Based on the context provided about the Birchwood Village officials and the content of the discussion, here is the transcribed townhall meeting with speaker names. *** [3:09] **Mayor Jennifer Arsenault:** It's 6:45. We're going to call this meeting to order. Please stand for the pledge to the flag of the United States of America and to the republic for it stands with all. [3:32] **Mayor Jennifer Arsenault:** Okay. All are present this evening except for Bridget. [3:43] **Mayor Jennifer Arsenault:** Next on our agenda is the approval of the city council agenda. Um I would like to add one item to it and that would be um the naming of the task force, the infrastructure task force. [4:00] **Scott Hildebrand (City Administrator):** I have that on the amended agenda that I sent out. [4:03] **Mayor Jennifer Arsenault:** Where is that? [4:05] **Scott Hildebrand:** There's an amended copy I put on your desk. It's highlighted, but number six. [4:10] **Mayor Jennifer Arsenault:** Number six. Ah, yes. I'm working off the old copy. Thank you. [4:18] **Mayor Jennifer Arsenault:** Then I don't need to amend anything. What? I have an agenda that doesn't have that on it. Oh, do I have... There's a new amended one. Yep. All right. Okay. So, we're off the amended agenda. Got it. Okay. I forgot. What is this material here? I forgot what it says. Also, do we have to read? [4:44] **Mayor Jennifer Arsenault:** Overrated. Uh-huh. All right, people. Are there any um additions? [4:58] **Councilmember Kathy Weier:** No. I'll move to approve the amended agenda of the regular meeting of the city council. [5:05] **Mayor Jennifer Arsenault:** Can I get a second, please? [5:07] **Councilmember Ryan Eisele:** I'll second. [5:08] **Mayor Jennifer Arsenault:** All in favor? [5:10] **Council:** Aye. [5:11] **Mayor Jennifer Arsenault:** Opposed. Hearing none, motion passes. [5:14] **Mayor Jennifer Arsenault:** Um, I'd like to open the public forum. Is there anybody who would like to speak? Seeing none, we'll close the public forum. Um, we don't have any presentations this evening and we're on to the consent agenda. [5:32] **Councilmember Ryan Eisele:** Um, I guess I had a couple questions about the treasurer's report that I didn't manage to send in in advance. Um, so let's just pull that out for a question or two. [5:45] **Mayor Jennifer Arsenault:** The treasurer's report. Yeah. [5:52] **Mayor Jennifer Arsenault:** Anything else? No. Okay. Can I get a motion to approve the consent agenda with a treasurer's report pulled out? [5:59] **Councilmember Kathy Weier:** So moved. [6:01] **Mayor Jennifer Arsenault:** Kathy. Second? [6:03] **Councilmember Ryan Eisele:** Second. Ryan. [6:09] **Mayor Jennifer Arsenault:** All in favor? [6:10] **Council:** Aye. [6:11] **Mayor Jennifer Arsenault:** Opposed. Hearing none. Consent agenda is approved. Did we say do we vote? Okay. Do we vote? We all say I. Yeah. Okay. Sorry. [6:27] **Mayor Jennifer Arsenault:** It's okay. So, we got those three yeses and one abstain like it's it's fine. I just am not with it. Just write one three yeses and one not with it. This is paper rain. [6:44] **Mayor Jennifer Arsenault:** Okay. Moving to staff reports. Mr. Hildebrand. [6:46] **Scott Hildebrand:** Uh, one thing I had is we had a check to add to the um for approval uh that was in an invoice to um USS Minnesota 1 MT LLC. [7:02] **Mayor Jennifer Arsenault:** What is it writing? [7:08] **Scott Hildebrand:** Yeah, 1 MT LLC solar. Oh, solar energy that um Therese had missed an invoice. It needs to be paid right away. So that would be a check in the amount of $2,464.79. [7:32] **Scott Hildebrand:** The explanation on that one is um they changed their billing procedure and they were doing it electronically. Correct. So she didn't open it. So it was that's for February, March, and April. Oh, maybe May too, right? Correct. March, April, May. Correct. That's why it's so large. Which I guess I could actually go with the discussion later with the bills and such. So, the other one is met with Marsha today going through some forms to update for reporting. Um, what we've discussed is if we could obviously we're trying to get back on schedule with having a work session. Um, she would actually be available on June 23rd I believe and which is a Monday. Curious. [8:16] **Scott Hildebrand:** Just want to make sure that worked for everybody. It's a Monday night. [8:21] **Mayor Jennifer Arsenault:** No, not for me. I don't know if Bridget will be back by then either. [8:25] **Scott Hildebrand:** She'll be here. She will be. [8:27] **Mayor Jennifer Arsenault:** What about Tuesday? [8:35] **Scott Hildebrand:** Well, I know the 24th. That could... I don't think that worked with her schedule. [8:40] **Councilmember Kathy Weier:** Can't be next Tuesday because we have the parks committee meeting. Correct. [8:53] **Scott Hildebrand:** No, I mean the 24th was the Tuesday I was suggesting, but she had the 23rd or the other one was possibly the 30th. [9:05] **Councilmember Ryan Eisele:** Can't do that one either. [9:10] **Mayor Jennifer Arsenault:** Are others available? What date? [9:13] **Scott Hildebrand:** The 23rd of June. Correct. [9:16] **Councilmember Ryan Hankins:** Yeah, that'll be okay. [9:21] **Councilmember Kathy Weier:** It's trade show season. I'm sorry. Sure. [9:28] **Mayor Jennifer Arsenault:** Are you okay? [9:30] **Councilmember Ryan Eisele:** Yeah, it should be okay. [9:32] **Mayor Jennifer Arsenault:** What time works for everybody? Doesn't matter. Say at 6 o'clock or 6:30? [9:37] **Councilmember Kathy Weier:** 6:30. [9:40] **Councilmember Ryan Hankins:** 6:30. [9:42] **Councilmember Ryan Eisele:** 6:30. Six is a little early. Is that how we get 6:45? [9:47] **Mayor Jennifer Arsenault:** 6:30 on 6/23. [9:52] **Scott Hildebrand:** Nice. Okay. I will let her know. And um a few other things to talk about. So, I'll send out an agenda. Okay. [10:05] **Mayor Jennifer Arsenault:** That's all I have. All right. Thank you, Marcus. [10:07] **Marcus Johnson (City Engineer):** Evening, council. Uh, not