--------- test everything. So, no matter what, we're going to get a satisfactory product. Is that what you're saying? Yep. That's That's our goal. Yep. And like we say, we work with all sorts of different contractors and we get to the end result that we're willing to accept. Okay. Mhm.
I'll make a motion to accept Pemer Company's bid. Second. A motion from council member Heman, second from council member Peterson. All in favor say I. I. Any opposed? Motion carries 40. Uh K7, resolution to consider
awarding the bid for well number four project. Thank you, Mr. Mayor and members of council. So, as I mentioned, this one um we've been at the same time and this we did only get one well driller, but we were more or less only hoping for two. Um, these are the ones
that are booked out a year and we, you know, reached out and they're literally, this is how well drilling kind of comes out. They kind of have the corner of the market and and if we want to get it done in a year, we're actually
fairly happy with this bid the way it ties into at least the rest of the project. Um and and as I've mentioned, once you add this to what you just awarded for the site work, the total comes out $123,000 under our estimated total, you
know, that we discussed with you guys in the past, that is also 100 500,000 less than we pre-budgeted for. And so um so once you look at it as a whole and the fact that we got a one of the respectable drill drillers to bid it and
meet our timelines uh we're fully recommending awarding this and and moving forward so we don't have you know our continued problem. The reason for this is that firm capacity problem um you know getting this this project in the ground.
So on the alternate one screen, well, what are the pros and cons of the screen versus the conventional? So, so it's really actually uh we've been running into problems where there's like fine sediment that needs a different screen. And so we just want to have pre-planned
for that as an alternate to deal with if it comes in. And it was more or less as part of our expected budget. Like that's why it was in the budget. and it's just listed as an alternate as the concept of the rest is kind of a lump sum the way that
this is bid and it would make it the ability for us to just not do it if it's not needed. Okay. And that's why we laid it out this way. So our hope is we don't need it. But we also fully recommend awarding it now and it's just broken out so that it can be used if needed. Not
likely used. It would be more of an if needed situation and that would be known until drilled. We won't know until we're pumping it. Yeah. Back, flush it, and clean it out. It's silt. And it I'm going to be honest with you, you can go through $80,000 worth of
parts real quick if there's a lot of fine silt in there. So, is is that something that the engineer would be deciding or the company that's doing the install? So, or both. So, it's kind of both. So, you do a test pump, you know, after they kind of flush it out and verify that we aren't getting sand in
our pumps. Uh if you know our other pumps, I think at least two of them are running below what they could be capacity-wise because they suck sand. And so for those reasons, we are going into this being prepared to make it where we get as much pumping, you know,
capacity we can out of this. And so that's why we want to have it as an option. But we don't find out until you do that sample and then you go, "Oh, we're getting sand." And we want to pump at as high of a rate as we can. this screen, you know, will be the ones
making the decision that from what we're finding, we needed the screen, you know, or not. Okay. So, we have I I'd have to pull up the resolutions to see exactly the dollar amount, but we have paid to have um sand hauled out. That's why we end up with a big large sand pile of
that crystally sand over at public works um is to exactly do exactly what he's talking about. We do have an issue and we do pay to remove it. So, it makes sense to be ahead of the game. Okay, I'll make a motion to approve. I have
one more question. So, once well four is operational, you're talking about the other ones not being able to run a capacity. Can those ones be can a screen be installed or is it too late for that to be addressed? Um, so I don't know the very specifics of each of the two that I'm aware of that
aren't quite at their max, but I believe we did that analysis and it didn't turn out to be able to do the retrofit that you would need to do, whereas this one would get wouldn't be finalized, you know, um, when we're kind of putting the screen in to to be able to do it easily.
Now, when you got to do it after the fact, it's kind of a a major a major adjustment. You either got to run a new liner down the middle and now your diameter of your your whole well is narrower and now you have suction problems. And I I believe we did those evaluations
on them individually as it is because we do want to get the max that we can out of them. And I just don't know off the top of my head if it was just strictly cost effectiveness was why we didn't do it or if it was it's not viable, you know. Um but I remember that
conversation. It just was it wasn't viable. Wasn't viable. It it the thing is they go when they drill the wall, they go down with a casing and that casing will be adequate enough to handle the screen. But one So once the casing's
down, that's when they test pump it. They haven't put the rest of it in yet. They've only done half of it. So once they find the silt issues in there, that's when they can put the casing down. the other one, like you said, all of a sudden now you're getting smaller
and smaller. Now your volume is cut. So it it wasn't viable. It wouldn't have done us any good to do it. Good question, though. Motion to accept with alternate one. All right. There's a motion on the Did you Did you make a motion, George? Yes.
Yes. I cut him off before you finished. What's that? I cut him off, but Okay, I'll second it. Whatever. All right. Motion from Council Member Heman, second from Council Member Peterson. All in favor say I. I. Any opposed? Motion carries 40. Uh on to K8. Resolution to consider
replacing the current beer door. Beer cave door. Good evening uh mayor and council members. Thank you for having me here tonight. Um so I'm here to talk to you about uh the beer cave door at the liquor store. When we built this store, we did a lot of things right over there.
Um the beer cave door was something that we could have done better. Uh just to give you a little bit of background when we're moving freight from the back of the store area to the front, we have a basically a service door up front and then we have the beer caved where you can fit pallets through with maybe a
half an inch of clearance on each side. Um when we were doing the store setup, I remember having to bring pallets of the shelving around through the parking lot through the front door because we didn't have a way to get in there. Um that's that's a minor concern. the the bigger
concern is the door that the engineers put in there um isn't meant for um dealing with condensation. So when we get into the hot summer months whereas lot a lot more humidity and we have a lot more customer traffic, we have
issues with puddles forming right in front of the beer cave door. That's one of the busiest parts of the store. Um and then there's also issues where the condensation actually builds up in the sensor um to the door. So the door doesn't always open. So we have to worry
about people slipping, getting hurt. Um liability on that. And then we also have to worry about whether people can actually get into the beer cave door. I don't know how many times I've been walking around this store and somebody's standing in front of the door, you know, waving at the door trying to trying to
get in. Um so we've been discussing replacing that for a few years. It it's been on the capital improvement plan. um it had been moved up to be addressed this year. So I we went out for bids this spring uh well January. Uh the bids
came back a little higher than than what we had set aside. Um so what I would like to see and what I hope you guys would like to see is to put a bigger door in there to address um access from the back room. It'll be a lot easier for
us and like beer vendors to bring pallets of beer out. Um, I should add one thing. When when we have pallets coming out, the door we have now is uh it's basically one single sliding door and they have to break that open to make
it wide enough to to get through. So then often times when you when they're putting beer away, that door stays open. So we're losing a lot of heat or losing a lot of letting a lot of heat in there, losing all of our cold air. Um, we've got air curtains on the backside to prevent that.
um if we had a a sliding door um say like this 12 foot wide one that would open and close. So we'd we'd we we'd solve a lot of issues. We'd solve the condensation issue. We'd we'd reduce our energy usage because we wouldn't have a
door open all the time. There'd be less wear and tear on the door. There'd be less wear and tear on our HVAC equipment. Um, and it it we wouldn't have to worry about people slipping and falling, you know, cracking their head in the back. Um, and having to deal with
that. Is there any resale value to the old door? Um, we don't know yet. I'm sure we could figure something out. I did talk to STR about that and we have the option to either let them take the door or we keep it and and you know, find another use for it or sell it. So
you had said that the new door will be 12 feet wide and you talked about energy savings. Is there a setting on that that you can for pedestrians you can set that to open only a few feet or 6 feet or whatever and then you can manually open it all the way because if you have that door open 100 times a day let's say and
it's opening 12 feet versus 6 or eight. Now you're actually going to use more energy throughout the day. Is there is there a mode that you can set that? So that's a good question. I don't know if there's a mode but the the door panel itself is 12 wide. There's going to be four panels. two of those panels be opening. So, the the door opening width
would be 5 feet and one and 38 inches. Okay. Um the energy savings would mainly come from the door not being left open when our beer drivers are, you know, our delivery drivers are bringing pallets back and forth. Um because they you can
tell them to close the dang door, but they don't always close the door, you know. Okay. So, that's where that savings would come from. So, it'll only open five feet and would you say 38 inches or whatever during a normal customer? Yes. Okay. Yep.
You know, it kills me to see an estimate or a bid for 50% over what we estimate. That's a pretty big That's a pretty big hit. That's And I don't know how how to feel about that. I don't know if I hate it. I I don't know if there's any other vendors. I'm sure you reached out to as many as you could, but I just I don't
see that as a a fair bid. Um, well, the bid actually increased in price from a couple months ago with everything else that's going on. So, I don't see the price going down anytime soon. I will, excuse me, I will add that when
that was placed into the CIP because we know that this has been an issue. Um, as uh Keith had stated from kind of the get-go, it was one of the very few things that were like we could have done that differently. um when we built that project and when that number was put into there, we thought it would be
plenty um as my instructor had included that in the CIP for a few years now. And he usually overestimates on those types of things. He was a risk averse. He doesn't try to be under that's for sure. Right. I I just I don't see it as a responsible bid. I would love to have
it, but I I don't know. And just clarify that comes out of liquor store funds 100%. Yep. I'll make a motion to approve. Second motion to approve by council member Heman, second by council member Lundine. All in favor say I. I.
Any opposed? I motion carries 31 on that. Thank you. Yep. I'm happy you're getting that door. It's too bad it cost so dang much money. I can't believe it's 30 grand for a door. Yeah, that's true. Item K9, resolution to consider p
purchasing message boards for Bluebird Park. Stephanie, again, um at the February 25th, 2025 parks and recreation board meeting, um they came to a consensus to make recommendation to city council to purchase message boards for Bluebird Park. Staff did contact the
school and local scout scouting groups among others to see if they'd be interested in or have the time or ability to build us some, but there just wasn't they just didn't have that um at this time without us waiting another year. Um, and the recommendation was to
have a large green message board at the entrance of Bluebird Park by the kind of by the restroom over there, um, on the pathway from the parking lot. And then also two smaller ones mounted at the park shelter and one on the amphitheater for when people are renting those so we can make notification that they're being
rented and used at that time as well as giving us another opportunity to share events throughout the park. The cost for all three message boards and shipping is $1,358.19 and um that would be recommended to come from the park dedication fund and staff is just
requesting your direction on this item. I'm going to say mo motion to approve. I'll second. Motion to approve by council member Lundine, second by council member Heman. All in favor say I. I. Any opposed? Motion carries 4. I think those are really handy. We have
them at the county parks and we post about the events and the rules and the physical map of the park. Uh, one thing we started doing now also is like QR codes. I think that's something that we should have on there if we can. Um, just to promote, you know, our Facebook or website or whatever events. Uh, K10 resolution to consider
replacing the two shade structures at Rum River Meadows Park. So, I would I would just like to preface this with saying this was a hot topic on Facebook. Um, not everything comes out perfect the first time. Mistake. mistakes happen. It actually wasn't city mistake. The instructions that were sent with the
shade were sent for a permeable shade structure, not for a non-permeable. So, they did not signify enough pitch. So, that's why it pulled up some water. Um, and that was just an instruction error. Um, I would like to uh I guess go along
with this this subject, but maybe change, you know, the type of material um and that like the design of it a little bit to make it look a little bit more visually appealing. I think it's a a great option. Um, very inexpensive compared to the roughly $25,000 it would
be for shade structures um of this size in the uh other option that we had talked about which requires the same amount of maintenance every fall and every spring having to take down the tarp and put it back up. Uh so I think it's a it's a viable option. We just have to figure out the best way to configure it.
I agree. I mean it's a very inexpensive option. it never really got a really good go at it. Um because it was put up the wrong the first time. So I think I think we should give it at least one
more go. prove us, you know, if if for the amount of money we're spending and the little bit of time they're going to have putting it in before we go and decide to spend 25,000 or better on on a different type unit, I think we should give this one more try,
especially since it's so inexpensive. concur. I had printed out um the printouts kind of sucked, but on the screen you can see there's the triangle shade ones, which is kind of what I was envisioning the first time. Um but you have to have more of them obviously, so it's you have to have a little bit more post. There's a bunch of different
configurations. Um I suggest we get the permeable one this time. Uh last time I was thinking it would be nice for people to be able to stand under out of rain, but at the same point if we're going to have pooling, we it's just not worth the time, you know, to keep people out of the sun was the the main the main
attraction there. So, um the triangle options, there's a bunch of different configurations that you can do. I don't know if we just want to leave that up to city staff. Some cities that I've seen with they a lot of cities have these in their parks all over the country. Um there's even some in Minnesota that do this and take them down and put them up
like we do. Um, some cities alternate colors, so they'll have like a few different colors and they'll kind of make a design out of it or whatever. There's a lot of different options there. Um, there's a 5-year warranty on these ones specifically. And as you can see, they're 52.99 for a 20 by 20, which
is I mean, that's pennies on the dollar. So, if they last 5 years, you're talking 10 bucks 10 bucks a year versus a permanent structure, you're talking a thousand or more dollars per year of of depreciation on it. So, it's just I just think it's a no-brainer. I have a neighbor who has one similar to this up
and he's going on three years. Hasn't had a problem. No water in it. It's and and we're just looking for some cheap shade ideas and hate to move forward to that farmland we have, but I had an out of
the box idea that maybe we should look at planting some small trees in there, like a couple hundred of them. And if we continue having this land in the next 10 years and we have some cheap trees to use in the future, um that's a good idea. I'm not saying all the land, you know, designate an acre or two and plant
some birch, some pine, um whatever we can get, you know, whenever public works has some spare time. It's just an idea. We need trees. We need them bad and they're very expensive, especially if you want to put a mature tree in.
It's just insane. I do want to say that we do look on our properties for trees we can move from areas to other parks and so that's something we do annually and have moved a few around and are planning on doing again this year if we have viable trees.
