PHILIPSBURG TOWN COUNCIL MINUTES
November 7th, 2023
7:00 P.M. Philipsburg Town Hall
COUNCIL IN ATTENDANCE: Mayor Daniel Reddish, Jason White, Gary Fujinami, Scott Lyons, Lorraine Dell-Bishop, John Laigaie, Carl Sundstrom (online). OTHERS IN ATTENDANCE: Clerk Rachel Parret, Special Projects Maureen Connor, Foreman Ed Roseboom, Public Works Brandon Parret, Public Works Ryan Watkins, Fire Chief David Ray, Grace Parret, Micheal Evans, Sara and Josie Rouse, Deputy Ty Hultman, DuWayne Ulrich (online), and Blake (online).
CALL TO ORDER: Mayor Reddish called the meeting to order at 7:00 pm
PLEDGE OF ALLEGIANCE
Grace Parret – Variance for 4H Project
Grace Parret gave a presentation on 4H and the responsibilities of a 4Her. She asked the Town Council to have a variance for Market Hog. This project is a 4 to 5 month project. Grace’s parents Brandon and Rachel Parret live on the edge of Town limits and own 1.95 acres of property. Property around their house is either undeveloped or owned by family members.
Mayor Reddish spoke about how responsible 4H members are and how much they learn.
Councilman Sundstrom congratulated Grace on well done presentation. Councilman Laigaie asked Grace if she had any other animals. Grace told the Council she has dogs, a cat, and show rabbits. Councilman Laigaie then said that having another animal will not be much of a change for her then. Mayor Reddish said that the Parret’s property is on the edge of Town limits, and he didn’t see a problem with the variance. Fire Chief David Ray asked how much land do you have to have in town to own a horse? Grace answered with ½ an acre. David proceeded to address the Council by saying he thought that the Parret’s had more than enough land to support the variance. Councilman Fujinami was impressed by the amount of research done by Grace. He also stated that the experience of raising an animal is priceless and he thought Grace did a great job presenting. Josie Rouse spoke on Grace’s behalf explaining that the hog weighs about 60 pounds when they get them and will weigh about 250 pounds when sold at market.
Councilman Lyons made a motion to grant Grace Parret a variance for 1 market hog in Town limits, Councilman Fujinami seconded the motion, and the motion passed unanimously.
STANDING REPORTS
Sheriff
Sheriff Dunkerson sent the Council a report for the month. Councilman Lyons asked Deputy Hultman if some of the calls were to bear sightings. Deputy Hultman responded that they were. Councilman Fujinami asked if the burglary was a residence or a car. Deputy Hutlman said it was a residence. Foreman Roseboom thanked the Sheriffs Office for keeping on eye on the shop and equipment.
Library Board
Barbara Cahill sent a Library Report to the Council. Mayor Reddish announced that Barbara resigned from the Library Board.
Chamber of Commerce
No Report. Mayor Reddish will get with the Chamber for any updates.
Councilman Lyons announced that Yule Night will be December 8th.
Planning Board
No Report. The Planning Board meets the 1st Thursday of the month. They didn’t meet this month.
Fire Department
Chief David Ray gave the Council an update on the fire department. The fire department responded to a few car accidents. Life flight dues were paid for the year. The department is working on tracking small houses to pay fees for fire services. The fire department has lost out on about $300,000 in fire fees. Mayor Reddish will inquire with the County about the mapping for the Fire Department. The Fire Department will be buying a laptop to update the mapping. Chief Ray asked Tyler Gentry to help with the mapping. The Department received a $18,000 grant to buy new radios and coms. They currently have a full roster and applications in waiting. Chief Ray will have the Department participate in the Veterans Day Parade. He also invited Georgetown Fire and Valley Fire to participate.
Councilman Lyons asked Maureen Connor if she had information on how to get retroactive money due to the Fire Department. Maureen said that this is a County Issue. Chief Ray spoke with the County and assessors about the tracking of the small houses, and they told him that the Fire Department needs to keep track of their districts. Foreman Roseboom said that if the Public Works can free up some time for Tyler to work on the tracking they will do so. The Fire Department give a lot of the County and we need to help them out. The Chief said that they need someone in house to report to the State and Tyler said that he was willing to do this job.
