City Council - Special Meeting

I started the stream just so you're aware.

Okay. I notic it was 603. Were we still waiting on someone? I I was just But I was just doing something. But we're ready to go now. Everybody's here, Jason. But you Sorry. feel better.

Okay. Okay. So, what's what's the move here? Well, I didn't know Jason was going to be here. Are you going to call the meeting to order? Uh, I mean, I guess, right? And then we'll need to make a motion to allow him to Okay. Are you going to smack the g? Yeah, I guess so. Gabble away over here then. Are we live streaming? Yeah, we're live streaming. Okay. Okay. Time is uh 6:04 p.m. Uh the Old Space City Council special meeting for April 1st is called to order. Um clerk will call the role. Baldrich here. McDermott here. Moy here. Colin here. Curran

here. Ramo from afar. Yep. So, I think we'll need a motion in a second to allow Jason to attend remotely. I'll make a motion to allow Jason to attend the meeting remotely. How's that? There's a motion to allow Jason to attend the meeting remotely. Is there a second? I'll second. Call the role. Uh Baldrich I. McDermott. Hi, Moy is I Colin. All right. Um, number three is and current. Oh, yeah. And current. Uh, number three is the pledge of allegiance. Please stand.

I pledge allegiance to the flag

of the United States of America and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all. about this. I'll take um number four on the agenda is uh public comment on agenda items only. Uh are there any public comments on agenda items only? Are we sure going once going twice? Okay. Um number three or number 5A on the agenda uh is I should say Office 365 overview. Um, so if you aren't aware, if you've been living under a a rock, um, we have uh transitioned uh from network solutions to Office 365. And um, this is kind of something that I had been talking about for a while. Uh, and it's kind of uh, the transfer is fully done um, as far as actually migrating accounts to um, Office 365. Um but there's still some work uh to go on moving files to Office 365. Um a lot of the files uh we currently have stored locally even and not on network solutions. But um I did want to put this on the agenda though because it is something uh very new um obviously um and I kind of just wanted to give a brief overview exactly of how everything works in office. And so, um, I guess before I I I do that, I guess I would ask the members of the council, um, are there any, uh, questions or concerns or anything that you have for me that I can address for you, uh, right now as it pertains, uh, to office because it's it's a totally different thing. I mean,

Hillary, I assume you probably use office for the federal government, but um, I don't know if anybody else does. So, does anybody have any questions off the bat about how it works or anything like that? We use it at the office, so I'm familiar with it. Okay. I'm not sure how to integrate my access to the city things, but we'll get there. Yeah, it's it's kind of inconvenient if you have two Microsoft accounts because if you're using the same browser, you kind of have to uh it'll be finicky about which one it picks. So sometimes I'm doing something and I realize I'm on my personal email and I'm like, "Oh." So I have to move it over. So that kind of irritates me. But um you know it's I'll seek your help.

Yeah. Yeah. But were there any questions or anything?

Because if there's not um what I wanted to do uh was uh just talk about a few of the reasons uh why stuff was moved over. The first was email um because uh there were some issues um I felt there were issues um with actually accessing records in our emails because of the poor search functionality of our previous email client. Um but Outlook really isn't the main thing I'm I'm concerned about here. Uh one of the reasons why we pursued or why it had us pursue um Office 365 is the collaboration tools they offer. Uh so in my job um we use uh it used to be called G Suite. I don't know what it's called now. Might be called the same thing. Maybe Google Workspace I think is what it's called. Uh and so the the great thing about it, it makes you know my job a lot easier uh is that you have collaboration tools uh specifically built into programs like Google Docs which is the equivalent of Microsoft Word uh Google Sheets which is the equivalent of Microsoft Excel and uh Google Slides which is the equivalent of Microsoft PowerPoint. And so what we're using um actually uh we're using the spreadsheets actually a fair bit now. Um Chief Margus u uh Burton um myself, the girls in the office, you guys have access to them as well. Uh but we've been using them to track um code violation complaints I guess is is the right way to put put it. It's called the code violation log. So um basically what happens is uh there's another functionality called Microsoft forms. Uh people online go to our form they input their complaint and the details about the complaint and it autopop populates in a spreadsheet that is visible to everybody who has access to the spreadsheet. And so you guys do have access to that. Um and there were some issues which is why I had to move some