It's just hard to find the right size ones sometimes. Um going back to this and the post structures would we currently have four posts on each one. one where we know needs to be moved a little bit further away from the volleyball court. Where would would you like to see that moved back further in
the park um towards the rear of the park um so that it's just away from the volleyball court and on the other side of the playground? Would you like it down completely? And would you like two of these shades per the structure since they're already in the ground kind of like shown in the picture or how would
you like us to go about it I guess? So, I think on the the volleyball side one, I think it's too large for that space. And now, if we're buying if we're buying new shades, um, a different style, and we're going to have to move at least one post, maybe we just make that one a little bit smaller so it doesn't intrude
on the intrude on anything. I'm just a suggestion. Yeah, I was just thinking of that myself. If this one specifically is 20 x 20 by 20, it may not work for where the posts are located currently. So, we might have to move them anyways. Yeah, you might have to do a variety of twelves or 15s. I I don't know. It's
that's something that I think uh you know, public I think we could leave it to public works. The other thing as I'm looking on this on Amazon, it does say frequently returned item. Is council opposed to us finding ones that don't say that? Sometimes that is helpful when
we're looking at Amazon purchases that maybe the the rivets or the, you know, the ring holes tear out easily in certain brands. Are you as long as it's within this kind of a similar price range? Are you okay if we look for ones that don't state that? This one isn't on
Amazon. Oh. Oh, this is an actual sun shade company. Oh, I'm looking at the exact same one on Amazon. Sorry. Okay. This one comes with a 5year warranty. So, I mean, and the reviews are there are 4.9 stars on this particular shade. But I they could be sharing the same
picture. I don't know. Picture and I was just found it. Okay. Sure. Hard to say. I mean, I I think you guys can use your judgment on that. And then, do you have a specific color? Because this one does come in multiple colors. You want blue or something that
complements the park. Yeah. Do they have it? I think I think neutral. The blue on the blue on this particular company is kind of ugly. I think more a neutral color myself, but or we could mix it up and do a tan and a brown and a burgundy or whatever. We did have a green before
because that park has more of those colors in it. the playground. So that is why it was chosen, but it's up to you guys. Whatever your direction, leave it up to city staff, our park board. Yeah, leave it up to the park board.
Okay, then that Yeah, we can do that because that's meeting's a couple weeks away. So it's just how fast you want it to turn around. Yep. Sounds good. All right, we will move on to K1 resolution to consider approving complaintbased system.
So, mayor and councel, we have been operating on a complaint-based code enforcement, which also includes uh zoning enforcement as well um for a number of years now. Sorry, let me change this. Um and what we haven't
had though is any language written in um city code or by resolution that states exactly that we are doing complaintbased. So what I would like to do is to ensure that staff I mean we're doing it but we should have it written down so when we
have members of the public come to us and say where does it state that we are complaint based because I don't think PD or I don't think zoning is doing anything about my the issue even though people haven't complained. So um I'm open to suggestions. I put this as a business item because I want to ensure
that I encapsulate the language that you desire. Um, and then that'll be something that if people do ask where does it state that, we will then have something that's council approved. And to uh kind of sum this up, this was started in 2019, I believe.
Correct. So somewhere around 2019, so it's been the practice for six years. Yeah, somewhere in there. Um, 2020. And our cso right now is the one that takes those complaints and they are an enforcement officer for complaints. Yes. Uh with the exception that they may
start with code enforcement, the cso if it's zoning, it does come back over to Miss Hillis's department and she will excuse me track down what exactly if it's MS4, if it's building or what kind of issue. Okay. So just because we don't have a compliance officer in our budget
does not mean that we don't have someone handling this. Correct. Correct. It's always handled. I'm just specifying that because it's not line item in the budget, but we still have people that take care of complaints. So I would like to say that if anybody has a complaint, please come to the city and make a formal complaint. That's the only way we
can act on anything. So if you don't have a formal complaint in, we can't do anything about it. So, and to piggy back on that, I sometimes I hear from members of the public, well, I don't think anything's being done fast enough is usually the caveat that comes right after that. Did you do anything? Um, and
there is a lengthy process. Um, if it's for an admin citation for zoning issues, etc., or if it's going for nuisance compliance for long grass or weeds or something like that, there's a lot of notifications that happen. We want to give people the opportunity to um
correct any issues or violations that they have. So, it does end up spanning not days, weeks. It used to be worse though when it was the cso used to go out. I'm going to tell you right now, there was more complaints. Oh, weeks about the cso going out measuring grass
and it's far better off where it's at right now and 100% my opinion, but I agree. It was unfair before and just not not how you want to run a city. So, I would make a motion to approve this. I'll second. Motion by myself, second by council member Heman. All in favor say
I. I. Any opposed? Motion carries 40. Uh, next we will move on to uh consent agenda. Moving up items L3, I believe it was. And Nick, was that your question on that one? Yeah, my only question was uh it talks about costs,
but it doesn't specify over what time frame those costs are. So those costs uh that go for the um the nuisance weed and grass abatement depends on if we have a complaint comes in. So, when a complaint comes in, and Chief Myers can probably speak on this
better than I can, complaint comes in, it's going to go to code enforcement or community service officer, and um if once they do all the notifications as I mentioned of for um for them to correct the issue and they don't, then the city is going to hire this company. So, it
depends on what lot, the size, commercial, residential, there's a lot of variables in it, but that's their rate that they're going to charge. So, this is for uh ones that are reported for non-compliance. Is it also for vacant lots, too? Uh vacant that
didn't get mowed. Um so, the 50 ft or whatever the depending on what type of lot it is. It's for violations. Okay. I thought this was for city lots, but no, no public works all city lots. Okay. Thank you. All right. If that's all on that, uh, we
can move forward to L6, resolution to approve police officer take-home vehicle program. Uh, Travis, can you just I just asked to bring this forward just to get a rundown on it and, uh, I guess any specifics you have and what you came up with. Well, everything's in there we
discussed. The only thing that was a little different, we went to the city attorney just to and uh, he recommended that I'm away with the union. So that was something that I didn't foresee. Um so that's why thatou is written which I
guess is actually more in stone anyway. Um so that's a little different. Um that was what he recommended and union or he drafted it for the union. They signed off on it last week too. So that's kind of there. There's still going to be a policy trying to scroll down on my thing
too. But uh there'll still be a policy in our lexapole that that will mimic all of that plus some more oversight in there. And if you look at that MOA actually would expire at the end of this year. So that's I think homegrren had
thought about that at one time. So it'll give us whatever the end of the year a few months here. Um, yeah, that's and then, uh, that mileage reimbursement rate is based on, you know, we had a hard time
coming up with, you know, a thing with that. Um, so I looked at other cities and talked to them and it's based on the IRS, like what they use for the fuel cost for the year, right? And then we use our our mileage for the vehicles and extrapolate the miles per gallon. So
that's where that comes from. Right now, it's similar to the IRS's uh medical mileage. That's how they come up with that one, the medical mileage reimbursement rate. Um but recommended not to do the IRS regular rate because that's depreciation as well, you know? Right. So, it's more than that. So, it's
the reimbursement for the fuel. So, that's where that rate, I haven't came up with it yet, but the IRS medical mileage right now is 21 cents. 21. Yep. So, it'll be similar to that, I'd guess. I have to look and see what they actually have for their actual fuel rate. So why do we not want to
encapsulate depreciation as well for mileage? Like I I guess I was picturing is more like the the standard was at 52 or 62 cents that includes your you know all your wear and tear on your vehicle, your fuel and all that stuff. Was there a a reason for that?
Well, cuz the depreciation piece was the biggest piece in that that didn't make sense because if you you buy a car right now, you drive it home, you just lost x amount of dollars, right? So you're getting reimbured for that x amount of dollars that you never put a mile on your car because of depreciation over
the lifetime of that vehicle. So that's included in the mileage rate for IRS. So that wasn't applicable. So that's why that's not applicable in that piece. I was asking other cities on what they're using and why they're not using things and um so that's where that came up. Okay. I have
a question. Um, I know when we oed this program, our thought was to help retain and hire new officers. Um,
but when I'm looking at this, I'll take your opinion on this to make it fair to everybody. Instead of a guy that lives 16 miles out and another guy 15 miles out, the guy one mile fur is getting charged. What if, and I'll take your opinion on this, what if we just give
every officer x amount of miles a week, 50, and then after that, they all pay. That way, nobody's singled out and if they want to use it above and beyond that, then I I don't know. It just was a thought I thought I should bring up
because I thought it was more fair and it was even across the board. I don't know what you guys think of that. I don't think they should be allowed to use it for anything other than getting home and getting to work and that's all. That's and you know you said you brought up and then if they needed it
for something additional Well, right I think he's talking about miles. The language was kind of sketchy and and so are are you are you just suggesting that miles over 50, no matter who it is, they're they're going to be have to pay mileage so that way Right. Okay. I think
I like that idea because then if then nobody feels like they're shortsighted or or it's not fair. That's a It just would apply to everybody across the board. I guess I'm not following that. I'm not either. It seems like it's a wash. Instead of putting a 15 mile limit on
it, every officer would get 50 miles a week and they're all held to the same standard. So that way, like if we hired somebody that was 16 miles out, the guy 15 miles out wouldn't have to pay. And I was thinking that really isn't fair. It
isn't equitable to everybody. And I thought maybe looking at it this way might be a little better and everybody would look at it more fair. Yeah. You mean you could extrapolate that out, figuring there's seven times
15 in two weeks, right? That would be the the normal thing. Um the 15 came from the city's personal policy as it's written right now. That's where that number came from. We have a policy right now. Correct. In personal policy. Okay. Not for this
specifically for it says employees taking vehicles home in excess of 15 miles. Right. So it does talk. That's where the 15 mile mark came from. Unless I suppose by resolution, but I don't know if you'd have to change the personnel policy as well.
We don't currently typically use that. Um, we have for the people who take take-home city vehicles, um, it's specific to certain positions. So, and I guess if if you wanted to say 50 miles a
week, that would be it's figure we work seven days out of 14. And so you figure three and a half days a week, it it is 52 miles is what what the 15 mile radius is. So 14.29. If you took if you had a 100
miles in two weeks and they typically work seven shifts in two weeks, George, that makes sense. George, are you asking that if they live 15, they get free driving uh back and forth, but
at 16, they're getting charged the full amount? That's how it's written. It's written that's only the diff the excess of 15 is where it pays. So, at 16, they just pay the one mile for their It's only the amount above 15 that's charged. I think he's saying
it's it's so if you were to hire someone that's at 14 miles and I guess it it's just not it doesn't seem equal when some people that live closer don't have to pay in and people that live further do have to pay in when they're all putting wear and tear on the vehicles and using
gas. I think that's what you're saying right up to 15. The city's covering it beyond 15. The excess is what's charged. I was just trying to think of a way that it would be fair to people that lived a little further. It is you. You make a choice where you want to live. But I
know because as Councilman Peters is saying, when if somebody's at 14.9, that's zero. If somebody's at 15 point or or 16, they'd be paying one mile, right? Because it's one mile over that distance. Okay? And if we put the 50
mile thing, it's just the way worded differently, but it it all evens out at the end. Um, and I I and I do like that anyway because at least generically it gives you an incentive to live closer to your community that you serve. So there's not
that's a good thing. And most of our guy most of our officers do all but one. Uh, most of them live within the community. So there's that benefit to it as far as an incentive piece. We had an employee with the city that
lived way up in the north, way north of Mora and he was taking a city truck home every day and he didn't get charged anything. That's why a lot of that policy got changed. I think it's just the state that the
council has determined that the city thinks it's best and fair for the good of the city that they set this 15 miles um and we're going to absorb any wear and tear for the 15 miles. We feel that that's fair. We feel that that's good for the city, good for the public. Um, and then it's beyond that that we're
like, well, we'll have you pay us back for the extra wear and tear beyond the 15. So, I think it's fair, but it's at 21 cents, it's not being paid back for the wear and tear. It's just being paid back for the fuel. That's that's up to So, I I worry I know Mike was, you know,
worried about take-home squads and the the cost of having to replace them more often. I'm all for it. Um, but I don't know how what sort of financial implications that would have for long-term maintenance on the vehicles. Like especially if there's someone that lives 30 miles and, you know, say they're driving 60 miles a day. Multiply
that times four shifts a week or whatever. You know, that's 250 miles a week. So now you're talking quite a few miles over the year. Is that Have you done any calculations on how that would break down or are you not as I don't there there's something. hard to
extrapolate exactly where that's going to play out. Um, okay. As we mold our mileage across the fleet, like we discussed last time, just because Luke, you're driving a car for this month, depending on how even right now as we do it now, your patrol patterns are different. You're putting on say 100
miles more than George is on a shift hypothetically, right? So, at some point, we're going to probably swap those vehicles out just on the regular patrol site, right? So, we even out the same as well. and it'll give us an idea. I'll be able to figure out, you know, a it's really hard to figure out what we
figure out the average per month type thing per officer with this and I think we'll have a pretty good gauge at that coming up at the end of the year, right? So, it' be a good evaluation of that. When I was one of our neighboring agencies that's done it for a while, I was asking them a little bit on their
fleet management, how that plans out. Now, he doesn't have I was asking him for data because he he's given me his spiel on why his maintenance cost was lower even with the higher mileage just because the responsibility of the vehicles that they're assigned to. But I'm like, well, can you give me
something that shows that? And he's like, well, no, because we've had this program for, you know, seven, eight years now. So, it's really it's hard to compare nine-year-old data to now. So, it's it's difficult there. Um, but there will be more mileage on there. But, If
we figured out I think with thisou goes to the end of the year it'll be a good time frame to okay give us a few months to kind of dig into what is that actually changing in the fleet in the fleet plan. Okay. I don't I don't envision a change
to this this this change would have any changes in the fleet plan that's been laid out for the next 20 years unless we start adding more officers. Right. So let's just say we stay stagnant. I don't envision as far as the mileage piece that we're going to have to say, well, we're gonna have to squeeze those
capital expenditures closer together. I don't see that happening because I kind of came up generically with that, not on the dollars and cents side, but as far as the life life cycle, I don't foresee that, but we'll have a better gauge, you know, at the end of the year, too. Okay.
