Okay. So, now I don't have to touch this except to switch back and forth, right? Or to add a guest or I do the Ready? Ready. Okay. Start the recording.
Is it going? Okay. Evening as our city council meeting um June 17th. Thanks for coming. And with that, we'll have a roll call. Mayor of course here. Councelor Pentigrass here. Councelor Phillips here. Council Risor here. Councelor
Spring here. And then Mike should be online. Joe said he was going to be here. I don't know where he's at. Yeah, Kane is here and reachable. Okay, very good.
First time is approval of the agenda. Make a motion we approve the agenda as proposed. Second discussion. Yeah, I would like to I would like to add Jason's letter from
May 27th for discussion under new business and pull that out and uh either put into a workshop, try to minimize our agenda here. What specifically do you want to discuss about that? There's a meeting. We haven't ever seen any of the contracts.
So, we haven't seen either of these contracts. He talks about the one that the one that they the previous uh previous contract from the first responders and the contract that went out second the
replacement contract. We haven't seen either one of those. I just think we should see them. and she's have discussion then I'd like Oh, that's um sure discuss those at a workshop too or not a workshop special meeting too. So more beneficial if you could actually be
able to provide them talk about not having them. Well, the only thing that there is with that and I can understand your point with the workshop Ryland off of doing that. I miss special council meeting we can get specific agendas on there to discuss. The only
thing that there is is sometimes I think that the city should be aware of it on some of these things with the contracts and that that we need to bring that so it's it's in city business so they can work at it. Okay. Workshops won't do that. So that's not a workshop. You said
it was a special meeting. It's a special meeting. It's an open meeting, right? It's a special city council meeting with a specific agenda. Um, and we can if you'd like to talk about contracts in general, I think that'd be a good place to discuss it. Well, I don't contract.
This is about the first responders contract. We I don't recall seeing the previous contract nor a copy of the new one. Oh, so you're talking about the township, right? Yeah. But we're talking about that's a that's not our that's a supervisor's discussion. They approve
the contracts. I I didn't say that. I said I've never we've never I've never seen a copy of the the original contract to start or the second. Jason in his in his letter claimed he'd been working on it for a year. I guess it never been proposed for anybody to
even see. Yeah. See it? Yeah. I think that'd be a good idea. Do you want to have an agenda for special item? I can certainly talk to you about that too. Well, no. I think I think this has got to be public on what's going on with this Jason, not just, you know,
individual for us to do. I'm saying, you know, if you want to come in and talk to me, you can come to I bring stuff I bring stuff council meetings placed on the agenda here at the meeting because in in special meetings, it gets mixed out and don't get put on camera. Well,
that's why I bring it here to put it on there. No, I I can appreciate that comment and we we're trying to take a more constructive systematic approach that if we we start adding discussion, not not that we can't add, but the point is we're here to make
motions to take actions and you're talking about a discussion and I think that would be better proceed for the residents and for the parties involved to have it at a special meeting. Okay. I I also want to pull a pull a gold rush license agreement from the
consent agenda for discussion that was approved and made I I see mistakes in it. That's why I bring it up. The gold rush agreement is I agree is is timesensitive and I think that's probably worthy of a discussion to add
to the agenda. So, okay. But I think that's really the only item I'd like to discuss or have the council discuss. We'd like to put that in business. It's already it's already on in the consent agenda. So, well, we need to
pull apart and pull it out. It's a put under unfinished business item. That's action out of the consent of China. Have a motion to the Gold Rush 2025 license agreement
and put that under unfinished business. Neither I'm the motion none. I question for the motion to amend the agenda by pulling out the bill brush license agreement to the unfinished business.
All in favor signify by saying I. Oppos. No. Next item is our gold rush, excuse me, our public forum. It's a threem minute time limit per person. The city council welcomes and encourages participation
from community members. Please keep in mind that your comments must be pertinent to city business and must adhere to data privacy rules. No employees names may be used. Please do not expect action from the council this evening regarding your concern. to address the city council during the public form. Please step to the podium,
state your name, address, and fill out the white form that's at the podium. Uh speakers will be recognized only once and Rachel will show a green card to show that you started. The yellow card indicates 30 seconds left and the red card indicates you have reached your
threeminut time. So must stop. So with that, if somebody' like to speak public form, please come to the podium, state your name, address, and fill out a card. Hello. Uh, do I address everyone or
you guys? My name is Michael Tater. I live at 510 Vintage Road, Northwest, Orco, Minnesota. 55960. Uh next to my property is uh High Plains
Co-op. They have a very large propane tank and uh they acquired it four or five years ago. I'm not exactly sure. But from what I understand, when they acquired that property and put the large
LP tank there, they were going to plant a line of trees to kind of hide its unsightliness. Unfortunately, all those trees have died. I went out and counted them this weekend. There's 12 trees staggered. You know, they got the stakes posted to
them. They tried to keep them up, but I'm not sure that they ever watered them is my guess. Um, I just would like to see those replanted. Maybe we could look into the agreement they had when they purchased that land.
What's the address of it? You know, it's Well, my property is 510 Vintage Road Northwest Orco. I'm not sure. Well, that wouldn't have a home address. It's right next to my property, though.
I really I just want to see those trees planted behind the tank. If that was the agreement, I'd like to see it go. I spend a lot of time to beautify my property and
the tank's kind of unsightly. Guess that's all I have. Thank you. Thank you. Thank you. Anybody else like to speak? There anybody on Zoom would like to speak? public forum. Second call for public. Hi, Ryland. I'm
sorry, Mayor. Go ahead. Go ahead, Joy. Okay. Thank you. Um, I just want to make a couple comments. Uh, my name is Joy Bzinger, 6006th Street Southwest, Orinokco.
And just a couple comments about the May meeting um where there was a decision about the age 55 plus seniors meeting. Uh the seniors group age 55 respects your decision. I just wanted to clear up
a misstatement by council that seniors received a grant from the Oronokco Fire Relief Association. That's incorrect. the seniors did not uh age friendly orco area did it was for $165 for printing of
the age friendly or noco area brochure and age friendly or noco area appreciates that. Um the age friendly orunnco and the 55 plus group are separate organizations. We are just helping the seniors group to
revitalize the group per their request. Um, we also asked the city council to understand the importance of inclusion of all ages when considering the budget. The city spends thousands of dollars on
city parks, parks that are not accessible to all residents regardless of their age, um especially those with mobility issues. So, we are just asking that you look um at a way to improve the
access as you go through your budget process. Thank you for your time. Third and final call. Seeing no others coming before we'll close public hearing at 6:42.
Thanks for everybody's comments. Uh so uh legal services there's a couple items in front of us that we've had an opportunity to read. The first one is um Pine Southwest.
I make a motion that we approve the Pine Southwest customer security agreement. I'll second that. It's written in our It's a template form that's filled in with the appropriate
names, identifications, and there's a for the size of the acres, there's a $5,000 fee that uh is assigned to it. And uh just that whole process is we receive a check from the developer that is held and uh we pay engineering
and any legal services regarding the review of the plans um in the agreement development agreement that goes towards it and whatever is not used at the project which closed out the remaining balance of that security agreement is uh
given back to the developer. You say you say that uh that goes that fee on that is according to the size of the acreage. I believe that's the way it's Yeah, it's in the feed schedule. Yeah, based on the acreage that city put
that in or adopted that. So comments seeing none. All those in favor signify by saying I. I. I. oppose approve. The next item is a river bin uh customer
security agreement with river bin the uh was it outlaw hay that we've talked about the last split last month. So with that I make a motion we approve that
CSA agreement. I'll second that one. questions or comments about that? I just I just think I just think it's wrong that we're requiring a development I just think it's wrong requiring a development agreement to split a lot.
