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MINUTES APPROVED: July 21, 1998 SPECIAL JOINT MEETING WITH THE CITY COUNCIL, MAINTENANCE AND PARKS DEPT., FIRE DEPT., MAC AND FACILITIES STUDY COMMITTEE JUNE 30, 1998 Mayor John called the special meeting to order at 7:00 p.m in the Council Chambers to discuss the updated estimated costs for an expanded maintenance facility to include the parks department and the need for remodeled fire stations and expanded City Hall. PRESENT: CITY COUNCIL:Hunt, Dunn, John, DeLapp, Johnston. MAC MEMBERS: Dege, Talcott, Gustafson. STUDY FACILITIES MEMBER: Friend. Maintenance Foreman Dan Olinger, Parks Supervisor Mike Bouthilet, Fire Chief Dick Sachs, PARKS MEMBER: Schumacher, City Administrator Kueffner. �Ce>��IJ1 Mayor John reported he has received calls from residents asking for City support on removal of brush from fallen trees due to the recent storm. He asked if the Council wanted to add this discussion as an agenda item. Councilor Dunn and DeLapp questioned the legality of adding agenda items at a special meeting, because they have been advised the Council can only discuss items listed on the published agenda. M/S/P John/Hunt — to add discussion on City support for removal of brush from fallen trees in recent storm (Motion passed 4-0 Councilor Johnston was not in attendance at the time of the vote). Dan Olinger reported he has looked into renting a chipper and has talked to other communities on the kind of chipper they are using. The cost of a new chipper is $21,595 and has a life expectancy of 15 years. The chipper can be used by the maintenance dept. for the upkeep of boulevard trees since the City requires planting of boulevard trees in new developments. Mike Bouthilet could use the chipper in the City parks. George Dege, MAC member, offered to purchase a chipper and rent it to the City. MAC members supported the City's need for a chipper. Administrator Kueffner reported she received notice that Washington County had been designated a disaster area, and she could look into what aid the City could receive. Bud Talcott suggested drafting a policy that would include a fee charged to the property owner for the crew to come out and chip brush. Administrator Kueffner agreed a disaster policy should be in place. Fire Chief Dick Sachs added that the Fire Dept. received requests for pumps and generators and asked if this would be covered in the policy. Mayor John felt they would loose the window of opportunity to order a chipper if they take time to establish a policy, particularly based upon Dan's report that there were only two machines on the market today. M/S/P Dunn/Hunt - to direct the Administrator to review information from Washington County on what help is available through Washington County being declared a disaster area. (Motion passed 5-0). M/S/P Hunt/John — to authorize the Maintenance Foreman to send a letter of intent to purchase a Brush Bandit chipper from ASPEN Equipment Co. at a cost of $21,595 with this item to be placed on the July 7, 1998 claims recognizing the MAC has stated the chipper is a good item to have in the CIP, but there is no money designated in the budget for purchase of a chipper. (Motion passed 3-2:Dunn, DeLapp:This is more of a reactionary decision. The Council should wait until a policy is drafted. Questions need to be answered --where would the money come from to pay for the chipper, who would run it, where would it be stored, and what is the insurance liability.)