Thank you. So, one last question. Since it's an agreement between the city of Isani and the law enforcement labor services, does that mean now if this program didn't work out for any reason in the future, we're probably
not getting it taken taken back? That was my questions on this whole with our attorney and my questions with the union as well. Um, if you read in thatou, it again, this is above anybody in this room's understanding. You know, it talks about where there's a piece in
there that nothing can be used. Let's see. Talks about where they can't use this as any negotiating piece or anything else like that. So, I don't even know why they have it in there, but again, that's not my ideal. Um so number six in the MOA where it
says this MOA shall not create any past practice or precedent. No party may refer to this MOA and any proceeding as evidence of a precedent or past practice may not be used as evidence in negotiations, arbitrations or any other proceeding. Um so I think that protects
the city. So that's probably why our attorney wanted that in there so that that piece is there because when we had the discussion with the attorney generically what he says is if you don't have this they could perceive it that way they being union
members and under a CBA. So this lays it out that it can't be perceived that way because both parties have agreed upon it that it's not a contractual benefit. Okay. So that's why we laid it out. That's exactly what it is. So, if the if if we didn't have an agreement that said
that you can't argue the fact that if we take this away because we determined as a city that it was not in the best interest of the city to continue, they can't say, "Well, this was a benefit that we're getting, now you're taking it away. What are you going to give me instead?" Thank you. And as well as the
terminate that person's ability, right, under that same context, right? So, that was the other reason for the MOA. So, we have the authority to say, "You know what, George, you're not responsible enough. we don't want you to do that anymore. So, something like that. So, that was for both of those pieces. So, it works for you, too. Yeah. And and the
union was okay with it. So, yeah. Okay. Go ahead, Nick. Uh for FNG seemed vague to me, so I was wondering if that'd be more clear in policy or where that would be laid out. Yeah. I mean, the policies have this is what our attorney came up
with, right? And uh we have the policy. Um as far as F and G What is secure? Locked. Well, that it says locked, but then says and secure. Yeah, locked. Secured. So, my interpretation
would be that the vehicle is locked and the actual firearm is then secondary locked within there. But then in G, it's saying that the vehicle shall be locked and secure. So, secure is locked, but it's saying it's and secure. What's the end? I guess we'd have to call Joel
Langler, our attorney, and see why he wrote it that way. I have no idea what that means. Neither do I. Yeah. So, generally, they're both the same thing. Generally, your your rifles are locked in your vehicle and then the vehicle's locked. Yes. Okay. So, does this mean public works will have a lot more room
in that garage? Y more illuminate stuff, huh? Yeah. No, but in theory, yes. Yeah. All right. More for public works than not lights. There's no more room for lights, but there's might be room for a cloud truck,
too. All right. Well, um, do you guys want to do a motion on this? Just so we Well, you you were having discussion. You're going to accept it. You're going to accept it as the whole consent agenda. Okay. Yeah, it is recommended though. If we pull a consent item up into business
that we do vote on it, correct? Motion to approve. I'll second. Motion to approve from council member Lundine, second from council member Heman. All in favor say I. I. Any opposed? Motion carries 4. Thank you, Travis, for the work on that. I think it's going to be a
great thing. So, if people see squads around the community parked at their neighbor's house, I hope you feel a little safer knowing that they're right there. Um, and then we moved uh item 13 up as well, a resolution to approve the hire of part-time custodian Joseph Anderson. I just have a question on
that. Uh, is that something that we usually have have hired on? Uh, I was under the impression we did a cleaning service. Is this something separate or what is this? We've had a cleaning a custodian for years. I believe that we I'd have to look back exactly when
that started, but I'm going to think if I had to guess, I think it was 2016 that we went with a custodian at the community center. We had a custodian resign. Um that was a few uh agendas ago and now we've gone through the process of hiring someone and actually this
custodian particularly Joe was a custodian we had in the past and does a very good job and this is budgeted separately as a se um as a part-time staff person. Okay. Just for the community center and we do have a cleaning service for city hall. Got it. Okay. I remember hearing something about
it but I couldn't remember what we had decided on it. Um Okay. We have to vote on that now. Yeah. If it's just clarification, I think we're okay with it later in consent. But if we're going to be discussing the ins and outs, then I would prefer we vote on it. But just clarification. So, all right. Item
number 14. Uh, for the sake of time, I guess unless anybody has any questions on it, I didn't know if that's something that we could do, the ashtree survey. I mean, I it's Well, I asked to pull it out because my question when we were talking about this originally is how many ash trees do we have? That was what
I really wanted to know. And then this says it will cover 500 ash trees. Well, how many do we have? That that's what I wanted to do a survey on so we knew what we were dealing with. So, we um don't know exactly how many we
have. Before Matt Sylvester was approximating about 400 trees uh right away and public lands, city-owned property. And so what we did is um I directed um Mr. Becker to collect quotes based off 500 to make sure we had a
buffer so we could compare apples to apples because we don't know what we have. That's why there's an additional cost in there um if we want to survey all the trees and then we will in all the public lands, all the rightway areas, we'll get an exact number, but we we don't know.
So the survey will not only give us if if I guess if we were just looking for a count and not the condition of the ash trees. That is not what this is. I see that. So they'll tell us the condition and roughly how long each tree has left to live. Is that Yeah. And if you look at the one example that the one company
put in there, they actually do a pretty lengthy u summary report of of what we're looking at. So, if we are as a city are looking to potentially remove any of these trees in the future or possibly treat, you know, there's a number of different things we could do.
Uh that this will let us know like how we can budget for that. What's the what's the scope of work that we're looking at? Yeah, it's D that's Davey's resource group, right? They're they're pretty staunch on their tree stuff.
They're all over. I'm still not okay with this language. Can't we find somebody to take a couple of days and go through the whole city and count every asht tree on city- owned land and right away so we have a count? I'd like I I still want to know a number that we're dealing with so it's easier to figure
out a figure in the future or what we may be looking at. And if we're looking at only 500, what if there's 750? We're skipping 250. Nobody's ever given me enough. They're just they're giving you a quote for up to 500, right? And
anything over that, they're going to charge x amount of trees that they see. So, I'm no tree expert and I I'm not going to be able to tell you. I can stand next to two ash trees, and I'm not going to know which one's which. And we don't have an arborist on city staff, unfortunately, to do that. So, any we could get a count possibly, but it might
not be accurate because nobody's an arborist. They might not know an ash. I mean, they could probably figure out what an ash is, but they're not going to be able to tell us when this ash is expected to die, which I think is the most important thing for timeline of removal and budgeting. I'm not going to venture to guess because I don't know because I didn't ask specifically how
much it would cost to have one of their arborists drive around the whole city and do a count, but obviously it's going to cost something, but and then beyond that, we'll have to do this would be the next one. So, you're right. I unknowingly I skipped a step, but I do think that this will be a good idea for
us now. Now, if we want to stop at 500 with the Davy Resource Group, we're going to know what areas they covered and didn't cover. So, we could probably extrapolate from there if we don't want to pay the additional. They're not per tree, but they are per site. So, per um
parcel, we can have them not go to Legacy Park or go to certain areas until we hit the 500. Have them focus on rightaway area first. I agree, and then go from the public property after that. Can we do this? And I'd be I'd be okay
with something like this. Do the 500 trees and when they're done with the 500 trees, if they can tell us how many more trees we may need to do in the future at least so we have a total count. That's all that's all I want. And if they could
charge us just a feed for the counting. They they have this list in here multiple times as a tree inventory. So that is what they're billing in for is taking inventory. It is going to give the condition though, right? Additional
information, but what the condition wants the number of trees, right? Which is what they're saying they're doing. It's tree inventory. So, okay. But George wants to know how much more over 500 would they potentially go. Matt has said Matt has said Matt has said probably 10 times now. He originally thought about 400 and
the more he drives around the more he thinks it's more more more. So, if it's 2,000 trees, then now you're talking about an extra 15 grand. I think we could look at it this way. We could do 500 trees and then we can say, okay, of the 500, what is the percentage of trees
that are going to die in the next two years, die in the next 5 to seven years, die within 10 years or something like that. And no matter how many other trees, we know we have a problem that we need to address and how we're going to address it. The rightways are the more crucial ones at this moment. You're going to get out in the middle of a
woods and you may you may need that tree may be so far gone now it doesn't even matter to even count it. So, I think the rightways and open areas right now need to be looked. Yeah. No, I'm not talking about like out in the middle of a wooded area. I'm not concerned about those
trees. I'm concerned about any in any of the residential areas. And that's the only count I want is and we'll be able to tell them don't go up to this neighborhood over here because it's new and we know we didn't allow ashes to be planted. So, we will be able to not have
them spend their time up there. You know what I mean? Well, will will he be able to at least give us a guesstimate after he's done how many more trees there's I'm serious. Like, not unless he's unless not unless he's going around looking. He's not going to give you a guesstimate cuz
there could be 50 ash trees standing next to each other. Well, I'm a no vote until I get a count on every asht tree that is in a boulevard and on on city land, not including parks if it falls over and not in harm way because otherwise we're just I I don't know
where the money's going. I kind of want to know where the money might have to go in the future. I have not worked with this company before, but when we typically see when I've seen uh surveys and indicator dots put on parcels of what we're looking at, whether it's tree species or other things in the past, I
think that when we look at that GIS map, we're going to be able to see the hot spots and we will know certain areas that have the number of trees. I think that as a city, we could probably extrapolate how many more we're looking at without physically going out to look.
It's not going to be exact, but it's going to be probably pretty close. Yeah. If we're within 50 trees, I'm good. I'd like to get within 50 100. How about How about this? A lot. How about this? We go ahead with this and after he gets the inventory, if we have
to stop at 500, you call him and you ask his opinion. Just get his opinion. Are there 8,000 more? Are there 100 more? I think he'll have an okay idea to settle your settle your mind on that. I'll I'll go with that. I just because we need to start the process. We need to start the
process and and and do some type of inventory. I'll make a motion on this. I'll make a motion that we go allow them to go up to 500 trees at this point. The low bid company, the Davies. Davies. Yes. I'll second that motion by council
member Lundy, second by myself. All in favor say I. I. I. Opposed. I said I. Motion carries four zero. If he hits 500, it's the cost per tree is actually cheaper if you were to do an additional bid because the 10 per
tree is more than the initial rate. It's actually per property, not per tree. Also, a motion to approve the consent agenda as presented. Motion to approve the consent agenda. Is there a second on the floor? Second. Motion by council member Lundine, second by council member Homegrren or Homegrren Heman. All in
favor say I. I. Any opposed? Consent agenda is approved. 40. Motion to adjurnn. Second. Motion to adjurnn by council member Lundine. Second by council member Peterson. All in favor say I. I. Any opposed? Motion carries 40. We are
adjourned and we will pick up EDA. We got boogie on that. Sorry for the wait, guys. This is a big agenda. Part: 2
All right, it is 7 pm. If we can call this city council meeting to order. If we could all rise for the pledge of allegiance. I pledge algiance to the flag of the United States of America and to the republic for it stands, one nation under God, indivisible with
liberty and justice for all. Doing roll call. All members are present other than Jeff Homegrren who let us know he would not be here tonight. Um, is there any public comment tonight? If so, you're welcome to come up to the microphone and state your name and address for the record. Hearing none, uh, we'll close
the public hearing or public comment. Uh, we will next move to adopting the agenda. Are there any changes? Good evening, mayor and council. Uh there are no changes as was published um today. But I do want to make note of a couple last minute additions to our agenda. That is to add a second applicant uh to
be interviewed for the vacant park and recreation board seat which is business item K2 and then also the addition of L14 on the consent agenda which is resolution to approve asht tree survey. All right. And I would like to move uh
item L6 up to uh the agenda if possible, please. I would like to have a discussion on L14. I would have a discussion on L13 as well. Are there any other additions or
changes? Did you look over L4 pretty good? website. I did seem fine. Okay. I had a few questions regarding uh L6 as well.
Okay. So, we have L6, L13, and L14 all being moved to uh business items if that's okay with everybody. Any other additions to that? Yes. I did have one question on L3 that we can it'll be a quick one. All right. We can move L3 forward as well
then. Anybody else? Otherwise, I'll hear a motion to approve with the changes. Motion to approve with changes. I'll second. Motion by council member Peterson, second by council member Heman to approve the agenda with moving up L3, L6, L13, and L14. All in favor say I. I.
I. Any opposed? Motion carries 40. The agenda is approved with the addendums. Um, next we have a few proclamations to read. Uh so I'll start out with the childc care provider appreciation day which is May 9th. Whereas children are amongi's most precious treasures
representing our greatest hopes for the future as the next leaders of our community state and nation. And whereas no occupation is more important than child rearing. And whereas family childcare providers are stepping up to ensure ch children are safe and parents and guardians are able to work. And whereas the licensed family child care
providers in Isani and across the state of Minnesota are professionals who create nurturing, safe, healthy learning environments, understand and the developmental stages of children and support them as they learn to grow. Now therefore, I, Luke Merrill, interim mayor of the city of Iani, do hereby
proclaim May 9th, 2025 as child care provider appreciation day and encourage all citizens to honor the quality child care that has been provided to the children of Isani. Uh next we have also have national police week proclamation. Uh whereas in
1962 President Kennedy proclaimed May 15th as national police officers day and the calendar week in May which may in which May 15th falls as National Police Week established by a joint resolution of Congress in 1962. National Police Week pays special recognition to those
law enforcement officers who have lost their lives in the line of duty for the safety and protection of others. And whereas public safety officers of the Iani Police Department stand watch over our citizens selflessly risking their lives to protect individuals, families, neighborhoods, and property against
crimes. And whereas Thursday, May 15th, 2025 is observed nationally as peace officers, Memorial Day in honor of those law enforcement officers who through their courageous deeds have made the ultimate sacrifice in service to their community or have become disabled in the performance of duty. And whereas the
Asani Police Department, past and present, who by their faithful and loyal dev devotion to their responsibilities have rendered dedicated service to the community. And now therefore, I Luke Merrill interim mayor of the city of Iani do hereby proclaim May 11th through
May 17th, 2025 as National Police Week within the city of Iani and recognize our great law enforcement professionals. Thank you Travis and crew for everything you do for our city. And we have another long one here. So this is a national public works week proclamation for May 18th through May
24th. Whereas public works professionals focus on infrastructure, facilities and services that are vital importance to sustainable and resilient communities and to public health, high quality of life and well-being of people of the city of Eani. And whereas these infrastructure facilities and services
could not be provided without the dedicated efforts of public works professionals or engineers, managers and employees at all levels of government and the private sector. We are responsible for rebuilding, improving and protecting our nation's transportation, water supply, water treatment, and solid waste systems,
public buildings, and other structures and facilities essential for our citizens. And where it is in where whereas it is in the public interest for the citizens, civic leaders, and children in the city of Iani to gain knowledge of and maintain an ongoing interest and understanding of the
importance of public works and public's works programs in their respective communities. And whereas the year 2025 marks the 65th annual National Public Works Week sponsored by the American Public Work Association. Now therefore, I Luke Merrill, interim mayor of the
city of Iani, do hereby designate the week of May 18th through the 24th, 2025 as National Public Works Week. I urge all citizens to join with representatives of the American Public Works Association and government agencies and activities, events, and ceremonies designed to pay tribute to
our public works professionals, engineers, managers, and employees, and to recognize the substantial contributions they make to protecting our national health, safety, and advancing quality of life for all. All right. Next, we will move on to
the city council meeting minutes. Are there any questions on uh April 10th city council canvas board, April 15th uh committee of a whole or April 15th council meetings? Nope.