It's something it is not a development agreement. It's simply a cost security agreement. Um and so there are there is some work within the public right ofway. There's obviously some uh review of site and grading plans, things like that. So,
it's essentially to cover the city's cost and make sure the developer performs their obligation. Um, it is a small project and because it's such a small project, we wouldn't move forward with the formal development agreement. It's simply two lots. Uh, but it is a
mechanism for the city to recover its its cost. I guess I I guess my biggest biggest fear of seeing this go through and get approved like that is are we going to require anybody wants to do a lot split split to go through this process something I don't think we should have
to do but everybody should have to do anyone to split a lot if you started if you started here where does it stop well one of the main reasons is it helps covers um people that are doing the lot split to cover the engineering cost and do the
plans as opposed taxpayers came that it's really it's it's more than splitting a lot. The lot split was done, but now we're grading a lot where it's extending sewer and water services to the lot. Um putting in some drainage
facilities, driveway facilities, those types of things. And it's a little bit different than just a simple lot split. Well, the driveway facilities for each lot because the developer for each lot. Yes. The developer themselves. correct in conjunction with his site plan for
the individual building permit which he would need the information that he developed anyway. And then there's also a driveway to the existing lift station there. So you're requiring him to put in driveway for the lift station as we
discussed last month. Yes. I think that again that should be passed to the taxpayers. I mean if pass the taxpayers so should be should be on I think it's a good best practice and if they don't use it it goes back it's a
escrow so anything that doesn't get used a project like this I would imagine the vast majority of that's going to go back for something like this well I mean you think okay with the drain field and everything got
the drain fields coming out. It's already out. Yeah. You know, so that mean there was a lot of work that's been done there to get to the point where it's where where it is. I just don't see this end up getting used for lot splits for neighbor across
the street and such. Do we have any of those lots sold that you know of that part of it? I think one is pending is they're anxious. You know which one it is? I don't I think they're anxious to move this along though.
Any other comments? See none. All those in favor signify by saying I opposed. Approved. Okay. Um in your packet was the April sheriff monthly report and the May
chair friends here has a question. I talked to him earlier needed anything to share with us unless you have some questions for him. I have been more active in um traffic stops. So presence is being seen and built.
That was good. I saw it today on Minnesota Avenue. It was it was nice to see somebody stop because they they scream through Minnesota Avenue. Also saw on
second Southeast and Emberline Drive there too. So that's by the res. We've been working with them to try to get that, you know, enforcement and during different times we're trying to pinpoint, you know, higher traffic times versus, you know, lower traffic times having them in. So, you know, I think
they've been really receptive to that and good to that to try and get people here during different parts of the day. Um, I see the same thing when I'm driving around different parts. You know, there's certain times we're going to see them flying through there because it's not often that the cops are there. So, we're trying to keep them guessing,
if you will. I think it's good. Absolutely. Yeah. And you have a lot of boat traffic and everybody too heading over towards that lake now. So public works packet to part-time custodian
request. I make a motion to um to pay the guy back again. What was his name again? Ezra. He was really good. Second. Uh, I did have one question on on that.
You have an up to 30 hours a week. How many hours was he normally working here for doing that stuff? 15 to 20. Was it really that much? Okay. Any other comments? I think it's a great opportunity for young gentlemen to do
that for us. All those in favor signify by saying I I post are in the packet planning and zoning. There's genetic construction that's covered a bit later with the streets and roads.
fire departments. We had we had a couple different grants that were there that they're working on. The armor grant has been approved and that taken care of which is going to be great. Going to help us out a lot for
what we need for the radios and to work off of that. And then the other one which is $40,000 on that uh or 38,640 to be exact with with that for the quote. That's for the armor grant.
That's for the the armor grant. This is the one that's been coming up quite and we're we got it. Take care of everything's good, right? Y Jason back and forth that happened.
Mostly the state was the problem state. Yeah. And so just in general that'll help us get eight radios are awesome. What the minimal cost or the other that's the 2000 the matching that was the armor was the 2000 I think was
armor. So that's would be the $1,932. Yeah. The other one that that's there is a DNR grant that also got approved as well and it's for $8,000 for matching and that's going to be used for pagers
for the fire and also for the first responders. So the grants in the past like this have um been they come to the city in a form of resolution and uh we've done that for a lot of years. Uh and I think this is
two cases of you know I believe a resolution should be made for these type of grants. So it's documented u and also for our auditors to know where the funds are coming from that support department and there is a path that we've used in the past and by
resolution these uh donations whether it's this Amber grant or the DNR grant uh it's it comes in but then it's dedicated to the fire department equipment fund and that's because that's where the payment comes out when everything has to be paid. So, uh, I I
fully appreciate the effort that's gone into the grants and getting the funds and everything, but I think it's just we need to have a better documentation of the funds, especially in dollar amounts like this. Um, are you saying because it is important audits because we've been asked about
different funds or current audit that we're talking about this year, funds that go back quite a few years and they're asking for resolutions to support where that money came from. Seriously, so my my question on that would be we do the grant like they did
this, but yet we don't know if we're going to get a grant or anything. So it would be at this point in time that you would do a resolution then to be able to put it in. Otherwise, it would be ahead of what's going on. So, what I could do
is make a motion that we put that in as a resolution for next month to be able to include these in that way and that way we can put it in. I support that. Okay. So, let's do it that way and because otherwise if we just apply for a
grant, we don't want to do a resolution if we don't know if we're not going to get it. So, I'm just on that point because it says it was awarded. Uh, so you you do have the funds, you know, it's it's a re reimburseable grant. So,
we have to spend it first and then submit it for reimbursement is the thing they've already been. So, that's that's where it gets tricky like with I think reimburseable grants, it might be better to put a resolution first. And this is on us as city trying to figure this out and this was whatot, but yeah, like if
we're getting a reimburseable grant, it might be better for us to do the resolution first. Whereas if it's one like where we're going to say we're going to give you money to hold on to and then take from that then doing the resolution after we've decided to take that money on would probably be the more
ideal point. So we can still get resolutions done for these. It's just a learning curve just like with the charitable donations from the fire relief. Those there were grants that or not grants there were uh resolutions that were done previous years before I was even here. didn't
know that was a thing that that that's how those were being done. And so we're going to start doing that as we bring those in. That way we've got tracks of those as well just to keep it. So there's some things we're that's on us as the city staff. We're learning this on me. We're getting that figured out and straightened out. So we'll get those
I still with with that and I understand what you're saying on that Jason. I agree. But my question again is at what point do you do a resolution until we've been awarded the grant? Yeah. So, we wouldn't do resolution. Resolution is just there to
say, "Yeah, we would accept this if it came through." Okay. I mean, we can do it at any point. And if we don't get it, I mean, we don't get it. It doesn't hurt anything to have the resolution there that we would accept this if it comes through and we just document that it came through because what we'll be able to do then is this is cool with the new
system. We've been having a lot of fun the last couple days. Um, with the finance software, we can actually now attach those resolutions into the software. So as we track it, everything can be there and we can have that documentation into the program with it so that it's all there ready to go. So
and then if we don't then we don't need to worry about it and it's just there is a resolution we had that we just didn't get the grant for. So we can get a process drawn up for next meeting on how we're going to be accepting grants like the process of the resolutions
like if it's like you said if it's a we've got to pay it and then they reimburse us. There's one process if we're if they're just going to give us a lump sum of money. There's a second process. Is that possible to for next month to
we want to encourage the grant writing and we want it to be a very clear process for us moving forward. I think that's where we need to be, right? Yeah. I know in the past it was a lot of hey, we want to like even with EDA it was we want to apply for this grant. Council says yeah, go for it. I think if we have
that resolution that says here's a resolution saying council approved to apply for the grant no matter what. I think if we just put that at the beginning for any any grants we want to do. I think that's just going to be make it 10 times easier for us for every department for everything to know okay we want to apply for this grant and we
can do a template resolution where it's just a couple paragraphs that get put in that just explain what the grant is. kind of seems like we're going doing extra steps for requiring a resolution to go forward to apply for a grant. That's kind of what you just said that
you put a resolution forward and apply for part's already approved. We would need to know what the match would be. We would know when the when the funds we have to give out would be and how fast we would be. So that's what the resolution would be
to inform us on kind of the timeline of that, right? Well, with with with what came here, it explains to us what what we need to do and now we from here forward, you put do the you do the resolution.