a whole lot to report on the lift station other than they pushed the start date back to July 10th. [10:15] **Mayor Jennifer Arsenault:** What was the reason? [10:18] **Marcus Johnson:** Staffing issues. It's just the contractor's own shenanigans. Okay. Yep. I think it's for the best anyways for how wet June's been so far. I don't I think July hopefully will be a little bit drier anyways. It'll make our parade easier. Therese said the same thing. So, um otherwise, uh they did contact me yesterday about um about getting a check [10:51] um that you guys will see in the July council meeting for the materials of the pump since they did the delay. Um so, you'll see that in July. The work might be started by then. It's hard to say, but otherwise um and we're cleared to start pulling money at any point, but just a refresher. So, um and Henches will get the documents all prepped and ready. [11:17] **Marcus Johnson:** They'll go in the council packet. Um we'll have a discussion here at council meetings. If there's any yays or nays, and then should it get approved, then um it goes to uh the EPA as well and then that whole chain. So, we've still been in contact. [11:37] **Mayor Jennifer Arsenault:** Are you now on the contact list for the EPA too, Scott? [11:42] **Scott Hildebrand:** Yeah. Yeah. [11:45] **Marcus Johnson:** We actually did get a new or are getting a new new rep. Um because um the shakeups. Yeah. I think this is the third person we'll be getting. Um I can't remember her name off the top. [11:55] **Scott Hildebrand:** Alyssa, thank you. Uh just put in her her time as of last week. So, we're pretty much past all that stuff. [12:05] **Scott Hildebrand:** ERP's over, so we should be good. Yeah. Yeah. Deferred resignation program. It was through June 1st, so we shouldn't be losing any more employees. Thank you. [12:20] **Councilmember Ryan Eisele:** Is there still a possibility that they could not pay our claim when we're done? [12:25] **Marcus Johnson:** From my understanding, uh I mean, as soon as that first request comes in, they pay their share right away. So, the money has already been set aside and um and cleared. So, yep. [12:51] **Marcus Johnson:** Any other questions for the lift station stuff? Okay. So, we did get uh quotes back for 2025 project. Um, this will look a little higher than what we talked about at last month's because I did add the pothole repair for the citywide. So, I think I was at 105,000 and um looking at the roadway is they'd be at 100,000. So, slightly lower. Um, I did get feedback from I guess between the two quotes. Um, Bituminous Roadways is obviously the the low. Um, and I did get feedback from them that next year, um, as far as the citywide pothole repairs go, um, that [13:40] either doing a um a walk through with each contractor beforehand of where like what we'll be looking at for repairs or marking them out beforehand would be beneficial, or a longer grace period. So, in the contract, we requested that if it gets awarded tonight, they'd have 30 days to get the potholes repaired in the city. [14:05] **Marcus Johnson:** So, for a lot of contractors, that's a tighter window. So, prices came in maybe a little higher than what I would expect for that. But for everything else was pretty much in line. So, it'd be my recommendation to go with um the low Bituminous Roadways as long as we don't see... [14:23] **Councilmember Ryan Eisele:** Do you think they boosted up the numbers for lack of knowledge of how many potholes they were doing or any reason why you think that part was higher? [14:31] **Marcus Johnson:** Uh I think it's a combination of that and um a short the short timeline because um we... Sorry. [14:44] **Councilmember Ryan Eisele:** You mean like the timeline for submitting the RFP? [14:48] **Marcus Johnson:** Or just 30 days until they can... [14:50] **Councilmember Ryan Eisele:** Yeah. Could we extend out the timeline and get them to bring down their price? [14:55] **Marcus Johnson:** We could ask them. [15:00] **Councilmember Ryan Eisele:** Might be worth doing. Yeah. I mean I mean it doesn't seem like I don't hear people complaining about the potholes too much. Like it seems to me like if it were 60 days instead of 30 that would be... [15:10] **Marcus Johnson:** I I could ask them to see if they'd be willing to drop their price down a little bit. [15:15] **Councilmember Ryan Eisele:** Squeeze them, man. [15:19] **Marcus Johnson:** Yeah. All right. [15:22] **Mayor Jennifer Arsenault:** And then can you uh just for the sake of having it on the video, which portion of the roads are we doing this time? [15:28] **Marcus Johnson:** Yeah. So, it's the remainder of that Cul-de-sac from where we ended um at um Oakridge Drive around and then it is that little stub to the south. I keep wanting to say it's Oak Hill, but it's not. [15:46] **Mayor Jennifer Arsenault:** It's in your desk. [15:48] **Marcus Johnson:** It completes that... [15:50] **Mayor Jennifer Arsenault:** No, it's not. Is it? It's not. That was done last year. Oakridge Drive and Oakville Court. [16:03] **Marcus Johnson:** Oakville. Yeah. So, what do we need to do tonight? It looks like the contract is prepared upon approval of the quote. Yep. So, is if council's okay with the quotes and okay moving forward, budget wise, we're looking okay. Then then tonight, we would approve the low the low quote or unless if you guys have any reason why we shouldn't award the low quote. And then tomorrow um I will uh be sending out the contract to the company awarded Bituminous Roadways. They'll sign it and then it'll go to the city to get the last signature. [16:36] **Councilmember Ryan Eisele:** And so is there going to be an opportunity to review the contract? [16:40] **Marcus Johnson:** Uh as far as me to review the contract, I can I can send it to you. Yeah. [16:45] **Councilmember Ryan Eisele:** I I guess I'd like to have a council meeting to approve the contract itself if we can. even if that's a special meeting just partly because um I want to make sure we don't have the