stuff but um you guys do have access to that and and you can view that uh as well. And so I mean I think uh you know it it's it's it's been good. I mean maybe you know still a bit of a learning curve to some extent. Um, but it's I I would say one of the biggest problems, you know, uh, at least that I've noticed is sometimes there's just a uh I don't want to say a lack of communication, but sometimes there's lapses in communication. And being able to document everything in a central location, especially about something that could be as contentious um, as um, you know, code violations like that, I I think is a good thing. We we we document I can actually pull it up here for you. Um, well, I don't know how much I want to put up here. Um, because there's, you know, people's names and stuff in it. Uh, but I guess people won't really be able to see it regardless. Um, but you can kind of see here. Um, I guess that's is that the most I don't think that's updated. Updated. Maybe I'm not the right one. That might be See Drive. spreadsheets code violation. Okay, so I must have put the the old one. There must be like a second copy of it. Uh whatever. So that's not the right one. It was last edited February 5th, so I threw the wrong one in there. I have to fix that. But basically, I mean, I can show you the old one. Uh, what happens is the complaints automatically go in there. Um, you have the type of complaint, the location complaint, the complaint contact information, the complaint information, who it's assigned to, uh, what's the date of the first contact

with the person who complained, uh, complainty response, did we take action, what are the applicable ordinances that apply to this, what date are we going to follow up with them, and any administration notes and notes on what the solution was. And so, um, you know, for all the parties involved, I I I think it's obviously a really beneficial tool because previously, I mean, um, I don't necessarily know how we would have been documenting those things. Um, but what I will say though, uh, is there's a lot of information that I do think, uh, it is beneficial for all of us here to have access to. Um, and we have a lot of stuff that's stored on our F drive in our office that is local. It's not on the cloud, so you have to be on a city computer to access it. Um, and certain things, you know, I think it's beneficial for the uh, you know, there's a lot of stuff in there that I I there's a lot of some old stuff in there and there's stuff that, you know, um, maybe nobody needs access to, but it's all there, but the really what I'm focused on is moving the most important stuff to here so people have access to it. So, that spreadsheet's one of those things. Uh, but we have a collaborative spreadsheet on that. Um, there's a collaborative spreadsheet. I had asked Jen at one point to ask NCICG what grants we had um outstanding. So, there's that in there. I think that might need updating or something like that because it was a while ago. But then there's also the building permits log in there as well that is current. Um but um it's just it's nice for everybody to be able to see and I think that was a conversation we had as a council at one point. So, um just for you guys to access that stuff. Um, if you're not aware, what you do is you go to uh you sign in and you go to one drive uh and then um I had to sort stuff into teams because there was an issue with the actual automation process uh for the complaints. Uh and so you every city council member will have access to every single team in the city. So city hall,

city and council uh administrative, city employees and department heads. And so, for instance, if you click on city council, you have to kind of go down here where these dots are and there's something that says like manage access or whatever. You click on that uh and then you pick which one you want to go to. So, if you go to city council for instance, you click regular meeting packets and like the meeting packet for this meeting and the the next current the next regular meeting is in there. So, you have that. Um, another tool I I think might be beneficial for everybody. Um, I've started using it with Jen and Aaron. Aaron actually, um, you know, m maybe maybe we're getting a little unorthodox here, but uh, Aaron assigned me a task today. Um, and, uh, you know, uh, I don't know who she is to be assigning me tasks, but, um, she did assign me a task today. It was to update something on the website, our code red specifically. And so I actually I had a questions about that, which whatever. But I will do that. It's in my task to be done. So, I I promise I'll get it done. Um, but there is um if you go down to apps in the bottom left, well, actually, it won't be unless you have it pinned. It won't be pinned. Um, if you go to productivity on this page, it's m uh365.cloud.microsoft. Um, I can send this specific link to you if you need to. But if you go to the planner functionality, you can add it to your apps over here on the left by hitting pin by clicking the three dots here and clicking pin. Um, and if you click on it and go into it, it's actually I will say this, um, with the commission form of government, I I I think it's this isn't the political time, but I think it's the right form of government for the city of Oglespiew. What I will say though uh is I think it is very difficult to I do think it is very difficult to be able to I don't want to say very difficult but sometimes

it can be a challenge uh to run hold on pop sometimes it can be difficult to run a department when you are not here every day eight hours a day or whatever even if you're not even able to be here every day of every week for you know a few hours at least it can be very difficult to uh kind of delegate and whatnot and so there is this tool in here if it I it's being okay so there is this tool in here called planner uh and so basically what I have done if you take a look up here uh is I have created little buckets uh well first I created a plan the plan is called accounts and finance but I have created little buckets of tasks okay um and I still have to kind of assign more tasks or we have to assign more tasks we're figing fig it out as we go. But what you can do is you can drop tasks into people's buckets and you can, you know, give them, let's say, you know, like Jen, I'm going to say like I'm going to hit add task and I'm going to say do minutes for April 1st, uh, 2026 special meeting. You can set a due date on it. So, you know, have it done by, you know, the 8th or have it done by Monday or whatever. Uh, and then I just assign it to her sprat. Um, and then, uh, hold on. Assign it to her. And then all I do is I hit add task and boom, it's on our list of things to do. Um, and so I I mean it depends obviously how, you know, computer savvy your department is and the extent to which they use computers. Obviously in the clerk's office, they're using computers all day. Um but you know I think especially um for the commission form of government where you you're running a department essentially you have executive authority over a department I I think something like that is of uh of of great value. So, um, you