I can't see these ones are a little weird weird because they've already been awarded, right? So they've already went through that grant process. So now we're just wanting to make sure that documentation is there to support and I I think it's important to do it right away because like in this instant,
right, it goes through it and gets awarded and we got a sign saying we want the money and like we want this so we can make sure we're we've got our spot versus okay well cool now let's wait until the next council meeting or whatever the case may be to do a resolution. And I think if we have that
resolution at the start and most grants when you apply for them, you have all the information upfront as to okay, is there going to be, you know, is reimburseable or not? Is this going to be any upfront cost to the entity? All that's usually laid out in the grant information. So, we'll be able to provide that up front. And if we have a
template format that we can use as a city for that, it makes it super easy for anyone to just plug and play a couple paragraphs and go. I don't see any stumbling blocks for the people writing grants. Right. So, and it's it's really going to be we just need the information from the city so we can put
the resolution together and have it ready to go. So, because we have this Yeah. And they'll have the template for the, you know, and we'll get it and then if we need to clean up, you know, whatever on our end, we'll clean it up, make sure it's good to go and be put in the packet. But I think like doing it
earlier is going to be better because if we have somebody who writes for a $200,000 grant that's a 30% match and they get awarded that and they come to us to approve it and we say well we don't have $75,000 to match this. So we're going to deny
this grant you did all this work for us. Sorry. So we have the opportunity to go upfront and say this might not be worth our time this year situation. Yeah. So, are we going to put that in then for a couple resolutions and for
these two then for next council meeting so we have them on record then is that holding anything up? No, council already approved it. We've signed it. We've agreed to it. So, it's it's really not documentation. It's after the fact. I mean, we can it's just tell me what you guys want done. Yeah, I I think we
should have it. We need to have that documentation on needs to have that done. I feel like the Armor Grant, we probably have already done it once sometime in the past. It's been a long time since this one's been going on. Early early 2000 is when the first armor grants came out. So when they first
implemented the armor system, but this is our first one since. So we just basically we just need to go ahead say can we please order our eight radio? So it's like the state farm bread that was awarded here originally. That would have been a good one to document too.
It's just a it's just a process. I do think I like the idea of some type of process outlining um and for the reason is that and this is something we need to probably check out. But donations to the fire relief make donations to the fire
relief because it's internal to a treasury account doesn't come to the cities. You buy things with it out of the council. And to me, fire relief donations wouldn't need to fall into that category of a resolution. Um, but I
do think the fire department that's up for discussion or we want to check with legal on that, but I think it's our accountants, but I do think it's something to document and clear. So, it's just in those policies. Do we have the state farm resolution
that was done with that or not? Don't know. I'd have to go back and look. I mean, if I mean, if I don't know, I'm guessing maybe not. But like I said, because I know a lot of our grants, it was they would come to council, present it, say, "Hey, we want to apply for this." And council would say yes. And then when it came time to purchase, they
would just if they got it, they would say, "We got this. We awarded this and move forward with stuff." So, but I think if we can have more clear definition of what needs to be done in a better order for it, that would be great. Noticing if we're missing that State Farm one, let's go ahead and do
that also at the same time so that we've got everything that's that's passed. Bring it all, you know, up to current. We'll bring that back future meeting. There's also a motion to approve. I make
a motion we approve hiring Trevor Z. Second that. Anybody see an application where he lives at? I don't see an application attached. I don't see an application either.
Was there an application submiss that should have been in the packet? No, I didn't get one in the past. Yeah. No, there there's there wasn't one. I can forward that to Jason. Forward to Rachel. Well, I have put it
to me too. Sure. Any other comments? See none. All those in favor signify by saying I I haven't seen an application. Who was the second on that?
Jim Shan 41. We approve those equipment purchases. Are we waiting for the resolution for B? For which one? For the grants. Are we waiting for the resolution next month? Um, that's what I had put down
for resolutions to come next month. And that's why I put state in there as well. He needs to go back. mean we can pull the trigger and order them or not? That's what I was trying to get clarif. So I make a motion to accept them so we
can move ahead with those and then put it in writing for the resolution for next month. I second that. Thank you. So you can purchase them and then we'll get documentation for next month.
comments. No. All those in favor working backwards. All sorry for the confusion. We kind of went sideways. Discussion here. All in favor signify by saying I oppos. Right. Um there's an awareness about the explorers
program. It's been started with fire to first responders. Two or three your explorer group. We currently have three uh fire explorers and we're going to add and they're actually doing medical as well, but we're going
to add one person. We'd like to add one person, one explorer for just she's expressed interest in just the medical side, not great programs. Great question on that. Yep. Do you have like a program guideline set up for
that? I do. Okay. I'll forward that to you, too. Yeah. and Rachel just curious before myself. So, you got it. So, in our packet there is a
memo of Kane and regarding nine different projects. Okay. If you'd like to come forward to answer any questions of what you're proposing and this is um
background. Yes, please. Thank you. So, in your proposal, we've we currently have $50,000 in our street maintenance program and um we've already approved a
portable pavement management program which is fant Joe is working on that but in the meantime um that'll be forthcoming this summer it's taking time and Joe is working on that so we need to take
advantage of the funding we have budgeted for this year so Kane's come up with a list of proposals and so he had a chance to look at that um different areas. Anything in particular that
have a question? Okay. Yeah, I can answer questions. Uh this these nine projects, they're kind of uh quantity pricing, so we can pick and choose. uh you know some of the
items like seal coating the uh parking lot out here that could come out of repair and maintenance for the community center. Same with like the public workshop. We could remove that seal coating item and and use it under repair and maintenance shop. So there's some
flexibility there, but uh largely quantity pricing for striping, uh crack filling, seal coating, painting of curves, striping of lines, uh a little bit of curb, a little bit of black top
patching, just some various projects throughout town that don't really require a an engineered design. They just require um contractors, boots on the ground, and a little direction from public works. So,
um I've got one question that there is on on the crosswalk, which was brought to our attention last council meeting off of that, which I think is great. Yeah. Um on on that, there were a couple signs that I had requested, one on each side going through there. I didn't see
those down. Are those pretty easy to find those signs? I've purchased the signs. I've got the signs. I've got the hardware. I'm I'm ready to move forward with crosswalks with the signage and uh I'm ready for that. Okay. So, that's that's separate
from this. You know, we we purchased that from a vendor. All of our sign product. I make a motion we approve um public works proposal for the 2025 street repairs. We'll second that.
Any other comments? I think it's it covers a wide area, but it does, you know, the past three or four years it's been public works has been solely um working on the sewer and water project, and now we need to try and catch up on a lot of
different things that we haven't done recently. So, any other comments? Uh just one comment. In your request on your memo, you said request not to exceed 10,000. Did you mean 20? you know, it's it's actually 20,000. The uh the quantities came back
and they're they're a lot higher, but you know, there's going to be room for uh some later projects this year. I've got a few culverts I want to replace, uh a little bit more patching in the fall, some seal coating, some crack filling. So, we're kind of going to do a a summer
round of projects. We're going to get the pavement planned from Stantech, and then we're going to do a a round of uh fall projects, get ready for winter. So, I do intend to use up the remaining funds in the streets budget. That's my
goal. All right. Any other comments? What's the animal house driveway approach all about? So, we we replaced a culvert at Animal House and uh in doing so, we we kind of reshaped and redesigned that
driveway. And so we we do need to protect our right of way, our pavement, and we do need to get some black top back in there. It it is all within the rightway. It's not their driveway. I'm not paving someone's driveway, the whole thing. It's just
it's just the approach. So, are they right on the black? Are they right on that strip of concern to the south of it? They're to the south of that. Yep. All right. Any other comments? Seeing none, all those in favor signify by saying I. I.