Grant Writer/Special Projects
Maureen Connor announced that the advertisement for the new lagoon bid will be in next week’s paper. There will be a Special Meeting on December 5th, 2023 at 10:00 am for a Pre-Bid walk through. January 9th, 2024 there will be a Bid Opening meeting, time to be announced.
RDG- Hydroelectric and well study will cost $75,000 each. She put in $1000 match on the grant and attached letters of support from the community. CBDG will help with $10,000 match. RRG is now closed for the Duffy Alley to get $15,000 back.
Public Works Foreman
Foreman Roseboom spoke with HDR about the getting the liquid chlorine ready to go. There are problems with the gas system. Next year Foreman Roseboom would like to have a shop extension put in the budget. Councilman Fujinami asked what size of building the Crew would need to for the equipment? Foreman Roseboom estimated 20’ wide with 14’ doors and a gravel floor. He believes that they can heat the extension with the existing building.
Town Attorney
No Report.
Town Clerk
Clerk Rachel Parret explained to the Council that the New Neptune 360 is almost up and running. Training will be done with staff this month.
Minutes of Prior Meeting 10/17/23
Councilman Lyons made a motion to approve the minutes with corrections, Councilman Fujinami seconded the motion, and the motion passed unanimously.
Minutes from HDR Working Meeting 10/17/23
Councilman Lyons made a motion to approve the HDR minutes, Councilman Fujinami seconded the motion, and the motion passed unanimously.
Payroll and Bills Payable
Councilman Lyons made a motion to approve the payroll from 10/4/23, 10/20/23, and 11/03/23, Councilman Fujinami seconded the motion, and the motion passed unanimously.
Councilman Lyons made a motion to approve the bills payable, Councilman Fujinami seconded the motion, and the motion passed unanimously.
Water and Sewer Adjustments
Councilman Lyons made the motion to approve the Water and Sewer Adjustments, Councilman Fujinami seconded the motion, and the motion passed unanimously.
Project Request Payments
Triple Tree submitted the change order for the Duffy Alley Project. Maureen Connor asked the Council to consider paying the entire amount of the project, this way she can close out the grant and the Town can get the $125,000. There is also another $15,000 in the pipeline the Town is waiting for to come in. Foreman Roseboom added that the project wasn’t completed yet as there is gravel and a hydrant that still need to be put in.
Councilman Lyons made a motion to give the Clerk and Mayor the discretion of how much should be paid starting at $62,500 up to the $177,000 without depleting the water fund, Councilman Sundstrom seconded the motion, and the motion passed unanimously.
Councilman Fujinami made a motion to pay HDR Task Order #7 invoice 1200539594 in the amount of $4021.22, Councilwoman Dell-Bishop seconded the motion, and the motion passed unanimously.
Councilman Sundstrom made a motion to pay HDR Task Order #7 invoice 1200564572 in the amount of $3784.38, Councilman Laigaie seconded the motion, and the motion passed unanimously.
Councilman Sundstrom made a motion to pay HDR Task Order #5 invoice 1200564576 in the amount of $3344.90, Councilman Fujinami seconded the motion, and the motion passed unanimously.
Councilman Fujinami made a motion to pay HDR Task Order #2 invoice 120056573 in the amount of $6178.68, Councilwoman Dell-Bishop seconded the motion, and the motion passed unanimously.
Councilman Fujinami made a motion to pay HDR Task Order #3 Scada invoice 1200564574 in the amount of $2367.26, Councilwoman Dell-Bishop seconded the motion, and the motion passed unanimously.
Councilman Fujinami made a motion to pay HDR Task Order #8 Scada invoice 1200564577 in the amount of $4058.63, Councilwoman Dell-Bishop seconded the motion, and the motion passed unanimously.
