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The Village of Maryville, Illinois

Description Caucus Minutes
Date9/28/2005 Location Council Chamber
Time Speaker Note
6:30:07 PM Gulledge Called the Caucus meeting of Wednesday, September 28, 2005 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, Callahan, Kostyshock and Garcia. Also in attendance were Clerk Long, Public Works Director Presson, Park Committee Secretary Diana Hedrick, one (1) citizen and two (2) reporters.
6:30:58 PM Gulledge Called for approval of the September 14th Caucus minutes. He asked if there were any questions, additions or subtractions to the minutes as prepared by the clerk. There were none. A motion to approve the minutes was made by Limberg, and seconded by Kostyshock. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes.
6:31:42 PM Gulledge Went to agenda items. Stated the meeting would take the items out of order to accommodate any individuals needing to leave the meeting early due to the inclement weather. Went to first item to discuss, Park Committee Recommendations.
6:32:02 PM Bell Stated the Park Committee has several recommendations. Regarding the first item, stated the committee walked around the park at the last meeting and noted the need to raise the fishing platform and install a ramp to the dock. Stated the additional need to add a ramp to access the boat pier. Stated the discussion was to raise the ramp approximately 2 feet. Stated on the day of observation, the water level was five to six inches from the top of the fishing platform. Stated one of the committee members had previously noted the platform completely under water. Asked if the item should be placed on the To-Do list. Mayor answered yes, unless Bell wanted to show Director Presson exactly what needs to be done and his Department could complete the job. Bell went on to the recommendations. He decided to skip the second item and move to the third item to approve permission for the application for a grant to receive thirty replacement trees for Drost Park.
6:34:32 PM Gulledge Asked the Board if there was any objection to this application.
6:34:42 PM Diana Hedrick Stated the committee has received information from the grant program that there are no trees available at this time, so there is no need to apply.
6:35:33 PM Schmidt Asked if the County had a grant program. Was told the program is small, and the idea had been tried previously without success. Asked if they lost any trees. Hedrick replied between 25 to 30.
6:36:28 PM Gulledge Stated his opinion that losing such a small amount out of the approximately 135 originally planted was not bad. Stated there were still have five oak trees that will be donated in November.
6:36:49 PM Bell Went on to the fourth recommendation, to seek financing to complete lake dredging. Stated the idea was to try to reuse the dredging system used previously to dredge the remainder of the lake. Stated the committee would like to seek another grant to re-scope that area of the park.
6:37:40 PM Gulledge Commented that last time they received a grant from the State in the amount of $40,000, and a $50,000 from Madison County. Stated the Village contributed approximately $16,000. Stated the improvements have made a big difference in the lake. He thinks the Village will have a good chance to get another $40,000 grant. However, they will still have to come up with more money to complete the project. He said he thinks the Park Committee is asking if the Board is in favor of completing the project and to start the process of raising the funds.
6:39:38 PM Hedrick Commented on the report from the Illinois Department of Natural Resources, which includes a comment regarding the improvement the original dredging has made to fish habitat, and that completion of the project would result in further improvement. Gulledge commented that this report would help the grant application. Hedrick stated that during the survey the biologist commented that the company the Village chose to do the dredging was a first-class company that does excellent work, and the Village made a wise choice in that company. Stated the fact that there is already a basin will save some money on the second dredging.
6:40:30 PM Gulledge Asked for questions or comments from the Board.
6:40:39 PM Callahan Asked where the slurry will be put. Bell replied they will be using the same basin as before. Gulledge commented the plan is to start cleaning up that part of the lake. Stated the project would not be ready until next summer, which gives them a year to get started. Callahan asked which part of the lake was dredged. He was shown on the map displayed via Power Point. Discussion continued regarding plans for various parts of the lake.
6:43:15 PM Gulledge Commented on the good job Presson and his crew have been doing on the lake project. Commented that Schardan was able to get more volunteer help.
6:44:01 PM Gulledge Asked the Trustees if they wanted him to pursue this matter. Limberg commented that the original purpose was always to dredge the entire lake. Stated his opinion that assistance opportunities from the State and/or County should be pursued.