issues that uh we did in the past with uh with the stuff that where we were responsible for fixing the the errors with the runoff up there. It's fairly close to that. [17:11] **Marcus Johnson:** Yeah. I guess I just think it would be worth just... [17:15] **Scott Hildebrand:** I sent it to Allan before sending it off and he had a couple changes, but you can get a swing at it on consent and if you have questions that's fine. [17:28] **Councilmember Ryan Eisele:** I think that would be good. [17:30] **Marcus Johnson:** So, and then this one is also going to be correcting the issue from the last one. Yep. Yep. Yep. So, we'd be doing the ditching um which will be kind of be a field fit kind of ordeal working with contractor and the utility companies side by side. [17:50] **Councilmember Kathy Weier:** How big are the ditches supposed to be? [17:53] **Marcus Johnson:** About that deep. And then um it kind of varies depending on like as we're going down a little bit and then it kind of depends on if we're coming in at a steeper grade we'll have to go back a little ways but no I mean it'll be no wider than 12 feet um from edge of road to where we stop gradient. [18:18] **Councilmember Kathy Weier:** Are we then covering replacement of grass and such? [18:22] **Marcus Johnson:** Yep. That's all um in here already. Yep. And then we are marking utilities and all that to make sure we're not hitting anything, right? Yep. Yep. Just making sure. Yep. That's in. Oh, good. [18:39] The hardest part is the um irrigation. So, I'll coordinate with the homeowners that we're directly affecting there just to see if they have irrigation or or whatnot. But usually irrigation um either relocations or repairs are on the homeowner typically. It's it's hard for if the utility companies don't locate in it. Uh it's hard to acquire a contractor to locate it themselves. [19:10] **Mayor Jennifer Arsenault:** Okay. So, we're going to confirm with the homeowners if they do have it. We're going to do that, right? We're not going to make them pay for locating their own. [19:21] **Marcus Johnson:** I guess the the way I would recommend is is that we ask them to relocate the irrigation outside of the right-of-way or at least mark it so we can try to avoid it. [19:35] **Mayor Jennifer Arsenault:** Okay, any other questions? Can we get a motion to accept the quote from Bituminous Roadways? [19:50] **Councilmember Ryan Hankins:** Well, hold on. Have you worked with this company before? [19:54] **Marcus Johnson:** They were here last summer. They did the last one. Yep. And I've had them on a few other projects, too. Yeah. Very reputable. [20:01] **Councilmember Ryan Eisele:** Work they did was lovely. It just made no way for water to run off. It was great except for that one thing. Well, like there was no pebbles or anything anymore to divert water out of the area. Okay. [20:19] **Councilmember Ryan Eisele:** I'll do motion to approve Bituminous Roadways, Inc. Um, and to offer or ask if we extend the time frame to 60 days if that would reduce the pothole repair portion. [20:38] **Councilmember Ryan Hankins:** Second. I have a question. Am I voting to approve a contract that's not in front of me? I think the vote was to accept the quote. Is it to accept the quote or approve the contract? [20:53] **Allan (City Attorney):** I thought the motion was to accept the quote. [20:56] **Councilmember Ryan Hankins:** So, if you want to make a friendly amendment and bring a contract back to council for approval, I I would make that amendment and bring the contract back to council for approval. [21:20] **Councilmember Ryan Eisele:** I'll accept the amendments. [21:23] **Marcus Johnson:** So, one followup question for that 30 days... is that going to start on... we can call a special meeting if we need to in my view to look at the contract. [21:40] **Mayor Jennifer Arsenault:** So, if they change the price, I'd like to know what that is too. That would be nice. So, you can hit it at your workshop if you have to agenda it. We can just notice it up. [21:56] **Mayor Jennifer Arsenault:** Okay. All in favor? Uh the second... the seconder has to accept the amendment as well. [22:08] **Councilmember Ryan Hankins:** I accept the amendment. [22:12] **Mayor Jennifer Arsenault:** There we go. Okay. Now we can... All in favor? [22:15] **Council:** Aye. [22:16] **Mayor Jennifer Arsenault:** Opposed. Motion passes. Thank you Marcus. [22:19] **Marcus Johnson:** Thanks for the trouble guys. No. So, if you have the contract, could you just send it via email? [22:34] **Scott Hildebrand:** Yeah, I can send the draft one. I think when I marked it up, it went back to Marcus. And so, the final one will have all the numbers in there. So, it's probably best to wait for the final iteration of it. [22:45] **Marcus Johnson:** Okay. Yeah. With quotes, you can be either male or female. It's whatever council prefers. With bids, it has to be in paper, right? And it has to be original signatures and stuff. So, whenever it gets done, just send along. [22:58] **Mayor Jennifer Arsenault:** All right. Thank you. [23:01] **Marcus Johnson:** Thank you, Marcus. [23:03] **Mayor Jennifer Arsenault:** Okay. We have uh city business action items. I believe Joseph is here for the last item. Is Marcus leaving? Yes. Oh, okay. Marcus, I would... could we just do this? Um, I have a couple questions about the engineering expenses on the treasurer's report. Could we just do that now and let you go home? Would that be okay? [23:35] **Marcus Johnson:** Sure. [23:36] **Mayor Jennifer Arsenault:** Okay. Why don't you just tell everyone what we're doing? [23:38] **Councilmember Ryan Eisele:** So, I had pulled the treasurer's report out of the consent agenda. And the questions I want to ask relate to the billing on the treasurer's. I don't know if you can help us or not, but I'm looking down at page 15 on here where there's um general fund engineering expense for $6,350.50 and then there's 2025 street improvement recommendations for $1,072.50. And I was just wondering [24:23] um