PHILIPSBURG TOWN COUNCIL MEETING MINUTES
January 7th, 2020
7:00 P.M. Philipsburg Town Hall
Council in Attendance: Mayor Daniel Reddish, John Johnson, Derek Kuhl, DuWayne Ulrich, Nicole Nelch, Scott Lyons, and Carl Sundstrom. Others in attendance: Town Clerk Reed Speegle, Director of Public Works Sam Dennis, Town Attorney Robert Medof, and Barbara Cahill.
Submitted a written report.
Barbara Cahill said that the Library would be packing up the following Friday and then the move was scheduled for the following day.
Chamber of Commerce
Mayor Reddish said the next meeting would be January 20th at 6:00 p.m. at Town Hall.
Sam Dennis reported nothing major. He said several members would be attending the funeral for firefighter from Georgetown that passed away.
Robert Medof said the Town should consider updating its ordinances in the coming year. He had reached out to Sterling Codifiers who had done work for the Town in the past. The Council had a brief discussion as to how to address this and it was determined that a work session in the future would be best.
Reed Speegle discussed the need to make a budget amendment for the previous fiscal year as part of the closing process. He also discussed interfund loans that had been made from the ED Revolving Fund to the Sewer Fund and General Fund. The Town would need to make these repayments or schedule them for a specific date in the future.
Director of Public Works
Sam Dennis reported that the Town received a renewal on its dam permit that would be good for another five years. He gave an update on the grant application for RAC funds. He then brought up the meter register issue and the need to replace approximately 30 of them. The warranty had expired so the cost per register was now $75. This would be a line item in the new CIP. He also reported no wastewater exceedances.
Minutes of Prior Meetings
Councilwoman Nelch made the motion to approve the minutes from 12/17/19 with a few edits, Councilman Ulrich seconded the motion, and it was approved unanimously.
Payroll and Bills Payable
Councilman Sundstrom made the motion to approve the bills payable, Councilman Johnson seconded the motion, and it was approved unanimously.
Councilwoman Nelch made the motion to approve the payroll, Councilman Ulrich seconded the motion, and it was approved unanimously.
Water and Sewer Adjustments
Councilman Sundstrom made the motion to approve the water and sewer adjustments, Councilman Ulrich seconded the motion, and it was approved unanimously.
Project Request Payments
Councilman Ulrich made the motion to approve Pioneer invoice #12727, Councilman Johnson seconded the motion, and it was approved unanimously.
Councilman Ulrich made the motion to approve Sanderson Stewart invoice #47285, Councilman Sundstrom seconded the motion, and it was approved unanimously.
Councilman Sundstrom asked about the Friends of the Philipsburg Trust. Councilman Ulrich made the motion to approve the financials, Councilman Johnson seconded the motion, and it was approved unanimously.
Sewer Lagoon Outfall Update
Mayor Reddish said the project was still ongoing and that the project still needs to be deemed “substantially complete” by Sanderson Stewart. In conversations with Mungas and Sandserson Stewart all the parties were amenable to a change order where the Town would do some of the work that was originally supposed to be done by Mungas. This would revise the contract amount by roughly $5,800. Sanderson Stewart had estimated that their additional expenses were approximately $3,000 as a result of the project taking longer than expected. Robert Medof said that the Town would need to total actual costs in damages as a result of the project overrun. He then read the statute on liquidated damages. Councilman Sundstrom was in favor a proceeding with the full liquidated damages at $1,500 per day. The discussion continued as to how to proceed. Councilman Kuhl made the motion to proceed with payment to Mungas less $46,500 pending further negotiation once the bill was received by the Town, Councilman Lyons seconded the motion, and it was approved unanimously. Councilman Lyons made the motion to accept change order 1 but it was not seconded. Councilman Lyons made the motion for the Town to complete the work described in change order 1 covering tasks CO 1-1 through CO 1-6, Councilman Sundstrom seconded the motion, and it was approved unanimously.
Mayor Reddish read the resolution accepting TSEP funds to produce an updated CIP. Councilman Ulrich made the motion to approve resolution 2020-01, Councilman Johnson seconded the motion, and it was approved unanimously.
Water/Sewer Sampling Costs
Sam Dennis said he had spoken with Sara at Marcom labs and that UPS would not allow them to pick up directly from their factory. Sam said he would reach out to FedEx to see if this was a better solution.
Sewer Lagoon RFP Submissions
Mayor Reddish reported that four firms had put in submissions. The first firm to be interview would be Pioneer Technical on January 13th at 1:00 p.m. The other interviews would be scheduled for the afternoon of January 14th at 1:00 p.m., 2:30 p.m., and 4:00 p.m. The other firms that submitted were Triple Tree Engineering, Greatwest Engineering, and WGM Group.
Discussion of Library Space
Mayor Reddish told the Council to think about what the Town should do with the space.
NON AGENDA ITEMS
Councilman Kuhl talked briefly about some electrical and communications issues at the Hospital. He said as a result the CT scanner was not currently functional.
Public Comment on Matters within the Town Council’s Jurisdiction
Councilman Ulrich made the motion to adjourn at 8:45, Councilman Lyons seconded the motion, and it was approved unanimously.