Motion to approve. Yes. For any question. Do you have any questions? No. Okay. I entertain a motion. Okay. Motion by council member Heman, second by council member Lendine. All in favor say I. Any opposed? Motion
carries 40. I would like to thank our um Jaden Strand for also being very elaborative on those meeting minutes. That's a lot of work to do that. Um and that's something that I think goes unnoticed. So great job Jaden. Uh next we have announcements. Committee of a whole meeting Tuesday,
May 20th, 2025 at 5:00 p.m. Planning Commission meeting Tuesday, May 20th, 2025 at 6 p.m. City Council meeting Tuesday, May 20th, 2025 at 7 p.m. Uh, city offices will be closed Monday, May 26, 2025 in obser in observance of
Memorial Day. And the park and wreck board will be meeting Tuesday, May 27th, 2025 at 6 PM. Uh, next are the council committee reports. Are there any tonight? I'll make mine short. Fire district uh
approved to buy a new gas truck or grass truck. Um the rodeo association contributed 50,000 and then the fire district contributed 25,000 towards purchase of a new
vehicle. Um, I'm in the process too of putting together a packet for anybody who takes over the fire district position in the future so that they have all the information available to them. I'm I made some intensive type extensive
requests for some information. And once I get that all together, I'll put it on file. I'll give it to Josie so that uh the next person who sits on that board will be brought up to speed real fast.
And my next committee report is going to be very detailed. There's there's a lot going on with the fire district right now. I'll find out more in the near future. our wish that the chief would give administrator out uh updates every two weeks because we get no information
from the time that we get the agenda to the following agenda and a lot of things have happened with the fire district in the last few weeks. So, it'd be nice uh to get official um something more official from the chief every two weeks what's going on with the district, what you know with
employees or changes they've made. Um I think that would be reasonable. So, I'll talk to him about that here in the future. That's about it. media education got rescheduled due to the tornado siren going off, but we did have the chamber of commerce meeting
which was the state of the county. Uh county talked about the roundabout project and kind of how the commissioner system is structured. Uh those are the only real two things that were pertinent to the city. talking about
the new road building that they're going to be doing over a long-term project for their road maintenance department and some of their highlights of their parks department and HHS stuff. Uh last month's school board meeting was relatively uneventful. Uh there wasn't a
whole lot to share there. Uh but I did just want to remind folks that if you have any questions um related to the schools, reach out to the school board members or the uh or leadership at the schools. Um they'd be pro happy to provide you answers and I can provide contact information for any of those. Um the city doesn't have any jurisdiction
over any of the schools. Um but I'm happy to help any way I can with that. Uh the chamber also had a ribbon cutting for Bears Excavating uh who recently moved their family and their businesses here from a metro suburb. um they wanted to get out of the environment down there and I'm very happy to have them here. Uh
council had worked with them and approved the uh a conditional use permits uh so they could have access an access driveway to this pole building um that was on the south side of town and they're now util utilizing that for access to their business equipment and I just wanted to welcome them to
town. Uh any other council committee reports? All right, we will move into business item K1, a resolution to consider accepting the 2024 annual financial report and management letter. Mayor and Council, we do have two um
wonderful staff here from ABDO who's going to be presenting uh this evening. And uh here we have Adam Owens as well as Kelsey Larson. Thank you. Thanks for having us tonight. Kelsey, if I could stop you for just a
second. I will need you to speak directly into the microphone or you can grab it and you can talk into it. Um, they just pluck off too. It's not very good. We can move. Okay. Thank you. Okay. Well, thanks for having us tonight to go through your 2024 financial statement audit with you tonight. Um, like Josie said, my name is Kelsey
Larson. I'm a manager here at ABDO um, and the manager of the audit. And then we also have Adam Owens. He is a senior associate with us on the audit as well. We'll be going through your audit results and then we'll go through each of your funds and then end with some key
performance indicators tonight. So, as we begin, I do just want to remind you that as auditors, we are engaged to opine on your financial statements on whether or not they are presented fairly and free from material misstatement. We do this through a series of testing such as sampling some
of your invoices. We get confirmations from your bank and the state and we talk with your employees. Really anything that we deem necessary to form that opinion. And so like years past, we were able to issue an unmodified or clean opinion stating that your financial
statements are presented fairly. Along with our regular audit testing, we're also required to do testing on Minnesota LEO compliance. Some examples of that testing includes making sure you have sufficient collateral with your banks, you're following contracting and bidding rules,
debt procedures, um things of that nature. And we had no instances of non-compliance noted there. We do have one audit finding in 2024 and it just states that we help prepare your financial statements. So it'd be very costly for you to train
someone to prepare those financial statements and get the correct software in order to prepare them. Um, so a lot of cities your size will just accept that finding. And with that, I'll hand it over to Adam. Hello, I'm Adam. I'm going to talk about
some financial information for the year of 2024 for ice. Going to start with this graph right here, the general fund fund balance compared to budget. That yellow line at the top is the general fund budgeted expenditures for that year. The orange line is general fund
fund balance as a percentage of next year's budgeted expenditures. And then that black line is the minimum fund balance policy of the city, which is fund balance at 30% of next year's budgeted expenditures. And the maximum is set at 70% of next year's
expenditures. So you can see over the years there's some good reserves been building up in the general fund. Then here is a general fund budget to actual statement for 2024. We can see that expenditures are pretty consistent with what they were budgeted at, but revenues did come in around $440,000
over what they were budgeted at. 222,000 of this variance was related to licenses and permit revenue. These were anticipated to drop in 2024, but people kept building, especially with those apartment buildings that popped up. Those permitting revenues just kept coming in. And then there was $138,000
variance with investment earnings. You know, there was a slump in 2022, but in 23 and then 24, those investments pick back up. So, we've seen a lot of cities start to reap a lot of the rewards of that. And then the fund balance did increase by 446,000 during the year. And
that is related to those variances that I just noted. Then for general fund revenues and expenditures by type here are those two graphs there we have taxes intergovernmental transfers in and other
for that tax revenue over the years that that's just kind of varied with you know spikes or drops in the levy and then with intergovernmental revenues that did take up in 2024 due to uh increased uh local government aid received in 2024. There was some legislation I think in
2023 uh that increased appropriations received by a lot of cities. Uh so that explains that increase there. Uh transfers in ticked up just a little bit. There's transfers in from the EDA and the liquor store into the general fund and they were just a little larger
than they were in prior years. Then that other category right there, that other category includes licenses and permits, charges for services, fines and forfeitures, and investment earnings. And like I was talking about earlier that 2022 slump of investment earnings
and then coming back with 23 and 24 that explains excuse me that explains that tick up in 23 and then consistent in 2024. Then with the expenditures we have general government, public safety, public works and then that other
category that other category for expenditures is um economic development um parks and wreck and transfers. all three or the general government other category and then public works they were all pretty consistent for the past three years. Uh with public safety
we have seen steady increases year-over-year uh related to increases in personnel services in the police department. Here are some special revenue fund fund balances for 2024 and 23. Not too many significant changes
from 23. I will note that the park fund did increase by about 93,000 due to increased park fees uh from kind of like to go along with those licenses and permits. Uh those increased in re the increases in revenues there goes along with the the park fees that were earned
in that fund. Then we have the two major capital project funds for 23 and 24. On this slide we have the street construction fund that increased by 4 67,000 during during the year. And the
main result of, you know, the levy, the assessments, the franchise fees in that fund, the state aid, and the investment earnings just continuing to outpace the uh the costs for the capital projects in that fund during the year. And those projects were primarily the pavement
management project and then the Heritage Boulevard project. with that capital replacement fund that did drop 281,000 during the year and that is a result of some more significant capital projects happening and purchases during the year like the
Bluebird Park playground equipment purchases, the 2024 Mac plow truck purchase, and then the city hall roof replacement project. Then here is a graph and schedule of the debt service funds showing principle and
interest going out to 2030. Here are cash flows from operations and cash balances for the water fund. So on the top we have orange that's operating receipts, black is debt payments and then the or the yellowish
is operating costs. We can see that operating receipts did tick down a little bit in 2024. Uh that was a result of decreased usage. No change in the rates, just less usage. And then operating receipts that brought that down a little bit. If you look at the graph below though, that is cash balance
in the water fund over the past four years. that did take up in 2024 because there were more connections during the year and those water access fees and those utility trunk fees that did bring up the cash balance during the year. Also going
along with that cash did kind of fall the past 3 years from 21 to 22 to 23. That was a result of some other uh significant capital projects happening in the water fund in those prior years like the meter replacement uh the 2023
utility extension uh in in the prior year. And then in in the current year there just weren't many capital expenditures or projects in the water fund. So that kind of helped keep that that cash balance going up. In that black line there I just want to note that is um the following year's debt
service plus six months of operating costs. That's like the minimum balance that you want to have for your cash. Similar story with the sewer fund operating receipts ticked down slightly, but cash did increase because not many or no significant capital projects
during the year, but there were more connections. Um, so those sewer access charges and those utility truck charges did help bring that cash balance up this year. storm water fund. We can see operating receipts been dropping steadily for the
past few years. This is due to drops in the base storm water rate that's been charged. But if you look at the graph down below, you can see that cash has been increasing in the fund due to the fact that there's just not many costs required to be in that fund to maintain operations. So that's kind of helped it
or allowed it to build up some cash despite the drop in the base rate over year. So, next we're going to look at your liquor store fund. So, this first chart's going to have 22 to 24 uh income statement there compared to the 2023
Office of State Auditor averages. So, all the averages of the state. Uh some key metrics there is going to be your operating income. You ended 2024 at 9.9% which is a decrease from 22 and 23. This is however over the
2023 average. The main reasoning for that decrease in that operating income is an increase in your operating expenses. That is mainly due to increases in personnel expenses. So I think it's no um surprise that operating
or personnel expenses have been on the increase these past three years there. And then um the other thing is that your net position increased by 1%. This is lower than the average, but you do have your budgeted transfer to the general fund as you help um fund some activity
in the general fund with your liquor store fund. And that first chart up here is going to say show that same information. We have your sales and then what makes up those um sales. So we have your most of those sales are going to your cost of
goods sold and then that operating income sitting right around 10% for the last three years. And then lastly, we have your cash balance in the liquor store fund. Um, which stayed pretty consistent from 23 to 24. Next, we have your cash and
investment balances for the entire city. So, ending the year just at about 16 million. The majority of that increase is going to be your enterprise funds that Adam had mentioned. Our last couple of slides here are going to be key performance indicators where
we compare your trends um to the state data. So we have cities in Sani County and cities in class 4. Um the state has not released 2023 data yet. So we do not have that to compare to but we can kind of see your trend here. So the one on
the left is going to be your tax rate which has been trending downwards. I know the city has been looking at keeping taxes low for the community. Um that has been an objective of yours. So I think that shouldn't be any surprise there that you're trending downwards um
and more towards the bottom of your peers. And then we have taxes per capita that has been more consistent as you have increases and decreases to population um ending the year with a slight downward in 2024. Next, we have some debt key performance
indicators. Um, so the one on the left is debt expenditures per capita. You don't have a ton of debt outstanding. The last time you issued debt was in 2021 where we see that little bit of a spike there. However, from then on, you've just been paying down that debt.
Um, and those expenditures are on the decrease. We also have debt expenditures as a total as a percent of total expenditures. Once again, you're just um buying down that debt um and you've been able to keep that lower than your
peers. Then we also have expenditures. So the left is going to be your current expenditures, which is everything but debt and capital. You've been able to keep that very consistent these last three years, which is why you've been able to keep that levy low. I think a lot of cities in the state and around
the country have seen um pretty heavy increases with inflation. So the fact that you're able to keep that consistent is a good sign. And then that right is capital expenditures per capita. Really hard to compare to your peers here just because everyone's going to have capital
projects at different times. Um so as you can see in 20 and 21 you guys were a little bit higher. Um but then from then on you've been a little bit on the lower side. And that is all we have for you guys. I will open it up for questions.
Any questions? Well, it sure is nice to get some financial rundown. We haven't had that the last few months. So, it's it's good to see those numbers and it's a little bit of a relief to see the debt service levy, especially that's been a big one for us. You know, debt is the killer of families and cities across the
across the country. So, um the fact that we can see the end of the tunnel with that is a really good sign for our our community. Any other questions? You did a great job. All right. Great. Thank you. I really appreciate it and I'm happy that there was no significant
findings as per the usual. So, thank you guys. Thank you. Thank you. All right. We will move on to item K2. Uh interview applicants Rebecca Waller and Wendy Uttton for the vacant parks and recreation board seat. Uh Rebecca, if you could come up. I have a few
questions for you. if you could just state your name and address for the record and then we'll get right into the questions. Mayor, if we could just hold on one moment. I believe we do have a resolution to accept the audit. Um financial uh summary report as well. Make a motion to
accept. Second motion by council member Lundine, second by council member Peterson. All in favor say I. I. Any opposed? Motion carries 4. Thank you. I didn't see that in here. All right. So now we'll start. Uh please state your name and address for the record, please. Rebecca Waller, 815
Parkbrook Road Northwest. Thank you. Uh, so tell us about yourself and why the council should consider you for the parks and recreation board seat. I have been living in I santi for nearly eight years and you should consider me because I am an active member of the community.