6:44:50 PM Schmidt Said he is in favor, but reminded the Board that there may be a development that will be paying green space fees, which may help with the cost of the project. The other Trustees all were in favor of pursuing the project.
6:45:44 PM Bell Discussed the fish count from the Natural Resources report. Limberg asked how the catch restrictions will be enforced. Bell responded the only way to control the issue is to erect signs. Stated there will be a recommendation to purchase signs in the near future.
6:46:26 PM Hedrick Stated the Village needs to pass an ordinance stating the regulations. The police can then enforce the regulations. Bell further stated that, with the passing of an ordinance, enforcement can also be done by Public Works employees, or other Village employees. Hedrick stated the report indicates that if signs are erected, most people will abide by the regulations.
6:47:58 PM Kostyshock Said he would like to see pictures of the fish on the signs to enhance compliance with the regulations. Was told that pictured signs were included as part of the grant. Stated he noticed in the report the mention of 107 bass that were 7 to 8 inches long. Suggested a catch and release regulation for bass to allow them to grow over the next five years.
6:49:22 PM Bell Stated the project would be placed on the To-Do List. Went on to the next item, to grant Master Gardeners a $1,000 stipend for plants each year.
6:50:02 PM Kostyshock Commented on the Master Gardeners and the job they are doing. Stated the group ends up purchasing a lot of supplies out of their own pockets, and he would like to see the amount of the stipend raised.
6:50:41 PM Bell Commented that when the Village first entered into the program the arrangement was to pay a stipend and the Master Gardeners were able to get a matching grant. Stated this was a different request after they had been with the Village a few years, and asked if we could help out with buying plants. Stated his opinion that the amount does not need to be increased, and if the Gardeners need something else they will request it at that time.
6:51:40 PM Gulledge Said if the board is in agreement, they will grant the $1,000 request. If the Gardeners need other things they can report it to the Park Committee for presentation to the Board for review of the requests on an individual basis.
6:52:05 PM Hedrick Asked if the Board would like the Park Committee to inform the Gardeners to feel free to approach the Park Committee with other needs for presentation to the Board for consideration. She was told yes.
6:52:44 PM Gulledge Asked the Board if they are in agreement to place the $1,000 stipend on the agenda. All were in agreement.
6:53:18 PM Bell Went back to discuss recommendation number two (2) to extend the walking path at Drost Park. Described the direction it would follow. Estimated the length is 1,000 to 1,100 feet.
6:54:57 PM Garcia Asked if it would run into the old path.
6:55:17 PM Gulledge Answered that basically what the Committee would like to do is have it egress and ingress off of East Division, so that people don't have to enter the park through Vadalabene Drive, but could ride their bikes or walk in to the park.
6:55:45 PM Schmidt Talked about eventually extending a road from East Division.
6:55:54 PM Bell Referred to the map and stated that one of the other ideas is to add another softball diamond. Pointed out spots on the map where possible parking spots would be added, and a possible new pavilion.
6:56:57 PM Garcia Asked where the buildings are the Village purchased. She was shown their location on the map. Further references to the map were made regarding plans for the park.
6:57:39 PM Bell Stated this is not a new idea, and the plan to extend the walking path has been a point with the Committee for a long time.
6:57:58 PM Hedrick Said at the last Committee meeting, Trustee Garcia suggested a large pavilion for large groups. Stated that the Committee was considering possibilities for a location of such a pavilion as they did their walk-through on the path. Referred to the map where Bell had mentioned the possibility of a new ball diamond, where there is a nice spot to put in a large pavilion. Stated the Committee is in the process of discussing the possibility, but have not come up with definite conclusions. For this reason the item was not placed on the recommendation list.
6:59:26 PM Bell Commented the pros of the area in that there is some seclusion, and the size of the area would accommodate a nice-size pavilion; however the bad part about the location is there is no proximity to restroom or playground facilities.
6:59:50 PM Hedrick Said they have discussed the possibility of electric and water in order to build a small restroom.
7:00:23 PM Gulledge Polled the Board to see if they are in favor of extending the walking path. Stated if the Board is in favor, he wanted a work-up on cost from Director Presson before the definite approval is made. The Board was all in favor. Kostyshock commented that the Board should not expect Presson to pull his employees off their regular jobs to complete the project. Stated the Department could work it in, but it will not be done overnight. Gulledge responded that all involved understood.
