City Council Meeting

CITY COUNCIL MEETING MINUTES Tuesday, December 16, 2025 at 7:00 PM Baxter City Hall, 13190 Memorywood Drive, Baxter, MN “A Growing Community” CALL TO ORDER Mayor Olson called the meeting to order at 7:04 p.m. ROLL CALL Mayor Darrel Olson and Council Members Connie Lyscio, Zach Tabatt, Patrick Sundberg, and Mark Cross were present. City Administrator Brad Chapulis, Assistant City Administrator Kelly Steele, Finance Director Jeremy Vacinek, Police Chief Matt Maier, Community Development Director Josh Doty, and Public Works Director Trevor Walter were present. PLEDGE OF ALLEGIANCE All joined Mayor Olson in reciting the Pledge of Allegiance. PRESENTATIONS None. ADDITIONS OR CHANGES TO THE AGENDA None. PUBLIC COMMENTS - Comments received from the public may be placed on a future meeting agenda for consideration. None. CONSENT AGENDA - The following items are considered non-controversial by staff and are recommended to be read and passed in one motion. Any council person, staff, citizen, or meeting attendee can request one or more items be pulled from the Consent Agenda and the item will be pulled and addressed immediately after the passage of the Consent Agenda; otherwise, the following items will be passed in one motion: 1. Approve City Council Special Minutes from November 25, 2025 2. Approve City Council Special Minutes from December 1, 2025 3. Approve City Council Work Session Minutes from December 2, 2025 4. Approve City Council Minutes from December 2, 2025 5. Approve the Payment of Bills and Finance Report (Addendum A) 6. Approve the Renewal of a Lower-Potency Hemp Edible Registration and Medical Cannabis Combination Registration for the Period of January 1, 2026 through December 31, 2026 12/16/2025 City Council Meeting Minutes Page 2 7. Approve and Authorize Execution of Prosecution Services Agreement for 2026 through 2028 8. Accept the Utilities Commission Minutes from December 3, 2025 9. Accept the Baxter VA Clinic Development Traffic Impact Study Report 10. Approve the Veteran Community Based Outpatient Clinic Development Agreement 11. Approve First Amendment to Settlement Agreement for Property Located at 7256 Woida Road 12. Approve Stormwater Facilities Maintenance Agreement with Access Rights and Covenants for the Veteran Community Based Outpatient Clinic 13. Approve the Veteran Community Based Outpatient Clinic Construction Repair and Maintenance Agreement for Sanitary Sewer and Watermain 14. Approve the Permanent Hydrant Access Easement for the Veteran Community Based Outpatient Clinic 15. Accept Pavement Management Plan – Micro Surfacing Program Update Project Memorandum 16. Approve Bolton & Menk Proposal for Engineering Services in the not to exceed amount of $59,312.00 for the 2026 Micro Surfacing Project 17. Approve the SEH Contract in the Not to Exceed Amount of $4,400.00 for the Novotny Road Assisted Living Traffic Review 18. Approve Traut Companies Final Pay Estimate No. 5 in the amount of $45,456.25 for work completed on Contract A related to the 2025 Water Supply Improvements – Wells 5 & 6 19. Approve the Pratt’s Affordable Excavating, Inc. Change Order 3 in the increased amount of $24,513.69 for Contract B related to the 2025 Water Supply Improvements - Wells 5 & 6 Project, Municipal Project No. 6011-45040 20. Approve Pratt’s Affordable Excavating Inc. Partial Pay Estimate No. 7 in the amount of $45,889.75 for work completed on Contract B related to the 2025 Water Supply Improvements – Wells 5 & 6, Municipal Project No. 6011-45040 21. Approve the RL Larson Excavating, Inc. Change Order No. 10 in the increased amount of $4,196.52 for the 2024 South Forestview Improvements Project, Municipal Project No. 4138 22. Approve the Anderson Brothers Construction Change Order No. 5 to in the Increased Amount of $97,999.90 and amend the Project Budget to $1,168,633.46 for the 2025 Commercial Full Depth Reclamation Improvements Project, Municipal Project Number 4425 23. Approve the Anderson Brothers Construction Partial Pay Estimate No. 3 in the amount of $488,004.51 for the 2025 Commercial Full Depth Reclamation Improvements Project, Municipal Project Number 4425 24. Approve the Widseth Fee Amendment for Professional Services in the Amount of $38,407.00 for a Total Revised Not to Exceed Contract of $216,832 for the 2025 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project No. 4425 12/16/2025 City Council Meeting Minutes Page 3 25. Approve the J.R. Ferche, Inc Partial Pay Estimate No. 4 in the amount of $10,473.00 for the 2025 Design Road & TH 371 Stormwater Improvements Project, Municipal Project Number 4135 26. Approve the Widseth Fee Amendment for Professional Services in the Amount of $7,750 for a Total Not to Exceed Contract amount of $111,498 for the 2026 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project No. 4426 27. Approve the Widseth Proposal for Professional Engineering Services in the Not to Exceed Amount of $4,500.00 for the Water Service Saddle Review 28. Approve the Widseth Agreement for Professional Engineering Services in the Not to Exceed Amount of $15,000 for the 2027 Mill & Overlay and Full Depth Reclamation Improvements Feasibility Report 29. Approve the KLM Engineering Proposal for Drawing Review and Inspection Services during the AT&T Antenna Modifications on the North Tower in the Amount of $12,075 30. Approve the Treatment Resources, Inc. quote in the amount of $11,160.49 for Anthracite Filter Media