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Village of Maryville, Illinois

Description Caucus Minutes
Date6/8/2005 Location Council Chamber
Time Speaker Note
6:30:05 PM Gulledge Called the Caucus meeting of Wednesday, June 8, 2005 to order, and asked those in attendance to join in the Pledge of Allegiance. He asked for a roll call of those officers present. Answering the roll call were Trustees: Schmidt, Callahan, Kostyshock, and Garcia. Trustee Limberg was absent. Trustee Bell arrived later. Also in attendance were Clerk Long, Attorney Wigginton, Public Works Director Presson, Village Engineer Juneau, two (2) citizens, and one (1) reporter.
6:30:56 PM Gulledge Called for approval of the minutes of the May 25th Caucus meeting. A motion to approve the Caucus minutes, and place them on file was made by Kostyshock, and the second was made by Schmidt. Voting on the motion: Schmidt - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
6:31:28 PM Gulledge Went the to first agenda item, Purchase of Equipment, a Mini-Excavator, and asked Presson and Kostyshock to discuss it.
6:31:52 PM Kostyshock Said they want to buy a mini-excavator instead of a standard backhoe. They need something smaller for small places. He said the cost is about half as much as a standard backhoe. He asked Presson to tell the Board why the need one.
6:32:19 PM Presson Began by saying he had the opportunity to use this piece of machinery. It has worked out quite well. It is about half the size of a backhoe. They would be doing quite a bit of work with it. It is less intrusive to homeowners yards; it's better for tight spaces and hillsides. It will give them an extra piece of equipment, that is an excavator type of equipment. They are doing more and more of the excavator type of work, such as water main installations, sewer lines, etc. He said with the research he has done, he thinks it will save the Village approximately $25,000. 
6:33:10 PM Gulledge Commented that he knows Presson has tested one of these, he saw it at the shed for about a week or so.
6:33:13 PM Presson Said they had the opportunity to test it the first time for a week, and the second time, they had it for about three days. Both times it performed very well on the jobs they were doing.
6:33:32 PM Kostyshock Talked about the size of the tires. A regular backhoe has big tires. This one has a track. They will not be digging into the people's property.
6:33:45 PM Presson Commented that this piece of equipment will allow them to use the current attachments they already have.
6:33:51 PM Schmidt Asked how they would get it from site to site. Presson replied with a trailer.
6:34:11 PM Gulledge Asked if anyone had any other questions. He said he has told them to go ahead with putting out bids. The bids will be due in, and opened on June 21st. They will bring it back to the Caucus on the 22nd.
6:34:31 PM Schmidt Asked if it would be stored in the main shed. He was told it would be. He asked if there is any lighting on it.
6:34:58 PM Presson Replied there are several work lights, audible alarm, etc. and uses diesel fuel.
6:35:28 PM Gulledge Went to the next agenda item, CK Power Generator Maintenance Contract. He commented this contract is for the generator at the Police Station.
6:35:39 PM Kostyshock Said he has received a bid from CK Power for maintenance in the amount of $630 for one year, and a second year for another $630. He recommends taking the two year contract. The price may raise otherwise.
6:36:12 PM Schmidt Asked if this could be paid one year at a time.
6:36:15 PM Garcia Asked if they offered a discount for taking two years.
6:36:17 PM Kostyshock Replied no.
6:36:29 PM Gulledge Commented that this is the same price it has been for several years. He agrees with Kostyshock, the price could go up. He will check on Schmidt's question. With no other questions or comments, he said this will be on the Board agenda next week. The next item to be discussed was the Motor Fuel Tax Concrete Bid Award.
6:37:19 PM Kostyshock Commented that Schwend's Ready Mix got the bid from the State at $75.00 a cubic yard, and a $45.00 per load charge. The engineer's estimate was $18,750 for concrete this year, and $900 for the load charge. He is recommending that the Board go along with Juneau's recommendation to accept the bid.
6:38:09 PM Schmidt Asked if the bids go to the State, and the Village doesn't see the other bids, and they tell us which is the lowest.
6:38:12 PM Gulledge Replied no, they were the only bid.
6:38:18 PM Kostyshock Commented that they get the best bid they can.
6:38:29 PM Gulledge Told them again that there was only one bid.
6:39:24 PM Schmidt Wanted to know if it could be rebid. He was told no, and this bid was through the State.
6:39:49 PM Callahan Asked if cement goes on sale somewhere else, can it be purchased there.
6:40:12 PM Juneau Answered no. Any purchase over $10,000.00 must be advertised for bid.
6:40:22 PM Gulledge Said this will be on the agenda for the next Board meeting. He went to the next item, Old Town Storm Sewer bids.