have that. Um, and then, uh, I guess I could just show you too if you did want to collaborate with somebody on something, um, you know, if you wanted to, uh, say, you know, put together, uh, I don't know, some sort of um, statement or something like that. Um, I'll show you kind of how to use the productivity tools here. Uh, so this is a blank word document. All you do is you go up here to share. You hit uh you type whatever you want in here, of course. Uh and then you hit share. Uh and then you have a kind of a series of options here. Uh so I can add people to it. So for instance, if I want to add Hillary to this and I want to give Hillary edit access, so Hillary can edit the same document as me, you can do that in there. Um if you want to just allow Hillary to review it instead of changes, you can do that. If you want to give Hillary view access only, you can do that. Uh and then you can also create like public links as well. Um and you can set you can share those, you can password protect them, you can do all sorts of things. And so um I uh I guess my goal is to as much of the as much as the we've talked about wanting to you know put policies in a central location. We've talked about you know wanting to know have building permits in a central location. We've talked about a few different things. My goal is to as much as the not maybe as much as information as possible, but as much information as we deem necessary, it's my goal to throw that in there so everybody has access to it at a minute's notice, right? Um because as I've said before, we get all sorts of questions, you know, um whether it's about building permits or uh code violation complaints or whatever, and we might not have the uh the answer to them, but as long as we can go to a specific spot, um and we can we know where that information will be, um you know, I I I I think it will make the

communication side of things a lot smoother. So, um there's probably a few other things I can show you, but I just wanted to kind of touch on the planner. um the collaboration um and one drive specifically. Um so um one other thing I guess I'll mention is I am also um in the process of creating um like a city calendar um as well using the Outlook calendar function. Uh, and I you can create like different calendars and so if we wanted like a private council calendar that the public doesn't have access to necessarily um you know we could have a private council calendar. Uh but this is the community calendar and I I basically want to have a public calendar that is available to everybody. So everybody again whether it's uh you know a member of the city uh or it's a member of the public uh they can if they're looking at what's going on this week in the city of Ogal speed they can refer uh to the the you know the city calendar. So this is the community calendar where any community sort of events will be posted. And I had talked to at one point and I'm still I I still would kind of like to go down the path of uh you know even allowing community contributions to the community calendar. And so you know if a business is having you know a certain thing or the library is having a certain thing obviously it would have to be approved by administration but you could throw that out on the calendar so people know what's going on in the city um any given day of the week. So, um, but that leads me into, uh, the policy stuff, which we'll discuss at the next meeting because we do have a social media policy, and I think that that might need to be kind of tweaked to allow not necessarily have to be tweaked to allow for that, but maybe should be tweaked to allow for that um, as a form of best practice. But I don't know. Uh, was there are there any other questions or anything uh about this or anything else regarding this? Um, if you do have any

questions, uh, Jason, did you have any? I I did, but I I think you asked if people had questions and then Yeah. Well, I heard you kind I It's Well, so here's the issue. You know, you're not exactly present physically and so uh I can't read like uh body language uh through our phone. So, but feel free uh please uh please uh ask away. Yeah, I I do have some comments. I don't know if you want to go around the room and give everybody an opportunity. Oh, yeah. Yeah, that's a good idea. Um well, you're sitting to my left, so how about you go first?

Okay, that's fine. Um, first thing I wanted to say is seriously I really really appreciate everything that you have done. You really have gone above and beyond uh such as putting like the videos all past videos making sure that they're collated and and inventoried so we have that for record purposes the online violation form um in in in just plain looking to update our tech. I I greatly appreciate and I recognize that you are going well above and beyond what you need to do uh to keep us updated. Sure. Thank you.

With that being said, let me get into the next part. Um, we've had a lot of things be touched upon recently. My concern is I think we are uh my request would be that we update our systems a little slower. So, sure, we've we've uh upgraded the Myay system. I mine isn't even working yet. Not that I need mine to work, but I don't know if other employees if if am I the only one out of everybody that that it's not working for yet. Uh the email thing when when it got migrated. Granted, it happened when I was on vacation though, but still,

there was three days that I was locked out of my email stuff and it, you know, it really caused some problems. I think when I landed backstates side here at 7 a.m. I'm getting texts if I'm ready for my 8 a.m. meeting. Uh and you know, and I'm like, what? I don't know anything about it. So I mean so there's definitely some things and then when the email came up I think the problem you're talking about is I I was unaware that this new email that you are migrating to is required an authentication system.

Well with people that use authentication in their other jobs and stuff like that is a real problem. I can't use even my personal phone for any city stuff anymore whatsoever. It will not it will not allow it to work. Yeah. Um, and that being said, the shared fold, so for example, the shared folders, um, I see that you're you're sending out a lot of access things and a lot of things like that. I I don't seem to see any of that stuff. Uh, now it might work on on the computer a little bit better, but on remote phone, I can't get into anything. So, my my point is, not that these are bad things to upgrade. I think they're great, but I I wish we would roll them out slower, one piece at a time, and 100% make sure that everything is working before we move on to the next thing, but I think it's causing a lot of confusion. That's my two cents.