Material 31. Adopt Ordinance 2025-013 Amending Title 8, Chapter 1 “Waterworks” and Title 8, Chapter 2 “Sewer Use and Service” of the Baxter City Code 32. Adopt Resolution 2025-100 Setting the 2026 Fee Schedule 33. Adopt Resolution 2025-101 Approving the 2026 Property Tax Levy of $9,678,700 34. Adopt Resolution 2025-102 Approving the 2026 Annual Operating Budget of $26,538,700 35. Accept Planning and Zoning Commission Minutes from December 9, 2025 36. Adopt Resolution 2025-097 approving the Preliminary and Final plat of “Clearwater Park” 37. Adopt Resolution 2025-098 approving the Preliminary and Final plat of “Second Potlatch Addition to Baxter” 38. Adopt Resolution 2025-099 approving the Preliminary and Final plat of “Veterans” 39. Approve Appointments to the Seasonal Position of Warming House Attendant 40. Approve the IT/GIS Temporary Services Agreement with City of Brainerd 41. Approve Revision to the City of Baxter’s Investment Policy 42. Approve and Authorize Execution of a 3 Year Contract with Lakes Area Wildlife Control for Animal Control Services 43. Approve appointment of Cathy Clark and re-appointment of Gwen Carlton to 3-year terms on the Planning Commission MOTION by Council Member Cross, seconded by Council Member Tabatt to approve the consent agenda. Motion carried unanimously. 12/16/2025 City Council Meeting Minutes Page 4 PULLED AGENDA ITEMS Mayor Olson asked to pull consent item 39 as his grandchild is recommended for appointment. MOTION by Mayor Olson, seconded by Council Member Lyscio to approve Appointments to the Seasonal Position of Warming House Attendant. Motion carried with Council Member Lyscio, Tabatt, Sundberg and Cross voting yes. Mayor Olson abstained. Motion carried. OTHER BUSINESS 44. Adopt Resolution 2025-104 Consenting to the 2026 County Road 170 Project and Accepting the ROW Easement Offers related to the Project City Administrator Chapulis explained Crow Wing County is planning to reconstruct county road 170 from the Cass County line to 400 feet east of Mountain Ash Drive in 2026. The county has completed the plans and specifications for the project. While not required, Crow Wing County is seeking municipal consent for projects located within corporate limits of a municipality. Jordan Lason, Crow Wing County Highway Department, presented the council with a summary of the project. The county has submitted offers to acquire anent right-of-way easements from three city owned properties. The easements are necessary to increase the right-of-way width to the standard 100 feet required by county policy. The council did not have any questions. MOTION by Council Member Tabatt, seconded by Council Member Cross to adopt Resolution 2025-104 Consenting to the 2026 County Road 170 Project and Accepting the ROW Easement Offers related to the Project. Motion carried unanimously. 45. Vacate a portion of Clearwater Road right-of-way, Crow Wing County, Minnesota 1) PUBLIC HEARING at 7:00 p.m. or shortly thereafter 2) Adopt Resolution 2025-103 vacating a portion of Clearwater Road right-of-way Mayor Olson opened the public hearing at 7:24 p.m. and after hearing no public comments, closed the public hearing at 7:24:15 p.m. MOTION by Council Member Cross, seconded by Council Member Lyscio to adopt Resolution 2025- 103 vacating a portion of Clearwater Road right-of-way. Motion carried unanimously. COUNCIL COMMENTS 46. Connie Lyscio – Thanked the street crew for working hard to clear roads. 47. Zach Tabatt – Thanked council and staff for their work. Baxter works on many issues that cities our size don’t and we do it all in a civil, respectful manner, appreciate the work everyone does. 48. Patrick Sundberg – No comment. 12/16/2025 City Council Meeting Minutes Page 5 49. Mark Cross – Agreed with the comments expressed by the other council member 50. Darrel Olson – Agreed with the comments expressed by the other council members and that we have a great council and appreciate the work of staff. CITY ADMINISTRATOR'S REPORT City Administrator Chapulis explained time expired during the work session for the sales tax extension discussion. Staff requires council consensus that the city will be pursuing a sales tax extension at the next legislative session. The council must adopt a resolution during the first meeting in January to keep the effort moving forward. The council discussed if they are satisfied with the numbers tied to the sales tax extension request. City Administrator Chapulis asked the council to enter into a closed session as identified on the council agenda for labor negotiations. MOTION by Council Member Lyscio, seconded by Council Member Cross to enter into a closed session at 7:36 p.m. Motion carried unanimously. MOTION by Council Member Tabatt, seconded by Council Member Cross to return to an open session at 8:20 p.m. Motion carried unanimously. City Administrator Chapulis explained the council directed staff to continue negotiations. MOTION by Council Member Cross, seconded by Council Member Tabatt to approve MOA with all three unions. Motion carried unanimously. CITY ATTORNEY'S REPORT 51. City Council Will Meet in a Closed Session Pursuant to Minn. Stat. Section 13D.03, to Discuss Labor Negotiations ADJOURN MOTION by Council Member Cross, seconded by Council Member Sundberg to adjourn at 8:21 p.m. Motion carried unanimously. Approved by: Respectfully submitted, _____________________________ Darrel Olson Kelly Steele Mayor Assistant City Administrator