7:01:46 PM Bell Asked if the extension of the walkway is included in the grant. He was told it is. Discussion followed regarding the timing of the Public Works Department being able to start the project. The project will be placed on the To-Do List.
7:02:55 PM Callahan Asked how many parking spots they think they will need for the big pavilion.
7:03:03 PM Gulledge Answered they have over 200 in mind. Callahan referred to the map and commented that if they place the pavilion where it had been discussed, there will not be easy access to the restroom. Gulledge stated that no decision has yet been made, but if the pavilion is built, there will need to be a bathroom facility added. More discussion followed regarding potential placement of various structures and parking for the park and bike trail.
7:06:57 PM Gulledge Asked Presson to discuss the purchase of a Jet trailer.
7:07:17 PM Presson Stated this project has been in the works for quite a while between himself, Craig Shire and the Village of Glen Carbon. Stated the importance of maintaining the sewer systems. Stated the Jet trailer would give them the ability to provide better maintenance for the residents on sewers, and also give the ability to clean culverts, manholes, lift stations, etc. Stated the handout shows the current specs the Village of Maryville put out, and the two bids that met those specs. Stated the total cost of the machine is $44,500. Stated Glen Carbon recently purchased their machine and put it into service last week. Stated the Village currently spends approximately $10,000 per year on maintenance that is contracted out because the Village does not have the equipment. Stated this purchase will facilitate emergency service for sewer back-ups.
7:10:09 PM Gulledge Commented that the cost to contract a company to jet the sewers in the past jumped from $700 to $1,000, and it continues to get more expensive. Stated with the expansion of the sewer system, if the purchase is not made now it will need to be in the near future. Stated there is an opportunity to get an additional $3,000 off the cost due to the purchase by Glen Carbon.
7:10:58 PM Presson Stated Glen Carbon got a life of almost twenty (20) years off of their last machine, which was similar to the proposed purchase for Maryville.
7:11:43 PM Garcia Asked what it does.
7:11:58 PM Presson Explained how it works. Stated it is connected to a hose with a high-pressure nozzle, which is fed into an opening and the jets clean and move debris.
7:12:15 PM Schmidt Asked for clarification that the $3,000 will come off the $44,500 bid price. He was told no, the original cost was $47,500, with a bottom-line price of $44,500. Asked if storage would be a problem. He was told no.
7:12:49 PM Gulledge Asked Kostyshock if his committee is recommending this purchase. He responded yes.
7:12:54 PM Bell Asked how often this machinery is rented per year. Presson answered it is rented approximately two times per year, not counting any emergency use. Bell asked if the Village owned the equipment, would maintenance be scheduled. Presson answered it would be a scheduled maintenance program.
7:13:38 PM Schmidt Asked if current employees would be able to operate the machinery. Presson answered that all training is included in the price.
7:14:39 PM Gulledge Gulledge asked the Board's opinion on the purchase. All agreed. The item will be placed on the agenda for the next Board meeting. Went on to discuss the audit report from MFT. Stated the numbers need to be approved. Asked for questions regarding the audit. There were none. The item will be placed on the agenda for the next Board meeting.
7:16:17 PM Schmidt Discussed his proposal for a new ordinance regulating retail merchandise outside a building. Showed a Power Point presentation of photos of businesses to which he is referring. Stated his opinion it is time the Board consider an ordinance restricting displaying retail merchandise outside licensed businesses within the Village. Stated there are several businesses within the jurisdiction that are not really taking advantage of Maryville, but the Village doesn't really have any restrictions against it, and it's not really a safety issue, so there is little power to tell them they can't do it. Most of these businesses are on Route 159. Stated he would like to try to get the idea to the attorney with the Board's approval to try to get something constructed before the widening of Route 159. Stated there are some troubled areas, and even in talking with the legal department, the attorney is saying that some of these areas that are already displaying their merchandise, even though this new ordinance is passed, unless the ownership of the business changes there is probably little the Village could do with the existing problems. Stated he would like to see the verbage "any licensed business within the district . . . no display of merchandise outside of the building that houses the business." Stated the business can always appeal to the Zoning Board for a special use permit. Stated he would like to see a clause included possibly exempting motor vehicles and businesses that rent or lease pieces of equipment. Stated that may be up for discussion, and since Wigginton is not in attendance, he did not run that idea past him, but he's sure the attorney can provide good points and bad points about this. Opened the discussion to the board.