6:40:38 PM Juneau Said there were seven bids received. The low bid was $378,885.23 from Petroff Trucking Company to a high bid of $580,960.40 from Thiems Construction. The Engineer's Estimate was $408,911.50. The bids were competitive. This project includes putting storm sewers in on all the old town areas east of 159 and putting catch basins at the intersections. It is designed along the roadway, so they can come back and follow this project with a curb and gutter project. He commented that this is a very large project and is something that old town needs.
6:43:04 PM Gulledge Commented that Juneau & Associates and the Public Works Committee are recommending that the Village go with Petroff Trucking. Part of the project is bid with Motor Fuel Tax monies in the amount of $200,000. There will be about $200,000. the Village will have to pay, either from General Fund or borrowing the money, etc. He commented they can talk more about funding the project after the discussion on the bids for the 18" parallel sewer. He asked Juneau if they were to award the bid, if it would interfere with the Homecoming in July.
6:43:06 PM Juneau Commented they have talked about holding the contractors off the project until after the Homecoming. By the time the project is awarded and they have their bid bonds, certificates of insurance, etc. it would be after the Homecoming before they would get the Notice to Proceed.
6:45:00 PM Schmidt Asked if there were any utilities that will be in the way.
6:45:15 PM Juneau Replied there are utilities, but they have located the lines so they can avoid them as best as they can. He commented that the plans show that most of the work is in street and the utilities are more on the side.
6:45:39 PM Schmidt Asked Juneau what kind of over run he expects, 20% or so.
6:45:46 PM Juneau Replied he didn't think it would be that high, perhaps in the 5% range, and hopefully none at all.
6:48:11 PM Gulledge Discussed funding for both projects. He thinks these can be paid for from General Fund and WSOM Fund. The tax money is starting to come in now.
6:49:42 PM Kostyshock Commented that the water line relocation on 159 is complete, and the cost was over $500,000. and it is paid for. He said he thinks they can handle these without any problems.
6:49:53 PM Juneau Said they received 7 bids on the18" parallel sewer. He said they have done a lot of sewer studies for the community over the last few years and one of the things that came out of the sewer study is that the existing interceptor sewer, especially at the upper end is only 12 inches in size. It is not large enough to handle the growth that is taking place. Schmidt displayed the area via power point and Juneau pointed out the lines. He talked about the need to upsize the sewer line. HCS Lynch Construction was low bidder in the amount of $156,710.70. The engineers estimate was $160,439.75. The high bid received for this phase was $294,827.25 and was from Keller Construction. He commented that he has worked with HCS before and they have done a very good job.
6:53:27 PM Gulledge Reminded everyone about all the problems last year when the heavy rains came, and all the flooding on Third Street. He talked about the 12 inch line and how it backs up into the three houses on Third Street. This will relieve the pressure and give more expansion room to the north, and eventually to the east.
6:55:45 PM Callahan Asked if the purple line above the 18 inch line was going to be taken out.
6:56:11 PM Juneau Replied no, they will run parallel to each other. The discussion that followed was based on the power point projection.
7:02:32 PM Gulledge Said he wants to award the bids next week. He talked about how to pay for them.
7:03:14 PM Kostyshock Commented that both bids came in lower than he thought. He said it has to be done.
7:03:30 PM Gulledge Asked if anyone is opposed to doing these two projects. He asked if anyone had any objections to his suggestion of paying for the projects from Motor Fuel, General Fund, and WSOM. He sees no reason at this time to borrow the money.
7:05:49 PM Callahan Commented that on the Old Town Project, there is $100,000 ear marked for roads in the General Fund that could be used. There is $200,000. from Motor Fuel. He figures they would have to come up with approximately $80,000.
7:06:38 PM Gulledge Commented at present, there is no need to borrow money. This will be on the agenda for Board approval at the Board meeting Wednesday.
7:09:05 PM Gulledge Discussed the Ehret Plumbing Retainage Release. He said the Village still owes the retainage of $27,007.77. He commented that this is on the agenda because he, Kostyshock and Juneau wanted to make the Board aware of it. The punch list has been done, and the only thing is that Ehret still has things stored on Keller's Property.
7:10:17 PM Gulledge The next item discussed was the Outreach Center contract award. He asked Juneau to talk about the bids.
7:10:38 PM Juneau Commented that the Village has applied to Madison County Community Development for the last 3 years, to get money to improve the Outreach Center as it exists at the old Fire Station. Last year, the Village was successful in obtaining a $125,000.00 grant for the project. There has been a lot of volunteer effort put into this project. An architect has volunteered to serve, and draw up the plans. His firm has also volunteered to assist in the project, as well as over $100,000 worth of materials and labor have been donated. The estimated cost of the overall project is $325,000. He said they must move on this project so the grant funding can be secured.
