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Village of Maryville, Illinois

Description Caucus Meeting
Date 5/11/2011 Location Council Chamber
Time Speaker Note
6:30:11 PM Gulledge Called the Caucus meeting of Wednesday, May 11, 2011 to order and invited those in attendance to join in the Pledge of Allegiance. After the Pledge, asked for a roll of those officers present. Answering the roll call were Trustees Vallino, Schmidt, Bell, Kostyshock, Garcia and Short. Also in attendance were Attorney Motil, Clerk Fenton, Public Works Director Presson and Treasurer Henry.
6:30:51 PM Gulledge Called for approval of the April 27th 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 Vallino. Voting on the motion: Vallino - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
6:31:22 PM Gulledge Went to first item, Burdick Creek water main relocation project, and asked Presson to discuss.
6:31:33 PM Presson Explained the Burdick Creek water main is located off Old Keebler Road. Explained there have been major failures in that pipe, and Collinsville Township has tried to save the side of the road; however it can no longer be put off, and the entire section is going to be replaced. Stated this will entail shutting the road down on both sides, removing the existing culvert and replacing it with a new one. Explained the water main goes over the top of the culvert, necessitating the removal and replacement of the main. Stated the low bid from DNP is $20,514.20.
6:34:56 PM Gulledge Went to next item, and asked Presson to discuss.
6:35:05 PM Presson Stated Pay App. #2 to LW Contractors for Schiber Court improvements is in the amount of $156,162.22. Explained they have about $10,000 in the project, which equals approximately 100 feet of pavement removal, or five sections of road. Stated after these five sections are replaced the project will be complete.
6:37:29 PM Gulledge Went to next item and asked Presson to discuss.
6:37:37 PM Presson Stated Pay App. #7 to Bruce Concrete is for the Lakeview Acres Road project in the amount of $1,853.61. Stated the retaining wall repair previously awarded to AJD is scheduled to start Monday and should be completed within five days, after which Bruce Concrete will perform final grading and seeding. Commented Phase 2 should be completed within the next two weeks, weather permitting.
6:38:29 PM Gulledge Went to next item, GIS updates.
6:38:35 PM Presson Explained GIS is used for location of services. Stated the total cost for updating the service is $11,500. Commented the cost of the updates is normally split between departments.
6:43:37 PM Gulledge Stated the noise ordinance item has been tabled. Went to next item, 2011/2012 budget.
6:45:32 PM Gulledge Commented following review of the first draft, all department budgets were cut in some way.
6:46:35 PM Schmidt Commented Chief Schardan's concern was there was not another new vehicle in this year's budget. Stated he was told if he can get a grant he could purchase one; however he does not believe he will receive a grant. Mayor commented they agreed to leave it out of the budget but take the issue up at the end of this fiscal year to see if there was money available.
6:49:35 PM Vallino Clarified they are basically $500,000 away from being balanced. Mayor responded that is including special projects. Henry directed his attention to the second page which omits special projects and shows a small budget surplus.
6:51:50 PM Vallino Questioned whether cutting some items completely out of the budget from the previous year is realistic. Henry explained the reasoning behind such cuts.
6:52:32 PM Bell Questioned the amount budgeted for engineering on parks. It was explained the DCEO grant will not cover engineering for the new Fred Winters Park.
6:55:02 PM Schmidt Commented the Public Works vehicles have been allowed due to the availability of funds in WSOM.
6:56:55 PM Vallino Asked if there has been a reduction in staffing. He was told no.
6:57:15 PM Garcia Questioned the reduction in the administration wage budget. Mayor responded it was due to last year's retirement of Thelma Long and money owed to her for vacation and sick time.
6:57:32 PM Gulledge Commented regarding staffing, they may not be in a position to replace Officer Luna. Henry commented that the salary is included in the budget.
6:58:36 PM Vallino Clarified with the special projects included, the deficit is covered with money in accounts and CDs. He was told there is currently $1,217,000 in CDs which is not restricted and can be allocated however the Board decides. Vallino asked if there will be penalties to use the CD funds.
6:59:11 PM Henry Explained the CDs are tiered so different amounts mature at different times, including two that mature monthly to be used as needed for emergencies. Mayor reminded all that there are funds in the working cash fund that can be used provided they are re-paid to the fund by the end of the fiscal year.
7:00:06 PM Gulledge Commented they are working on bids for the training center for the fire department for painting as well as an independent contract agreement for welding which should save some money.
7:02:07 PM Schmidt Discussed wages. Stated the Fire Department is currently working without a contract. Stated they figured 3% into the budget for those three staff people, hoping it will be less but knowing it will not be more. Stated the Police Department contract expires April 30, 2012, and their first increase was 2.75%, making this year 3.25%. Stated the Public Works contract expires October 31, 2011, so they figured a 2% increase for the balance of the budget (five months). Explained they will continue with the current auditor and are in negotiations for continuing a contract. Stated 3% was included for full-time non-union staff.
7:05:19 PM Gulledge Explained a Safety Officer position is included as currently held by Presson which pays $600 per year. Stated the responsibility includes scheduling of safety workshops with Risk Management. Stated they are proposing eliminating the position and shifting the responsibility to the Comptroller as part of his regular duties. Commented the Safety Officer position has not yet been appointed for the year.