yeah and so here with respect to the 6,350 that says engineering consulting open house meet and prep, meet with council members, estimate water main... is that all spending on water main revisions? Um, but it just I was just wondering about that 6,350 and then the remaining thousand bucks or something. [24:55] **Marcus Johnson:** You're looking at page 12, you said. [24:57] **Councilmember Ryan Eisele:** Page 15 is the place where you can kind of see what it says. It's the last one on page 15. May 30th, 2025. Bolton and Mink Inc. Engineering Consulting, Re-open house meet and prep, meet with council members and estimate water main. And I don't know that you're necessarily going to know that right off the top of your head, but... [25:35] **Marcus Johnson:** Yeah, off the top of my head, I'm not going to be able to answer without looking at I guess our our individual invoice. [25:40] **Councilmember Ryan Eisele:** It's just I guess I was a little surprised to see to see that we'd gone through. Does that seem like... if we want we can just not approve it. We can discuss... [25:50] **Mayor Jennifer Arsenault:** Oh, I think I look at it. [25:52] **Councilmember Ryan Eisele:** I don't think anybody's suggesting you didn't bill appropriately. I was just wondering, is that a reasonable estimate of the engineering expense so far? Is that a reasonable estimate of the water main engineering expense so far? [26:03] **Marcus Johnson:** Is which dollar amount? The 6,350 probably. I guess... and I... Okay. Okay. So, we'll probably need to kind of watch that. [26:15] **Marcus Johnson:** Okay. All right. But if if we want, we can... I mean, it might be worth... We're not in any rush to get paid either. [26:25] **Councilmember Ryan Eisele:** I guess what I don't think it's an issue of paying you. I guess we authorized 5,000 for that. And I guess it looks like we might be just kind of pushing our limit there a little bit. So, we probably should understand kind of where we're at there, maybe, but probably not right this second. Anyway, I think I've beat this to death. What's the... if Marcus is willing just to pull it off and we can review it later... [26:55] **Mayor Jennifer Arsenault:** Well, that's fine. Then, let's let's pull it out and and have him review it. That's not a bad idea. I mean, that's I I think that's reasonable and that's your suggestion, Marcus. [27:01] **Marcus Johnson:** Yeah, might be a good workshop to just go through the the individual invoices there. Okay. There's no urgency. Yeah. Payroll still being met. It's not my problem. It's payroll. [27:16] **Mayor Jennifer Arsenault:** So, well, it could become your problem real fast having worked for an employer in that situation once. Back to the office and be like, "What do you do?" I'll send you a question or two. Let's do this... not do this online anymore, but yeah. Thank you. So, it's nothing personal. [27:42] **Councilmember Ryan Eisele:** Okay. All right. Well, I will move to um accept and approve the treasurer's report with the exception of the May 30th charge of $6,350.50 to Bolton and Menk. [27:54] **Councilmember Kathy Weier:** Second. [27:56] **Mayor Jennifer Arsenault:** All in favor? [27:58] **Council:** Aye. [27:59] **Mayor Jennifer Arsenault:** Opposed. Hearing none. Motion passes. All right. Thank you again, Marcus. [28:05] **Councilmember Kathy Weier:** Thanks, Marcus. [28:07] **Marcus Johnson:** Thank you. [28:09] **Mayor Jennifer Arsenault:** Now you can go. So, let's move six up to the beginning then and we can... um six is discussion and possible direction regarding the water main evaluation task force. Scott, do you want to speak to this or would you like me to? [28:34] **Scott Hildebrand:** You're fine. We've submitted all the applications. I believe we ended up with nine. Um there's also a proposed I guess resolution that I drafted that if he wishes to approve. [28:42] **Mayor Jennifer Arsenault:** You want it on the overhead? So council, we received nine applicants. Are we okay with having nine on the task force or do you have other ideas? [29:00] **Councilmember Kathy Weier:** Sounds fine to me. I think the more the merrier. I mean, I assume they can set up their own groups of who's in charge and all that good stuff. [29:08] **Mayor Jennifer Arsenault:** It's pretty well laid out. Um, in fact, I've made packets for all of them. Um starting with the purpose of the task force which is evaluating the potential replacement of water mains in the city of Birchwood Village. Um anyway, it goes through and talks about open meeting requirements, meetings and timeline which is two meetings in June and then an additional meeting to develop a report for council. [29:47] Um the procedure also um is laid out and how the task force will be um interacting with the city engineer. And with the approval of the nine applicants tomorrow, all the information will be available for them to begin studying. And so I have um paper packets for them and as as well as a digital packet that will go out tomorrow. [30:13] **Councilmember Ryan Eisele:** Did we determine a time frame for when we want information back? [30:17] **Mayor Jennifer Arsenault:** Yes. Before the July council meeting because we need to move on with budgeting. So, um so I'm suggesting that the first meeting, uh if we could just set that up and if there's like a large number that can't make it, they can reschedule amongst themselves, but just to get it rolling because I don't want them to run out of time either. Um, I was thinking like next June 19th, a Thursday evening. Does that since we have one person here, Joseph, does that work for you? [31:08] **Joseph Hegodus (Applicant):** Sure. [31:10] **Mayor Jennifer Arsenault:** Okay. What time? 6 or 7? [31:15] **Joseph Hegodus:** 7. [31:17] **Councilmember Kathy Weier:** 6:30. [31:19] **Mayor Jennifer Arsenault:** 6:30. Okay. So, let's just establish that tentatively as their first meeting. Um, that's June 19th at 6:30 and then they can go from there. Um, does anybody have any questions? I guess I'm