Seconded that. Jim did. Jim. Okay. Thank you. I didn't catch that. All right. your packet is a memo from um BDA. Um at our last meeting, we we went into
our uh end of May meeting with request to take start to look at our 2026 budget proposal. Uh so we've took some time at our meeting to formulate uh what you see in your packet. uh it's not meant to be a an action
item, but it is something you'll probably see later on when we do our workshops uh for the 2026 budget. And at the same time, we also talked about uh you saw the testimonials in there from the various developers um other um EDAs
um southeast Minnesota together. you're just um meant to share with it the uh share with the council the importance of an EDA and so that's why we asked for the the testimonials and so they were provided
and we've included those in the packet for you to awareness. All right, the budget request um so for the other committees other departments this is this is awesome. This is what what's requested um from everybody to
put forward um so we can take these this budget request into our budget meetings. It's going to be it's going to be really nice to be able to do that. Yeah, we kind of Yeah, we missed with full pictures. So, we missed last month on that. We were supposed to have a
workshop before the council meeting and I know on that one fire was going to be there to do that and first responders as well. Um, I'd like to find a way that we might be able to pull that in too so that they could do that possibly
next council meeting come in an hour early. Probably 5:30 new 5:30 maybe. Tuesdays and Thursdays are very difficult for me to add on to right now. Um,
but that is exactly what I want to see. like I want to be able to see um this from fire. I want to see this from first responders. I think it it is great. It's not um nothing's Yeah, obviously nothing's guaranteed that's
going to help us shape the budget. Okay. So, this is um but yeah, the workshops this we would like to have these presented. So, go ahead. Will that work for you for
doing this? So, what day was it? Sorry. The next council 15th July something that I'm going to work and be able to make 5 uh the 15th work, but I could do I could even do the Wednesday or the Monday that week, but Tuesdays aren't
going to work. Thursdays aren't really going to work. We could still they don't even necessarily have to be um I think we could still do quorum. Yeah, you guys can make quorum. I mean, you don't need quorum for a workshop either, though.
That we can do that move ahead after that conflict on the 16th, but the 14th's okay. But I think this is just a paper trail of your wish lists and all the departments wish lists and committees how they want to do it. And that's the stuff we want to look through
before we start really shaping the budget. Um I think the water and sewer we've put together saw some hilly side of it and parks and trails. There's been something proposed too. So we think that's So we So we
going to bring this to the that budget work that budget meeting workshop. Yeah. We can discuss it there in more in depth if you have any questions or um but but EDA had it so they threw it into the packet for this
for this meeting. So we table it for that meeting. There's no there's no action on it. It's just FYI that's what they discussed questions answered whatever in there. It would be nice to talk there's some trail planning and just making sure that parks
and trails are looped in somehow. It looks like it's more Douglas trail, but that would be my only other thing as we think about budget, making sure the right people are aware of these things because they might have interdependencies. And some of these are fiveyear plans, some of these are 10 year items. So,
it's like it's just the goals division of what um they're setting forth. But yeah, I think portion trail should get looped into that part. Yeah, absolutely.
Um, checking tables. We have a uh Yeah, a couple items for the parks. Some picnic tables, some playground mulch, and some uh playground borders. Uh, I'd like to start uh start replacing
some of those wooden picnic tables, get to the maintenancefree ones and and uh have all the same tables and same amenities in each park. So, it's a stepped approach. Yeah. How many of them? Uh, 10. You know
where they're going to be going? Well, they can go anywhere. they can go. Uh, you know, I've got 16 right now that we spread out uh 10 more. It's going to spread the love throughout the rest of the park. So, take care of all of them
then, basically. Or do we need more than that or 10 more? I got in the memo there. Yeah, I got I got 53 total. 53 picnic tables in the city. 16 are new and the remainder are old. So, I'm
trying to phase out those old ones with these maintenance-free ones. Yeah, I was just wondering how many people use 53 tables. That's that's where I kind of wonder, do we need 53 out there? We did that perk audit and a lot of them said
there wasn't enough seating. Okay. Okay. I just And there's probably some, but that was a a big comment of not a good place to go have, you know, bring snacks and a picnic because there wasn't enough seating. So, that was a lot of comment.
We got about 35 different responses. So, that was one of the the pieces. So, so with the old tables, I'd like to phase those out. You know, pick the 10 worst or and and we can try to auction them off. we can try to get some money out of
them. I know it's not a it's not gonna be a lot, but it's you know the price of uh park amenities are are very expensive. So fish habitat
maybe not maybe not that. Okay. Fire want them to burn them. They're they're green tree. Never mind. I think we could we could try to sell them out, right? We could take a couple got them oxygen masks. Like
may Yeah, I I think I think the goal would be to try to get get some something out of them. The old one's only about 400 pounds a piece. So, there's not enough seeding. Would you consider leaving them out there? The ones that aren't in You know, I think I
I I'm going to pick the 10 worst, right? and the ones that are falling apart and that we've maintained and we we've added hardware and blank for years re redone reurb
Yeah. each each year those wooden ones get like another layer of mold on them. So we we pressure wash them and we dry them out and we peel the gum off them and we you know all the staples and they just take a beating every year. So, and they've been around for
a long time. I remember those as a kid. So, uh you know, going on 40 years. Chuck was a Pope. That's right. All right. Well, thank you. Um let's just touch base on the playground and the border and we'll just make a
motion all together. I think that's appropriate. So, all good to me. You want to touch base on the mulch? So, the mulch we uh currently we got this playground safe mulch that we've been using in the park playgrounds. Uh it's really good stuff. Seems to last a long
time unless it gets flooded. Uh but uh we could definitely use some more in certain playgrounds. Some uh you know uh maintenance. We need to add some every few years because it just it does decompose over time. And you know, under
each one of those play sets, you're supposed to have a minimum of 12 in of of non-compacted mulch. So So those they're all ground up tires, aren't they? No. No, we're not using tires. The you know, the tires
were found to be uh carcinogens. So kids didn't like that. Parents don't like that. It's like the wood chips. Well, we got we got the brand new wood chips out here. We got to throw them away. brand new wood chips. Brand new wood chips out here. Mulch out here. We just
add to it, Paul. Those are already the the playground safe mulch. So, we we add to that. Like I said, it's it's a maintenance item each year. You kind of you kind of dress up the situation or the the places that get worn out like the swings, you know. Yeah. Yeah. You
add you add to it every year. We have 25,000 in the budget to Is that was that budgeted for? Was all this budgeted for? There's there's room within parks. Uh, you know,
give me a second here. I can pull up that actual budget. There's funding available 29,618 for the the safety first the bundle in the memo funding available from the
three different areas. Yeah, there there's there's three different areas there. You know, we're going to we're going to use some from repair, maintenance, grounds, mower, general equipment. We could even you know that miscellaneous expense and recreational activities.
I I I really don't like seeing that miscellaneous expense, you know, note to uh future budget talks. Let's put that into a category and uh I think that miscellaneous that just
seems like a lot of extra money. There's a lot of paper towels and band-aids. Well, especially when you already got a a account that says supplies and gas, oil, miscellaneous already. So, belong somewhere. Yeah, those items belong somewhere. You
can put them somewhere. That's what I'm getting at. The border replacement. So, the border replacement, uh, a lot of the parks have old rotten wooden timbers and they sit in the ground, they sit, they get wet, they freeze, they're deteriorating,
they're they're in rough shape. So, what we've been using uh like for our latest swing sets, it's a plastic tough timber and it uh it doesn't rot, it doesn't fade, they hold up really good. Uh they come with like a 36 inch spike. You
spike them into the ground and you configure them how you'd like and uh it creates a border between the grass, the ground, and the play area. So, we we like them. Uh we we would install
them ourselves. Uh yeah. All right. So, I make a motion we approve um the picnic tables, the playground safe mulch, and the replacement borders.
