April 2015 – Minutes

The Village of Birchwood Trustees held the monthly meeting on Wednesday, April 8, 2015 starting at 6:00 p.m. at the Birchwood Village Hall.  The meeting was called to order and the pledge of allegiance was recited.  Roll call; present:

Seffinga, VanGilder, Zillmer, Small and Hayes, Clerk-Treasurer Busick, Deputy Clerk-Treasurer Murley and Maintenance Fee.  Also present:  Betsey Acrey, Gwen Hilligoss, Virginia Hurckman and Teresa Anderson.

Maintenance Department – Fee reported there are still two people froze on Euclid with a total of four freeze ups all on Euclid for the year.  Had an issue with a lift station, sweep the streets and filled in pot holes.

Police Report – Officer Brunclik reported he attended Career Day at the School there is a student interested in going to the Police Academy. Attended training for pipe line safety in Shell Lake, attended Officer Casper’s funeral with a couple other officers in the area.  Took two people to court and won the judgement.  He found out there was a person in the Village that was sex offender from Washington State, is now gone.

Public Recognition – Gwen Hilligoss asked to have our software looked at because her bill is wrong and was wondering if there is a problem with the software.  She also asked if we could send letters to property owners who do not mow their lawns earlier before it gets so out of hand.  Betsey Acrey was upset to know the Board is considering removing one of the tears in how water bills are calculated.  She also wants credit for 14 days from when the bills were calculated to billing date.

New Business

  1. Motion by Zillmer to approve agenda as drafted, second by VanGilder,

carried 5-0.

  1. We had two bids for the electrical service at Doolittle Park.
  2. Meyers Electric for $40,502.00 and 2. TJ Electric for $33,100.  After

discussion on the need for the upgrade mostly because of safety a motion

was made by, Hayes, second by Seffinga to approve the bid from TJ Electric

Roll call:  Seffinga-yes, VanGilder-yes, Zillmer-no, Small-yes and Hayes-yes,

carried 4-1.  Park Committee will meet with them to look at a few things we

could do differently to reduce the cost more.

  1. Excel is working on a few easements for utility lines to BirchwoodBest.

They are out about 3-4 weeks on moving the poles for the Main Street

Project.  Question about a street light on Holly Hill Lane, will be up to the

Neighbors to determine if they want it or not.

  1. Motion by Zillmer, second by Small to approve Operator License for Teresa

Wescott, carried 5-0.  Motion by Zillmer, second by VanGilder to approve

Alexis Streit after the background check by Brunclik, carried 5-0.

  1. Bob Hayes volunteered to take on the task of removing and placing the

buoys on Little and Big Birch.  Motion by VanGilder, second by Small

to approve having Hayes do the job, carried 5-0.

  1. Action on WWTP. Teresa Anderson from MSA had a funding update for

The Treatment Plant.  Of the four funding programs we were awarded for

$293,7544.00 the Village’s portion is $758,947 for an interest free loan.

because there is still money left and it doesn’t change our payment they

are suggesting a few other improvements.

  1. Change order for reroofing, insulation, soffit and fascia at the blower

building with asphalt shingles for approximately $13,000, motion to

approve by Hayes, Small, roll call:  Seffinga-yes, VanGilder-yes, Zillmer-

yes, Small-yes and Hayes, carried 5-0.

  1. Motion by Small, second by VanGilder to approve the purchase of the

Grinder pump for $12,980 at the Village Shop, roll call:  Seffinga-yes,

VanGilder-yes, Zillmer-yes, Small-yes and Hayes-yes, carried 5-0.

  1. Motion by Hayes, second by Seffinga to approve the amendment to the

MSA Administration Contract for $11,720 for the additional work on the

above items, roll call:  Seffinga-yes, VanGilder-yes, Zillmer-yes, Small-yes

and Hayes-yes, carried 5-0.

  1. Anderson said the Main Street project is 60% completed and should be

ready to put out for bids in June with work starting August 2, 2015.  She

wants to meet with the Board and discuss the time line, etc.  She also said

we scored high in the funding for water grants and they will try and keep

us on the list for funding, but next year there is a change on how they will

be doing the rating so doesn’t know if they will need to charge us for the


  1. Motion by Zillmer, second by Small to approve the Mapping Contract for

Mapping Service on the Main Street Contract which we conditionally

Approved, carried 5-0.

  1. Zillmer had a copy of a survey that was sent out to residents who own

property along Chetac Lake. One of the questions was should municipalities

help fund these projects.  We will have something on the agenda next

month to address this.

  1. Zillmer had signage for the Restoration Planting Project at Doolittle, she

has been working on.  She has asked students from the Charter School

and the Conservation group to submit ideas for various signs for the

project.  Motion by Zillmer, second by Seffinga to have the final approval for

signs by August 21st, carried 5-0.

  1. No action on forming a committee for Main Street Project, no need at this


Old Business – None

Committee Reports

  1. BFCESD – Next meeting will be in Cedar Lake at 6:30. The Fire Department

will not be holding the Annual Street Dance.  Special Projects Committee

has committed to hold the dance.

*Motion by Small, second by Seffinga to approve the minutes, new bills, payroll and acceptance of the treasurer’s report with the noted changes to the Board of Appeals minutes, carried 5-0.

*Motion by Small, second by Seffinga to adjourn the meeting, carried 5-0.


Cake and Coffee were served for Robert Hayes term as Village President.

Questions or Concerns?

Please contact the Village Hall with comments, questions, and/or concerns and we will be happy to help.