I volunteer in the schools, all the schools that we have. Um, I participate in the local events and I attend our local meetings. Great. Uh, do you have experience being a parks and recreation board member or similar experience that would help you
in this role? No, I do not have board experience specifically. However, in my many years of volunteer service, I have been considered a girl Friday and I show up and give 100%. What do you feel is the most important role and the purpose of the parks and
recreation board in our community? to provide accessible, welcoming spaces for neighbors to gather and participate in community enrichment activities. Okay. Uh what do you believe are the top priorities for the city's current park system? Sustained maintenance,
cost-effective opportunities to grow and improve our existing parks and create opportunities for community events. Do you have experience in long range planning? Please explain if so. No, I do not have any current longrange planning experience. Okay. Uh the parks and
recreation board reviews and makes recommendations on the overall planning, management, and policies of our park system to the city council. How do you plan to tie that into the general goals of the city council? I feel the role of the parks and recreation board is that of liaison
between the community and the city council regarding the park system. The park board's job is to advocate for the community's wants and needs while working as a team with the city council towards an end goal. Okay. Uh, if you could bring a new or enhanced feature, event or service to
our park system, what would that be? I feel like a community rock garden would be a great addition as a lowcost, lowmaintenance way to increase park traffic of all ages. Um, people would want to return to the rock gardens to
see new works of art and inspiration. It would also add a pop of color to the parks and create opportunities for future community participation and events. Uh, the parks and recreation board typically meets the fourth Tuesday of the month at 6 p.m. Does this fit in
with your other time commitments? Yes. Uh, is there anything else you would like to add to assist us in considering you as a park board candidate? I am a very service-minded individual. I am passionate about forming connections, helping the community, and bringing people together.
Okay. Are there any other questions from the rest of the board? No. I do have a couple questions if that's all right. Yep. So, I'll have to ask both applicants the same questions. Um, how do you feel about splash pad,
amphitheater, and other uh amenities in the city? How do you feel that the the city's uh focus on that should be? Well, the amphitheater I think is a great addition. I do think we need to advertise that in maybe a more creative way to bring in more events or business.
Um the splash pad, I'm a little torn on with all of our new development and the city's water usage. So, I'm more hesitant on the splash pad. Okay. And then uh do you think the city of Iceni should have more parks, less parks, or happy where we are?
I think we have a great amount of parks that we could probably advertise and utilize in like better, more creative ways if we needed to. Um, I don't necessarily think that we need more parks, maybe like mini parks, benches or
installments for people to just sit and enjoy where we don't have large spaces, but we have enough for a spot near a sidewalk to take a break or have a moment. That would be nice. Okay, any other questions?
All right, great. Thank you. I appreciate the time. Thank you to the council for interviewing me. Thank you. All right, Wendy Otten, you're welcome to come on up and state your name and address for the record and I will ask you the same questions. Thank you for coming in.
Hello, I'm Wendy Autton. My address is 221 East Broadway Street and I have lived there for about 20 years. Great. Uh, so first question, tell us about yourself and why the council should consider you for the parks and recreation board seat. Um, as I said,
I've lived at my current home for 20 years. I've always lived in Iani County for most of my life or the town of Isani. I raised my children here. My grandchildren are be being raised here and I want to be more involved in the
community now that I have more time. Okay. Uh, do you have experience being a parks and recreation board member or similar experience that would help you in this role? Do not have experience of being a board member. However, I have experience of being a manager of a shop
that um built custom automated equipment um large lines of equipment. I coordinated it, purchased purchased items for it, um arranged different shipping and all kinds of from start to
finish. Okay. What do you feel is the most important role and the purpose of the parks and recreation board in our community? Um to provide opportunities for enrichment in a safe environment for our community.
Okay. Uh, what do you believe are the top priorities for the city's current park system? Um, to improve and maintain the existing amenities. Um, to explore new amenities and community activities.
Okay. Do you have experience in long range planning? If so, please explain. My only experience would be my employment of planning long projects. Okay. Uh, the parks and recreation board reviews and makes recommendations on the
overall planning, management, and policies of our park system to the city council. How do you plan to tie that into overall goals of the city council? Um, when planning and developing parks, it's essential to consider the long-term
goals of the city council, the staff, and the residents. um following all the overall goals of our city council, both budget and um concerning what our community wants. Okay. Uh if you could bring a new or enhanced feature event or
service to our park system, what would that be? I was kind of thinking maybe like a food truck weekend or um holding an event for young entrepreneurs to display or sell their products.
Okay. The Parks and Recreation Board typically meets the fourth Tuesday of the month at 6 PM. Does this fit in with your other time commitments? Yes, it does. Is there anything else you'd like to add to assist us in considering you as a park board candidate? Um, I realize this
is my first time being really involved um in the city and eager to jump into this opportunity. I look forward to working on continue improvements within our park system. Okay. Uh and then I have my additional questions. How do you
feel about amenities like the splash pad, amphitheater, and other larger amenities? Um I think the the amphitheater is good. I'd like to see more events go there for the family. Um splash pad. I know that's a huge conversation.
Um I kind of think for the size it wasn't going to out. Um, I would obviously like to see more things for our younger generation. Okay. And then, uh, are you happy with, do you want more parks, uh, less parks,
or are you happy where the city is at as far as parks? I'm happy with where the city's at with their parks. I think there's always room for improvement and other ideas. Okay, great. Thank you very much. Now, we'll have some discussion.
Do you guys have any discussion or motions or any input that you'd like to add? They're both very qualified. I guess I'll add something. Um, I've known I've known Wendy uh my whole life
pretty much and I think uh she fits well with what what we embody. Um, but also Rebecca is a great candidate as well. Um, so I I could I would be happy with either as well. Um, so I don't really have a whole lot to say on it, I guess.
I know. I don't want to be biased either. I've known Wendy for I was surprised to see she stepped up. I've known her for quite a long time myself, so I do know her. Um, they both interviewed very well. Um,
don't we got to make a public We got to make a verbal vote on this. I can you clarify, Josie, how we have to do that on this one? Yeah. So, all of our um boards and a and a appointed um commissions are done by vote of the council. So, it's just it would be a
recommendation motion and then if a second comes and then you'd vote on that and then that will amend the resolution as well. Well, your inter mayor. You can make a motion for one of them. No, I'm not making a motion on this one. I'm motion for
Rebecca. They both did a great job. You got to choose one or the other. I think they did both. Good job. And so we could sit up here all night going back and forth. Don't want to do it. Don't want to do it. So there is a motion on the floor. Is
there a second? Hearing none. Motion passes. Any other discussion or addition? Motion to appoint Winnie Yan. Motion clarification. The motion failed. Correct. Correct. Right. I hear a motion on the floor. Is there a
second? I'll second. All right. Motion by Council Member Peterson, second by Council Member Heman. All in favor of appointing Wendy to the park board, say I. I. I. Any opposed? I motion carries 3-1. Uh thank you Wendy and Rebecca. I
really appreciate you you guys coming in. I think you would both be great assets and uh if there's any other open seats anytime in the near future, I'd recommend that you apply for those. Um next we will go on to K3 Lumin Sani 2025 discussion.
Can I take notes? Okay. So, staff did review the um the what was presented by together for the illuminate 2025. Um and just had a few comments regarding a couple of the things we did um submit it to our city
attorney just to see what we could do and what would be allowed. And so it is our first recommendation that um we would recommend that I together would get a fiscal host. Um it's kind of
unless it stays a cityrun event, it's hard for us to pass through dollars um at this point. So our suggestion would be to get while they're not a nonprofit to get a the VFW or someone of that sort to be that fiscal host for the first
year and that would be a better um a way for them to do it without becoming the 501c3 since that is such a lengthy process. And so that's one of our recommendations. Um some of the other recommendations are just regarding our time. staff time is especially now we've had a lot of things happening here at
city hall um and throughout the city and so um we have very limited public works time and just in general city hall time and so um just keeping that into consideration as we're moving these discussions forward even if we were holding it we'd have a whole new
discussion probably now regarding what what that looked like and so um I know they want to have a lot of volunteers which is really amazing and we hope that is how it goes osed to um and those volunteer days. And I think it's more adequate for us to think about like a
one day where we could have like Jessica's time or the parks and rec coordinator's time be dedicated to those volunteer days to get them kicked off instead of six days is a lot. Um especially on nights and weekends. It's just not feasible with all of the other
stuff that we have going on within the city to add that additional time. And so we want to be amendable to them. But just telling you what staff really did discuss and we really did we appreciate the proposal and we really hope that we can find a pl way to make it work
together. But those are just our main um topics for you know discussion. Wonder what legal definition would the proposal be? I mean, if we accept a proposal, is it negotiable three months down the road,
six months, a year? Otherwise, there's some language I'd like to see changed right away. Like, they were looking for a three-year proposal, and I' I'd like to just do one year to see how this first year goes. I mean, that's only fair, you know, make sure everything is
working on both ends before and then look at it again maybe in February and fine-tune it. I'm I'm hope I'm sure you guys are going to do a great job, but it's a brand new thing and I I hate to be stuck to something that may not work or or holes can't get filled in. This is
our time to negotiate now. So, we don't have the contract written at this point. And so, this is what we need to happen is to weigh in and come to the table right now and get what those negotiating points are. So, I think if that's what you want to negotiate with them, they
will come back and negotiate with us. So now is the time. All right. So all those things, just to reiterate what Miss Hillstein said, all those items will need to be negotiated but then put into an agreement or contract form, especially if the city is um giving city
time to excuse me, this group as we don't do it with other groups and how that all is um laid out um as an approach of are they're using city assets, things like that. and what it has to be very um identified as what those parameters are because it'd be
specific to that group and why it's not applied to all groups within the city. So, we should take the time tonight to go through this line item by line item. Yes, I I did go through and I have uh probably about a dozen things
highlighted that I I would like to just, you know, some wording changes and some small changes uh that I think would be beneficial to the city. Um, if you guys would like to follow along and then we can add more or um I guess I can just kind of start it off. Uh, so if you are on page one, the third bullet point,
lights on 5:00 p p.m. to 10 p.m. during event days. Um, I would like to see if we can have maybe some of the larger um displays on during non-event days as well, just to kind of promote the event on non-event nights because then you you drive through the community, you see the lights, and I think that's something
that I mean, I'm sure you guys are okay with that. So, I think that's something that we could work on since we have to do timers and whatnot either way. Um, and then on page two, uh, the last bullet point under funding requests for city, uh, it states, if a new group wishes to take
over illuminate from disband from the disbanding Isanti together, the new organization group will receive the leftover funds to continue illuminate. Uh, I think that the city leadership should have a say if the new organization takes over or not and what the funds what happens with that. Yes,
Kim, you're welcome to come forward while you're discussing this. Yeah, I think you it's fair for you guys to come forward. No problem. Tim Martin, 105th Avenue Southwest. Question. I'm a little confused because
I thought we were a committee of residents that were willing to coordinate this event on behalf of the city, not instead of. And I'm hearing what I'm hearing is you're saying
suggesting that it's instead of and that's not how I understood it anyway. Is that not the case? Did we imply that? I think that I would just say that to me that was implied because of the potential status of
becoming a 501c3 that disjoints it from a city event. Okay. And we were only doing that just to keep the money separate because we didn't think that after the first year having the city coordinate the money just because
we're new um just to take the money out of it I guess was the reason we were going to do that. I mean, if you guys want to keep managing the money, that's fine, too. No, my concern was only if your guys' group fails and or disbands and then
another group starts, they shouldn't automatically just get the money without the city having a decision if that group is fitting. I think you guys are very fitting for the job. But in the future, that might not be the case. And I think at the end of the day, the city is taking on a fairly large tax burden
still on this. I'm just related it to well if but that's where I I guess I'm not understanding where the tax burden comes in for the city because really all all the city is doing other than been
providing the land to have it and is the public works part of it which they're paid anyway I guess my it's not like we're asking you to pay them extra but they could be doing other things. So when you have a when you have
a business or a city, you have to consider if you have 200 hours of public works hours just going into this or 300 or 400, that's still time that they have to be paid that they're taking away from other things. But what you were telling us is you were paying 700 hours. That's
what it was last year, right? Okay. And we're have cut that considerably down. Correct. So I get it. But I mean, it's not like it's that big of a burden on the city like it was, I guess, is what I'm trying to say.