fine with the resolution, but I also wrote the resolution. Um, I would just I don't know. Do we decide nine people was appropriate? [31:55] **Scott Hildebrand:** That's fine. I've seen task forces of roughly that size work. It's a lot of information to go through. So if um people you know they delegate... if they are totally inefficient at nine we can always whittle it down if we absolutely need to at the next meeting. [32:05] **Mayor Jennifer Arsenault:** Well what you'll get probably is seven or six and two or three will kind of find something else to do. So then you're down to a reasonable number. But you know if they need a little more time we can always extend it. So, and just thank yous to the people who have who have applied here, right? Thank you. It's it's a lot to go through. [32:18] **Councilmember Ryan Hankins:** Well, can... June 19th's a federal holiday? You're right. We talked about that, didn't we? Is that okay for them to have a meeting on a federal holiday? [32:28] **Allan:** Yeah. Being a city task force, city business can't be done, but anything else goes. [32:38] **Councilmember Ryan Eisele:** Well, perfect. Okay. I forgot about that. Didn't know if it was like the post office. [32:42] **Mayor Jennifer Arsenault:** Just shut it all down. They're not the post office. [32:44] **Scott Hildebrand:** Who are we giving the key to? [32:47] **Mayor Jennifer Arsenault:** Um, I'm going to be attending. Okay. I'm not going to participate, but I... All right. Observing monitor. Well, I will move to adopt a resolution establishing a task force to evaluate the replacement of water mains with uh filling in as task force appointees Amy Hewlet, John Anderson, Joseph Hegodus, Larry Mahoney, Maren Sebert, Max Kersbal, William Holiaak, Randy Leafoy and Mary Wingfield. Is that all nine? Did I miss anybody? That's all I have. Okay. [33:32] **Mayor Jennifer Arsenault:** And then I think we established. Okay. So, I'll let that be my motion. Okay. Can I have a second? [33:43] **Councilmember Ryan Eisele:** Second. [33:45] **Mayor Jennifer Arsenault:** All in favor? [33:46] **Council:** Aye. [33:47] **Mayor Jennifer Arsenault:** Opposed. Hearing none. Motion passes. And then do we want to establish a liaison onto this thing? I don't know if that was in there. Is that you? Okay. So I will move to establish Mayor Arsenault as the liaison to the task force. [33:59] **Councilmember Ryan Hankins:** Second. [34:02] **Mayor Jennifer Arsenault:** Okay. All in favor? [34:04] **Council:** Aye. [34:06] **Mayor Jennifer Arsenault:** Opposed. None. Motion passes. All right. Um let's move on then to um number one, discussion and possible approval of the 2026 proposal for assessment services. Did you want to talk about that, Scott? [34:34] **Scott Hildebrand:** This is the proposal that had been submitted, I believe, back in April for assessment services. [34:39] **Councilmember Ryan Eisele:** Is this a change from last year? Is there any... I saw there were a couple of fees called out, but I didn't know if those were any different from what they were in previous years. [34:46] **Scott Hildebrand:** You don't know. Maybe it didn't look too... It looked like $40 for a house and we have maybe very small increase. [35:05] **Mayor Jennifer Arsenault:** All right. Fine with me. So, can I get a motion then to approve the assessment services for 2026? [35:12] **Councilmember Kathy Weier:** I move to accept the assessment services, the quote for... [35:18] **Mayor Jennifer Arsenault:** Anything else, Allan? You're the post office. Can I get a second, please? [35:28] **Councilmember Ryan Eisele:** I'll second. Oh, sometimes it's helpful to just use the number that's been quoted for that service. [35:40] **Mayor Jennifer Arsenault:** Oh, would you like to amend your... or just tack on this number right there? Thank you. The 63... [35:54] **Councilmember Kathy Weier:** I move to approve the assessment year 2026 proposal for assessing services of $6,300 to Chase Peloquin. [36:07] **Mayor Jennifer Arsenault:** There we go. Very nice. Thank you, Allan, for the assist. Can I get a second? Did you already second before? Otherwise, I will. [36:18] **Councilmember Ryan Eisele:** I'll second. [36:20] **Mayor Jennifer Arsenault:** All in favor? [36:21] **Council:** Aye. [36:22] **Mayor Jennifer Arsenault:** Opposed. Hearing none, motion passes. [36:24] **Mayor Jennifer Arsenault:** Okay. Discussion and number two, discussion and possible approval of resolution 2025-46, the approving Fourth of July activities. That's on page 34 of your packet. So, this resolution just looks like the city is responsible for putting up um barricades before and after the event, providing an additional porta potty and that looks like that's about it. [37:10] **Councilmember Ryan Eisele:** I guess I've always had a question about this. Why does the city provide a porta potty when we have a porta potty that's like two blocks away? [37:25] **Councilmember Kathy Weier:** Because it's two blocks away. So why does the parade just not go another two blocks? You mean Ty Schmidt to Ty the village? Wildwood is a very large hill and we do Wildwood. Uh the parade portion is at the flag there. So the flag raising portion of the event for the last 47 years has been there. So that's why it's there. [37:50] **Councilmember Ryan Eisele:** But the porta potty is that Ty? [37:54] **Councilmember Kathy Weier:** Yes. So we do a one-day um porta potty there. It also would have to be emptied anyway. So we're not really out all that much considering we just put it at Elm. I was always curious about that. I'm like isn't there just a... Yeah, it's two blocks away and it's up a very large hill. So, I know little kids would be um there may be an issue getting that far. [38:20] **Councilmember Ryan Eisele:** Any other questions? I just have a couple things I'd like to add to the resolution if possible under the resolved section. I'd like to add that the Birchwood Community Club shall obtain comprehensive general liability insurance in the minimum amount