42:07 PM Schardan Responded seven (7) squad cars, the Tahoe and a detective vehicle.
6:42:29 PM Gulledge Asked for other questions. There were none. In the absence of Trustee Bell, discussed the 2008 PEP Grant. Explained it must be turned in by February 22nd, leaving only one more Board meeting at which to adopt the plan. Explained it is an annual grant of $15,000 through Madison County. Explained it is $3 per head; however they don't get the full amount because of CARD. Explained the Park Committee came up with a plan of a combination of picnic tables, park benches and planters in conjunction with the Community Improvement Board. Stated they are still accumulating bids. Stated the next information packet will contain specifics on cost. Asked for any comments.
6:44:52 PM Kostyshock Commented it is a good idea.
6:45:04 PM Gulledge Asked for other questions or comments. There were none. Stated the item will be placed on the Board meeting agenda. Went to next item, 2008 Solid Waste Recyclable Equipment Grant. Stated they are looking at waste receptacles to match what was purchased last year. Stated this will eliminate all of the 55 gallon drums sitting in the park. Explained with this grant the Village will have to match 20%, which comes to $2,000. Stated they are looking at prices for volume deals. Asked for any comments. There were none. All were in favor.
6:46:17 PM Schmidt Asked Presson if there have been any problems with the current receptacles.
6:46:22 PM Presson Responded one was broken, but they are easily repaired and installed.
6:46:32 PM Gulledge Went to next item, which is a discussion of an issue from a couple months ago. Explained with the recent annexation at Routes 159 and 162, it has caused other properties to be wholly bound. Stated they will take up the matter at the next Board meeting for annexation. Asked for any questions. There were none.
6:47:55 PM Gulledge Went to Calendar Updates. Stated the Economic Development meeting last Monday was cancelled due to inclement weather. Stated the next meeting is scheduled for March 10th. Stated a Planning Commission meeting is scheduled for February 25th, at which a public hearing will be held to discuss rezoning of parts of Route 159 and Old Town from MR-1 to B-1 and some SR-2. Explained letters have been sent to affected property owners. Stated after that public hearing, a public hearing will be held in front of the Board on March 5th at 6:45 p.m. Stated the Park Committee meeting is scheduled for 6:00 p.m. on February 18th. Stated Village Hall is closed on February 18th in observance of President's Day. Stated this Sunday is the Bass Fishing Discovery Series from 1:00 p.m. to 3:00 p.m.
6:50:01 PM Gulledge Went to Public Input. There was none. Went to To Do List, page 1.
6:50:32 PM Schmidt Asked if more work is planned for the Senior's Building.
6:50:36 PM Gulledge Responded they would like to cover the outside, as they have had a lot of freezing problems. Stated they have looked at screw-on bricks, however they are having trouble matching them to the existing brickwork. Discussion ensued as to other plans for the building.
6:51:52 PM Gulledge Trustee Bell arrived and was seated.
6:52:05 PM Gulledge Went to page 2. There were no comments. Went to page 3.
6:52:32 PM Callahan Commented there is an Insurance Committee meeting scheduled for Friday.
6:52:36 PM Schmidt Responded it is scheduled for Friday at the Village Hall at 3:30 p.m.
6:52:47 PM Gulledge With no further comments on the To Do List, went to Trustees' Comments.
6:53:36 PM Bell Asked if the Public Works PC was discussed. He was told no. Explained Presson needs a new PC for the Public Works Department as a replacement for the computer used by Clint Jones. Explained the proposal is for the new PC to go to Presson and Presson's current PC go to the Street Department. Presson reported it is in the budget. Bell commented the item was supposed to have been on the agenda and the quote was in the packets last week. It was determined no one had the information, so the item was tabled until the next Caucus meeting.