I just I just see it as a liability if I think the point thing is if people we're asking people to donate money for this event in particular this event um to start out with as our group and so if they donate money to this group as
illuminate a sne for whatever reason this group disbands I guess I would say if you're going to if you want the city to decide where that money goes after that how do we let those people know that the money they gave to illuminate a sandy may not go there I guess would be
my question from a devil's advocate perspective I brought it up because I think like like I said you guys are great but what if there's something bad happens in your guys' group and all of a sudden you decide to disband and a new group is made that doesn't even take this money for Illuminate Ian takes the
money and runs with it oh no we would say they would get the money correct me if I'm song to use for Illuminate INI. That would be that's what it was given for. It would just be a different group taking over that event. It's not like they could take that money and go
bowling. Okay. You know what I mean? Was there any question on that one from from y'all on that last bullet point? I would I just saw it as maybe it's a potential for if something bad were to happen, you always think what the worst
case, right? I think the city should have a say. Maybe there should it should be worded maybe differently, right? Maybe that's what maybe that's what it should be is worded is if they disband that money stays in Illuminate Sandy and it can't transfer to anything else,
right? Yep. That that would be the way the fairest way of doing it. So then they're they're not they're getting money donated for it and the people that are donating it knows it goes to that cause even if it's not us doing it. That's right. Right. I just wanted to
make sure that was clear in there. That makes sense. What if the event never occurred again? Well, and then another thing to bring up um is if if they did receive donations to the city, right, for Illuminate I standing because they'd be a volunteer
group for the first year, maybe changes. Y the city can't give those funds out whether whether illuminate continues for hypothetically if the group becomes a 501c3 the following year. the city of Icani would not be able to transfer
funds to a separate organization even a nonprofit one there there would not be able to have that occur. Um likewise if the volunteer group continued on in for successful years after the city could not give the funds to the organization
to use to purchase lights or anything like that. We can't have the transfer of city funds once it becomes city funds. It's city funds. Sure. That makes sense. So what you're saying is if we use the city for the funds the first year, we kind of have to spend it all and get a
501c for example to make our own funds. Correct. The city would not be able even if there was a reserve of let's just say 20,000 because so many um donations came in, the city would not be able to transfer that to a different organization. Correct. But if we if we
gave you money this year, we would just have to spend it this year. If the city accepted funds and the council wanted the city to spend funds on the event, right? So you're saying any money I give you, the city can change how it's spent, the city council
is who it becomes city funds as soon as the city takes it in unless you earmark it for specific cause and council can. Yes. Yes. You would have to earmark it as yourself for illuminate standing. Yes. And the council would have to do that. Yeah. Okay. I mean, just
hypothetically, if I walked in here and said, "I'm giving the city of Vani $100,000," doesn't mean, and I specifically say it's for this cause, they can't use it for putting it in a general fund because I stipulated that's
where it's going. So if a if a business gives us $5,000 for Illuminate INYI and I have to give it to you because you're going to manage the money for us this year, I can say it's going for illuminate. Correct. You could and the city has to accept all donations um by
resolution and it will usually they it defines whether it's for illuminate or if it's for a bench or it's for a memorial you know sure different things but yes I think would they not have to at least break down their MOC um and what they're going
to do with it so we can agree where those funds are going like let's just say you get 20,000 So would you could you break it down to we'll buy 10,000 worth of more lights, we'll put 5,000 into this and we'll use
5,000 towards wages or whatever. Can you kind of Carla Andrea 312 Flint with Street Southwest. Um so so what so yes we would be able to do that because we want to
keep um accurate um records of where everything is going, how many hours are being used, all of those things so that it can be a successful event throughout throughout whoever is running it. Um whether it's, you know, a president or a vice president with passed on and things
like that. um as our board grows and continues to to move forward, we would you know know where those funds are going um so we would be able to provide that. But part of the reason why we had wanted to start a 501c3
Yes, I'm really bad at that. Um what one of the reasons why we wanted to start that um have that ability to do that is because there's a lot of grants that you can apply for, but you can't apply for them unless you're a you
you're that you're a nonprofit. So having that nonprofit status would greatly expand the amount of funds that we would be able to secure in the future. We just weren't sure if we were able to would be able to obtain that.
prior to the start of Illuminati Santi this year. It's possible we could, but we just weren't sure. But it sounds like legal is saying they that they would rather not have the city be doing that that we would have to try to find
somebody else to hold the funds for us. So, and we would be open to doing that, too. That's fine. Did I answer? So at that point then then us as council wouldn't even have any right to ask them to get put out what
they want to spend percentage on this much percentage on that much. They could just use the 20,000 for whatever they want. Yes. But our goal but our goal has always been not to have this be
especially this year to be like this. We want to work with the city. We want it to be a collaboration. We don't want it to be just, you know, we want it we wanted to work as as as a city with the city to put this event on. We didn't
want it to necessarily just be our thing. We would be open to taking it over in past years. We just don't know enough about it right now. So, our goal is to just continue this event because I think it's a great
event for the city, but take off as much burden um financially um and just like just the plain burden, time and all those things um from the city as possible and we were willing to take on um any of that kind of stuff just with
volunteer hours. What you have to realize too, 5013C's, they are more scrutinized than the city is. I know they are, but they're really expensive to put together. And I I mean, unless they want to use that 20,000 they make
this area, if they make that much to be able to go towards a forming a a nonprofit. Um, we have done some research in it and it looks like it can cost anywhere from um as little as $400 to like $1,100 just Okay,
we have looked into it. Good job. I I like the shirts, too. Oh, thank you. Yeah, you guys are doing a great job. Um, I'm I'm going to continue on with some of these if you guys don't mind. Uh, so we can maybe get through these are mostly just like word and verbiage changes. Um, nothing super
specific, but if you look at page three, um, bullet point number two, it says together will receive all the leftover giveaways from the previous years for use in 2025 and beyond. And I just thought we should add for illuminate to the end of that. So, it's
used for illuminate. Um, and then on uh this the next section, setup for event uh setup starting with public works as early as October 1st, but no later than October 10th. Uh Josie, do you know does October 1st to the 10th usually work well for public works? I know there's
generally not snow at that point, but are they doing anything other any other, you know, very tedious things at that time that that schedule wouldn't work? I would like to say that it will work. Um but I do think that when we had uh
setup before, we had a little bit more of a grace period. So two to three weeks because you never know what's going to happen. if depending on staff availability. Um but also just larger um emergency type things that could come up. 10 days is pretty tight. Um and I'm
not sure if this plan includes putting up fence in that or is there the f is the fence going up at all? But we weren't talking about doing any fencing. So I I think it depends on the scope of how much time is required like what exactly I'm I'm not sure myself how many
um displays are need to be put up in a 10-day period. Okay. Um all right that leads into my next question. The next bullet point it says public works will set up displays and requested items before the first weekend of the large group volunteer setup. I would like to put an hour limit on on this. I don't
know if it's 100 hours, 200 hours, 300. I don't know what the hour limit would be, but just so we have an a quantifiable idea so we can say yes, you guys are going to have 200 hours and they will help you all that 200 hours, get as much as they can out, and then it's done. Um, I don't know if that's a reasonable thing or if you guys have any
idea on that. Obviously, the 700 or 600, even 500 hours is too much for the city to take on, but I think if we could put like a time limit on it, I think that would maybe alleviate the question for the former question with the uh 10 days for public works help. Um, I didn't know
if you guys had a number in mind on that or what your thoughts were. Obviously, as much as you can get. It It wasn't even It was It's not even as much as we can get. Just know that we don't know how to set up those displays at all. So, we just want those set up and and we're
again, we are willing to have volunteers there to help the public workers to and we want to be able to learn like we're okay with learning how to do that and knowing how to do it and assisting and and potentially even taking it over if that's a possibility in the future. We
don't really know. And and just so I'm clear, are these just the large displays only? It was specified earlier in this as well. Y because I think then um you know we can I can have public works tell me exact or tell us exactly how many hours it would take them given which
exact displays it is. Yeah. Okay. And and we also don't know like maybe we listed a display that public works would think that oh they would be able to do that. It would be very easy. We just put anything that we deemed a large display
because we didn't really know. Okay. So that's a little bit malleable. And would you guys be opposed to if we were to get a number, put the number in here just so we then we have like a it's not ambiguous, you know, we have like a a number. I think it's easier to Yeah. Well, and I do think that we have a
booklet, so to say, of all the displays um in the park and recck department and what would be very helpful and clearcut for me and public works would be to star all the displays you're talking about. Sure. So we would know exactly which one. So there was no ambiguity of
did they mean this snowman or that snowman kind of thing. Sure. I Yeah. I also think it's sorry will be clear to explain like that they're going to go in those locations that have already been created for them too. Like I think that should be outlined in here because
specifically the snowman and the tree have foundations in the ground for them. it would be much more time consuming for us to move them to different locations in the not that I think you would do that but I just still think that it would yeah make sense to just have that outlined clearly.
And one more thing to add is that 10day period does that include um your volunteers putting together any repairs? That's just after the repairs were made on anything because every year they pull them out there's repairs that they're doing. So I just wanted to be clear on
that too. Oh yeah, we were just we were just I mean if a 10day grace period is not long enough, we're okay with extending or working with that and we know weather and things happen and all that stuff. We're reasonable people. Um but we just we're just trying to come up
with something, you know, some sort of an outline. But yes, we will definitely do any sort of repairs or anything that we have to we I would suggest the whole month of October as that time frame. Generally the weather, you know, getting the end of
October starts could turn nasty, but generally it's that second week in November that we start getting, you know, the snow or whatever and whatnot. But I mean, you you can't judge that in the last couple winters we've had. So, but I would say the whole month of
October would give everybody ample enough time to get together. you know, I'm sure they could coordinate, you know, major, you know, god forbid if a water mane breaks or something and they they're they that's going to come first
priority of public works is stuff like that. So, absolutely. Um I think if you're going to have to put a time frame on it, I'd have to say it's the whole month of October. I would agree as someone who's helped guide the timeline previously. I would think the whole
month would be also but get still allow you to be able to set up around those items. Sure. Absolutely. So I don't think it would inhibit the rest of the you know process from happening. So just and we we were also hoping to maybe be able to access the um some of the stuff
at least um even like this summer we could start going through cords and seeing if lights are working and be pre proactive instead of reactive as much as possible. We don't know if that's a big ask or not, but we're willing to There's a guy sitting behind you that would have
all that information for you. I know like like like I said, I don't know if that's a big ask or not, but we we're willing to be able to do that stuff. Unfortunately, that's a big ask even for us, our public works department to get in there just because the we have to have a staff person from the PD sit there with the stuff because it's an
evidentiary facility. Okay. So, Travis, yeah, Travis, go ahead. Okay. And just public works is there to discuss that. But that stuff is put in there like a Jenga puzzle. So my guess is once it's coming out, you know, it's going to come out. It's put it's a good Jenga puzzle. It's tight.
But that gives you the whole month of October, too. True. Because they would have to bring the stuff all out. They're they're I mean, they're not going to bring this this week and this that week. They're going to if they're going to spend the time, they're going to get it out. Sure. As soon as possible. If you ever find a place to store it by any
chance, we will be all ears to that and then you could work on it all year round. Well, you know, I do like that ConX idea. Yeah. Yeah. Yeah. All right. Um if we can continue on if that's okay. Uh page four, uh under the second bullet point, the last
sentence, it says together will not be fiscally responsible for any city workers hours. I'd like to add like say if we put a 200 hour like max on it up to 200 hours and then after that we would have to charge just because that's I I don't see you guys wanting to go over and pay but at the same point you
know it's just something that I think in a contract you generally have. Sure. Um and then during the event uh I together reserves the right to make any changes to eliminate as to make the event successful. Um, that's a little broad and I'm not sure. I feel like somebody might be able to run away with that and
turn the event into something that wasn't intended potentially just playing devil's advocate. I don't know if we can add some sort of language to it, you know, to have some city oversight if something like far out there becomes something that's not even illuminate any intentions if that's something the city
can interact with or, you know, if it's evaluated every year or whatever, however that works. Um and then page five, uh let's see under tearown of event bullet point three it says have six to eight days of large group volunteer tearown spread
over two to three weekends dates uh which will be determined by weather. Uh I would suggest that you may not want to limit yourself to weekends. Ideally in a perfect world yes but I think with with winter I know our public works staff has problems with it. When you get snow it really slows you down. Um, so maybe
having that just two to three weeks or or whatever might might help you guys out. I don't want you to handcuff yourselves by having something that's too restrictive for y'all. Yeah. One thing Oops. Excuse me. One thing that we've also had is if there's any kind of rain and they freeze down, it's in the best interest of the
displays to leave them until they thaw a bit. Otherwise, just more damage occurs. Makes sense. And then uh another question uh can public works remove all the big displays with the small displays in place because right now it it it sounds like public
works we need to take down the big stuff first. Um and I'm worried like say if you guys fall behind on the small stuff that the big stuff public works might not be able to get to. So I'm not sure if geographically the way that's laid out can you get out the big stuff generally without with the small stuff still there? For the most part, the tree
it would just have to be the snowflakes that's around it usually or the crescent that go around it. That's pretty minimal moving of stuff. So, yes, the way it was laid out last year. Yes. Okay. That's just something to keep in mind. If you guys get behind, you don't want public works to be handcuffed. Sure. Um,
absolutely. And then on page six, uh, bullet points three and five, uh, it was struck out or or proposed to be struck out by city staff earlier in the assembly. So, I would assume we would want it struck out for the tear down because if public works isn't going to be putting up the lights on the trees or
the light uh light poles decorations, then I assume we're not going to have to take them down. So, those could be struck um on there if that makes sense. Yes. And then the last bullet point on page six, uh I send you together will be provided with the list of contracts for
public works, electrical services, etc. for repairs during the event. If a display malfunctions during the event, it will remain off for the rest of the night and be repaired and the following day. Should a display malfunction before city staff conclude their shift and someone is available to fix it, they will do so. If infrastructure repairs
are required, the city will make a concerted effort to resolve the issue promptly. Um, I would just like to specify that this public works repairs only for large displays because it doesn't say that in there and I know that was Yep. So, just specify that. Um, there's a couple more. I don't know if
you know I sorry I just want to go back to your last point and to address the light poles. It was discussed with public works and myself that we'd prefer to be the ones to put those snowflakes and lights on the light pole just since it's our infrastructure. So we need to add that. Yep. They are still on here. Those aren't stricken. Okay. So it was
just the light bulbs but the trees have been struck. Yes. Yep. We just don't have the time or manpower this year. Okay. That's totally fine. We've already come up with option B. Sounds good. It was struck in the copy that we had. So okay. Um so on that one that you had
just shared though about the the bullet width I standing together will be provided with a list of contract contract contacts for public bricks electrical service etc. So, if this is remaining a city event and we have volunteers, um, city staff would need to coordinate if we are doing the repairs if there we can share
contexts of who we've used. Um, but then it has to be very, I mean, I guess what I'm getting at, sorry, is that we cannot have a volunteer group initiate repairs that the city would be responsible or liable for. There has to be a clear separation. Um, and so if public works
is going to be going out there to do the repairs for the large events, okay, that's one thing. I mean, it would just have to be very defined. Um, who's and then if this did become a 501c3 or you had a fiscal host um nonprofit group, then it would have to be
completely separate that it would be the event organizer repairing the event for them. It can't be can't cross the lines with the city. Okay. So, that would be a a a verbiage thing with you and the attorney, I assume, getting Okay. Does
that make sense? especially since there's a clear line between we'd want to make sure there's a clear line between the event items and our infrastructure because we do have fuses blow sometimes and so then I'm sure we'd want more and that's kind of what we were that's what we were more along the
lines where we're trying to say like that like and then you know the larger displays since you guys were going to be putting them up um and then we would be using like the sound system and the city's I don't even know what you use to like make it operate. So, we were just
thinking like that's the city's stuff, but like the small displays and the little strands of lights like we would definitely take care of that. That's what we were saying or what we were trying to say anyways. Sure. Yeah, we can define that. Um, and then if public works, I'm assuming, would not be on
staff. We've always had someone or a park staff present. We would not be present. Correct. No, just just to turn the lights or if they're on a timer. So, just so we would have it written just so everyone was aware that if public works got called in to repair one of the big
tree the big tree or something like that, we would have call back hours for overtime. Just so we would have had that if it was our event anyways. No, we've typically had seasonals or park staff present. Got it. All the time. Got it. So, should we restrict that to amount of
time as well or include that in the amount of time? Okay. Okay. Little things that could be ironed out. Yep. Absolutely. And then, uh, the second to last bullet point on the last page, request the city to host a residential business light display event
or contest. Um, I would like to see the city not involved in that because our staff time, as as was mentioned by Josie Wood, is very tight right now. Um, and I'm a little concerned that, you know, having a light display contest is going to soak up some hours. Now, I don't
know, we could do that. We could incorporate it into the 200 hours or whatever we decide, but I think that would be a great thing for you guys to do, but we could facilitate it by using city hall or, you know, something of that sort. But I think if you guys lead that so that you know the city hall is just here for support on it. I think
that would be preferred by myself and I'm assuming the rest. Um but we can talk about that. What do you guys think about that? And that's something that can be shelfed too. I mean it just like it was just the thought that it is called illuminate I
santi and it would be nice that if it was instead of just at the park it would be throughout the city is all we were thinking. Sure. It's no different than voting on a parade on a on a parade float. It's no different than doing Oh,
I think it's a great idea. I just don't want city no different is is you know generally the mayor votes on the best parade float. It's no different than that. Okay. In my opinion, it's not like it's it's like that's not like you got
to go out every single day and do it. You just go out and you look at the lights and you decide which one you prefer. That's all that it's going to end up coming down to. Or they enter their house and then we just have x amount of addresses to go to. Or are you
saying we pick at random and whether they apply to be in the contest or not? They'd have to register and you just get in a car and drive around and go see it. Sure. And it could always be something that we do next year. Like that's an expansion from what we're doing this
year. What was the prize money we've had in prior years? Yeah, I think it was like I believe we didn't have prize money. I think we had giveaways um and activities like there was um some gingerbreads, there was ornaments, like those kind of
things for prizes, I guess you could say. But they were more like giveaways. Giveaways. I'd like to see at least 500 myself if we're going to do it. I mean, if we're we're putting on a light park, we might as well try to get the city lit up as much as possible. I might be in an incentive to do that. Try it one year. I
mean, we're saving money from not putting an X to this in the first place. I mean, we're not saving money. We're still going to be spending money, but we're spending a lot less. Exactly. If I could add in about the like the advertising, the Facebook thing. So,
just to be clear, how I understand it is that the city council is looking at that this event this year would be still a city event and we have volunteer group assisting and that's how that would be drafted. And if they end up becoming a 501c3 or they went with a host um
nonprofit group, that'd be a completely different agreement. They're really pretty different for what's able to happen. I think that if you want the event to be successful and it will be a city event even with this group running it, have them volunteer to make your graphics. But it is a city event. So I
think that the time for staff to make things is the problem not to post it on Facebook. Now if they became the an organization 501c3 next year, then no, we would not be sharing their event um on our city Facebook page because we just don't do that. We have a policy not to do that because otherwise we'd have
to do it for everyone and be fair. So, but this year what I'm hearing is that maybe we're leaning towards we're allowing this organization to volunteer to the city and we'd accept that we have agreement so everyone understands who does what. But it will be a city event this year is
what I'm hearing. That works for me. I got a quick question. So, this new website that we're building, can we have a page dedicated to events, outside events for like the rodeo, street, uh, street rods, um, any
outdoor events we have throughout the summer and the winter time that we can dedicate a page on our city website towards events. I mean, it's to the city's best interest to to advertise events to bring people in. I would
say obviously we can do whatever you guys want to direct us to do. Um, our best way of doing that without having staff looking for and setting that onus on us to being in charge of putting out the events, do it like we do our business registration page and have people sign up to share their event on
our page and do it that way. But it does become time consuming just even with the business page. So just an I'm not talking about business events that you know so maybe just special event permit type things like they they supply advertisement. That's exactly what I was
talking about. Anything outdoor, that's why I kind of led it to that. The one thing we would just have to be aware of, we'd have one, we'd have to have a policy and we have a policy not to do that. So, we'd have to look at the policy um for the language to include that. Um you could maybe define it as who applies for a special event permit.
