Minutes 9/18/24

by Madalyn Sade-Bartl on October 2, 2024 in Meetings, Minutes

Meeting Minutes – September 18, 2024

The Churubusco Town Council met on September 18, 2024 at 6:00 PM in the Town Hall. Members present were council members Mark Pepple, Devin Keener and Nathan Van Horn; and Clerk-Treasurer Madalyn Sade-Bartl. Others present were local residents Kayla Crance, Lisa Fensler, and Mike Pressler.
President Pepple called the meeting to order, welcomed visitors, and led the Pledge of Allegiance. The Clerk called roll. All members were present.
Approval of meeting minutes for September 4, 2024 & September 12, 2024:
Meeting minutes for September 4, 2024 and September 12, 2024 were presented. Mr. Van Horn made a motion to approve both sets of minutes as presented. Mr. Keener seconded, and the motion carried 3-0.
Approval of claims and payroll vouchers:
Claims vouchers dated September 18, 2024 in the amount of $1,463,984.14 were presented and approved.
Public Comment:
Kayla Crance (3030 S. 500 E, LaOtto) wanted clarification on a statement made at the September 4, 2024 meeting regarding the wages for the chief-of-staff position. At the September 4 meeting, the Council had stated that there was not an increase to Ms. Sade-Bartl’s pay when the chief-of-staff position was created. However, per Gateway, Ms. Sade-Bartl’s wages had increased significantly from 2012 ($41,719.19) to the last year reported, 2023 ($75,669.12). The Council explained, once again, that the clerk-treasurer position, as it has always been written in the salary ordinance, was considered a part-time position. The annual salary related to the clerk-treasurer position is currently around $22,000. That salary can only be increased and never decreased. Prior to 2023, the elected clerk-treasurer (Ms. Sade-Bartl and her predecessors) also held the title of office manager, a full-time position with a salary attached to it that made up the remainder of that employee’s wages. Both positions were eligible to be increased by annual salary increases in the same manner that all other employee wages were increased, and those increases are annually passed at the end of the year by passing a salary ordinance. In late 2022, the Council decided to change the title of office manager to the title of chief-of-staff. A new job description was created for that position that encompassed the same duties as the office manager position but included the duties related to the now non-existent grant administrator position and the now non-existent town supervisor position. Because Ms. Sade-Bartl was already doing most of those duties as she already served as the office manager and grant administrator and was responsible for the human resources duties that were included in the town supervisor position, she was appointed to the chief-of-staff position. Ms. Crance asked who was taking commission from the grants that were being awarded to the Town. Ms. Sade-Bartl stated no one received a commission from those grants as grant writing/administration was part of the job duties of the chief-of-staff. Ms. Crance asked why, after the 2022 audit cited “lack of internal controls” the same person was appointed to be the chief-of-staff. Mr. Pepple stated the Council felt that at the time the position was created Ms. Sade-Bartl would be the best person for the position and stated that she has been since she has taken on that role. Ms. Crance asked if the next audit would find the same issues concerning a lack of controls. Mr. Keener reiterated a statement that was made at the September 4 meeting that there have been additional steps taken since that audit to address the items mentioned within the report. He also stated (as he was at the exit conference for that audit) that the audit comments did not mean there were no controls in place. That was not the case. The auditors instead suggested additional measures be put into place to strengthen what was already being done and the Clerk’s office has since done that.
Mike Pressler (205 Windsor Drive, Churubusco) had questions concerning the EDC that was formed at the September 4 meeting. He wanted to know the purpose of the commission. Ms. Sade-Bartl explained that per state statute, prior to a Redevelopment Commission issuing bonds, this advisory-type body must be formed. She stated the Biggs Group, the developer of Turtle Meadows, had partnered with the RDC to apply for a low-interest loan (bond) through the state. Because it was a state loan program, a governmental entity had to be the primary applicant with the Biggs Group being listed as a subrecipient with the understanding that, if approved, they would be repaying the loan back to the state. The application had been approved, so prior to the bond being issued and money disbursed, an EDC was required to be formed, which is what the Council had done at the last meeting. Mr. Pressler asked if the EDC members would be Town employees. Ms. Bartl stated they would not be Town employees, and no compensation would be paid to the commission members. Mr. Pressler also had concerns about the increase to county ditch fees related to the Rapp Ditch and wondered how long they would be that high. The Council stated the ditch was owned by the county and the fess assessed by the county. They were aware of many problems associated with the ditch and they were glad the county was finally charging more so they could fix some of those issues, but because of the cost associated with fixing the many issues the ditch had, they did not think that fee would be decreasing any time in the near future.
Old Business:
1. Appointment of Economic Development Commission members: Mr. Van Horn made a motion to appoint Devin Keener as the Council’s appointment and Ashley Wagner as the President’s appointment to the Economic Development Commission. Mr. Pepple seconded, and the motion passed 2-0 with Mr. Keener abstaining.
2. Appointment of Redevelopment Commission member: Mr. Keener made a motion to appoint Nathan Van Horn to fill the vacancy on the RDC. Mr. Pepple seconded, and the motion passed 2-0 with Mr. Van Horn abstaining.
New Business:
1. Approval of Pay App #19- Sewer Project A- Crosby- $596,253.92: Ms. Bartl gave a brief summary of the items included on pay application #19. Mr. Keener made a motion to approve pay application 19. Mr. Van Horn seconded, and the motion passed 3-0.
2. Approval of Pay App #11- Sewer Project C & D- API- $133,058.55: Ms. Bartl gave a brief summary of the items included on pay application #11. Mr. Keener made a motion to approve pay application 19. Mr. Van Horn seconded, and the motion passed 3-0.
3. Approval of Reimbursement Agreement- Biggs Group: Ms. Bartl explained the agreement. Mr. Keener made a motion to approve the agreement as presented. Mr. Van Horn seconded, and the motion carried 3-0.
4. Approval to hire part-time officer: Mr. Papenbrock had forwarded an application from Cary Young to fill the part-time officer vacancy he had mentioned at the previous meeting. Mr. Keener made a motion to approve hiring Mr. Young as a part-time officer. Mr. Van Horn seconded, and the motion passed 3-0.
Department Reports:
Jeremy Hart, Water/Street Department:
Mr. Hart was not present but left the attached report.
Bob Gray, Wastewater Treatment Plant Supervisor:
Mr. Gray was not present. Ms. Bartl gave a brief update of the sewer project.
Dustin Papenbrock, Town Marshall:
Mr. Papenbrock was not present.
Rick Krider, Park Superintendent:
Mr. Krider was not present. Ms. Bartl stated it was still very busy back there with school sports and fall ball.
Andy Boxberger, Town Attorney:
Mr. Boxberger was not present.
Council Reports:
Devin Keener:
Mr. Keener had nothing to report.
Mark Pepple:
Mr. Pepple had nothing to report.
Nathan Van Horn:
Mr. Van Horn had nothing to report.
Madalyn Sade-Bartl:
Ms. Bartl presented the attached report.
Having no other business and after all proper papers were signed, President Pepple adjourned the regular meeting.