6:55:45 PM Gulledge Went to Mayor's comments. Stated the water and sewer bills went out; however due to an error it was not noticed that they did not reflect the new rates. Explained the estimated shortage for sewer is $21,288; the inside water shortage is $14,586; the outside water shortage is $7,084; for an estimated grand total shortage of $42,958. Stated he has discussed the issue with the Public Works Committee, and there is no way they can not bill for this, as the ordinance said the increase was supposed to start effective December 1. Explained they have called the software company, and there is a way to add the difference to the next billing cycle; however there is no way to split the rates between inside and outside water rates. Stated he is asking for the Board's direction on what to do.
6:59:42 PM Kostyshock Commented his opinion they have no choice but to recoup the money. Explained the water users won't notice as much; however the water and sewer customers will take a hit. Commented the good thing is this is the slowest water usage time.
7:00:44 PM Gulledge Asked the Board's opinion on what direction go.
7:00:51 PM Callahan Questioned whether they can manually enter a dollar amount for the outside user rate.
7:01:12 PM Gulledge Commented they will lose 25 cents per 2,000 gallons by charging outside users the inside rate. Stated there are 838 outside rate customers. Stated if there is a way to manually charge the amount, they will try. Discussion ensued as to the amount of money to be recouped.
7:03:33 PM Gulledge Stated they will look into whether there is a way to recoup the full amount. Clarified the Board agrees to put the difference on the next billing cycle.
7:04:17 PM Schmidt Suggested letting customers know they can over pay this bill in anticipation of the next bill.
7:04:26 PM Kostyshock Stated the majority of the bills have already been collected, as the due date is February 15th.
7:04:33 PM Gulledge Commented his apologies that this happened; however they have to make the best of the situation. Asked for other comments. There were none. Called Schardan to the podium to discuss security issues. Clarified with Chief he carries a gun. Commented on the Kirkwood incident, saying they have received a number of calls from concerned residents. Commented he has discussed the issue with Board members, employees and citizens. Stated they are willing to discuss the situation; however he is unsure how much can be done. Commented his personal opinion that in a situation such as what happened in Kirkwood, it would not have made much difference how many police officers were in attendance.
7:06:27 PM Gulledge Limberg arrived and was seated.
7:06:33 PM Gulledge Commented his opinion it is not necessary to have a police officer at every meeting, as this takes an officer off the street. Explained he would like to install panic buttons in the Council Chamber desk, similar to those in the Water Clerk's and Clerk's offices.
7:07:25 PM Bell Commented his opinion to install surveillance cameras with monitors in the Council Chamber and a way to "buzz people in" through the door.
7:08:16 PM Kostyshock Commented his opinion it will not prevent an incident if, as in the Kirkwood case, the Board is expecting an individual to show up at the meeting.
7:08:25 PM Schardan Commented the situation was not preventable, as they had numerous complaints about this individual for many years. Explained the only way to prevent such an incident is if there are indicators the Village was to act on it. Commented the very idea of democracy is to allow citizens to come in to the Public Forum and express their views. Discussion ensued.
7:11:04 PM Gulledge Explained Schardan had a good idea to install cameras between the Police Department and Village Hall buildings.
7:12:33 PM Schardan Commented he made contact with a vendor yesterday who did a walk through of the area. Stated they will put a proposal together to link the cameras between the two buildings to a monitor at the police station Dispatch area. Explained if there ever is a problem in the Village Hall, Dispatch will have a visual of what is going on and send officers to respond. Explained they are also looking at using recording cameras. Further discussion ensued regarding various ideas.
7:22:56 PM Gulledge Thanked Schardan for his participation in the discussion.
7:23:38 PM Gulledge Asked for a motion to go into Closed Session to discuss personnel matters under 5ILCS120(2)(c)(1), Appointment, Employment, Compensation, Discipline, Performance or Dismissal. Motion was made by Schmidt and seconded by Limberg. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes.
7:24:12 PM Gulledge Ask Chief Schardan to attend the Closed Session. Stated no action is anticipated after the Closed Session meeting.
7:49:27 PM Gulledge Asked for a motion to return to Open Session. Motion was made by Schmidt and seconded by Kostyshock. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes. Motion carried.
7:49:45 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. Motion carried.
7:50:04 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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The Village of Maryville