of $1 million per occurrence, naming the city of Birchwood Village, its officials agents employees and volunteers as additional insured. And then I'd further like to add as a condition of the authority to hold the parade, proof of such insurance shall be submitted to the city administrator before the event. And then I would [39:16] like to add an additional condition that um because cities are prohibited from supporting fundraising events that um the community club can collect no donations during the parade or post-parade components of the event. [39:27] **Councilmember Kathy Weier:** Um we cannot have the parade if we do not collect donations at the parade at the free food table. So we can't afford to run it. It's volunteers and the money comes from the community that donates there. [39:43] **Councilmember Ryan Eisele:** So who... so the city has really nothing to do with... so essentially this is a private event. This would be like me having a 5k race through Birchwood. I'm not opposing the tulip insurance at all. We are in the process of getting that. No, no, no. I'm just... okay. I mean I haven't lived here for 47 years. I don't really know Kathy. Um, because moving to Birchwood, it is very confusing what the community club is and I think a lot of residents think that it is part of the city. I know I did when I moved here. I know a lot of folks think that they're giving their $4 to the city. Um, and so I think there needs to be a clear line between what the community club is and what the city is. [40:35] **Councilmember Ryan Eisele:** So like this, I'm just trying to draw a distinction saying that this would be no different. The parade is no different than Ryan Eisele's having a 5K. He's running through the city. I need to go to the city, get a permit to do this. Any insurance that I need, I have to also get and then I have to abide by any laws that the city puts on me. So that's that's what it is. It's a private event that's in Birchwood. [41:03] **Mayor Jennifer Arsenault:** Well, it's a public-private, you know, just like your 5K would be. You don't know who's going to show up and the parade's going to attract expats, residents, whatever, like it does every year. So yeah, but it's a good analogy. I guess I'm [41:22] fine with the community club raising donations at the event. I just think in that case we shouldn't support it with a toilet. It should either move to Ty Schmidt or else the toilet can be funded by the community club which is how we've I think treated would treat like you say any other outside group. So I guess that's my question as the city: what are we allowed to and not allowed to provide to a private entity? We're donating something to a private entity. What is the legal ramifications of that? [42:01] **Scott Hildebrand:** I think I would look at it a little differently. Allan can certainly chime in with his experience. You know this is a community event, right? And let's say that the Eisele 5K first annual was something that you really solicited Birchwood people to promote better health, right? So, it's a fun 5K. Eisele family puts up the prizes, everything else, organizes everything, but you come to the city and you say, "Hey, it's likely that a bunch of people are going to turn out and hopefully this turns into an annual event." And so would you consider supporting it by, you know, not necessarily doing anything other than putting out a porta potty at the finish, you know, just because it's not going to be where there's convenient services? [42:49] **Councilmember Ryan Eisele:** I guess to me this kind of comes down to a freedom of speech type issue where if Antifa or whatever our favorite Alex Jones is or whatever our favorite extremist group comes in and says, "Hey, Birchwood, I want to hold a parade in August." Are we going to be set to where we can say, "Yeah, the community club was fine. We think that's a great group." No, you can't support a... we're not providing a toilet to your group. Aren't we basically as a government deciding and arbitrating between which speech we like and which speech we don't like? [43:17] **Allan:** There I'd say those two are very different things. The statute dictates certain reasons why a city can donate to an organization. So the city can make donations. Here the example here though is you look at the number of community members, how this brings forth community, things like that. The difference there is where you have an outside group that's coming and wanting support. Here you have a group that is in the community and again you're bringing out community members that are wanting to attend this that are active in the parade. That's how that falls within your statutory authority. [44:20] **Councilmember Ryan Eisele:** So I guess I'd be fine with that but I think then again we're back to this limitation where cities can't hold fundraisers. That's a little different. if they're putting out a hand saying, "Hey, help support this." That's a little bit different than saying, "Everyone give me a dollar." [44:39] **Scott Hildebrand:** In my opinion, you know, putting out a porta potty, I consider that to be a public service. No different than calling the sheriff and saying, "Hey, could you take a couple of extra drives through? There's going to be a lot of citizens out." [44:50] **Councilmember Ryan Eisele:** But I mean, cities explicitly can't hold fundraisers. You're saying it's okay for us to support a community group that's holding a fundraiser for itself? [45:00] **Scott Hildebrand:** If you mean by support putting out a porta potty for a public sanitation need... [45:05] **Councilmember Ryan Eisele:** That's what I mean. Is that okay? Can you say that's explicitly okay for the community club to raise donations at their event? At their event that is supported by the city with a toilet. [45:15] **Allan:** I don't consider a porta potty for the public to be necessarily um subsidizing the community club if that's what your question is. Okay. [45:26] **Councilmember Kathy Weier:** It is... we will be going around