7:12:31 PM Bell Arrived and was seated.
7:12:35 PM Juneau Continued discussing the Outreach Center. He said when they put the project out for bid, the estimated cost was $ 182,984. He said they had a pre-bid conference with the bidders explaining what the project was about. There were seven bidders on the project. The bids were very competitive, ranging from the low bid of $143,200 to a high bid of $329,416. Most bids were in the range of $178,000 to $190,000. The low bid of $143,200 was from HS Contractors. He said they have worked with them before doing a lot of sewers and infrastructure work. They have also built fire stations, done a lot of rehab work, and a lot of residential construction. He said this building is very similar to residential construction. It has brick facade with wood trim. The bid is for the exterior walls and the roof. The roofing shingles will be put on with volunteers, the material and labor has been donated. The bid includes all the windows, plumbing and the slab. Also all the interior walls and the ceiling; the drywall work. The HVAC system or the electrical system, beyond what is in the exterior walls, is not in the bid. The exterior work which affects the water and sewer, which will be done by others.
7:15:13 PM Callahan Asked Juneau about the plumbing. Juneau replied the plumbing below the slab is done.
7:16:12 PM Gulledge Commented on the plumbing above the slab. He told them he has had a union plumber who lives in Maryville volunteer all the labor, and he said they have already received a discount on the plumbing supplies. He said they have met with Madison County Community Development, and they are okay with this. Also, he has applied for another $30,000.00, and they are working hard to secure this too.
7:17:05 PM Callahan Asked what the Village's out of pocket expense will be.
7:17:26 PM Gulledge Replied that the Village is not committed to anything except hook up the water and sewer. He asked if there were any other questions or comments. There were none. He said this will be on the agenda next week.
7:20:30 PM Callahan Asked if they were obligated to serve everyone. He said currently they basically serve people from Maryville and those who live in Collinsville Township. Garcia commented that they have rules, but, people from Collinsville Township are allowed to participate. But, this can be changed at any time. Callahan commented he is concerned because of the Khoury League, and the children.
7:20:55 PM Bell Asked what kind of references HS Contractor has.
7:21:00 PM Juneau Answered that he is sending a list of references, and he also forwarded it to the County.
7:21:25 PM Gulledge Commented that he noticed that they built the Aviston Fire House, and Simmons, Cooper Law Firm. They did Alhambra, park pavilions, etc. in the parks there.
7:21:32 PM Juneau Commented that his firm has worked with them a lot on water and sewer projects. He said they have been very pleased with their work.
7:21:44 PM Gulledge Commented that this will be on the agenda next Wednesday for award of the contract. He went to the next item, Building Permits for May, 2005.
7:22:10 PM Schmidt Gave the May, 2005 building permit totals as: total fees generated were $8591.80 for a total valuation of $2,649,000.00. He commented that this is for the first month of the fiscal year 2005-2006. There were ten single family building permits issued.
7:22:57 PM Callahan Asked Schmidt if it is a flat fee for a swimming pool. Schmidt replied he is not sure, but will find out.
7:24:19 PM Gulledge Asked Attorney Wigginton to discuss the Master Repurchase Agreement with UMB Banks. He said this is for the Sweep Account.
7:24:33 PM Wigginton Explained that the new agreement pays 97% of the Federal Fund Rate, which as of May 1 was approximately 2.66%. Currently the Village is getting about 1%. The bank recommends switching to this account. He told the Board he has read the agreement and approves it. He has spoken with Brussatti, and he recommends this be approved at the next meeting, so the Village can begin receiving the higher interest rate.
7:26:05 PM Gulledge Commented that this will be on the agenda for approval next Wednesday. He went to the next agenda item, 2005-2006 Budget, and asked Callahan to discuss this item.
7:26:41 PM Callahan Said he has not received anything back on the changes. He said since it is happening so soon, he thinks they should tell department heads responsible for generating the budget what to anticipate for the health insurance. He commented that they had instructed the department heads on big items to adjust the figures to 10 or 15% of the total number. However, two items discussed this evening will be paid 100%, so they will need to adjust the budget accordingly.
7:28:14 PM Gulledge Talked about the Appropriations. He said he has met with the department heads, and came up with the numbers. The Estimated Anticipated Revenues will be done next week. He will make sure they are in the packets next week for their review only. No action will be taken at the Board meeting, until the July 6th meeting.
