Peoria Standard

City of Chillicothe Finance and Human Resource Committees met Aug. 26.

Here are the minutes provided by the committees:

The Finance and Human Resource Committees met in the council chambers at city hall at 3:00 p.m. on August 26, 2025

Present: Chairman Finance Crabtree, Alderperson Semtner, Alderperson Levell,

Chairman Human Resource Semtner

Alderperson Connor, Mayor Hughes, Attorney Day, Office Manager Passage,

Economic Development Director Beadles, Police Chief Cooper, Superintendent Sutherland Alderperson Gehrig was present via electronic participation - phone

Chairman Crabtree called the meeting to order at 3:06 p.m.

Chairman Crabtree stated the purpose of the meeting was for coverage planning with minimal interruption when Office Manager Passage is on medical leave for approximately four weeks.

Office Manager Passage presented an overview of tasks.

Attorney Day explained the potential need for a memorandum of understanding should union office staff handle additional work.

Alderperson Connor entered the meeting at 3:33 p.m.

Alderperson Gehrig entered the meeting in person at 3:37 p.m.

The committee reviewed the following tasks and the consensus of the committee and the Mayor is as follows:

Check and process emails -the office staff will check the emails and process what they can and forward any that need additional attention to Economic Development Director Beadles who will then handle. Prepare Meeting Notices (gathering information for the notice) - Committee Chair of Public Works, Judicial and Finance and Chief Cooper for Public Safety will get the information to Administrative Clerk Gardiner who will prepare and process the notice.

Committee Minutes - Public Works, Finance, Judicial - Alderperson Semtner will prepare minutes for Public Works Committee, and the Chairman of the Judicial and Finance committees will prepare their minutes.

Council Packet. A discussion was held regarding who currently completes this task. Economic Development Beadles advised that she is willing to complete this task, however; she did not believe it should be her responsibility and questioned if this should be the city clerk's task. After discussion, Economic Development Director Beadles will prepare council packet.

Daily Deposits - Attorney Day will discuss obtaining an M.O.U. to have Administrative Clerk to make the daily deposits. -

Motions - Alderperson Semtner for Public works will get information to the city clerk who will prepare motion. Chairman of Finance and Judicial will get information to the city clerk who will prepare motion. Provide Information to Staff from Council - City clerk will update staff regarding items from the council meeting concerning the office.

Process Sidewalk Applications - A discussion was held regarding the process. Superintendent Sutherland advised he would do his normal part, however; the rest was clerical. Alderperson Semtner will work with Superintendent Sutherland. Office Manager Passage will provide Alderperson Semtner a copy of the sidewalk applications approved/not paid.

Process High Usage Waivers - Superintendent Sutherland will do what he normally does and give information the administrative clerk Gardiner, who will hold until the return of the office manager to finish the process.

Process Ordinances or Resolutions - The city clerk will process any approved ordinances or resolutions Zoning - Attorney Day stated that he could do zoning as a reduced rate or at no cost.

Office Manager Passage requested that the office staff be granted the authority to temporarily close city hall to the public in the event that one of the two office staff members become ill or experience a personal emergency. She explained that this would only be necessary to allow the remaining staff member to get required work completed. The consensus of the committee was to post a notice on the door at city hall and on the website advising the public that office may be interrupted September 15 - October 10.

Office Manager Passage will discuss the additional job duties with the office staff and the City Clerk.

There being no further business the meeting adjourned at 4:54 p.m.

https://cms9files.revize.com/chillicothe/08.26.2025%20joint%20finance%20&%20hr%20committee.pdf?t=202509150806270&t=202509150806270