I'll second that. Additional comments. All in the budget, right? still covered so much last year. It is in the budget. Other comments would be nice. People appreciate that. No other comments. All those in favor
signify by saying I. I. Thank you. Thank you. Thanks, K. Nothing from the employee rel relations committee. Next is uh is the administrator report. It's in your packet.
Yeah, just I'll touch on a few things here. Um so we are in the go live process with BSNA. They are in week two of training. Um staff is really really enjoying themselves. Um myself included, this
product is better than we had hoped for and it's going to be able to do a lot help with budgeting, um help with just just all around everything. As Kane discussed, the miscellaneous, right? Like we want to see this done. It's a lot easier to add in new budget items so
we can identify and make sure that it's going to properly be spent on what we want it to be spent for as a city. Um, so there's a lot of great things happening with that. We're really excited about that. Um, financial report in the back of the packet is a print out up front. Yep. And we're actually we've
got some new and improved stuff on that. It's still a continuing process even to today. You know, they're working on templates for us. Uh, we got the new billing sent out. There's a lot of great options with our utility billing as far as uh individuals can set up autopay so they can pay it whenever they want to on
their time. Uh we still do the AC pay where we say, "Okay, all those who previously had signed up for that autodraft pay. Uh we'll still run a a a bill on our time usually at the end of the month on a set date. Um there's also
the option people can go paperless now. You can get your bill mailed emailed to you directly so we can save on cost associated with that. There's just a lot of exciting things with this. Um, and there's now the ability to view it online and citizens can now will be able
to go online, set up their account, view previous history for their utilities, previous payments, and all that fun stuff. Uh, with that, we also got a credit card reader in city hall now. So, we will now be accepting payments for everything um with credit card as well.
So, I know we've had a lot of requests for that over the year I've been here. So, just a lot of exciting stuff. Um, we've got Oakwood Meadows with that utility billing. They're actually going to be set up on our billing system now. So, hopefully we can ease into that. I think they're up to date on their
payments less the $30,000 of interest that is accured. Still working with that. They've been told that council um is still wanting that collected and we'll see what happens as we move forward. Um, I think they're really trying to get things squared away. Have
they paid any of that outstanding interest? Not the interest. they've paid the main amount. Um they wanted to go back and I think they're trying to just reassess their situation and um I think I continue to talk with them and we'll we'll get it taken care of. Um if not
come the end of the year we'll have to work with the township to figure out taxing and put it on their uh assessment for their taxes. So um still moving forward with the uh forensic audit stuff. We've
gotten some resolutions. There's additional things going with that. We've got the cost security agreements we voted on today. We had our new CEDA representative come forward. Kurt um Rebecca left.
So excited to work with him. He is also the CEDA representative uh EDA rep for Zambroa. I think he's up there three days a week with them. Um, so he's got a lot of experience to brings with him as well as again the back ending of CEDA. So I know the EDA
group is really excited to have him. Um, and then see here, Gold Rush, I think it's on the agenda later too for the offices we do closing the offices during gold rush. Uh, last year was a nightmare on Thursday and Friday obviously they're
they come in, they're usually here Thursday morning ready to move in. Um, so there's really not a lot that can get done during that time. Um, let's see here. Yeah. And just city staff's been working very diligently
trying to get everything done and just keep moving forward with the day-to-day task on top of implementing the new software. And so why are we closed on the 20th? Say what? Why are we closed on Friday the 20th? Junth DRC thing. Junth
is is a Thursday. Thursday. Yeah, we had that we brought forth that if it's on a Thursday that that following day would be an admin close. So, is it going to be a 4h hour holiday or an 8 hour holiday?
4 hour admin day. I would like and we can we can talk outside the meeting too, but all day Thursday on the first day of gold rush. Um I have no problem with the afternoon being closed, but I know in the morning um they're still um having to deal with
the food permits and getting those finalized and being sent out to the food vendors. Um now I it's and we also have gather people coming in for gathering permits in the past is how it's worked out. So, um,
if and I'm not sure we I could check with Joanne uh about the food permits if that work can be done up front on Wednesday or does it need to be done on Thursday? But I do know that's when the food permits are taken around to the different food vendors. Yeah. And that's
so that's something I worked with Melissa last year on. She's kind of does the food permits and it's twofold. It's good she works for the city now because she can help with that. She's going to be here dealing with that. But as I explained to her last year, this stuff needs to be done before Thursday morning. Like we can't be issuing
permits Thursday morning. They need to get their vendors in order and have them lined up with all their paperwork submitted before this so we can get these permits done. So I know Mel's been working on that. Yeah. And so Mel's been working on that and that should take up
a lot of that. But she will be here. We I mean she'll be here. I know Kane will be here probably doing stuff with some of the work getting around. So, well, to add to add to Ryland's comment about the food permits and stuff, I've
I've seen them come around as late as 5:00 on a on a Thursday to to do the inspection. The county Oh, yeah. They'll do their inspections whenever they I mean, they'll do them on Saturday. I mean, it just whenever they can get to them. Um, but as far as the actual permitting, you know, issuing the
permits from our side, we want to be able to have all that stuff done well before the event occurs. We can't be doing that. They don't have Yeah. So, and I know I've been talking with Mel on that and working with her through that to make sure that that's getting done sooner.
So, Okay. Um, all right. Any other comments with Jason's report questions? If not, we'll we'll pull ahead on item of the gold rush license act under
unfinished business. Your questions are before my question some of my questions are first off beginning. How about we make a motion to approve it? then we can do discussion. I make a motion to approve so that we
can have a discussion. I'll second that. Okay. Well, what it says on it says whereas the the licenser is the city that they own the public streets. Well, the city don't own them. There's no there's no deed to the public
streets. They belong to the public. City's just control of them. The city doesn't actually own them. I got Mel online here. I think if she can talk to this. I know. And maybe Mike can. This was the same agreement that we had
last year. All that was changed was the dates. So Mel put this together for gold rush. So I know this was the same one we used last year with the legalies that was written up, if you will. Um so on Okay. Okay. It shows an exhibit A on
page seven of that agreement. And right away number four, the 15T setbacks be 1 Avenue Northwest from West Center Street up to here up to the city all the way
down this first this block on the fire hall. There is no rightways on the side of foot. That's a 25 foot rightway through there. There is there is no 15s but at either side that that the city rents out
regardless of how they written last year that isn't right that should be taken off of there off of that. I I am here I am here council so if there are amendments or suggestions I I am happy to hear them. Uh Jason was correct in that none of the verbiage in the 2025
contract has been altered from the 2024 contract that was agreed upon from last season. Uh but if there are concerns, we are we are happy to work within your amendments as the uh ordinance allows. Who am I who's speaking? Mel uh you you
know where I live and you know the fire hall block that's a that's only a 25 foot rideway through there. Sure. I would I would have to confirm that with the city. I I'm not familiar with the setbacks in this in the location you're you're referencing. Uh but we can
certainly alter that. I just want to make sure there's no vendors set up along on the city properties along there because the city has no property along there. Right. So the maps for Gold Rush um in that area or along that corridor have not changed in probably 15 years.
So whatever you experienced last year is what you will experience this year. I well I just my my point my point is is it's on the map and it shouldn't be because because the city does not control that property. There is there is
a 15oot easement there utility easement but to rush isn't a utility. So I just I just clarifying that. Okay. If they don't clarify it and bring it up I've had to bring it up before in the past. So, thank you for Yeah, I I can
appreciate the comment and um it is sort of a time-sensitive issue. Gold Rush is coming up August 15th through the 17th this year. I feel like waiting to July to approve this year's license uh may not be beneficial for gold rush days uh
in regards to um our application for insurance uh and a few other documents. Um, but if you'd like to suggest an amendment, we would be agreeable to that so that we could get the the license agreed to at tonight's meeting. I' I'd like to make an amendment to the uh
to the uh licensing agreement that that removes that removes the uh the city owning the prop owning the rightways
and the removal of the uh number removal of rightaway number four for the 15t setbacks exhibit. It's not the entire It's not that entire strip. It's the block from 1 Avenue Northwest
to City Hall, Fire Hall Quarter. The rest of it to the south of there, I believe that is too northwest. First Avenue Northwest is what runs straight south of the double doors down in the west on the west side of the
fire. first street to second street from center from center street up to here that's a 15 that's a 25 foot rightway. So just for clarification, just removing um or not removing number four, but just
identifying number four to be First Street to West Center Street or West Center West or going south from your corner going south from here. That is what my notes indicate to Ryland.
