Regular Council Meeting

April 2, 2024 @ 6:00 pm

In Attendance: Councilperson Raevyn Slovek; Councilperson Wanda Smith; Councilperson Lori Turnbough; Councilperson Cody Morris; Clerk/Treasurer Josie Morris; Public Works Cass Zimmer and Raymond Ragsdale; Guest: Sheriff Devin Boman.

Mayor Gatlin was absent from the meeting and elected Councilperson Morris ran the meeting in his absence. Councilperson Morris called the meeting to order at 6:05 pm. Following the pledge of allegiance, the Council reviewed the previous meeting minutes. Councilperson Turnbough made a motion to approve the previous minutes; councilperson Slovek second the motion; motion carried.

Councilperson Morris began with unfinished business, addressing the new water and garbage rates. Clerk Morris was asked if there was any feedback from the community after the rate increase as well as if any difficulties arose when increasing rates in the software. Clerk Morris informed the council of no issues when making changes to software. Minimal comments or feedback have been received since the new rates went into effect.

Clerk Morris also updated the council on the continued coordination with Clerk & Recorder Gatlin on the Local Government Review process taking place this year. The resolution for voter review was signed into effect by Mayor Gatlin at a previous meeting and this vote will be seen on the June ballot.

New business began with Public Works Zimmer informing the council on the theft of the temporary stop sign at the junction of E Holt and Trautman Ave by the Manor. The first temporary sign was taken with the stand being left, the second sign and stand were taken as well as the cones. Security cameras will be ordered to use in many aspects of public works duties throughout the town.

Zimmer completed his continued education certification online through Suncoast Learning, receiving all of his required credits for this year. It was discovered that the online courses save the town some expense eliminating travel and lodging expense and look forward to the continued use of this method when available.

Zimmer informed the council of gravel being placed behind the Congregational Church at some of the church member’s request. Zimmer worked with Dave Richards on communication and coordination of the gravel being placed in the best spot for improvements for church attendees. Zimmer stated that Clerk Morris and himself completed the HB 355 application and submitted it to Commerce on March 29, 2024. This week he has been working on getting new tracks/tires for the skid steer, spraying lines for soccer in the park as well as installing a culvert up by the trail end near Rue Ave at the base of the hill to improve drainage in that residential area as well as the field nearby, coordinating streets, etc.

Business continued with Public Works Ragsdale stating that all ARPA paperwork was gathered and taken with him to water school in Great Falls in previous weeks to be given to Chad Hanson at Great West Engineering; who is helping us with the paperwork process of this funding. Draw #1 is being compiled of all previous projects that have been completed for this funding have been submitted and the Town is awaiting partial or full reimbursement for these projects. Draw #2 is in progress now, compiling all final quotes for projects yet to be completed and have the funding disbursed for the projects as needed. Ragsdale also informed the council that he is in need of a new computer dock.

The monitor is still working well, however, the dock is a minimum of 8 years old. The dock cannot handle the newest update of software needed to continue our logs. The funds for this have already been accounted for in the administration side of water funds.

Ragsdale is also starting the slow process of updating some of the fire hydrants on Trautman Ave as some of them are smaller lines than preferred, or too many years old. This will be a slow process in which an engineer will most likely be hired to complete a water audit to know the status of water flow, water health, etc. in these areas and then funding applied for in hydrant replacing.

Guest Sheriff Boman then took the floor wanting to discuss the speed limit rules and regulations regarding the school zone. A 15mph school zone is desired as a goal to work towards. Further investigation and discussion between the Sheriff, Mayor, Clerk and Council will happen before anything is put in place.

Clerk Morris then took the floor to discuss the Black Mountain Pay software that they have launched. The software was noted to be very easy to navigate and understand. This software would allow customers to receive emailed bills, text and email notifications on all bills and payments, set up ACH payments or debit/credit payments with the choice of recurring payments. This service also includes live agent support 24/7. As Black Mountain is newly launching this software with lots of updates, they quoted the town an annual service fee of $1,200.

It is the Clerk, Mayor and Council’s opinion to see how the software runs for 6 months to a year while letting them work out any issues as well as give the Town adequate time to see the rate increase work and stabilization of some funds before adding additional services.

If this software is ever added, all current payment methods of cash, check, or money order will still be allowed, there will just be online payment or debit/credit payment choice available as well as electronic bills. The council will keep all community members apprised of any changes with obtaining the software.

Clerk Morris then informed the council of Judge McEuen’s conference coming up the week of April 22nd – 26th, Public Works Wilson’s water school continued education coming up May 14th – 15th in Billings as well as some continued training for Ragsdale in April and May. The Clerk stated she will be out of the office for personal leave from 12:00 pm on Wednesday April 10th to the morning of Tuesday April 16th as well as gone the week of Sunday May 5th through Saturday May 10th for Clerk Institute in Fairmont Hot Springs, Montana.

The clerk asks that all community members put these dates on their calendar for convenience or keep an eye on the Town’s Facebook page and website for dates the clerk will be gone or office closed.

Public Works Ragsdale, Wilson and Clerk Morris will do our best to ensure May Bills go out before the 5th when the clerk leaves for institute.

Clerk Morris then discussed the 2024 Range/Vantage Point Permit application that was sent to us for approval and Mayor signature to allow their work on town right of ways this summer. Mayor Gatlin and Clerk Morris discussed a day before the meeting that it is necessary to meet with management from Range and/or VantagePoint to discuss better communication, guidelines, etc. to avoid issues similar to 2023 with this project.

No permit will be signed for them until this meeting happens of which will include Mayor Gatlin, Public Works Zimmer and Clerk Morris.

Lastly, Clerk Morris informed the council that past due notices were mailed through certified mail on March 4, 2024 to eight individuals. These past due notices were only printed for individuals 90 to 120 days past due. Of the eight notices sent, four of the certified letters were refused for pickup by individuals. The Town of Broadus Water Utility Ordinance section 7.0 is available to read at the town office with details on past due notices.

From this next billing cycle moving forward, any payments not received by the 25th of the month as stated in the ordinance will receive a $5.00 penalty on their bill as well as any account 60 days past due, at any time of year, will result in services being turned off until payment is received in full as well as the $50.00 fee to reconnect services.

If any community members have issues with this or would like to view the full ordinance, please come talk to the Clerk at the Town Office, 210 E Holt Street Monday through Friday from 8:00 am to 4:30 pm. These rules are not new regarding penalties or shut offs but have not been strictly enforced until this point. The council and mayor are in full support of the Clerk more strictly enforcing these regulations that have been placed.

With nothing further before the council, the meeting of the Broadus Town Council was adjourned at 7:03 p.m.

Chad Gatlin, Mayor,Josie Morris, Clerk/Treasurer