Okay. Sure. Uh Hillary, anything? I'm familiar with a lot of these things and so I Okay. I'm okay. Very good. Uh Mac, anything to add? Well, I guess I would have to agree with Curran. You know, maybe go a little slower step, make sure everybody's done with one stage at a time. Um, seems like it just piles in all at once. That's Sure. It's a lot. Uh, Rich, what I'm used to. Yeah, there's a lot of changes there. And you mentioned something about collaborating uh with other council members and such. Who has access if you were if I like sent we were having a a discussion or something on there exchanging emails. Does anyone else have any access to that to your emails? to any of that like whatever group.

Uh so like if you make let's say you're working on like a collaborative like word document, you have to add somebody to it for them to have access to it.

Okay. So um anything else? Okay. Yeah. No. Um I I think that's a fair point, Jason. This especially is like a major thing. So, um I I I do get that, but I don't anticipate any more major IT changes being made anytime soon, but um obviously I'm going to try and kind of fine-tune this and kind of maximize the the bang that we're getting for our buck. Um but I uh I will I guess I will um work with you um on that maybe individually to maybe get it fixed. But I will say as far as uh your personal phone is concerned, there might be an issue with it because um I do know that like um I do know that like this is like a a government tier plan. Uh and so it has like government grade security or whatever. Um and so I know like I I couldn't sign into two accounts in Outlook at one time on my own phone either. Um and so that that does present an issue. Um but it's it's just part of the part of the the fact that it's a government thing as opposed to an enterprise thing. Um just another layer of security. So, um, but the other thing, um, I would say too is I would encourage you because it's it's actually a lot easier than browserbased. Um, so Office 365, the tier plan that we're paying for, um, does not give us access to the desktop versions of Windows because that's very cost prohibitive. Um, however, you do have access to the web applications and you have access to all of the apps in the app store. And so you have iPads, um you can download like the one drive app, the Outlook app, um and um the you know PowerPoint app, any of the Microsoft apps and you can put those on your iPads and it would honestly be probably pretty it'd

probably be easier to access the stuff through app than it would be through the browser. um especially on a tablet. Uh maybe on a desktop that's different, but uh yeah, Jason, so I would say the the little bit that I've played with it so far on on uh the computer, whether it's the computer at city hall or the computer at home, I don't seem to have a problem on the web page version. However, on the phone, when I open up the email, it will not allow me to look at the word. So like there was something on the agenda today that that had something on a word document. It will not allow me to open up the word document via phone. Okay. Wow. So, so some limitations that's that's concerning me. That's And my concern is if it's limiting me, it it's likely at least limiting some other council members from being able to see information.

So, the thing is it shouldn't be limiting you because I don't have an issue on my end with it. So, I think there's a I can't speak for other people up here. I don't know if anybody else has used the uh app on their phone to open any of the the Word docs, but I don't have that issue. And so if if you are having that issue, it's it's not a so much it's not so much an office issue as it is a configuration issue which we can get sorted. Um obviously I I can take a look at it when you get back if you don't figure it out sooner. Um but you should be able to.

Yeah, I think the problem is it's because the authentication I use on the phone normally it's causing some conflict and I haven't taken the time to go to go through. But that's just that's my concern is if it if it be one thing at a time it wouldn't be so bad. But but I think we're just rolling things so fast it's not allowing us to catch up and now there's like multiple systems that are that people are struggling with. At least me anyways. Sure. Sure. I think that's fair. But um like I said, I I think this will be the last thing for for us for for a while. So and and as I'm saying, I I really truly appreciate you trying to take us out of the dark ages. I really do.

Sure. Of course. And I appreciate uh you know, I appreciate that as well. So uh was there anything else on this topic? Okay. Uh, with that being said, uh, the next item of business on the agenda is 5B, discussion and possible action on purchase of tractor for street department. McDermott. Okay, everybody, you got the, uh, emails, right? Yes.

Martin's got one for uh 1699. Um, you you should also have the bills, the cost, and um, we did put Caterpillar in there as well. It looks like Martins's got if we went to the lowest bid, it would be Martin. Does anybody have any questions on it? And we also got a uh paper here for uh how much it cost to fix what's needed to be fixed. Now that alone is about 1984167. All right. So any questions, comments, or concerns?

Okay. Go around the room. Uh Commissioner Moy, I'm looking at these bills here. Am I reading this right? 31,000 over less than two years. Uh yes, that's that's what I had calculated. Yes, for repairs. Yes, repairs only. That's just a repairs. That's not maintenance. Okay. Now, with the Martin deal, it's also got a maintenance. When the maintenance comes comes up, they're going to give the street department a call and say, "Hey, it's time for maintenance. We got to schedule it." What kind of maintenance? What? Like oil changes, air filters, greasing, whatever's needed. It's in there. Okay. That was an extra seven, I believe.

