Meeting Minutes- May 4, 2016
The Churubusco Town Council met on May 4, 2016 at 6:30 p.m. in the Town Hall. Members present were President Frank Kessler, Council Members Mark Pepple and Bruce Johnson, and Clerk- Treasurer, Madalyn Sade-Bartl. Also in attendance was area residents Pat Stanford and Pat Liggett; Vivian Sade, Churubusco News; Wastewater Superintendent, Bob Gray; Town Supervisor, Jeremy Hart, Park Superintendent, Rick Krider; and Town Marshal, Mike Engle.
Council President Kessler called the meeting to order, welcomed visitors and led the Pledge of Allegiance. Roll was called by the Clerk-Treasurer. All members were present.
Approval of April 20, 2016 meeting minutes:
Mr. Pepple made a motion to approve the minutes for the meeting of April 20, 2016. Mr. Johnson seconded and the motion carried 3-0.
Approval of Claims and Payroll Vouchers:
Claims Vouchers dated for May 4, 2016 in the amount of $94,986.86 were approved.
Public Comment:
Mr. Krider stated the asphalt at the north Park entrance was deteriorating. Mr. Hart stated he thought the Smith Township Trustee would assist in paying for repaving when that time came as the entrance was being use by the Fire Department. Ms. Bartl stated she would give the Trustee a call and alert her of the situation.
Old Business:
1. UTV Quotes- At the April 20 meeting, Ms. Bartl had presented two quotes for a utility vehicle to be used for landscaping and tree care. The Council had tabled the decision and requested other options be presented. Ms. Bartl obtained two more quotes for equipment and presented those to the Council. The new quotes were for less powerful vehicles with a lighter load capacity. Mr. Hart was also present to answer any questions the Council had concerning the functionality of the vehicles. After discussing the capabilities of each machine and the work that would be performed, Mr. Pepple made a motion to accept the quote from Bobcat in the amount of $12,460.15. Mr. Johnson seconded and the motion carried 3-0.
New Business:
1. Tree Purchase Quote: On behalf of the Churubusco Tree Board, Ms. Bartl presented the Council with four quotes for tree procurement. She stated the Board had met earlier in the week and discussed the quotes and had concluded that while it was not the lowest quote, JB Landscaping was the firm they would recommend based upon customer experience and recommendations. Mr. Pepple made a motion to accept the Board’s choice to procure trees from JB Landscaping in Columbia City in the amount of $10,965.00. Mr. Johnson seconded and the motion carried 3-0.
2. Part-time water/street employee: Mr. Hart informed the Council the current ICE student would be leaving for college in late July. He stated Ms. Bartl had inquired the ICE coordinator earlier in the spring concerning the hiring of a student for the 2016-17 school year, but was informed students who were interested in positions such as the Town’s had already secured employment. With the increasing workload and the possibility of John Hart moving to part-time in the next few years, Mr. Hart felt it may be time to hire a permanent part-time employee. Mr. Pepple stated he felt Mr. Hart’s department was understaffed and some employees were being underutilized. Ms. Bartl stated they had interviewed a candidate and he was very interested in the position. Mr. Pepple thought it best to advertise the position before hiring someone. President Kessler reminded the Council the position would have to be opened first. Mr. Pepple made a motion to open a part-time utility assistant position not to exceed 29 hours a week. Mr. Johnson seconded and the motion carried 3-0. Ms. Bartl stated she would post the position.
3. Final change order and pay application for OCRA project: President Kessler presented the Council with a change order and two pay applications for the OCRA project. Change order #4 deducted the price of trees we did not plant which were in the contract. It also accounted for fixing fascia which was damaged during demolition. MR. Johnson made a motion to accept change order #4 resulting in a $710 credit to the contract. Mr. Pepple seconded and the motion carried 3-0. Pay request 5 and 6 were also presented. Mr. Pepple made a motion to approve pay request #5 in the amount of $2650.00. Mr. Johnson seconded and the motion carried 3-0. Pay request 6 for the amount held in the retaining fund was also presented. Ms. Bartl stated the amount presented did not match the amount which was being held as interest had accrued. She did not have the figures with her of how much was in the account that that time. President Kessler stated another pay request would have to be submitted for the accrued interest as the engineer had already certified the pay request. Mr. Pepple made a motion to approve pay request #6 in the amount of $19588.08. Mr. Johnson seconded and the motion carried 3-0.
Department Reports:
Jeremy Hart, Town Supervisor
Mr. Hart presented the attached report. President Kessler asked for a status update on the Greenwood Loop. Mr. Hart replied it was slowly being completed, but the weather was not cooperating. President Kessler also asked about the infiltration occurring at Holiday Park. Mr. Hart explained his plan for dealing with the issue. Mr. Pepple asked if Mr. Hart had a plan for fixing the potholes which were popping up around town. Mr. Hart stated he was trying to fix them on Fridays as he used that day as a clean-up day and a day to finish projects and do routine maintenance activities. Mr. Johnson inquired about the possibility of putting a guard rail at the Government Center as he was worried a motorist may run into the gas main and air conditioner unit located on the side of the building. Mr. Hart stated it was a possibility and would work on completing that.
Bob Gray, Waste Water Treatment Plant Supervisor
Mr. Gray reported the Plant was running well and IDEM was at the Plant earlier in the day and completed a 3-hour inspection and had not found any issues.
Michael Engle, Town Marshal:
Marshal Engle reported the camera installer was supposed to finish everything the following week. He also reported he almost had a new squad car, but the dealership had ordered the wrong vehicle, so it would be a few more weeks.
Rick Krider, Park Supervisor:
Mr. Krider stated the Park was busy with spring athletics and they were working hard to dry out. The recent rain had cancelled many of the activities.
Ron Felger, Town Attorney:
Mr. Felger was not present.
Council Reports:
President Frank Kessler:
Mr. Kessler reported the Main Street dedication that was held earlier in the day ad went very well and was well attended, He also stated the Pork Chop dinner was successful.
Bruce Johnson:
Mr. Johnson had nothing to report.
Mark Pepple:
Mr. Pepple had nothing to report.
Madalyn Sade-Bartl:
Ms. Sade-Bartl reported the Safe Routes scope change finally came back and was approved. She also alerted the Council the Safe Routes project manager was no longer with DLZ Engineering, but DLZ was committed to getting another project manager on the project as soon as possible. Phil LaBrash who had been working with Jay Stankiewicz would probably be taking the project over full time.
Having no other business and after all proper papers were signed, President Kessler adjourned the regular meeting.
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Council President, Frank Kessler
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Council Member, Bruce Johnson
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Council Member, Mark Pepple
ATTEST:
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Madalyn Sade-Bartl, Clerk-Treasurer