7:09:46 PM Gulledge Polled the Board on their opinion of eliminating the Safety Officer. All were in favor of retaining Presson in the position.
7:11:10 PM Bell Discussed the budget amount for computer equipment. Commented the budget amount will not cover replacement of a server and two PCs. Comments were made that a budget amendment can be made should an issue arise with any of these items.
7:16:01 PM Kostyshock Asked why a telephone is installed in the Community Center. He was told it is a safety and liability issue due to the fact the building is rented to the public. Mayor commented the phone is the minimum cost available and cannot be used for long distance calls, etc. Kostyshock commented his opinion the Museum is no different and should have a telephone as well. Mayor stated the Museum Committee agrees they do not need a phone as all on the committee have cell phones. Reminded Kostyshock the building is not rented out, so any time it is open either a Village committee or staff member is present.
7:19:48 PM Short Asked the circumstance by which the computer maintenance budget has been more than doubled. Henry explained it is the service maintenance part of the website.
7:21:53 PM Henry Stated this is the first year in which the WSOM enterprise fund will pay the General Fund for administrative costs. Stated the auditor informed her it is a common practice as long as a legitimate formula is used. Stated percentages of time spent working on Water Department issues by the Treasurer, Comptroller, Clerk, Mayor, as Trustee Kostyshock were figured and a calculation was determined including wages, benefits and taxes. Stated her formulas and calculations were approved by the Auditor. Explained at the end of the fiscal year, the amount will be paid to the General Fund. Stated this year's amount was $32,000.
7:24:59 PM Garcia Commented her opposition to issuing ribbons in lieu of cash prizes to art show winners because she is afraid it will deter entrants. Henry responded this decision was made because the majority of entrants in the contest are not Maryville residents.
7:31:53 PM Garcia Asked about the inclusion of income from the Geiler development when it may not pass Board approval. Henry stated they are confident enough in the project that the Village will see the revenue for permits, water and sewer taps and green space fees. Garcia voiced her opposition to more apartments in that area. Gulledge commented it is a good opportunity for that property because of the zoning. Commented no one will use the property for single family houses due to the location of the property. Discussion ensued.
7:33:46 PM Schmidt Commented that was the only development they knew of that they were confident of adding revenue to the budget.
7:34:38 PM Short Questioned the 11% pay cut in the Clerk's wages. Henry commented it was a typographical error and will be corrected.
7:35:25 PM Gulledge Stated the budget will be on the next Board meeting agenda for passage.
7:35:32 PM Gulledge Went to Calendar Updates. Events were discussed.
7:39:35 PM Gulledge Went to Public Input. There was none.
7:39:41 PM Gulledge Went to To Do List.
7:41:37 PM Gulledge Went to Trustees' Comments.
7:41:51 PM Schmidt Commented he heard on the radio that Governor Quinn believes a miracle will solve the State's budget issues and will withhold all funds if legislature does not pass bills to either borrow the money or sell bonds.
7:43:31 PM Kostyshock Reminded all that the Maryville School field trip is scheduled for Monday. Next, stated elections were held for the Museum Committee with the result that Mike Mason is Chair, Sharon Petty is Treasurer, and Janet Butts is Head of Finances.
7:44:19 PM Gulledge Went to Mayor's Comments. Stated he sent a letter and copy of the resolution opposing LGDF cuts to Senator Haine, Representative Kay and Governor Quinn. Stated Haine and Kay both expressed that they are opposed to cuts of any kind. Stated Haine's opinion that it will not pass either one of the Houses. Stated he received a letter from the IML stating if the cuts pass at $23.40 per person, it would result in a $300 million cut to just the district that Bill Haine represents. Stated it would cost Maryville approximately $175,000. Read from the IML letter, which explains LGDF is not the State's money; it has belonged to cities and counties since the income tax was instituted in 1969 and the State only collects the money on behalf of local governments for efficiency. Next, stated they are going to try to put together projects for submission to the members initiative in case money is available. Explained it has to be for bonded projects such as street, sewer, etc. Stated one of the projects to which he feels they should give some consideration is the driveways at the fire house. Stated another is to fix the sewer line along Route 159 to spur some Economic Development from Bauer Lane to approximately before the shopping center. Stated he needs some more projects to add to the list and encouraged submission of ideas.
7:53:57 PM Short Stated the Homecoming Association will hold a special meeting Monday to discuss the opportunity to purchase a demo ambulance and may be coming to the Board to ask the Village to sponsor financing.
7:55:07 PM Gulledge Asked for a motion to go into Closed Session to discuss personnel issues under 5ILCS120/2(c)(1). Motion was made by Schmidt and seconded by Bell. Voting on the motion: Vallino - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
8:36:10 PM Gulledge Asked for a motion to come out of Closed Session. Motion was made by Schmidt and seconded by Vallino. Voting on the motion: Vallino - yes; Schmidt - yes; Bell -yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
8:36:27 PM Gulledge With no further business to come before the Board, asked for a motion to adjourn. Motion was made by Bell and seconded by Vallino. Voting on the motion: Vallino - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
8:36:44 PM   The meeting ended.

Respectfully submitted,


Tracy Fenton, Village Clerk

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The Village of Maryville