And it's something we need. We got to keep up on it. Yeah. Do you have a plan to keep up on the maintenance besides just using? I mean, because every time you use it, you're supposed to grease it. You're supposed to clean it. You're all of that. Do you have a plan? and to implement procedure to according to Martin they they actually keep track of the they'll be able to keep track of them how many hours it's got on it and when it's due it's due they'll come and get it oh do they do like a reporting feature I I I don't know that specific on it they do oh okay I would imagine it would be some kind Right.

Yeah. Bills on the bills. Martin. Yes.

And that was in February. Correct. It's not. Oh, okay. I have an invoice date of 226 26. No, that was the radiator. Okay. There should be on there. Hold on. There should be another one for cylinders. So, pump it to 36. I didn't see it in the stuff that I was sent. So, I printed these out. I don't think that was in there. Okay. That's that work being done now.

Change. That's what's doesn't need to be done immediately. But if it's going to be our main machine and we have to keep it going every day, it's going to need to be done. Okay. So, if we had a different one and we could put that one on like duty, we would not need the 19,000 at this time. We could fix this stuff as it breaks down the road. I figure on a light duty tractor, we could probably get 10 more years out of that machine if we don't have to use it as our main machine every day. Okay. We have to use it every day as our main machine. We might have to put 20 grand in it. We might get a year or two.

Okay. come up next year.

Um, so I think Max's uh Mac introduced it. Uh, Rich or sorry, Commissioner Baldridge, my apologies. Baldridge. Um, number of these issues here from what I'm reading, I'm not a mechanic or anything, but uh it seems as if it's like rubber materials and uh things that possibly were weathered and uh gave way over the course of what 20 years or so. Um I I think that we should first and foremost be looking at a shelter over any equipment we have, let alone something. If we were to purchase this, why on earth would we leave a 200 something thousand dollar piece of equipment sitting outside to do exactly what this did right away? We never leave them outside. They're inside.

This is inside and all these things happen. Yeah, they're inside. It's a dirt floor, granted. So, okay. It's so in these bills here, there's two different ones. Uh I'm not sure. This one says possibly for the backho. Did the radiator go out on August 5th of 2025 and again in February of 2026? I think one was a hydraulic cooler and one was a radiator. Well, reading through his uh notes here, he made a claim in here that uh let's see here who made the claim.

The mechanic, I guess. Uh return and supply courts more toward the brazing. Uh there were some marks that had to have been from clean up during fabrication. One side was more prominent than the other and that is where I located the leak. Ordered another cooler. When the when the new cooler arrived, I opened it up and inspected the ports. There were grind marks on it. This one as well, but did not appear to be deep. Went to the customer's machine and began the disassembly process of the radiator oil cooler once the failed cooler was out. So I mean, is that from T? Yeah. Yeah,

but did say that

so that back the one that we're referencing never goes to cat. Okay. So, okay. Okay. So then you can remove the cat stuff from it. Then this no wouldn't go to

I I had attempted to send a uh licensed diesel heavy equipment mechanic there today uh to look this over and possibly give us a second opinion on this. If we're spending $20,000 or $200,000, I want some more facts on this. Uh I'd like someone else to take a look at it. um he was not able to take a look at that equipment. So I would say at this point I would like to ask the council to we have a meeting on Monday to let this gentleman take a look at that and see if he has the same list of requirements here. I uh I know this guy entrust him and uh would like to have him just take a look at it.

I get it. Um, I'd like him to look the machine over. Dirt myrtle. You want me to turn this garage? No, he came today. He'll I'll see if I can get him to come again tomorrow. See if I can um see if I can get to

So, I had uh skipped over Jason because again, he's just a phone over there. There's no nobody. So, um Jason, I apologize for skipping over you. Um do you have anything to add to that? Um, first of all, Mac, I appreciate you uh collecting some more of the uh uh details on past uh expenses and stuff. That's helpful. Um, I don't know if you saw the email I sent you earlier today uh where I showed a couple pictures of the the smaller type of things. I know some of the other cities are using those kinds of things. What I don't know is if those are additional resources that a lot of cities are using or if that is the main thing that some of these cities are using because they're smaller, more maneuverable. I don't mean to interrupt, but that is additional have a smaller cost association with them. I don't know if you saw that.

That is additional. I mean, you you need hole. If we retire it to light duty like we were suggesting and then get something that's less expensive, would that be an option? The mini hoe. The mini. Yeah. But if we put the backho on light duty, you're not using it. Okay.

And on a water break, not back four hours at one time. Other than a water break, we're 10 15 different spots in a day all over town running a bucket here and a mini excavator about half a mile an hour tracks. So it's not like I can drive it up, right?

