Powder River Examiner -

Regular Council Meeting

December 5, 2023 @ 6:00 pm

In Attendance: Mayor Chad Gatlin, Public Works Cassidy Zimmer, Public Works Raymond Ragsdale, Councilperson Wanda Smith, Councilperson Cody Morris, Councilperson Lori Turnbough, Councilperson Raevyn Slovek, Clerk/Treasurer Josie Morris

Guests: Bobbie Shular and Billy Stuver

Mayor Chad Gatlin called the meeting to order at 6:04 p.m. Following the pledge of allegiance council reviewed the previous minutes. Councilperson Morris made a motion to approve previous minutes, councilperson Slovek second the motion; motion carried.

Unfinished business began with Bobbie Shular from Montana Rural Water introduced herself to the council, gave a background on her time with the company as well as experience with all water systems. She explained that the free rate analysis was completed in October with Clerk Morris and Public Works Ragsdale. For the water, wastewater and garbage systems she explained that the rate analysis takes the previous year’s expenses, assets, loans, etc. and puts it into a formula to produce the minimum rate in each system that is needed simply to cover the previous years expenses. This takes in to account the operating and maintenance expenses, loans, etc. The analysis configured that in order to meet the minimum expenses of last year, the base rate for water that is currently at $23.86 would need to increase to $31.21. The wastewater base rate is within target range since it was increased to account for the sewer loan and lagoon project in previous years. The base rate of garbage being $10-12.00 for a personal or shared dumpster would need to increase to $15-17.00 as a base rate. The Town council will take this information into further discussion before a decision is made. A public hearing will be held once a decision on the increase has been completed. Whether the increase is one sum, or a tiered increase, there will be options from the state to help seniors pay their bills. All information on financial assistance will be made available to the public if and when an increase is finalized.

New business began with addressing that the Town received a list of risks and assessment from MMIA. This letter addressed the possible permanent structure on the Town right-of-way in the park and the Town is having the Town attorney look over the documentation of risks for placement of Reds Fireworks stand.

Public Works Zimmer informed the council that new tires for our road and weather conditions were put on the garbage truck as well as snow white (newer white dump truck). The light bar for plowing snow in the dark for snow white has also been successfully installed. Zimmer has been working on right of way maintenance and got a load of coal. He has continued to assist at the recycling center roughly one day a week with making plastic bales. Zimmer also requested that the council consider looking into a bed/lodging tax as most other towns have them and it would be a new avenue for revenue for the Town without putting strain on our citizens. Clerk Morris will look into how other cities/towns with similar populations handle them.

Public Works Ragsdale informed the council that Bumble Bee daycare is looking to move to a new location on Lincoln Ave. They requested a temporary easement to extend the yard to equal the necessary square footage for their license. If easement is granted it would be revisited on an annual basis to ensure up to date records.

The fence being placed within a foot of the trees would be approved by the council, however, it would need to be removed when they leave the property. Signage is also needed in the area for speed and children with the blind spots on the corner.

Public Works Zimmer will get with the County to discuss signage. Lastly, being aware of maintaining parking out of the street. Councilperson Morris made a motion to approve the temporary easement contingent on the fence being a foot within the trees, is removed when they leave the property and maintain awareness of parking. Councilperson Turnbough second the motion, motion carried. Ragsdale will work up a temporary easement for the Bumble Bee Daycare.

Ragsdale then updated the council on the HB 355 funding that the Town is set to receive. There is no paperwork due until March 2024. A discussion of projects is necessary to have on record before then. The Town hopes to use this funding toward streets, roads, buildings, or sidewalks. There is a 25% cash match required when the funding is used.

Lastly, Kramme’s had a sewer line replaced and more on the list to repair or replace this time of year and the high school had discussed possibly filling the ice-skating area this year. It belongs to the county; the Town just assists with maintenance and care.

With nothing further before the council, Councilperson Turnbough moved to adjourn, Councilperson Morris second the motion. Mayor Gatlin adjourned this meeting of the Broadus Town Council at 7:45 p.m.