Councilman Fujinami made a motion pay HDR Task Order #4 invoice 1200564575 in the amount of $6715.07, Councilwomen Dell-Bishop seconded the motion, and the motion passed unanimously.
Nexom sent the bill for the Sagar Rock Filter for $139,700. Maureen Connor asked the Council for the okay to proceed with sending the bill to the State for relief money. Councilman Lyons said to make sure to let Nexom know that Rachel Parret is the point of contact not Reed Speegle.
Councilman Lyons made a motion to submit the bill to the State for relief money and to pay Nexom when the Town receives the money, Councilwomen Dell-Bishop seconded the motion, and the motion passed unanimously.
OLD BUSINESS
Sewer Lagoon Update – Wastewater Draw
The Lagoon Project is back out for bid. The Philipsburg Mail will be posting it as a Legal for the official launch.
Water ARPA Update – Drinking Water Draw 1 & 2
Draw #1 has been submitted and Draw #2 will be submitted soon.
Montgomery/Brewery Rd. has had the plans approved by the DEQ. The Tank inspection report should be here by the end of the month. Pilot Study NX report has been completed. The report is very technical, so Maureen asked HDR to give an overview on the report.
Maureen Connor asked if Hydronamics can be added to our professional service list. Councilman Lyons made a motion to approve Hydronamics to the professional service list, Councilman Sundstrom seconded the motion, and the motion passed unanimously.
NEW BUSINESS
Meadow Creek Issue Permit with Conditions – Action Item
Micheal Evens signed the permit for the water meter at the old high school. Councilman Lyons made a motion to approve the permit up to 18 units with conditions, however this is not an approval of the project itself, Councilman Fujinami seconded the motion, and the motion passed unanimously.
RDG – Match Application
Maureen Connor wanted to let the Council know that she put in for the grant with a $1000 match on $75,000.
DNRC Authorization to Request Reimbursement – Clerk and Chair
Councilman Lyons made a motion to authorized Mayor Daniel Reddish, Councilman Scott Lyons, and Clerk Rachel Parret to sign for payment requests on the Grant, Councilman Fujinami seconded the motion, and the motion passed unanimously.
Resort Tax
The Department of Commerce qualified the Town for the Resort Tax. The County and Town analysis is difficult to figure out the economic factors, due to Georgetown Lake Retirement Community. Councilman Lyons will assign each Councilmember a Town to call and report back on. The Town will collect the taxes themselves. Maureen Connor is working with Sarah Graham on the logistics of the primary election in June. The Resort Tax needs to be on the ballot 90 days prior to the election. Councilman Lyons said that the Town needs to start thinking about the ballot language as to what it will refer and exclude to on the Ballot. Also, the language needs to specify where the funds will be allocated. One percent of the tax will be specified towards infrastructure.
Veterans Day Update
Councilman Laigaie gave a brief overview on the parade, ceremony, and the BBQ.
Montana League of Cities and Towns Update
Clerk Rachel Parret asked the Council members to type up a brief synopsis of their time in Helena for the minutes.
Schedule Special Meeting – Contract with PIA and Rotary for Winninghoff Park
Mayor Reddish suggested sending Rotary a letter for an outlined plan for Winninghoff Park. Councilman Lyons made a motion for the Mayor to send a letter to Rotary, Councilwoman Dell-Bishop seconded the motion, and the motion passed unanimously.
Town Employees Holiday Party
The Town and Fire Department will plan a holiday party for December 17th, 2023 at the Fire Hall from 4pm to 9pm.
NON-AGENDA ITEMS
Council
Mayor Reddish announced that the Catholic Women were having their annual Soup and Pie for Veterans on Wednesday from 11am to 1pm.
Councilman Laigaie asked Public Works if they could get together after Veterans Day to start working on the deer traps.
Public Comment on Matters within the Town Council’s Jurisdiction
David Ray commented that he is happy to see the Resort Tax is moving forward and thanked the council for the work.
ADJOURN
Councilman Lyons made a motion to adjourn at 9:45pm, Councilman Fujinami seconded the motion, and the motion passed unanimously.