just to state we will be bringing around newsletters and dropping off envelopes because we weren't allowed to put it in the newsletter which was the statement from last year. So we didn't advertise with the city this year. So we are walking around personally to deliver those. [45:40] **Councilmember Ryan Eisele:** When you say we do you mean you as volunteers of the community club? [45:44] **Councilmember Kathy Weier:** Yes, hopefully in the next two weeks because it's very close to July 4th. Right now all the volunteers are fronting the money for this. So I've already paid for things for this parade. So I'm really hopeful we have it because I don't need several hundred balloons. [46:09] **Councilmember Ryan Eisele:** What? You don't? All right. So then let me restate my motion here. Allan, this would be no different than the parades that you see and the firefighters are carrying around the boot to put money in? [46:40] **Allan:** That's a little different. That is explicitly allowed in statute. This firefighters can... you can go find the statute that says there are certain things that can be done. That is to the fire relief association. That's not actually to the fire department. So this is different. [47:03] **Councilmember Ryan Eisele:** Okay. So I I guess my only thing is that I think there needs to be a distinction that the city is not putting this on. It is the community club that is putting this on and you are donating to a private entity. [47:15] **Mayor Jennifer Arsenault:** I guess I would say we need to be very careful here because when you say donate, I think that means that's something we can't do. I think what we kind of need to say is we're serving a public sanitation need. [47:21] **Councilmember Ryan Eisele:** That's exactly what you're saying. Um, and I'm still a little I'm a little uncomfortable with this. I'm I'm not sure this is as quite as clean as it should be, but I you know, I'll go along with it if we can accept the amendment on the insurance. Does that seem okay to you, Ryan? [47:45] **Councilmember Ryan Hankins:** Yeah, I'm okay with that. [47:50] **Councilmember Ryan Eisele:** Do we basically need to separate this portion out of this and then have some other mechanism to provide the... I can't believe we're talking about a porta potty this much. Number one, I can't believe we're talking about a free event this much. [48:07] **Councilmember Kathy Weier:** Kathy, I understand that, but like something that's been around for kids and families for 74 years. You want to argue about this is ridiculous. [48:15] **Councilmember Ryan Eisele:** That's not what I want to argue about. What my point is is that there needs to be a distinction made between the community club and the city because when I moved to town and a lot of people I have talked to thought it was the same thing. They thought the city was putting on the parade. And people don't understand that when they're donating that money, they they think they're donating it to the city and they're not. And so I think that that is the problem and I think the parade should always go on and that's not what I'm arguing about. I just think there needs to be a distinction between what the community club is and what the city is. [48:58] **Mayor Jennifer Arsenault:** Can we next year... maybe we just need to bring this into the city next year. But I don't think that's a topic for tonight. [49:10] **Scott Hildebrand:** And so, yeah, I love the parade. I think it's a great thing that is done in the city, but I do think that that line needs to be drawn in the sand with it. It's a little unique, I will say. Most cities sponsor it and run the whole deal. And that's what I mean, I think a lot of people think that's what's going on and that's up to the community club to make that distinction. [49:33] **Mayor Jennifer Arsenault:** I mean, you're doing it right now, right? And the only thing you're authorizing is the procurement of a porta potty for the benefit of the public that's going to be gathered on your public street. Beyond that, you're not offering any support to the club or what they're doing. [49:45] **Councilmember Ryan Hankins:** You are putting out the barricades as well though just to make sure that... and shutting... asking the sheriffs to shut down the road. As a community group in general, I don't feel we have the authority to shut down the road. [50:05] **Mayor Jennifer Arsenault:** The mayor has typically done that just to make sure we shut down the road and don't have anyone injured. All right. So I will move to, in spite of my previous motion, thank you guys for your patience, adopt resolution 2025-46 approving um July 4th activities with the additional resolved clause: The Birchwood Community Club [50:26] shall obtain comprehensive general liability insurance in the minimum amount of $1 million per occurrence, naming the city of Birchwood Village, its officials, agents, employees, and volunteers as additional insured. As a condition of the authority to hold the parade, proof of such insurance shall be submitted to the city administrator before the event. Can you please send that to the city administrator so I can have him send it to the community club email? [50:58] **Scott Hildebrand:** Sure. [51:01] **Mayor Jennifer Arsenault:** Okay. Can we get a second on that motion? [51:03] **Councilmember Ryan Hankins:** Second. [51:05] **Mayor Jennifer Arsenault:** All in favor? [51:06] **Council:** Aye. [51:08] **Mayor Jennifer Arsenault:** Opposed. Hearing none. Motion passes. [51:18] **Mayor Jennifer Arsenault:** Okay. I add to number three on discussion and possible approval of resolution 2025-47 rink boards and posts um donated by Barton Winter. It's found on page 35 of your packet. Any questions about the resolution? I did amend it slightly if you've noticed. [51:48] **Councilmember Ryan Hankins:** Okay, looks fine. [51:50] **Mayor Jennifer Arsenault:** That's good now. Thank you, Barton. Barton is very generous. I'm a little surprised he was on the... I'm sure he'll be at the parks