Well, I don't I'm I'm not saying it's it's the end all be all solution. And I'm just curious if instead of us man maintaining two uh heavy duty back hoes, maybe maybe one heavy duty back hoe and then this light duty one that that has easier maintenance, easier cost associated and that can be used for for more regular things. I don't know if that's something that we should look into. Um because I'm noticing a lot of cities are are going to that option if that's been looked into or talked about. Yeah. Yeah. It would be. I mean, we have a trailer. We could use it after we get the back.

Leave that. So, it's down at the electric shop. Uh, one kid bought it, got fired. I don't see why it's sitting here.

Just a consideration I wanted us to to make sure that we looked at so that we're looking at all options and stuff. Um, I had a hard time, again, I'm remote so everything on the email is a little bit difficult to look at. So, I had a hard time making out some of the the details specifically. So, I'll acquies to what the majority of the council wants to do with it. Uh, I think I heard Rich say that he wanted to have somebody take a look at something for for some kind of evaluation uh and and then wait to make a final decision on Monday. I'm not exactly sure what what that's going to look at though, but I think the fiveday request is not a terrible thing if that's going to result in a final action perhaps. Well, the only thing is they do have the tractors available. They're sitting there, but they can't hold them in case another city goes and asks for them.

That's the one that was originally coming, which would mean I'd have to figure out a way to I can wait six months. I've been waiting 10 years. I brought this up six, seven years ago, decided to put 20 grand into electric department. One thing we are going to have to do, we're going to have to make sure it's got a maintenance schedule and everything's getting done. So, we'll have to keep that on record.

How do we I mean, I suppose we have invoices, of course. I mean, do we keep like a maintenance file for stuff though outside of like invoices that we have here? I think it's an ordinance. No, I don't know if it is. Um, yeah, I I don't know. I mean something with the the $20,000 quoted repairs that you sent Mac. I mean I guess we'd be looking and removing the CAT bills. Uh we'd be looking at having put um $37,000 into it over the last two years, right? Um and so I mean again

I I don't know what the maintenance is going to look like on it for the rest of its life. I mean how old is it, Dan? I don't about 20 years. Yeah. And so I imagine any problems with it are probably only going to amplify. I I don't have an issue um you know with somebody else looking at it if we really want somebody else to look at it. But, um, I have a I have a feeling that we're going to have to spend the money probably at I Well, while we're spending, like I said before, before we go dump in another $200,000 here, there's there's other sure equipment that needs to be purchased as well. So,

sure. Well, what what else needs in the street department? We got 20 pieces of equip. So, we're buying something every year old. Well, we don't get something every year. There needs to be some sort of a fleet replacement schedule. Um, I mean, I uh with the deal we get from Martin at the end of five years, whatever's left on the to pay it off, we could always trade it in for a new one. That way, it's constantly Well, it's the residual though. You probably you wouldn't really get anything out of it. No, indeed.

Uh, you'd have to just pay a whole new lease. But, um, I I I just I mean, I'm okay with somebody looking at it, somebody else looking at it if we want a second opinion on it. I I mean, especially if it we can discuss this at the meeting next week. I mean, it's probably it's really not that I can't imagine five days hopefully wouldn't make that much of a difference. Um, but I I just have a feeling that we're going to be stuck buying a new one, which I mean, it is what it is. It's the cost of doing business. But I I just think we have to prepare ourselves for for that reality. Well, if the rest of the council wants a second opinion, I can go get that.

My other question was, I believe, am I reading this right? That the quote that you provided was just a lease, right? It didn't. What if we were to purchase it outright? Would it be cheaper? Yep. Okay. Because I don't want us to get into a backhoe is a huge investment. every five years I don't feel like we need a new one that I mean there's a lot of equipment down there if every five years I don't want that on the books forever as PL prices inflate it's only going to get more expensive. Um well and that's kind of the nice thing about you know having the lease and having you know the residual is I mean ultimately that that

probably be worth it could potentially be worth you know a lot more than what they anticipate it being worth you know they did explain that that sometimes when it comes in for a trade it's going to be worth more than what you owe on it. Yeah. So you might actually, you know, there was a residual on it 55,000 or something like that. A residual of 55,000 might be a bargain, you know, in five years, but you don't know. But you can make right. Sure. Sure.

You know, that brings up another point. Maybe uh you said they trade them in when they're done or the lease is up, they bring them back. Have we looked in any other alternatives to perhaps get one for maybe $100,000 that had a,000 hours on it or something? Or are we just gung-ho? We're going full out for got to have a brand new one. Yeah. Go ahead. Yeah. So the back itself is not 169.00.

