Regular Monthly Board of Trustees Meeting August 17, 2026 @ 5:30 pm

The Regular Monthly Board of Trustees Meeting of

The Village of Birchwood will be held on *Monday, August 17, 2026, at 5:30 pm

at the Birchwood Village Hall, 101 N Main St, Birchwood, WI 54817.

*Denotes change due to Election

 

AGENDA

 

                           

1. Call meeting to order (Meeting is recorded)
2. Pledge of Allegiance
3. Roll call by Clerk: VanGilder, B. Darkow, P Parkos, T. LeBrocq, and R. Seffinga
4. Public Notice: Posted at the Birchwood Post Office, Village Hall, Pioneer Market/Deli and Village
5. Current agenda
   1. Approve current agenda
6. Public Comments
   1. Citizen comments on agenda items only (limit 3 minutes per person)
7. Approval of Meeting Minutes
   1. Approve Regular Board of Trustee meeting minutes-July 14th, 2026
8. Department Reports (No Discussion – Informational Only)
   1. BFCESD
   2. Law Enforcement
   3. Water/Sewer
   4. Street/Parks
   5. Building Inspector/Zoning Administrator
   6. Clerk/Treasurer
9. Village Garage – Tammy Degraw
   1. Municipal realtor, Tammy Degraw, to discuss prospective lease tenants for the village garage and possibly enter into lease agreement.
10. Raze Order – 306 W Cedar Ave
    1. Consider Kimber Lane’s request for an extension of the raze order for the property located at 306 W. Cedar Ave. Discussion and possible action regarding granting an extension or proceeding with the raze order.
11. Raze Order – 300 E Chetac Ave
    1. Discuss the condition of the property located at 300 E. Chetac Ave. (owner: Cody Baker) and determine whether to initiate a raze order. Possible action.
12. Raze Order and Nuisance Property Maintenance Plan – 214 E Cedar Ave
    2028. Property owner is deceased, and the property is expected to remain in tax delinquency status until County acquisition in 2028. The Village is seeking Board direction on a maintenance plan for nuisance lawn mowing during this period, including whether to assign mowing to Village staff or contract with an outside vendor. Costs may be recovered through the tax roll process. Building is also on raze priority list. Discussion and possible action on raze order.
13. Birchwood Lakes Storage LLC
    1. Discussion regarding a conceptual proposal to subdivide PID 65-106-2-37-10-25-5 05-002-006000 for the construction of residential storage pole sheds. The applicant will provide a proposed subdivision map, lot sizes, and roadway access plan for Board review. Staff notes that residential storage pole sheds are not a permitted use within the Residential District under the current zoning ordinance.
14. Republic Services-Kathy Linville
    1. Introduction of Kathy Linville, Municipal Sales Manager, and discussion regarding fuel surcharges disclosed in the Village’s contract.
15. Refuse Rate Adjustments
    1. Discussion and possible action regarding adjustments to Village of Birchwood refuse rates to account for fuel surcharges.
16. IT
    1. Jason Morse, Municipal IT Technician, to provide an overview of current information technology needs, including identified system gaps, firewall renewal status, the IT service contract, and the Election Cybersecurity Grant opportunity. Discussion and possible action.
17. Solar Update
    1. Dan Hersher, Carlson Electric, to provide update on Wastewater Treatment Plant Solar Panel Construction Project.
18. Scott Mondus-135 Hinman
    1. Request to adjust sewer rate on 2^nd quarter utility bill due to high usage-He watered new grass and stated it didn’t go down the drain. (12100 gallons)
19. Howard Lamere-Attending via phone
    1. Howard requested to attend by phone. Request to reduce water or sewer on 2^nd quarter utility bill due to high usage (28000 gallons) at Rental property -200 E Cedar Ave
20. Doolittle Park – Available via phone
    180. Jesse Hohmann request for refund-Assigned site was double booked-$180.00 + Credit card service fee of $7.20. Total $187.20
21. Special Event Permit-Lauren Parkos/Mary Manka
    1. Oktoberfest-September 19^th from 11:00 am to 6:30 pm (setup/teardown included) PA/Audio system for band
22. Block Party/Street closing-Oktoberfest-September 19, 2026- from 11:00am to 6:30 pm
    1. Main Street in front of Bluegill Bar, Drift-North-Dentist office, and a small corner of Taphouse and Food Panty
23. Alcohol Beverages in Public Area
    1. Waive Ordinance Article VI. Offenses involving alcohol beverages Sec. 16-355 C during Oktoberfest.
24. Lift Station #5
    1. Discussion and possible action regarding recurring operational issues at Lift Station #5 caused by non-flushable items being discharged into the sanitary sewer system, including strategies to identify the source(s) of the problem and notification of affected residents.
25. Ordinance Amendment
    1. Ordinance Amendment 14-2026 Provisional Retail Alcohol Beverage License
       67. Consideration and Approval of Ordinance Amendment 14-2026 – Provisional Retail Alcohol Beverage License, creating Section 8-67.5 of the Village Code to establish procedures for issuing Provisional Retail Alcohol Beverage Licenses pursuant to Wisconsin Statutes § 125.185, designating the Village Clerk/Treasurer as the issuing authority, establishing eligibility requirements, license term, revocation provisions, and amending Section 8-67 to add the provisional license fee classification.
    2. Ordinance Amendment 15-2026 Hazardous Conditions
       1. Verbal or written notice for removal of snow and/or ice
    3. ATV – Main Street
       1. Discussion and possible action regarding the Village’s ATV/UTV ordinance and designated route. Review current ATV/UTV access on Main Street between Hwy. 48 and Loomis Street, address public concerns regarding ATV/UTV parking on Main Street, and discuss confusion caused by existing signage. Consider a request to modify the location and wording of ATV/UTV route signs.
    4. Propane
       1. Review propane purchasing options, including fixed-rate, pre-buy, and rate-cap programs. Compare total costs (including fees and surcharges), budget impacts, supplier terms, market conditions, and economic factors to determine the most appropriate purchasing strategy for the upcoming heating season.
    5. Boat Lifts
       1. Discussion and possible action regarding DNR correspondence on mooring regulations for Birch Lake. Review Doolittle Park and campground rules and regulations and determine whether boat lifts should be permitted at Village-owned facilities. The WDNR has indicated that boat lifts are not regulated by the agency and that placement of a boat lift on an existing conforming pier does not constitute the addition of a mooring space.
    6. Municipal Services Bureau
       3. Discussion and possible action regarding a change in payment processing providers. The Village currently utilizes GovPayNet, which charges a 3.99% convenience fee (minimum $4.00) for utility payments and a 4.0% convenience fee (minimum $4.00) for miscellaneous payments. Municipal Services Bureau offers payment processing at 2.5% (minimum $2.00) and provides an ACH/check payment option for $1.50. The proposed change would reduce transaction costs for customers at no additional cost to the Village.
    7. Adjournment

 

Posted By: Ashley Beffa, Village Clerk-Treasurer

Posted On: 8/17/2026

 

 

The meeting is open to the public and is handicapped accessible. Agendas are posted in three public places which are the Village Hall, Pioneer Market and Deli, and Birchwood United States Postal Service Office notice boards, and on the village website www.birchwoodvillage.wi.us to comply with Resolution 175-15.