City Council Work Session

CITY COUNCIL WORK SESSION MINUTES Tuesday, January 21, 2025 at 5:30 PM Baxter City Hall, 13190 Memorywood Drive, Baxter, MN “A Growing Community” CALL TO ORDER Mayor Olson called the meeting to order at 5:30 p.m. ROLL CALL Mayor Darrel Olson and Council Members Connie Lyscio, Patrick Sundberg, and Mark Cross were present. Council Member Zach Tabatt was absent. City Administrator Brad Chapulis, Assistant City Administrator Kelly Steele, Community Development Director Josh Doty, Police Chief Matt Maier, and Public Works Director Trevor Walter were present. BUSINESS ITEMS 1. Lodging Tax / Visit Brainerd Discussion City Administrator Chapulis explained Mary Divine Johnson, executive director of Visit Brainerd, will present the council with an overview of the organization, present the organization’s 2025 budget and marketing plan, and have discussions with the council regarding the city’s expectations of the organization. Ms. Johnson explained the organization was established in 1995 as the Brainerd Baxter Lodging Association and it was dissolved in 2002. In 2008 the organization was reformed as Visit Brainerd. Baxter contributes 86% and Brainerd contributes 8% to Visit Brainerd’s budget. The remaining budget revenue is from sales, sponsorships, and grants. 38% of the revenue goes towards operations and 62% towards advertising and promotions. Visit Brainerd’s marketing plan is categized as traditional advertising, digital marketing, content marketing, event and partner marketing, and visitor information. Some future ideas identified for the organization are to build the Baxter brand, promote a different experience, develop micro meeting and sports market, develop a tourism master plan, and explore the feasibility of new assets. Ms. Johnson explained some of the strategies come from Explore Minnesota. The council inquired about Visit Brainerd’s relationship with the Brainerd Lakes Chamber of Commerce and if there are more ways to promote Baxter and to make Baxter more prominent in advertising. The council inquired about adding Baxter to the organization’s name. Ms. Johnson explained the organization does not spend all of its revenue annually. There is currently about $500,000 in reserves. As of January 1st non-tax funds and tax funds are being kept separate. 1/21/2025 City Council Work Session Minutes Page 2 City Administrator Chapulis read comments provided by Council Member Tabatt which included the council’s obligation to make sure marketing efforts tie into a plan to get people to stay and go to businesses in Baxter. Visit Brainerd does not complete an annual audit but would be willing to do so. The council consensus was to work on an agreement with Visit Brainerd. The council also explained that in addition to the agreement, they would like to see discussion on the name of the organization, information on return on investment, an annual audit performed, and spending all funds collected. 2. 2026 Brentwood Circle Sanitary Sewer and Roadway Improvements Feasibility Report Review Aric Welch, with Widseth, explained the project is currently listed in the draft Capital Improvements Plan as a 2026 project. The report reviews existing conditions, proposes feasible improvements, estimates project costs, discusses project implementation, and presents conclusions and recommendations for the project area. The total estimated project cost is $525,510. The estimated 2026 ERS assessment rates are $5,894 for sanitary sewer, $2,625 for water, and $7,859 for roadway. Benefiting properties would be assessed 36.3% and the city percentage of the project would be $63.7%. Mr. Welch is looking for council feedback if the two lots on Brentwood Drive can be split. A preliminary analysis shows the two lots can be split. City Administrator Chapulis explained Council Member Tabatt inquired if the roadway width could be reduced. Need feedback if the two lots can be split. After analysis, it shows the two lots can be split. The intent is to include this project with the other 2026 projects. The council consensus is to leave the report as presented and get the city attorney’s opinion for possible deed restrictions. 3. Presentation for Accepting the 2024 Well Replacement Exploration Summary Letter and Accepting the Supplemental Memorandum to the 2024 Preliminary Aquifer Evaluation Report SEH presenting final findings of the well exploration work that was completed during the fall of 2024. The preliminary topic covered by the presentation is to provide a summary of the well exploration work as it relates to siting of new production wells for the city’s 2025 water supply improvements, wells 5 and 6. The second topic is a summary of well exploration work as it relates to future expansion in the vicinity of the public works site. The allocated time for the work session expired, so these two agenda items will be pulled for the consent agenda for further discussion. ADJOURN MOTION by Council Member Cross, seconded by Council Member Lyscio to adjourn at 7:03 p.m. Motion carried unanimously. 1/21/2025 City Council Work Session Minutes Page 3 Approved by: Respectfully submitted, _____________________________ Darrel Olson Kelly Steele Mayor Assistant City Administrator