meeting next week. Can I get a motion then to approve the resolution 2025-47, the acceptance of a donation from Barton Winter in the value of $1,775? [52:15] **Councilmember Ryan Hankins:** So moved. [52:18] **Mayor Jennifer Arsenault:** A second? Kathy. [52:20] **Councilmember Kathy Weier:** Second. [52:22] **Mayor Jennifer Arsenault:** All in favor? [52:23] **Council:** Aye. [52:24] **Mayor Jennifer Arsenault:** Opposed hearing none. Motion passes. Again, thank you, Barton. We appreciate your generosity. Um, on to number four, discussion and possible approval of resolution 2025-48, salary reallocation for city hall supplies and computer software. Any questions about the resolution? [52:55] **Councilmember Ryan Eisele:** So, I just want to make sure that it... I am foregoing my salary. Like, I don't want a... this is me. I'm still getting a W-2 that says zero dollars. [53:05] **Mayor Jennifer Arsenault:** So, I can I can tell you I've done this the past two years, foregone my salary, and I've not received a W-2. And Marsha, I assume, will do it the same way for you. [53:15] **Scott Hildebrand:** I told her to stick it to you. [53:18] **Mayor Jennifer Arsenault:** But yeah, um that's how it's worked for me. In any case, if they don't issue the check, you don't get the W-2. [53:23] **Councilmember Ryan Eisele:** Okay, perfect. That was my only question. [53:25] **Mayor Jennifer Arsenault:** Okay. 1099 or whatever they give you. Can I get a motion then to pass resolution 2025-48 salary reallocation? It's your money. Do you want to do the motion? [53:35] **Councilmember Ryan Eisele:** So moved. [53:38] **Mayor Jennifer Arsenault:** I'll second. All in favor? [53:40] **Council:** Aye. [53:42] **Mayor Jennifer Arsenault:** Opposed hearing none. Motion passes. Number five, discussion and possible approval of resolution 2025-49 approving acceptance of donation. I move to... this is Ryan Eisele donating some monitors. So, do you want to do it again? Otherwise, I'll just... let's just do it and get out of here. I move to adopt resolution 2025-49 approving acceptance of donation relating to Mr. Eley's computer monitors. [54:20] **Mayor Jennifer Arsenault:** Wow, we're ahead of where I thought. Can I get a second on that? [54:22] **Councilmember Kathy Weier:** Second. [54:24] **Mayor Jennifer Arsenault:** All in favor? [54:25] **Council:** Aye. [54:26] **Mayor Jennifer Arsenault:** Motion passes. Um, we're on to city council updates. Does anybody have anything they'd like to talk about? [54:42] **Councilmember Kathy Weier:** I do. The community club has been approved to do our parade. We are in desperate need of volunteers. Um, we are short several individuals who will be traveling because it is a long weekend. So, if you are available and can help, we need help in all aspects. Please reach out to the community club. Their email address is communityclubbirchwood@gmail.com to volunteer. Even if you have volunteered in previous years, please do email that so we can confirm individuals who will be there. Um and then other announcement: there's a bear in the neighborhood. Again, if you have not noticed your um various messages... I think it was a text message or an email that went out today. Um take down your bird feeders. Again, the DNR cannot remove or relocate bears. So, uh don't let out your little pets and remove your bird feeders. [55:46] **Mayor Jennifer Arsenault:** Can we go back to the parade? What are some of the tasks that you need help with? [55:51] **Councilmember Kathy Weier:** Um, we need individuals to put up the banners the night before. We need people to help at the tables handing out all the free food. We have, um, kids' games like the tug-of-war and the gunny sack race and the three-legged race that we need some help with that. Um, the community club specifically wanted to ask you if you'll be the MC. [56:15] **Mayor Jennifer Arsenault:** So there are a variety of jobs also... helping move those barricades after the parade is done, bringing items back to the city hall, and then handing out balloons is another [56:33] one. There's a lot of people who do multiple things throughout the whole day. [56:40] **Mayor Jennifer Arsenault:** And is the parade... not the parade, the band scheduled to go? [56:45] **Councilmember Kathy Weier:** The band is going to be playing again. That individual who is running that is Michael Lean. Um if you have your newsletter that had gone out, he had put his email address in that. If you are interested in playing with the community band, um they start their rehearsal at 9:00 a.m. Um it's over by Birchwood Avenue at 5 Birchwood Avenue is where they start practicing in the morning at 9:00 a.m. Parade again will start at 10:00 a.m. like normal. Also, all the little kids come with your decorated bikes to be in the parade. [57:18] **Mayor Jennifer Arsenault:** Um, do you want Michael's email address too for the... might as well? [57:22] **Councilmember Kathy Weier:** Sure. It's michael.lean—that's l-e-n-g—at gmail.com. [57:28] **Mayor Jennifer Arsenault:** Thank you. I just wanted to make sure people know what's available for them to do. [57:35] **Councilmember Kathy Weier:** Oh, lots. [57:38] **Mayor Jennifer Arsenault:** All right. Anything else? Any other updates? Okay. Mr. Hildebrand, do you have anything else to add? [57:50] **Scott Hildebrand:** We're all set. Okay. Thank you. Um, parades upcoming. [57:57] **Scott Hildebrand:** Oh, I did want to ask, um, I'm assuming no one else wants to jump on this, but the annual deer hunt will be coming up. So, activity for that would be starting in July if anyone else wanted to jump on that one. Otherwise, I'll do it again. This is the last year of our contract—the current contract, I guess I should say. [58:12] **Mayor Jennifer Arsenault:** All right. Anything else? Okay. Hearing none. Can I get a motion to adjourn? [58:22] **Councilmember Kathy Weier:** So moved. [58:24] **Councilmember Ryan Hankins:** Second. [58:30] **Mayor Jennifer Arsenault:** We're adjourned. 55 minutes. Thank you, Chris.