7:18:53 PM Bell Commented about rental type businesses having the equipment displayed in front.
7:19:30 PM Schmidt Commented on the business in town that rents U-haul equipment. Stated he thinks before the issue gets out of hand, he'd like to see something on the books.
7:19:38 PM Garcia Stated her opinion that Route 159 should be cleaned up.
7:19:51 PM Callahan Stated his opinion that the ordinance should be made retro-active.
7:19:55 PM Schmidt Explained that Wigginton mentioned informing non-conformancy use, which he didn't understand, but basically has to do with trying to force an existing business, out of business. Stated if there is not something currently on the books and you try to pass a law or ordinance restricting what they are already doing, Wigginton thought it might be "stepping on their toes". Stated he thinks the only way to get around it is possibly when the owner of the business changes.
7:20:32 PM Bell Stated, in most cases, change of ownership is not going to happen, but thought they might be able to allow existing displays, but state the business can't add merchandise to it.
7:20:49 PM Gulledge Commented that the decision needs to be made if the Board thinks this is necessary. Stated he will appoint a committee to meet with the attorney. He asked trustees if they want to pursue this. Limberg, Schmidt, Bell, and Callahan stated they are in favor. Callahan commented that some businesses are in violation of the sign ordinance. Reference was made to the photos. Gulledge returned to his poll of the Trustees. Kostyshock is in favor, and agrees that now is the time to do it in view of the new commercial development along Route 159. Garcia is in favor. Asked Schmidt and Callahan to serve on a committee to put together a proposal and meet with the attorney. Went to Calendar updates.
7:23:58 PM Schmidt Reminded the Board the Village is scheduled to work the Paint recycling on Saturday, October 15. Explained that the date is Maryville's turn to help with the paint recycling program that is sponsored by Collinsville township. Stated it will be at the maintenance shed on Route 157 from 7:30 am to Noon.
7:25:14 PM Gulledge Asked for volunteers to work in order for the Village to stay involved with this program, which is a good program for the residents. Otherwise, the Village will have to pay public works employees to work. Asked Kostyshock to be the contact person for the project.
7:26:23 PM Kostyshock Explained that normally they have one city worker there at 7:30 am to set up, and the rest of the volunteers go at 8:00 am. Asked for volunteers. Gulledge stated he planned on attending. Limberg indicated he would check his schedule. Gulledge said he would check with Wigginton to see if his son would volunteer again. Schmidt stated if Bell would be there, he would be there.
7:26:48 PM Bell Stated the Pooch Party is scheduled for October 9th at Drost Park at Noon, and registration starts about 11:30 a.m. Stated this function is a lot of fun.
7:28:10 PM Limberg Stated the Library meeting is scheduled for October 11th at 6:30 p.m.
7:28:52 PM Gulledge Went to To-Do List, page 1; no comments were made. Went to page 2; Gulledge commented on the 18-inch parallel sewer line. Stated he viewed the work and it is going well. Stated he thinks the Village has a 30 foot easement on Duke Drive. Stated that it has been rocked in. Stated it might be a great access point for the walking trail and park. Asked Presson how long they have been working and how much longer the work would take.
7:31:16 PM Presson Answered they have been there approximately ten (10) days, so the work will continue another two (2) to three (3) weeks. Gulledge asked when microsurfacing was supposed to start. Presson answered it was supposed to start Friday, but would probably by pushed back to Monday or Tuesday due to the rainy weather.
7:31:38 PM Garcia Said there is a bad place in front of 12 Bonnie that needs to be fixed.
7:32:36 PM Gulledge Responded that with the weather they will not get started this week which may be better so the streets are not disrupted over the weekend. Stated Village employees did a good job in getting ready for the project.
7:33:02 PM Gulledge Commented that someone is circulating a petition to defeat sewers in the Bauer Lane area.
7:33:50 PM Bell Update on GIS: The server is in place. Jarod is getting a connection this week. Stated the project is coming along nicely.