7:29:30 PM Callahan Talked about the appropriations causing problems with the budget. The Appropriations sets the spending limit therefore it is always high. A budget must be more realistic.
7:30:24 PM Wigginton Commented that they will see the appropriations this year are much more realistic. He reminded the Board that they are required to pass this during first quarter of year. He said Brussatti as the Comptroller must produce and announce at a meeting the estimated anticipated revenues.
7:31:47 PM Bell Asked if the appropriation figure in Public Comfort was for the comfort station along the bike path even though they have a grant. Mayor replied it is not figured in because it is grant money. The money appropriated is for the restrooms in Firemen's Park. He asked about the Park Land Acquisition figure in the Parks & Recreation appropriations. It was reduced from $500,000 last year to $200,000 this year. Mayor replied this doesn't mean they can't actively seek park land, they can only pay $200,000 down if it is more. Next, Bell said the line item Maintenance Supplies- Park may be low. He was told most things will come from the Park Improvements total.
7:33:57 PM Schmidt Asked about the automotive fuel and oil appropriated for Street & Alleys being lowered from last year. Mayor replied it was lowered because the actual figure spent was a lot less that what was appropriated last year. He said he is trying to make the appropriations more realistic than they have been in the past.
7:35:44 PM Gulledge Went to Calendar Updates
7:36:03 PM Bell Said the Fishing Derby is Saturday, June 18. The Hazardous Waste Drop Off at Ameren is on Saturday, June11. June 18th is also the book sale at the Library, and the Employee Appreciation Day is June 18. Swimming will start at 4 p.m. The time for the party was set at 3 p.m. to 8 p.m.
7:39:01 PM Callahan Said the Economic Development Committee meeting is on Monday, June 13, and Dale Keller will attend.
7:39:25 PM Gulledge Went to the To Do List, page 1. There were no questions or comments. He went to page 2. He asked about the leaf burning. Schmidt answered that the information has been turned over to the attorney.
7:40:29 PM Bell Asked Kostyshock about the Cedar Valley Bike Trail landscaping. Kostyshock replied he has called many times, and the man keeps saying he is going to do it. Bell wants to put an item on to do list, "Charter To Pull Lines Between Buildings" under Computer Technology on page 3.
7:42:05 PM Gulledge Went to page 4; there was nothing to discuss. He went to Trustee Comments.
7:43:34 PM Schmidt Asked about an insert for the Employee Handbook, addressing the sick days. He doesn't remember discussing this.
7:43:52 PM Gulledge Replied that Trustee Garcia brought this to the Board and it was discussed. This was approximately three months ago.
7:44:47 PM Callahan Asked Schmidt where the Wandling Property is located. There is a public hearing scheduled for rezoning the property from SR-1 to B-1. The address is 2722 Maryville Road.
7:45:18 PM Gulledge Answered that the property is across the street from the First Collinsville Bank on Maryville Road. It is the house next to Besant's house.
7:45:47 PM Callahan Asked Juneau about a discussion, that he, Presson, and Wigginton had last Wednesday night about sewer flow, and water flow on the north end of town. He asked what the plans are to handle the flow that will be coming from the north end that at one time the Board thought might go to Glen Carbon.
7:46:32 PM Juneau Replied that he has a report ready to go over with the Mayor.
7:48:42 PM Bell Asked if Maryville was under a water conservation order. He was told no, but some surrounding areas are. However, they did stop the bulk water sales.
7:51:39 PM Kostyshock Talked about the Library. He told the trustees and those in attendance that if they have not been to the Library, they should go. They have a huge number of books; they are getting a lot of donations, money as well as books. The flag has been put up at the Library, and has the lights on it. The two signs will be put up this week. The volunteers are working hard and are really dedicated.
7:52:25 PM Garcia Suggested that they need to look at the Personnel Policy regarding jury duty. There is an employee that has been on jury duty for two weeks. Ten days is all the policy allows, then they must use their vacation time. She commented that this doesn't seem fair.
7:53:32 PM Wigginton Commented that this is a decision the Board can make.
7:56:11 PM Gulledge Commented that because the population of Maryville went over 5,000 the Village is obligated to have a Fire and Police Board. He is reminding everyone that there has not been a budget approved yet. However, there are some charges coming up due to testing expenses. He was e-mailed a copy of their proposed budget in the amount of $15,000.00. He will put a copy in the Trustees packet.
7:57:55 PM Gulledge With no other business to come before the Board, he called for a motion to adjourn. Bell made the motion to adjourn, seconded by Kostyshock. Voting on the motion: Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
7:58:22 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk   

Produced by FTR Log Notes

The Village of Maryville