How many hours a year do you use on the back? How many hours a year? I know that's probably like hard to be like should be on there. And you're using it a lot recently. I mean, what is the least limit 3,000 over five years? 600. 600 hours a year. Okay. How long do you think that's going to last? I mean, you're probably running it for what, 10 hours on a break? I mean, that's the average. I'm just trying to get understand like it's going to go way over. I mean, there's no way you guys only use it for 600 hours. That's 60 days or 10 hour days.

I mean, I mean, some days might be two, some days might be eight. I don't know. You wouldn't have as many. Oh, I'm sorry. The other one. You mean the older one?

Whatever at the landfill or something.

The other one down there. Do we have room for two back holes inside? Yeah. Well, I have to make room. station.

Yeah, that was a $60,000, too. Yeah, I know. That's a little bit. Yeah. So, what we really need is just a a concise or I guess really just a consensus would be the right term on what exactly it is we want to do. Like I said, I'm fine with suggested having somebody else look at it and then addressing it at the Monday meeting, but I I I think if you know I think we might have to be ready to act and make a purchase on Monday. I mean obviously I mean this is a

Well, I have no problem getting a second opinion if that's what everybody wants. I'll get it. I'm still getting fixed. Yeah, that's true. I'm still I'm still running as of right now. Yeah. Any idea when we'll have it done?

I'll call them out. 5,000 repairs just to keep it running. Yeah. Where's KD? Martins. Oh, here. Yeah. John

approved. So is that the consensus that we want um another party to look at it, get a second opinion, and then Monday we take action on it. That's what everybody wants, and I'm fine. I'll get that.

Here's here's my thoughts on that. Um, if this is a piece of equipment that we truly use every day and absolutely need it, uh, we have two of them right now. They're obviously extremely expensive and they both are in terrible condition. Um, I in that case, we should probably buy a new one. Uh, well, let's get it reviewed first, obviously. Uh, but I think we should buy a new one and then get rid of the other one and possibly um get that miniature excavator back hoe thing that we have on a trailer that we can, you know, and store it on a little small trailer inside the uh shop there and, you know, for smaller jobs that we need, you just you take that to where you need in the city to to do to do the work.

Um, you know, hopefully that can alleviate some of the the workload that this thing does the entire time. So that way we're not at the very least we're not maintaining two of these very expensive pieces of equipment that uh tend to fall apart on us.

Okay, Jason, thanks. But you do you you do understand that you're looking at almost 100,000 for that little one as well, right? My understanding is that I I know that they're they're still pricey, but apparently they are way easier to maintain. Uh way way less uh cost uh m on the maintenance. Um I didn't know they were quite a hundred grand. I thought they were like 70 grand. But uh but I I to me that seems like it makes more sense. So at least we're saving cost then by instead of instead of maintaining two expensive pieces of equipment that end up turning to crap on us. But what you got to understand is if you're going to buy the back hole, you know, that's going to take a lot lot of the finance there and then you want to buy one of them as well. I mean,

well, it doesn't have to be this year immediately. I mean, we need to solve the immediate problem first, but then I would say we would need to phase out the other one and get rid of it. Uh, and then get something that is a piece of equipment that you can use more regularly. So going forward that would that would save our cost on on making Rich was saying though we got a lot of lot of equipment here in town that needs to be replaced.

You know I I don't I don't know if I don't have the information in front of me. I don't know if I 100% agree with that. We have we have solved the the truck issue. We have a phase truck issue now. Um we have with with the new purchase of the the dump truck. I believe all of our dunk dump trucks are about five years in age apart from each other. So there is kind of a fleet cycle replacement plan. Uh for the um electric department, we recently bought a brand new equipment handler. That's the very large one. And then we recently that was within like three or four years ago. Uh and then I think just two years ago, I think we bought the the new small bucket truck. So I know there's another piece of equipment there that that could be. I I think other than the backhoe situation, I I believe most of our equipment um isn't too I don't know where we're at with our our mowers throughout the city necessarily, but I know the most most expensive thing, which is the backhoe, is is our issue.

Well, I would suggest we take care of the back hole first and then we'll see where everything lies to possibly get the smaller one. Well, I mean, I agree. I mean, if if it's something that we absolutely need, if it's something that's used for emergencies and it's used practically every day, uh, and right now you don't have a reliable one, one way or another, whether whether Rich has this person that's going to be do some kind of evaluation or not to see if it's worth preparing, you obviously need a 100% function functional uh, backhoe at your fingertips every day. Yeah, it's and currently they're renting one, so we're not we're not in any safety issues that I'm aware of. It's a brand new machine. So,

I don't feel that we're uh being pushed to hurry up and make this quick decision and throw that money out there and then regret it later. That's a that's a fair uh assessment. Let me ask you, Mac, what is the rules of how long we are allowed to be able to rent this uh thing? How much that cost at a time? As long as you pay for it, then you got to Yeah. Well, I hope so. And what does that cost per month? You can run it for a month, but they won't rent it for long term. You'll have to turn it in possibly wait about three weeks and then rent it again or rent from another or rent like you were starting to say, Rich, rent from another dealership. What's the cost back for a month? 3,800. 485.