7:34:34 PM Garcia Asked for the Employee Appreciation entry to reflect the June 17, 2006 date. Asked that the information be included in employee paychecks.
7:35:05 PM Schmidt Asked if there was any more insight on the Birch Lane problem.
7:35:28 PM Gulledge Responded no, he wasn't sure how the easements would go.
7:35:39 PM Bell Asked about the status of the Drost Park bike path and comfort station. Gulledge answered they would show it to the transit authority, who helped with the grant. Bell asked when will bid packets go out. Gulledge answered he did not remember the exact dates, but it is in October.
7:36:20 PM Gulledge Went on to page 3; there were no comments. Went on to page 4; there were no comments.  Went to Trustee comments. Asked how the library book sale went. Limberg replied he had not heard.
7:37:09 PM Schmidt Stated the Planning Commission meeting held Monday had two items on the agenda, both were final plat plan approvals. The final approval for the PDR for the Villas at Remington got tabled. Final plat approval of Stonebridge Estates received a positive recommendation. This is an SR 2 development in addition to the current Stonebridge development on the west side of town. There are nineteen (19) lots in this addition. Showed the location via Power Point. Stated that Osborn presented to the Planning Commission that the lot sizes are beyond 13,000 sq ft, where the minimum lot size of an SR2 is 10,400. This location falls under the pre-annexation agreement, no green space, no sidewalks, but they are improving the size of the sewers and building a wider street than what the regulations of the Village were at the time of the pre-annexation agreement. Commented on the Master Gardeners Tour. He was able to meet with the first group of about twenty people. Stated the group has a strong desire to planning and improving the park. Commented the visitors from the northern part of Illinois were impressed. Asked about the emergency lights along Route 159. Noticed one of the lights is gone. Gulledge stated it was taken care of, and the other one is not ready yet. Schmidt commented that there are holes in the road that need to be filled in. Gulledge stated that Presson has been calling daily to get the situation fixed.
7:42:56 PM Bell Commented on the e-mail class he attended at the IML Conference which related to electronic documents and how they relate to the Local Records Act, the Freedom of Information Act (FOIA) and the Meetings Act. Stated the Village does not have much to worry about, as most of the Trustees don't have local e-mail. Stated that any official business discussed in an e-mail is considered a local record and should be retained either in hard-copy or in a computer directory. Stated there was confusion regarding the Open Meetings Act and the fact that if an e-mail is sent to two Trustees, they are in violation of the Open Meetings Act unless public notice of the e-mail is made forty-eight hours in advance. Stated there was a lot of discussion and a lot of disagreement. Stated the attorney was in attendance, and he intends to speak with him about the issue. Stated he doesn't think the Village is using e-mail to conduct business, but more along the lines of getting information from vendors and suppliers, etc. Reminded the Board to be careful to retain any e-mails received. Stated he would make copies of the hand-out used at the meeting. Stated the attorney would probably give the Board more information regarding the issue.
7:46:07 PM Callahan Asked how many driveways have been poured wrong.
7:46:31 PM Gulledge Replied he didn't have a count. Stated the Village is trying to help those people as much as they can. Reminded the Board this is not a Village project, but a State project.
7:46:38 PM Callahan Stated the residents he has spoken with were very pleased that the Village got involved, and they thought it was helpful in getting the problem resolved.
7:47:43 PM Kostyshock Stated he would like to look into passing an ordinance requiring utilities to install wiring underground. Stated that in planning to have streets widened, for example Pleasant Ridge, East Main, Lakeview Acres Drive, he believes it would look a lot nicer to have the wiring underground than up on poles.
7:48:59 PM Gulledge Agreed. Stated he would talk to attorney to see if he has a sample ordinance with what some other communities have done.
7:49:29 PM Gulledge Stated the Village is looking for a member for the Park Board. There are currently five men and five ladies on the Board, and another person is needed. Commented that they all received a letter from CARD. Stated he would like to propose sending a committee to meet with them and the Illinois Municipal League and the Illinois Association of Park Districts. Asked Limberg and Bell to meet with them.
7:52:08 PM Bell With noting further to come before the Board, called 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.
7:52:37 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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The Village of Maryville