Chad Gatlin, Mayor, Josie Morris, Clerk/Treasurer

TOWN OF BROADUS

Special Council Meeting

December 13, 2023 @ 6:00 pm

In Attendance: Mayor Chad Gatlin, Public Works Raymond Ragsdale, Councilperson Wanda Smith, Councilperson Cody Morris, Councilperson Lori Turnbough, Councilperson Raevyn Slovek, Clerk/ Treasurer Josie Morris

Mayor Chad Gatlin called the meeting to order at 6:02 p.m. Following the pledge of allegiance council reviewed the previous minutes. There were two wording errors found in the minutes, Clerk Morris will make the corrections and have PR Examiner proof them before posting as usual. Councilperson Slovek made a motion to approve previous minutes contingent on the wording corrections, councilperson Morris second the motion; motion carried.

Unfinished business began with the rate analysis spreadsheet made by Bobbie with Montana Rural Water Systems (MRWS) being reviewed in this meeting. Council began the discussion by revisiting the spreadsheet that breaks down current rates, expenditures, operating and maintenance requirements, loans, etc.

Looking again at the spreadsheet as well as previous meeting minutes reminded the council that according to the State of Montana, every local government system must be self-sustaining or self-supporting as one of the many requirements.

According to the analysis that was completed by Bobbie Shular in October 2023 and presented on December 5, 2023, the Town of Broadus water and garbage systems are not within target range and therefore not self-supporting. All expenses to operate and maintain were reviewed to see what can be cut or minimized. All loans for both systems were reviewed as well. Discussion between councilpersons and mayor were conducted on many varying rates and percentages to see what different outcomes would be.

They factored in current bills, water averages, low incomes, different water line sizes, size of dumpsters, how often certain places are dumped, the cost of fuel, parts and loan payment for garbage truck, etc. Calculations were done with multiple percentages or dollar amounts to look at different base hookup rates for water including a savings for replacement and repair of town water storage, water pumping and servicing equipment, etc.

After long discussion, Councilperson Morris made a motion to increase the base rate of garbage, Councilperson Turnbough second the motion. The new rate will be confirmed in January after the regular council meeting.

If any residential or business location is dumped two or three times a week, the new base rate will be per dump. Therefore, the new garbage rate is based off number of dumps a week and yardage of dumpster(s) per location. After this decision, the council moved to finish discussing the water system. Discussion about using the base multiplier for hookups to build savings for the equipment and storage repairs as well as using base rate cost per EDU’s from analysis sheet given by MRWS. It was decided that only the base hookup rate would be increased with no change to the multiplier based on usage of water. This means that when the new base hookup rate is set, it will not matter how many gallons of water you use a month, the new rate does not increase or decrease based on number of gallons used. It will be an increased rate to simply hookup to the Town of Broadus water supply. Current water bills have a set base rate to hookup to water services then the multiplier is a percentage that is added onto the base rate based on gallons used per month.

Councilperson Turnbough made a motion to increase the base hookup rate of water services and Councilperson Slovek second the motion. A worksheet created off of the rate analysis spreadsheet from Bobbie will be created with the new rates and have final approval from council on January 2, 2024 at the regular council meeting.

The new base rates will then be posted in two notices for the public and a public hearing will be held for public comment before any rates are set finally and/or applied. A date for the public hearing will be set at the January meeting. At this time, there is an estimate of $7.00-8.00 potential increase in both systems. There are financial assistance programs for low income and seniors, Tammy Jackman at the senior center would be a good contact for information on these programs.

New business began with Public Works updating the council on ARPA paperwork and a grant that will need to be applied for to help disburse funds. The Town is working with Great West Engineering as well as Jim Atchinson and Julie Emmons Stoddard from SEMDC. This grant is a forgiveness grant that will mean not having to return any funds given by the county or by ARPA. Mayor Gatlin signed a paper to approve the application of this grant to continue to move forward the ARPA process. He then discussed the state funding from HB 355 that will have paperwork required by March 2024 of a breakdown of cost on whichever project we decide on from the list that was presented by Public Works Zimmer at the previous meeting.

Lastly, Ragsdale mentioned to the council that Alderman’s Quikstop inquired if they could have a burn barrel behind the gas station/convenience store to burn boxes. At this time the council decided to deny the request for a burn barrel due to not wanting the smoke and ashes around the fuel station. An incinerator may be up for discussion in the future however, with the IGA in close proximity that takes and crushes cardboard, the council did not justify the means of having one.

With nothing further before the council, Councilperson Morris moved to adjourn, Councilperson Turnbough second the motion. Mayor Gatlin adjourned this meeting of the Broadus Town Council at 8:00 p.m.

Chad Gatlin, Mayor, Josie Morris, Clerk/Treasurer