Be from here. This part over here is different is a different stretch. I was just saying identifying what we want, not what we don't want. Right. But we can take care of that. Okay. Okay. Got it. Okay. On the agreement, can I speak to that
quickly? Um, mayor. Yes. Go ahead, Mike. Um, so on the attachments, I didn't prepare those. Those were just prepared by staff last year and attached. So, I'll just defer to the city on that. on the that whereas clause that recital.
Um I think the city does own the rights of way. I think the agreement says that we own the streets and maybe that's technically not quite true. I think we all kind of understand what the agreement means though. But if we want to change it um you could just write it
this way. the license or and then strike the the words is the owner of and and replace that with the word controls. The license or controls so it would read the license or controls the public streets and parks in the city of
Orno County of Homestead State of Minnesota. And I think that that's accurate. I can agree with you there, Mike. Control because there is no deed to the streets. Well, we we do own the rightway, though. We I mean, it's not a fee title ownership, but I think it's um
maybe splitting hairs a bit, but um I think using the word controls is um accurate, more general and accurate. So, and then on the on the exhibits, I don't have any any um
issue with that. I I agree that if there if it's incorrect, you should probably make it correct if you're able to do that. Um if we know if we have that information, I take care of the drawing. Yeah, I think those were submitted by Gold Rush last year. We didn't have anything to do
with that as the city. So, and just speaking as a representative of Orco Gold Rush Day's uh board, I we I would be in agreement with what uh Attorney Ferity is suggesting as well. Yeah, I I honestly I think it's just a matter of approving the agreement
subject to altering that one bullet point in the in the exhibit so that it's accurate. Um, and then just give Jason the authority to do that. He can look into it and figure it out and if it needs to be changed, he can change it. And then change the the first page to
the word controls like I had dictated. I you'll accept those changes in the motion. Yeah, I I make uh friendly changes and any other comments changes.
Seeing none, all those in favor of the motion as amended with those comments regarding the the rightway and the language on the first page about control of the streets. All those in favor signify by saying I I
oppose approve. Thank you, Mike. Um, mayor, I'm going to duck out of the meeting now. Okay. Thank you. Good night. Yep. So, once we get this done, we'll I'll we'll send it out to everybody once
we've finalized the revisions on it and get it signed and everything. Make sure you guys get a copy. All right. Um, next item is a new business [Music] submission form. That was mine. I could talk about it. Um, it's more just for a
conversation and I think with Jason's administrator update, just making it best practice that on a quarterly basis we provide um an in-depth review of all of the um different funds and where we're at from a financial perspective.
Also including the bonds and and the hundred on there. Again, I know with the new software, there's going to be an ability to drill down and get some more of that. So, we even talked a little bit about doing some demos of that, but I do
think we should continue to to have a more indepth review of of our finances on a pretty regular cadence. it's in the packet, but I think sometimes just spending some time going over maybe where we're getting close to what we've
allocated for budget and having some difficult conversations I think is going to be wise as we move forward as well as for planning for the next year. So, more just a discussion, but I do think we we should put that on our radar and maybe
quarterly is too much or not enough, but but start to make that best practice. I think it's great. I think quarterly is a good way to look at it and and that way we're we're jumping. I think that's that's a good thing quarterly. And I'll
say with the new software program, it'll be a lot easier to do that for us. So, um it is just going to offer a lot more functionality. And then like she talked about, we'd like to bring you all in kind of one at a time so we can show you the new software.
Um, but also I think we're going to once we get more comfortable with it, we'll do this, but also put together a little presentation for council as well that highlights some of this stuff. So you guys can and everybody else can see the software and see the functionality of it and and uh what it can do for and what
it will do for the city. So So do we want to set special council meetings to do the budget reviews or adding it to the existing add it in? I mean it'll be short. They're not going to be it's just going to be you knowformational talk about it and got questions maybe we can
go from there but be able to do do a little bit more. So I even think of like the stocks and bonds and other things like just so we kind of have an understanding of where the money is at and what's in those coffers so we can start to make sound decisions as we move
forward too. So it's not just line item by line item, but getting a more in-depth thorough review of of all the funds. Okay. All right. Excellent. I think it's a
great approach and it's just a matter of get just bit more structure into Can I ask just so we're action focused like what are what's like a good time to like set that first one? Like I don't want to push. I know you guys are learning, but I also want to put a date
out there so that we can hold people to that. Let's go for August. It gives us time to really get a better understanding of it. And then I think I'll try to get a presentation together by August for council as well. Okay. So, it'll kind of be twofold so we can walk through some of the budget stuff and show
actually show it to you all. Rachel, can we put that on? Thank you. So you're thinking you think maybe a special meeting just dedicated for that special agenda item. It's up to you guys whatever you want to do. I mean but we can do it during the
council meeting or August the August council meeting is going to be the Tuesday after shut down two days a day and a half. We do it after the meeting too. I think we as we go into August and September with our goal
of having our preliminary budget ready for Sunday county the end of September and like we did last year I think we set up three or four or five different workshops for budget but we probably had three of them. Well, and that's this is this is kind of twofold because one,
part of the reason we're doing a lot of this stuff, we're already taking care of that. But two, with the new software, the budgeting portion of this is a lot more user friendly. We're going to be able to implement and bring in and and it's hard to describe without, you
know, being able to show you right off the bat, but, you know, just being able to have that where we can present and bring in and mess with the numbers and play with the numbers for the future years, right? I'm I'm all for that. I just wonder my only comment was that we got we could have a lot of meetings
going on in August, September. So, we need to be mindful of our time for everybody to to be uh aware of them. So, that's why I said I got it should be fine at the council meeting to to do it. Just plan on probably 15 20 minutes of time to show the program and walk
through different budgets. Okay. So as we're in the process too of Kane is um you know getting together finally you know really getting together the 600 and 602 budgets and really being able to dive into those just there's a lot going
on and then's been working hard at that um when he has time. So, but good. All right, Daniel vision, miss vision. Yes. So, goal set. So, this kind of
rolls in with um budget prep and it but it goes further than that as well. I don't know if we have Bart or Liza on Jason. Did they say they were going to be on one of them? I thought they were going to try to be
on. I didn't say but so so basically what what they do is they will meet with us individually and um I believe Jason and Kane so there's everybody on
the council and um they will uh work with us to um set some some goals and visions and miss mission statements for the um and do some strategy planning u with
the city. So, basically, they're going to meet with us individually, um, get everybody's individual take, and then they'll sit down with us in a six-hour discussion session where at the end of this, the goal is that the five
of us have a clear vision of where the city um should be moving to and what steps we need to take to get it to that. And so that this will timeline is hopefully if we if we approve it today,
the timeline can get this whole thing started and done before our first budget meetings. And so we can actually create next year's budget um with a little bit more vision um as opposed to
um peacemailing decisions together as we go out through the year and trying to find money. and um even justifying if we have increases in certain areas of budgets um justifying to the community
this is why and this is where it's going and this is how you'll see it. So um did you have anything else to add to that Jason? Because I thought their presentation was I think I thought it was really good. But I thought that that
uh they could really help us um kind of move forward with a vision of the city or organized vision. Yeah. So this was kind of the you know the the groundwork that's needed for the city um
to help you know guide itself through the coming years as we start to build these CIP plans, these processes. Um having this mission and vision statement will be able to you know the the committees and commissions and city staff will be able to say okay you know yes this falls in line with what city
council has set forward or no this doesn't let's try to work something else. So I think it's it's very important you know and and having an outside facilitator come in and do this uh I think is important as well. Um you know