You could maybe define it as nonprofit groups, but we won't be able to pick and choose. So for example, if a business had an event, grand opening, open house, and we did not agree with what they were selling, doing, promoting, we would not
be able to say, well, we're not going to showcase that event. We can't show any kind of bias. If we allow one, we allow it all, kind of thing. Becomes illegal. So you're saying we couldn't just say anybody who applies for a special event
permit. We would be excluding people who opened up a new business if they considered that a special event is what you're saying. It could be considered. It is possible that we could define it just for special event permits, but I will say that that's probably not the majority of events happening in our community. So, there's some it will hit
some of the events, but I mean, we have I mean, I just think that there's a lot of events happening that don't apply because it's within their confines and they don't need to have a special event permit. Could we add that to the next cow agenda so we can get moving with this conversation and discuss that more at length at some point? Yeah, I'd like
to see that discussed more because there's really no outlet out there that shows our community what's going on on a weekly or daily basis and there are opportunities to go out and support a local business within our community. And I and I would like to see if if the city
can't do it if we can figure out another way to do it. The chamber does a a fair bit of that as well. Yeah, they do. George, I would agree with you because I know that I have I have personally on my own Facebook page with my business, I have posted events from that that the
city is hosting and I have had people find that information only on my Facebook page, which isn't even the city's. So, I think people are finding it very difficult to find information on events that are happening in the city. I think you're right. I agree 100%. I do
too. Okay. So, if we could add that to a cow agenda item, we can discuss that further later. Um, one last thing that I I had on there, uh, I know we had kind of talked about, you know, you guys having your meetings at the community center or here or whatever, but, uh, I don't I don't know if we can get away
with doing a nocost rental because I don't think that's fair because even nonprofits have to pay over there. Um, but maybe if we if we can or whatever, maybe we only allow during the week when it's not like heavily rented. Like right now, the weekends are they're always booked out months and months in advance. So, I don't know if we could do just
during the week or if we could just charge you guys a nonprofit cost for the rental space or you use this facility here during business hours or or whatever. I would just like to have that maybe a little ironed out. Um, but that's another finer detail. Yeah. And if if that's if that's a big that's a big ask that we didn't realize it was a
big ask, we're completely okay with finding other places to meet. That's fine. Okay. I would like to see public works if we have another winter that was snowless during our event during this event and they're out there and they get a good base on that sledding hill if
they can turn them things around and and hit illuminate ice because it's a winter event and it'd be really nice to have snow in there. I mean, if we're spending the time I don't think they're going to have a lot of hours turning that thing around and trying to at least get a portion of it, if maybe not all of it
because that's a huge area. But if they could get like the main area, I don't know. It's something I think we should think about, too. Josie, do you have something to add to that? I don't. I'm sure she does. She had a look on her
face. No, I'm just listening. Um, so what I'm hearing you say is that you'd like to move the snow makers over into Luminate. Well, they're so close. I mean, if they're if they get a good base on a sledding hill and there's still a lot of good snow making nights, if they could just turn them around, maybe move
them another 100 ft and see how much of that illuminated Sandy they can hit. I'm not saying to bring it inside to it, but you know, see what they can hit. Get a little snow in there. It may be possible. I mean, as long I mean, we have the hoses that we got to drag over from the hydrants and and such. I'm not
going to say we can't. We might be able to. We just like all the all the snow we can get on. I'm only saying on a completely snowless winter like we had two years ago, there was no snow in there. I mean, it would have been nice to have snow if we would have had the opportunity to do so. You know, too, we have some plans for the use of that
amphitheater. Sure. So, which is the area right at the bottom of that hill. So, that might tie in with that. Okay. And we had discussed odds are like probably one in 15 that that happens
that we have zero snow in December like we did a few years ago. But I just want to be clear that when we took out the snow liable for making snow wasn't because we don't want to help. It's just because we can't be liable for bringing in snow. We have a hard enough time finding snow for the sledding hill right
now and making that work. And there's a lot of things to snow making in certain kinds of snow with kids playing on it that we have to consider also in our parks. So, it's just that. So, okay, just throwing it out there. All right. Any other questions? I This
will be a fluid type deal, but I think I think you got a really good base, and I appreciate you guys putting in the work. I'm really excited for it. I from the start, I've liked the event. I just haven't liked the taxpayer burden. So, the fact the community is getting involved and splitting the cost, I think makes it a lot more, you know,
awesome. I want to say one thing to to all you guys. I say any together when we when you first when this first was brainchild for you all taking it over. You had no conception that it was going to happen this year. Correct. And I have
to say you all banded together and drove this thing to where it's at right now. And I commend you 100% for that. I see your commitment. I personally, in my opinion, I think we can
hashtag, you know, you know, hash out some of these smaller details. As far as I'm concerned, if it was up to me right now, I'd say run with it and let's go. Let's get going. Let's make it happen. But I'm one of five up here. So, um, I
have to commend you all on the effort that you put into this because when this first was talked about, you didn't think it was going to happen this year. This correct. So, I commend you all. Thank you. Yeah, I'm looking at it as you're the dream team because we really wanted
to put this together and really have a volunteer aspect to it because it was just draining us year after year and and if we could find a way to get the community involved and make it work where it isn't such a drain like we're just throwing a an event and maybe I can
look at this right now and know we're going to have at least 25 to 40,000 a year and do it if we maintain it in this direction. um between staff time and util uh public works time and other other line items I can see
here. So, no, I'm I'm I'm glad we can get this into a a reasonable aspect and I'm really glad you guys step forward and and are helping out and doing this and I hope you can get to that 40 volunteers you were talking about. That'd be awesome because you'll be able to make really quick work of everything.
So, I guess we were kind of expecting that tonight we would hear if this is a go, like we can actually tell people in the community that yes, this I I think we have a lot of people that are willing to follow to donate time and money, but they're waiting to kind of hear if it's
a go like it's it's going to take place or it's not going to take place. So, I think that's what we were kind of hoping we were going to hear tonight. Sure, Josie. as far as, you know, adjusting language to however you and the lawyers see fit or or whatever. How long do you think something like that would take?
Can we can we tell them this something that might happen this year or what's the timeline on that? I know you guys are stacked. So, I think that I mean, I'd like to be optimistic and say we could do it for the next council meeting, but I frankly think
that that's unrealistic. By the time we get everybody, we have to sit down with public works and get all their thoughts involved with this, the attorneys. It does take some time to make sure we bring all the parties to the table. And I would encourage us to have with Stephanie and the group to have a
meeting so no one is caught off guard of what's discussed here because that that back and forth I think will be key after we get some of those legal logistics ironed out. Sure. Um, so I think though that confidently we could plan to have it on the June 3rd city council meeting
as a draft agreement between and again this would be drafted as it's a city event and the organization is volunteering to the city to work together to make it happen. Would you like us to have a vote whether we would like to go ahead with all that process?
So maybe that'll give them the answer that they need or how what would you recommend we do tonight on that? Will you guys need a vote for us to go forward? No, we don't need a vote for you to for us to move forward doing the work. I guess I'm hesitant to give them any kind of direction because what if
they don't like what this city is saying? This is how it has to be written. This is how it has to be done and they're like, well, we we don't know if we can get it done that way. I don't know if you would. Maybe you wouldn't, but you know what I mean. I think that's is a little premature to say that to put that on them and then they go out in the public and then we all sit down at the
table and they're like, "Oh man, we didn't know it was going to be written this way because there will have to be some certain language things included, you know, parameters put in there." Um, but we will begin working on it right away and get all the parties with staff and the attorney and everyone going on
drafting something and then bring everyone to the table. Right. in the specifics in the legal language the cost to the like just so we have right that's that's the plan I think I I I would say I guess you could ask you
could ask these other four gentlemen up here if they feel that this is a viable and that would get I mean we're not taking any votes on saying yay or nay but you could get their opinions if they if they feel this is viable I'm 100% yes I'm 100% yes
there is one thing I wanted to clarify by since they're going to work out the kinks twice. It's stated I stand together will not be f fiscally responsible for any city worker hours. Right now the accounts are separate if once they have full funds if volunteers fall through. These event get cancelled
if there's not volunteers showing up to make up the difference between what public works is doing and what's expected or does public works expected to do it all on the city's behest and not get reimbured for that or how does that work out? That's a fair question. Fair. Yeah,
that's a fair question. Assign an hourly type. Yep. Yep. Right. That's kind of what I was thinking with the if we lay out the hours and then anything over that is say $50 an hour or whatever it is. But then we should specify at what point all the
stuff needs to be completed by before public work steps in and makes it in that gap. Okay. Sure. Quick question, Josie. Can can an escrow count be set up? Like half of the money be put in
escrow and it gets put back to them if they fulfill the obligations of everything they said they were going to do. I'm going to say no. I don't believe so because any funds that came in even if the group of the volunteers bring the funds in it becomes city funds right so
we do have a special fund for Illuminate um whether we use that or create something different so we can obviously not um what I don't think it was discussed but we're not going to use any funds they bring in to offset our debt on the event right so we're kind of
starting a little bit over on a zero balance so to say I think everyone's thinking that um but we would not be able to give any of those funds over. So, we'll do this year this way and then it needs to be re-evaluated how it's going to be done next year. But even if there was a surplus of funds, um we
wouldn't be able to turn that over to the group just like we wouldn't also be able to and this will get a little bit hairy too is who's buying the item. So, they may want to go on Amazon and buy these lights and then use the city's money. We actually have to have the city. So that'll take staff that'll have
to order those. So that coordination back and forth, we can't give a check or funds to the group because they're just volunteers working for the city this year. So if we put them in and that would go the city hours. Sure. We can have a staff hours for park and wreck and then
staffer or hours for public works. Okay. But any money, let's say they do put money in to the city funds and it goes in the illuminate budget item. Um, if they did form a nonprofit in the future, we could
relinguish that whole account to them. No, no, it's public funds. Once we accept it as a donation, it becomes public funds. Yeah. But I believe if we close out and I can I can get verification on this but I believe if we close out a fund um
it'll get reabsorbed but it doesn't it doesn't get passed on to any organization. Something to consider. So would it be fair? Yeah, I think that's possible. Yeah. That's exactly what I was going to
suggest. I would I would also tell you to maybe start working on your 5013C. I don't know how I don't know how long that takes, but I do know they they that
is probably one of the most stringent things that they watch. I know at the sportsman's club they have charitable gambling. That's the 5013C. And that bu they had to build a building just
specific for the gambling. And nobody can go in there unless you're an officer of the gambling for the sportsman club. So I know that, you know, they have to keep everything in, you know. So I know they're very stringent and they come out and they go through everything with a
fine tooth comb big time. Yep. And you guys chose a great name. So if for whatever reason this doesn't work, you're still I is saying it together and you can do other things too. So even if you start a nonprofit, you can still you didn't handcuff yourself. So that was a smart name choice. That's what we wanted. That's why we did it that way.
