Scottsburg Board of Works approves High Street consultant agreement, hires, surplus auction and MOU; reviews City Hall payout

The Scottsburg Board of Works and Public Works and Safety on Sept. 22 approved a consultant services agreement for a drainage repair on High Street, authorized three new hires for city utility operations, approved a contract to hold a city surplus auction, and signed a memorandum of understanding for municipal space at the Mid America Science Park. The board also reviewed payout No. 3 for the City Hall remodel and discussed contractor deductions tied to missed deadlines.

Jill Baker, a city staff member who presented the High Street item, asked the board to “approve a consultant service agreement from Heritage Engineering” to assist with the Community Crossings Matching Grant (CCMG) work through INDOT. Baker said the consultant’s fee listed on the agreement is $21,600. Baker described the High Street work as focused on a single block where “it has continued to erode over the years” and said the work will address a failing drain at the end of the block. The board voted to allow the mayor to sign the agreement.

Kimberly Keller of human resources presented three hires for utility and wastewater positions and asked the board to approve them. The hires are Marla Ingram for utility clerk (start date Oct. 6), Chase Stillbauer for wastewater maintenance laborer (start date Oct. 6; will receive a prorated cell phone package and prorated clothing allowance for the remainder of 2025), and Joshua Baloch for wastewater maintenance laborer (start date Sept. 29; will receive a COVID stipend beginning in October and for the remainder of 2025). The board approved all three hires.

The board considered payout No. 3 for the City Hall remodel (presented as “payout location number 3”). Staff stated the contractor’s percent complete on the project is 54.12% and said deductions were taken for missed deadlines. The precise payout figure presented in the meeting recording was unclear; the board moved and voted to approve the payout as presented. Staff said the contractor was expected to obtain a certificate of occupancy later that week.

Jill Baker also presented Resolution 2025-R-5, which the board described as approving an auctioneer contract and declaring certain personal property to be surplus. The board said it had discussed auction logistics with Tobias Auction Services (Mr. Myers) and that the auction will be held at City Hall on Oct. 26. The board approved the resolution; staff will provide an itemized list of surplus items before the sale.

The board voted to approve a memorandum of understanding to formalize use of municipal space at the Mid America Science Park. The agreement sets a rental rate of $14 per square foot for the space used by city utility departments and makes the arrangement official, according to staff. The board approved the MOU.

Jan Hardy, the city clerk-treasurer, presented the claims and asked for a motion to approve them. The board voted to approve the claims as presented.

Board members also announced that Scottsburg City Hall would close for the move of some courthouse-related operations: staff said City Hall would close on Friday, Sept. 26, and reopen Wednesday, Oct. 1. Staff asked for volunteers to help move boxes on the Friday closure date.

Votes at a glance - Approval of minutes (Sept. 10, 2025): Motion by Tom Lewis; second by Karen Grishas; outcome: approved (ayes recorded). - Heritage Engineering consultant services agreement (High Street drainage/CCMG support): motion to allow the mayor to sign the agreement; fee shown in the agreement $21,600; outcome: approved (ayes recorded). - New hires (utility clerk and two wastewater maintenance laborers): motion by Tom Lewis; second recorded; outcome: approved (ayes recorded). Hires and start dates: Marla Ingram (utility clerk) — Oct. 6; Chase Stillbauer (wastewater) — Oct. 6; Joshua Baloch (wastewater) — Sept. 29. Benefits/allowances as presented in meeting notes. - Payout No. 3 (City Hall remodel): presentation of payout No. 3 and percent complete (54.12%); board approved payout as presented; staff noted deductions for missed deadlines. (Amount unclear in recording.) - Resolution 2025-R-5 (auctioneer contract with Tobias Auction Services; surplus-property auction scheduled Oct. 26): motion to adopt; outcome: approved (ayes recorded). - MOU for municipal space at Mid America Science Park ($14 per sq. ft. noted): motion to approve; outcome: approved (ayes recorded). - Claims as presented: motion by Karen Grishas; second by Tom Lewis; outcome: approved (ayes recorded).

What matters The High Street consultant agreement advances a federally/state-funded-style resurfacing/drainage project in a location officials said has been eroding for years; engaging a consultant is a common step to meet CCMG/INDOT requirements and secure matching grant funds. The Board’s approval of the auction resolution clears the way for disposal of surplus city property without additional city expense for the auctioneer. The new hires restore capacity at the wastewater plant and in utilities operations, and the MOU clarifies how the city’s utility departments will occupy municipal space at the Mid America Science Park. The City Hall remodel payout and discussion of contractor deductions highlight continuing oversight as the city moves into a newly remodeled facility.

Meeting context The meeting was routine in length and tone and included several ministerial approvals. Staff provided dates and start times for hires, an auction date (Oct. 26) and City Hall closure dates tied to the move (closed Sept. 26, reopen Oct. 1). Several items prompted brief follow-up tasks: staff said it will provide an itemized list of surplus items for the auction and will follow up on any outstanding contract deadlines tied to the City Hall remodel.

Quotes (selected) - “I’m asking for the board to approve a consultant service agreement from Heritage Engineering,” said Jill Baker, a city staff member presenting the High Street agreement. - “I have 3 new hires for today,” said Kimberly Keller of human resources when presenting the personnel items.

Ending The board did not schedule any additional, substantive items for immediate action at the meeting beyond follow-up on contract details and the upcoming move of courthouse-related functions; staff and board members noted a possible reschedule of the board’s next meeting and asked members to hold tentative availability in late September.