it they offer a lot of different things in their process. you'll see in the proposal, it's a multi-day, multi-month kind of thing. But basically, they'll meet with individuals, usually on teams or something like that, uh, one-on-one to get their information and kind of talk with them about what they see for the city and their goals and their wants
and desires and where the city's at or where it's going. Um, and then they do that, they bring that all together in a collaboration for a day event for about 6 to 8 hours. And that's where they work with you folks at city council to bring you all together and basically bring
everybody onto the same page. You know, create a a team environment, create teamwork uh and really help build the council up together. And then when they're done with that, they take all the information and they will put it into a proposal uh to give back to
council. Um I didn't get the the proposal example they brought in here. I do have one. If anybody's interested in that, I can send that out. uh it shows from one of their other cities what they did. It's about an 8 to 10 page proposal and it breaks down, you know, everything that you all go through in your time
with them, you know, and and kind of what they they took from that and what was taken from it from the council and they put it into words and put it into a process that can be followed for the city as kind of a a guiding format. I've talked with a lot of city administrators
and city leaders in the region and across the state. Um, and there's a lot of them that do this yearly and while I don't know that we're necessarily there yet, I do think this is something we need to do. It's been on my radar for a while that I think would benefit the city tremendously. And so, this was kind
of just an initial reach out to them and then it snowballed into this. We had a quick meeting with them and here we are with it. Um, but I know, you know, it's something I'm excited for for the city to be able to grab on to and use and help guide it for its future because
change is coming and their timeline was very flexible. Um, but we when we had this discussion, we thought it was going to be the most beneficial to have this done and finalized before we go into this budget. Um, so we're not doing this
budget, then maybe doing this and going, "Oh, wait. Wish we would have done the budget this way, a little different or um and and and I I I see that it's just we're we're really getting slammed timewise with what's going on here." And
I think trying to push this in before we even get started on the budget is a little bit too much to do and and and to physically get it in there and get especially if you're going to have one-on-one with everybody off of that stuff. Um I would, you know, um say I
would like to do it afterwards in the fall after gold rush and everything else that way. I know it's after the budget part of it, but it's not the finalized part of the budget, right? Okay. you know, but I don't think that this setting this up is going to make a
difference off of the budget. Honestly, I think we need to to run the budget on what we have to do, you know. Um, again, I can I can see this and and the cost isn't bad for what it is for the 6,000 if they put all that stuff into it with
what's going on, you know, but I just think trying to push it going to be too much at this time. I have a couple of questions. One, I think this is a great idea. I think I think some of these organizational things that they are promising is something that we're lacking and I think
we see that in some of our committee groups, they don't know what they're accountable for. They're they have a hard time making those decisions. Couple of comments. Um, where's the 6,000 going to come from? We thought about where we're going to pull that from and maybe
we should consider an RFP because I actually think 6,000 is high. Yeah. Okay. I think an RFP I think I I go with Marie. I think that that's that's that's good to do that just to get another, you know, quote that there is for somebody.
I think that that and and not saying that it's probably not time well spent, but to me that seems a little bit high just from what I do professionally. I think that that we could probably there's other um groups that do this
too, but I don't know. Yeah. And I'm totally okay with looking looking and getting an RFP together and going um to the timeline. I think that if we can make it work before we start with the workshops,
that we won't find that we have time wasted in the first couple of workshops. That's I guess that was the the point that I was making. I I know we are we're stacked up and yeah, it's it's just the summer goes really especially with gold
rush getting going and everything else that way. Yeah. But I think if we're going to reach out and we're going to get RFPs, then we're looking at you know July August as a beginning start date anyway. Um, so we can we can see if this timeline can even be condensed if we
need it to be go later, but condense it. How how soon can we get an RFP out on that, Jason? Um, I think it depends what we're looking for, right? I mean, if we're looking for,
you know, team building goals, mission, vision, and then priorities with like tangible goals and timelines, I mean, that's a probably a quick turn around time, but if we're looking at other thing, I mean, that's kind of what
they're offering, I guess. So, I guess I'm of an opinion. I think it's it's needed. I think it's worthwhile. Um, you know, we talk about the time commitment, but from our personal time commitment, it's as I see it is our individual team
meetings, which could be 30 minutes, 45 minutes. Yeah. And then the six-hour session. It's upon them to put all this together. And I think that's $6,000 and is is, you know, that's um maybe um
50 man hours between 13, right? then you're down to 25 man hours a person if it's a two people. So I I don't have a problem with the cost. I think it's we need to clarify where it would come from. But I do think it's whether it's from a developmental and our personnel or
financial administration or something like that. But I do think this is warranted if we don't do it now and we then we'll be doing the 2026 budget like we're we've done in the past. It's going to be hit and miss. Granted, we're doing some things in place to help that
process, but I really think it's just it's it's critical to um where we're at in in our oro planning that we take the initiative to to make this initiative or to initiate this type of activity
because I think there's just a lot of good things that can come out of it. Um, and it's it's I'm sure there's documentation that they'll give us as well that we can keep for future years for referencing uh going forward. Um, the one question I would have is that
after they submit the final report, is there any followup that they mentioned about six months, three months from the final report just to see if there's any questions or things that were missed? And I don't
remember any any followup discussion. Um this was a pretty quick um phone call and it ended up being with ended up with Jason and I going well can you do you think you could draft something that we could present to
council um in very short amount of time. So we didn't give them a lot of heads up and do this as well. So I think those are all great questions because it was just supposed to be a meet and greet meeting. Yeah, it was just it just turned into, hey, this is really awesome. As far as putting together an
RFP, I mean, it depends on what council wants. If council says go ahead, put together an RFP and put it out, I we probably get one in the next few weeks, put together, um, you know, two or three weeks and get put out and start getting information back. If you want me to wait
till I mean, wait till council, bring it and then put it out. But that's just the delay in the process. So, Well, I just think it's trying to push it again before the budget is where I'm I'm looking at at things and I don't want to be the way we were this last
year. We were behind the eightball on trying to do the budget. Okay. And a lot of the stuff that was done was done without our participation. And I think council should participate in all the stuff that's going on that way with it. Um, again, I think we're just trying to
push it too quick. I think an RFP is is the right way to go just to get an idea, you know, you know, and and to do it if we're going to do it. Let's let's let's do it the right way and we check it out. I guess to me, some of
these things are not just budget related, right? Like we're we're trying to work as a council together so we can support our community better and we can understand where everyone's trying to move forward towards. And to me, yes, budget's a piece of that, but it's even the inner workings and the operational
efficiencies that I think we have opportunities to do. So, it's not I mean, those things are not timesensitive, right? This is these will be big changes and that change management piece is going to be huge. So, we have to be committed. We can't get lost in the shuffle of all the
busyiness of budget. like we have to make sure that as these things come forward for tactics that we're really living them and we're pushing them out to the individual committees too. So that's going to take some effort to do. Yeah, I absolutely agree. It's not just
budget related. Um, and I think that was one of my comments was to to this group was saying this is going to be a very tight timeline, but if we could get it done to help because I'd rather do six hours here than eight hours in November
meeting for our last budget, right? For our last budget again, I think I think Marie's got it right. You're you're putting all the weight on the budget and it I don't think the weight has got to be put that much on the budget as what we're going to do with the groups. and
the committees that that's more important than what it is because dollar-wise I don't think it's going to make that much difference off of the budget. Yeah. Dollar-wise it's not going to change the budget. I guess that's not what I'm saying. I'm saying it's going to be the time that we're spending on
the budget. If we're going in with a with an actual vision of growth, then we're not going to be spending that last November meeting working eight, you know, having an eight hour meeting in November. Is it a December meeting?