38. I couldn't hear that number. Say that again. Sorry. About 45. There was a bill here for 3,800. That couldn't be yet. The one we are renting now came from the city of traded in a new one.

Wow. They got rid of it.

That's another another thing with having a I'm sorry. I don't know if I'm over talking to somebody. If I am, I greatly apologize since I can't see everybody. Um, so another reason that it's easier to maintain one of them, because you're saying we have this one that's already 20 years old and the other one's in worse shape. Yep. By having only one in more of a mint condition in the mini excavator, it makes it a little bit easier to life cycle through one primary uh backhoe on a more regular basis. I think I think the long-term savings in that might be good. I don't know if I like the idea. Maybe maybe we don't have to get the mini back home for a couple years so that way you get a little bit of separation from them.

And we could look into that. Um but I'll ask does the council want me to get a second opinion? Let's let's take care of one thing at a time. Yeah, I'm I'm fine with it myself. But like I said, I I think I I mean $20,000 worth of repairs, whatever. I I I do think that we have to be prepared uh for the worst, which is obviously buying a new one. So, as long as everybody's as long as everybody's open to the idea or everybody's willing to purchase a new one should we get an opinion that's not favorable, I'm I'm okay with that. But I I have a strange feeling that we're going to, you know, have to buy one. So,

Hillary, what do you think? You know, we've got a safe piece of equipment here today. Get the of opinion. We'll work on figuring out if we have to wait till May 1st and put it in the budget to finance this new piece of equipment, etc. The immediate concern, everyone's safe today, right? Right. So, and if it does go over a month, then I can rent another one from another dealership, I guess. We'll figure something out. Well, how's he going to look at it where he's not going to Yeah. be able to go into their shop and

check. When he gets back, I'll get a hold of me. But the meeting's on Monday. Today's Wednesday. They told you, Dan, they told you that today that they'd have it done by next week. Said he was almost done with the repairs. just working on tie rod ends, but uh I can get a hold of Dirk and I can get him to get a hold of Chad Lambert. He's a service head department there. I just think it would be pretty awkward over there. I don't know. I just It's like you're taking work right out of a shop if he's I mean he's just giving an opinion. I don't know. It also

kind of looked like he was questioning this guy like right there. Well, I mean, we're kind of I'm just looking. I mean, that right now, but asking for a second opinion, period. So, I go to a doctor. I want to see two opinions. I'm not saying the doctor's not any good, but I'd like, you know, to make sure. That's it. Well, if you're going to get open heart surgery, you definitely want more than one. I mean, we're not talking and $150, $200,000. That's I think we owe it to everyone to take do our due diligence. Yeah. We're averaging what? Uh 37. We're averaging about $18,000 in repairs a year at the moment. And I don't know how you're going to come up with an average on a piece of equipment like that. Well, I mean, it's Yeah, it's it's a limited you never know.

Kind of can limited sample size there. But, I mean, from what we have here, we're we're averaging about $18,000 a year in $18,000 a year in repair. And then when we have to rent one, we're renting it for 4500. Uh the payments on this are if you do monthly payments it's uh about 2400. So I mean just whatever. But um I just like I said as long as you know Dirk says you know we we need a new one I I think we need a new one. So I have no problem if that's I just want to take a look. I don't I don't feel comfortable throwing that kind of money around and well have nobody nobody should I think there's a consensus. Let's do that. Yes.

Yeah. There's a consensus. I'll get a I'll get a hold of director. We do have the labor attorney waiting for us. What? The labor attorney is waiting for us. So I don't mean to cut anybody off, but I think I think I think we agree. Um so we'll move on.

Um number six, public comment on any topic. Seeing none, uh, number seven, executive session for collective negotiating matters between the public body and its employees or their representatives or deliberations concerning the salary schedules for one or more classes of employees 5CS1 120C2. Uh, is there a motion to go into executive session? Uh, McDermott with the motion, Baldridge with the second. Uh, clerk will call the role. Baldridge. Curran. Hi uh McDermott. Hi Moy. Hi. Colin.

Hi. Uh we are entering close session. There's nothing on the agenda um when we come out. So thank you everyone. I got it.

Come back.

Let me make the motion to adjurnn. I never get to make motions. You want to make a motion, Jason? I have to call roll call first. I never get to. Okay. Uh, we are back in open session. Uh, clerk called roll. McDermott here. Baldrich. Uh, Curran here. Moy here. Cullinin here. Uh, item number eight is adjournment. Is there a motion to adjurnn? I'd like I'd like to make a motion to adjurnn. Well, motion by Baldridge. No, you second by Mcder. Deny me everything. Deny me everything. Mcder Baldridge.

Hi Currin. I'm stayain loyal. Too bad. And calling it. Hi. No Okay. Thank you, Jason.