Good. Good. So any other input? Go ahead. I wasn't sure if any of you were familiar with the chamber, but every month they have a meeting and people are always mentioning nonprofits and events. So, I don't know if that's a venue you're familiar with, but that would be worth looking into as far as marketing
and soliciting donations at. And the city does the city does generally make an announcement at that. I mean, regularly it was myself or Stephanie for a while making people know aware that Illumini is here. We're looking for donations and to come to the event. Like last year, people were
excited to hear us free obviously and more businesses were interested then and I think that's a great opportunity. Thanks for bringing that up, Nick. Um, if there's no other conversation or questions, I think we're good to go on this item. And I think you guys have a little bit of direction, hopefully enough, but I think uh I think it'll
work out well. So, thank you. I appreciate you guys' time. All right. Item K4, resolution resolution to consider a special event permit for Arts and Science Academy field day event. Good evening, Mayor and Council. Um, this is for the Arts and Science Academy for their field day
event, which will take place on May 29th from 9:00 a.m. to 2 p p.m. for a 1-day private event. Um, it will take place in their culde-sac on 6th Avenue Court Northeast um with field day activities and games at the Academy Park as well.
Um, there will be a Ninja Anywhere truck attending the event and the truck will set up in the culdesac on 6th Avenue Northeast and the um, Arts and Science Academy will put up two blockades. and additional cones as needed to block off the culde-sac area um as requested by
Chief Myers. And there's a map in the packet for the details. Um parking will be at the elementary and middle school parking lots and students and staff along with parent volunteers will help ensure there's no trash left behind. They also notified the neighbors about the event and will not be blocking any of their access to their um parking
lots. There's an estimate estimate of 376 to 382. Very precise number of people in attendance. This is not the first time they've done that. Correct. Okay. I make a motion to approve it. They've always done it and they I don't think we've ever had any
issues with them. So, I'll second. Motion by Council Member Lundine, second by Council Member Heman. All in favor say I. I. Any opposed? Motion carries. 4 Z. Sounds like a fun event. I hope it goes well. Uh K5, resolution to consider awarding the bid for the San Hills
Rehabilitation Project. Jason, thank you, Mr. Mayor, members of council. Um so we uh we received bids on uh April 29th. We received seven bids. Um that was a nice bump from our usual two to three when we have the mixed mill and
overlay and seal coat projects. So that was good to see. Um the low bid uh North Valley came in about 19% under our estimate which holds pretty consistent with what we were kind of expecting after our Milan overlay
project came in about the same. Um so with that said that would put the assessments that we had had in that uh report all generally 19% lower. So that average from the report that was an average assessment of
$2,64 would now be about $1,667. So that knocks about $400 off the average assessment. Um so so that's that base bid. And then as we talked am I like crazy loud when I'm in this
thing? No, I think it's good. You're fine. Um so we uh we also bid out those alternates for the sidewalk. Um, and then the two different ways to address the trail. And so what you see before you is the grid of all the different numbers. And I have the kind of
different subtotals depending on which ones you put together. But I guess it's open for you guys to elect which alternates you want to add on um to that base bid. Uh, North Valley is the low bid on all different combinations. So it doesn't
sway who gets the bid. It's just what you guys want to elect to proceed with. Um, so, um, I guess at this point we could talk about that. And then the only other piece that I want to bring up is that rain garden. The estimated cost of
that rain garden was about $3,250 and the low bid from North Valley is $6,714. And so, just one other piece to consider that, you know, we talked it through. Basically, it was already decided that it would be laid out to the
resident as their cost with the rain garden program incentive uh you know match that exists. And I guess the only other item I just want to talk about was whether it's even worth talking to the residents on those two um when that
price is already so significantly higher than we were hoping. So, so I guess at that point I guess if you have any questions or we want to go over which alternates you prefer and then we'd recommend awarding that base bid with
selected alternates to to North Valley to move forward. I would just like to say on the rain gardens I think we should just put closure on it for those people that were interested and let them know the price and let them decide. Um let them know that you know the bid came at 6,500. we have a $500 incentive if
they that the city will cover if they want to do it just so they have they don't feel like the city left them hanging high and dry. Um and if they if they obviously if they want to flip that on their own dime then we put in the curb cut for them and and then they'll be happy. So that's my recommendation on
that. I don't know if you guys feel differently on the rain garden aspect. Oh agree agree. And then I did have a question. Uh, have you worked with North Valley Incorporated yourself in the past? Do you have any experience with them? Oh, yeah. Plenty. Okay. Yeah, they're good.
Okay. I'm happy to see 19% lower than we expected. That means, you know, 400 bucks savings per house on average. That's a that's another big deal. Um, so that's a that's a great thing to see. Uh, what did you guys think on the trail overlay or realignment option?
Jason, could you clarify the difference between alternate one and three? Sure. So alternate one is the concrete sidewalk for that half a block of birch. Alternate two is ripping is unrelated the batuminous trail that's got the curves to be straightened out and
refully built. And then alternate three is not straightening out the batuminous trail and just overlaying it how it currently is aligned. um based on the numbers um you know just to kind of just generalize the grand total if you chose the the sidewalk and
the trailer realignment added to the low bid the total that comes out to 768,000 and change is still 40 grand less than we just estimated the base bid at. Could you give me a life expectancy of 1, two, and three?
Sure. So, so one, the sidewalk, uh, concrete, we usually try and expect it to last the full duration of the entire road system. Um, so there's probably going to be maintenance at about the 30-year mark. And whether or not we're doing a full reconstruction on a street again or our maintenance program, you
know, maybe is doing some spot repairs into that, you know, 30 to 50 year window before you're, you know, really messing with a concrete sidewalk. Um, batuminous trail overlay is usually more on that 10 to 15 years. Um, totally unrelated type of a thing, but um,
batuminous uh, when the trails already kind of have the few root heaves uh, you know, a few just open cracks and we try and just overlay that. That's going to reflect through pretty quick. It won't look that great after even five years. It'll look it'll be better than it
currently is, but after five years, you'll already see all the cracks. after 10 years it'll start looking like it did and then we'll be talking in 15 years about the trails not looking so good. Um the reconstructing it, you know, would be at least the 15 years before we're
even having to talk about going into our maintenance program, you know, or the 10 years at least of we should fog seal this, you know, like we're doing with the rest of our trails. And then we try and do that surface maintenance uh to extend that life out to not having to rebuild the entire trail section like
this for, you know, 30 years or so. Um, you know, and the other reason that it originally came up was public works was wanting to straighten out that trail for maintenance purposes, just for plowing and and all the things that go along with it and then this sod
restoration and things that they've had to do as their plows can't follow that zigzag in the winter. Um, So, so that's how it came to be, why it's in there, and and that's where our cost came out. Josie, did we get an estimate on how much time public works on average spend
seating that? I went and walked it today, and there was no damaged grass areas. Um, so either they plow really well or there wasn't enough snow last year to to dig up much, but I didn't see much previous damage to any of it. Is did you get an estimate? I'm sorry, I
did not ask them. Okay. I know you guys are swamped over there at PE at public works. So, um I went and walked it today. Like I said, I I personally like it with the zigzags. I think it's kind of cool. Um and even if you look at the cost, you know, it's triple the cost to do the realignment. Even if say the trail
overlay lasts 15 years and the trail realignment might last 30, you're still 20,000 bucks ahead on per year expense if you do alternate three. That's why I wanted to do a little math on it. a wash. I mean, those are like the base numbers, but even at the 30-year, you're
probably not reconstructing the full section again where this realignment, you have to dig out the whole section because you're moving it. You know, if we're going to come back to redo the pavement in like 30 years, it would literally be either reclaiming it or lifting off that bit and putting in a
new layer on. So, that cost to reconstruct it, it would be a lot cheaper than realigning it because you don't have to get into the excavating and actual base section along with it. Would it help the longevity of the the overlay if we did a mill at the same
time? I know it's going to cost more. Um, but is that because you said it transfers basically transfers existing damage to the new substrate over five years or whatever you said. Is it possible to mill that up and overlay it on the same already worked down path? So, sure. I mean, that's just like we're
doing on our roads, our mill and overlay project. um you know, you mill the surface off. In the end, half of that milling is to try and get the edges to match in better, which we will still have a problem. If we don't mill it and we just overlay an inch and a half, we'll have an inch and a half lip on either side. So, we'll
have to do a little dress up. Whereas, if you mill it, now you're lowered that surface to match in better. But now, you've removed an inch and a half of the thickness of the pavement that's out there. So you have a a thinner existing
section, you know, or once you're done, you've only restored the section to what it was for how thick the pavement is. Whereas if you straight overlay, if you say there's two and a half inches of bit out there on the trail, you throw an inch and a half overlay on top. Well, at least now you got four inches of
buminous now. And at least that'll have some structural, you know, integrity to hopefully last longer. Sure. Um, you know, a little dress up at these rip heaves and things, you know, having to do like spot patches is probably going to be needed just because you can't overlay, you know, just humps, you know,
will smooth that out. But, um, you know, at this point, either option would be fine. You know, milling it first and then overlaying it probably will end up with kind of the same life expectancy. And admittedly, it would kind of match into the side, the grass on either side a
little bit better, but let's go with the over. I'd say I'd say go with the bid the bid base price and then the alternate two and be done with it because I think ultimately in that
time frame and then you got to remember in 15 years cost is going this way again. It's not going to get any cheaper. and then it's going to get straightened out and then there's going to be we've done everything we can to minimize any
damages. I prefer uh alternate three myself with the with the bid price. I agree with that, George. All right. Yeah, let's go with it. Which one you thinking? Alternate two.
Alternate two. Is that what you said? I said alternate three. Nick said alternate three. That's what I originally wanted. Okay. All right. Um, as far as the sidewalk for Birch, now on that one, that was 519 and 523 Birch.
It was I don't know where the I believe those are the two addresses. Yeah. Okay. Were those the two that were against it? Yes. Yes. Okay. you know, and I haven't heard I went out and walked that neighborhood and I talked to a bunch of people and nobody was really super for the sidewalk. There were the two people
that were opposed to it. Um, mostly because of the loss of the driveway, which I totally get that if you're losing six feet of your driveway now, you can't park two or three vehicles where you could before. I don't I don't think that's right. And then if you look at like the layout of it, there's no actual intersections that people have to cross. So, I mean, even walking on the
side of the road, I think is is safe in that neighborhood. you know, people have been doing it there for years. Um, I don't think it's super highly traveled, so I don't see a huge need to do the sidewalk on that one, which kind of feels like sacrilege to say, but I don't think there's enough enough drive for it myself. Thoughts, Steve? I already told
you what I thought. I don't care about the sidewalk because they already came in and said they didn't want it. So, okay. I don't I don't I didn't even want to waste time bidding it, but we did. So, so I'll make a motion to go with North
Valley with alternate number three. Second. Motion by Council Member Heman, second by Council Member Peterson. All in favor say I. I. Any opposed? I. Motion carries 31. Did we answer all your questions in that, Jason? Yes, sir.
All right. Great. Uh, thank you for doing that and I'm happy to see that the bids were responsible. Uh, item K6, resolution to consider awarding the bid for well number four, raw water mane improvements. Yeah, thank you, Mr. Mayor, members of council. So, as we uh talked, we went
out for bids with this water man, new well point as two different bid parts, the actual drilling of the well and then everything else. Um, and so this is the everything else. This is the get the site ready, a generator, the control
panels, the driveway entrance to the well and then directionally drilling the force man back to the treatment plant and then doing the internal components inside the building to be able to um meter it properly without that wellhouse
topic. And so um so this piece of the bid we we received uh four bids um with the low bidder being companies at 621,000 when our estimate was
846,000. So so this half of the project came in um about 225,000 under. Um I'm going to loop this into the next item. Right. um the well point which we knew was very much more difficult to get a
well driller. We gave it an extra year's worth of time. Um that number did come in higher. But when you put them the two together, we're uh looking at we're coming in under 122,000 under our estimate. So, even
though this one looks like it's 200 I misspoke earlier, 225,000 under our estimate, the other one combining to it only gets us about 120,000 under our estimate. But as the combined project, we're looking we're looking pretty
good. So, we're just recommending awarding this specific bid to PER companies at at the bid. I I have a couple questions for you on that. Have you worked with Peber companies in the past? My company certainly has, Brian. You know, our our environmental side
does plenty. Okay. Um, how much oversight does the engineer have in that? Is there any potential for mistakes to be made with that project that would that could maybe come as a result of maybe a company not being the
best at the job? Is does is everything tested for pit? Everything's done like engineered wise. you guys check everything and if there's something that's out of spec, it would get caught. That's what I'm asking. Yeah. Yeah. So, we'll have an inspector there. Uh they'll submit all their materials for us to verify. They'll have
to uh I'm assuming they're bidding fusing their water main pipes and directionally drilling it. So, we'd be monitoring that the fuses look right. Um they have to pressure test it when they're done. We'd be there when they're doing their bolting and and fittings as we would any other water mane type work.
Um, so, so yeah, I mean that's, you know, we're trying to be there to answer their questions and catch anything that they have problems with, but otherwise it is all tested, pressure tested, bacteria tested, um, you know, start up on the generator, making sure that all
runs and is, you know, wired properly, you know, all that good stuff. Um, that's what we're we're checking for. Okay. I asked because there if you look at the reviews of you know usually we're just taking the lowest bid but I want to be thorough on this it's a big project. If
you look at the reviews for the low bid um they have a 2.7 star rating and the next bid has a 4.9 star rating for reviews. Now I don't know if that plays any factor in this but I want to know make sure that our engineering