I think my November meeting went along with Yeah. No, and again, I think this whole thing I think let's do an RFP. Okay. You're you know this business. Okay. And and I'm going to uh lean on you with your expertise. Yeah. To see what we can do and come up with the
right people. And I told Jason, I'm willing to do this because that's what I do. But it also would be good to have an external party, right? Someone that's not in the mix and knows some of these things. Um, but in the meantime, if we want to start that conversation, I'm
happy to facilitate. All of these things are additive. They're not like once and done, and they're not like it's really the puzzle of the all the pieces coming together. So, there's things we could work on to get us there. It would make their job a lot easier. I mean, all the things that we're doing with the
committees to say, "What's your 135 10-year plan?" That's going to be instrumental as they start to say, "Okay, we really want to hit XYZ in our three-year plan." Well, what is that going to take? what are the tactics we
need to do today to make sure that our parks are, you know, appropriate for all ages, right? And what's that going to look like and we're all on the same page? And so, I think there's things we could do to get us going and have some of that that without a company I'm willing to
help, but again, that puts me I don't know if that makes a a weird situation for it or not, but I offered that too. So, regarding the money, if you look at the financial administration um your packet, uh under financial
administration, there's a subcontracted services that's budgeted $6,000 and nothing's been used for so far this year. So, I I to me I think the money is there. I can appreciate the RFP, but if
we're talking 6,000 or $5,500 or whatever, I think we're talking hundreds of dollars difference that we it's just taking time to get that. I don't think it's a if it was a $20,000 project. Yeah, we need RFP. But for 6,000, I think it's Yes, it's it's
$6,000. we have a line item and cover the subcontracted services um that I think is very appropriately used for what we want to do here. And I just think that it's it's a professional program. Not that you're not professional,
no offense, but you probably don't have 50 man hours put in that these people would be able to enforce. I think it's just and I agree with Daniel and I think it's just a vision going forward of how we can do a better job of preparing our budget and
and doing it more in a structured way than um what we've always done in the past. I mean this isn't we did it last year. It's been every year has been like that. So I just think that we can we should look at a different approach and different approach comes a vision of how
we want to do that. So that's why I would support um support this approach. And then the timeline is is very much um uh tentative like it doesn't have to be this timeline if if well and that's part
of what I'm saying. You're you're you're pushing a lot in. We can either spread it out start it start it now spread it out or we can push it off for a little bit. Um, I think that I they they
thought their timeline would be very flexible. I knew that it was going to be very tight. Um, yeah, I think the timeline is really up to us. Yeah, it is. It's up to us. We don't have by agreeing to this, we're not necessarily saying that this
finalizing this timeline here um as well. So, I just I thought it was something that it was exciting to bring to everybody and to say, "Hey, I think this this is something that we've been working towards this. We really have." And to to really get somebody in here
and nail it down and and and I'm not negative to this whole idea at all. Okay. I just um I know what we're going to be like in the summer, right? Okay. Yeah. And and it's like guys, you have
no idea. And trying to push it too quick isn't going to give the right result we want to get out of it either, you know, and and so if we're going to invest, let's let's do it. I mean, again, I'm not trying to delay it for any other reason, but these people don't have a
gold rush that's going on or the other stuff that's happening. That's what we have to deal with with the city. Okay. And I mean, we've got some big stuff coming up. We've got the fireworks. Okay. We got all kinds of things that that are happening during this summer
time, but to try to to push that. So, well, I I think it's I think it's a very worthwhile timing and the cost. Um, and you know, if we approve this, I think that's great. Um, if we if we don't
approve it, that's an opportunity for us to to miss something that we should have looked at to have a a well thoughtout budget and and to do it next year. I think we missed the opportunity. Not that I wouldn't be in fact last year,
next year too. But but so I'll make a motion that we approve the um DDA human resources goal setting process proposal and using the subcontracted
services account for $6,000 under financial administration. Didn't already have a propos Didn't we already have a motion in place? What's that? Didn't we already have a motion in place? Discussion for no motion.
I guess you you're adding where the funds are coming from. Yes. Well, which is but but the other thing that you're missing I'll second because we don't have a timeline and and again I'm I'm concerned with with the
time situation that there is. It's just it's not going to fit together with what we need to do to get the budget started and trying to do this ahead of time. Would it be reasonable to uh approve this and then ask them to come present to us and figure out what a timeline
would be at the July meeting? And then we're looking at and we're looking at I don't know if we approach them and say we recognize it's a a time issue, but we approved it tonight and we would like to have all of
the personal virtual meetings done by one July. That's just No, it's not gonna happen. I'm gone next week. I'm I'm sorry. It won't work. That won't work. I'll be honest. That's That's really fast. That's no way. I
just throw it out for an idea. No, it's again I think that if we want to do this, then let's push it after Gold Rush. Okay. What's going on? I'm just, you know, I don't think this involved with gold rush.
Well, I'm just saying when when when I I understand that when and and I'll take the time that there is to do it. So, I don't have another job. So, I can can do that to be with it. I'm just looking at how quick we're trying to do this to come up. I just think it
it's too quick. That's that's just fine. Our personal commitment, our individual personal commitment is very limited to a virtual meeting and a six-hour presentation sometime in July, August or
whatever thing in July, I think it's [Music] okay. Any other comments? All in favor of the motion signify by saying I. I I
post n approved to send our piece out. Is that something we can do? That's something we want to do. I think we should. I think again I think this is important work. So the reason I
denied this is I think it's important. However, I think we should be intentional about this. We shouldn't rush to do this because the more we rush, we're going to lose things. We're not going to be on the same page. We're not going to be a city council and summer's busy and everyone said that.
But I we we should also spend the time and do it and do it right. Otherwise, we're we've spent that money. We've put things on paper, but we're not living those and we're not actioning on them. So, I I mean I I appreciate the timeline, but I think we should be intentional.
Yeah. And this might be a great 2026 thing too, right? And that and again, this has nothing to do with budget. It helps with priorities, but I think some of these things are also operational gaps that we faced that are outside of of just budget
and things that we need. So, I mean, that that could be another thought of maybe we don't try to get it in. We do it the end of the year or 2026 early in the year and start to to set us up for success. We have that budget.
we've worked with our committees to say, "Here's your priorities for the year and loop all that back in." Um, that could be another approach, too. Again, I think this is important work and and that's I want I don't want to rush it. That's and I think Murray, you're right on with
that. I I agree 100%. So, one of the one of the costs um because we discussed having the committees involved in this, but that would increase the cost. The more number of people, the higher the cost, so we
limited it to the five of us, Jason and Kane. Did we have seven? Was that our number? Yeah, it says council admin. Um and so, um yeah, I mean, I agree with you. I think we have to be intentional
with it. I was um and I'm happy to write the RFP if it's together. Okay. Absolutely. Next. So, I'm I you know, I I definitely approve whatever we decide to do and I'm all for it. I just thought maybe it was
something we could take care of now and and whatever we come up with, I'm sure it'll be fine. So, All right. Um, do we need to vote for the RFP to put together RFP for this or is that just the that's what we're doing? The council's desire.
All right, we'll start working on that. Thank you. Good job. Uh, credit goes to Jason. He just called me and he's like, "You want to meet these people?" And I'm like, yeah, this cuz right up the in right up the alley of the mission visions and getting the
budget stuff together and the three five year 10 stuff. So, I'm excited to see where we go with it. I really am. Whatever the timeline is. All right. Next time for the consent agenda.
Make a motion we approve the consent agenda. I'll second that. Any comments? Seeing none, all in favor signify by saying I. I. Make a motion to
all significant saying I. I. I. All right. Thank you very much. 8:45 8:15. Open your mouth. Well, not too much. That's that is the fastest council
meeting that I met at all. I'd just like to say something real quick. She put together an amazing council packet this month. So, Diligent is is getting got it online. There's a lot of access that's going to