City Council Meeting

CITY COUNCIL MEETING MINUTES Tuesday, July 16, 2024 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 7:00 p.m. ROLL CALL Mayor Darrel Olson and Council Members Connie Lyscio, Zach Tabatt, Jeff Phillips, and Mark Cross were present. City Administrator Brad Chapulis, Assistant City Administrator Kelly Steele, Police Chief Jim Exsted, Public Works Director Trevor Walter, Finance Director Jeremy Vacinek, and Community Development Director Josh Doty were present. PLEDGE OF ALLEGIANCE All joined Mayor Olson in reciting the Pledge of Allegiance. PRESENTATIONS None. ADDITIONS OR CHANGES TO THE AGENDA City Administrator Chapulis explained agenda item 27 did not provide a requested council action in the RCA; the requested action has been added. The resolutions for agenda items 33 and 34 did not contain dollar amounts as bids were opened yesterday afternoon; the resolutions have been updated to reflect the bid information. 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 Work Session Minutes from July 2, 2024 2. Approve City Council Minutes from July 2, 2024 3. Approve the Payment of Bills and Finance Report (Addendum A) 4. Amend Chief of Police Job Description and Position Scoring 5. Accept the Utilities Commission Minutes from July 3, 2024 6. Approve Heritage Church Stormwater Facilities Maintenance Agreement 7/16/2024 City Council Meeting Minutes Page 2 7. Accept Municipal Portion of Gracewin Living Cooperative Development Agreement and Begin the One-Year Warranty Period 8. Approve the WSB Professional Services Contract in the Not to Exceed Amount of $420,247 for the 2027 CSAH 48 (Highland Scenic Road) Trail Connections Project (federally funded) – SP 230-090-003 associated to SP 018-070-024 9. Approve Anderson Brothers Construction Pay Estimate No. 11 in the amount of $72,252.74 for 2022 Trunk Highway 210 & Inglewood Drive Railway Crossing Improvements Project, Municipal Project No. 4121 10. Approve the Anderson Brothers Construction Company of Brainerd, LLC Change Order No. 7 for the 2023 Commercial and Residential Full Depth Reclamation and Quiet Zone Improvements project 11. Approve the Anderson Brothers Construction Company of Brainerd, LLC Partial Pay Estimate No. 9 in the amount of $63,048.20 for the 2023 Commercial and Residential Full Depth Reclamation and Quiet Zone Improvements Project 12. Approve the RL Larson Excavating, Inc. Change Order No. 2 in the amount of $20,670.55 for the 2024 South Forestview Improvements Project, Municipal Project No. 4138 13. Approve the RL Larson Excavating, Inc Partial Pay Estimate No. 3 in the amount of $556,523.92 for the 2024 South Forestview Area Improvements Project, Municipal Project No. 4138 14. Approve the Widseth Contract Amendment in the Amount of $15,299.66 for Wetland Bank Credit Purchase Services for the Evergreen Drive Property Improvements – Wetland Mitigation and Increasing the Contract Amount from $7,500 to the Not to Exceed Amount of $22,799.66. 15. Approve the Knife River Corporation – North Central Change Order No. 2 Extending the Substantial and Final Completion Dates for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project Number 4424 16. Approve the Knife River Corporation – North Central Partial Pay Estimate No. 2 in the amount of $420,910.54 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project Number 4424 17. Approve the Widseth Fee Amendment Proposal for Professional Services in the Not to Exceed Amount of $42,584 for the 2026 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project No. 4426 18. Approve the Anderson Brothers Construction Change Order No.2 in the amount of $13,225.23 and increase the project budget from $251,117.07 to $264,342.30 for the Lift Station No. 13 Reconstruction Project 19. Approve the Anderson Brothers Construction Partial Pay Estimate No. 2 in the amount of $21,928.74 for the Lift Station 13 Reconstruction Project 20. Approve 20-Year Maintenance Plan Update (2024 -2044) for Sanitary Sewer and Stormwater Lift Stations 7/16/2024 City Council Meeting Minutes Page 3 21. Accept Sourcewell Community Impact Fund Grant and Authorize the Execution of the Grant Agreement 22. Accept Planning Zoning Commission Minutes from July 9, 2024 23. Adopt Resolution 2024-064 approving the preliminary and final plat of “Heritage Church” for property located at 13242 Berrywood Drive 24. Adopt Ordinance 2024-013 Approving Amendments to Title 2 of the City of Baxter City Code 25. Adopt Ordinance 2024-012 and Resolution 2024-067 transferring the duties of the Long Range Planning Commission to the Planning Commission 26. Adopt Resolution 2024-063 approving a Comprehensive Plan Amendment to transfer authorities of the Long Range Planning Commission to the Planning Commission 27. Timberwood Drive Traffic Impact Study 28. Adopt Resolutions 2024-065 and 2024-066 approving the preliminary and final plat of “Ryan Addition To Baxter” and a conditional use permit open storage accessory to a principal use for property located at 12692 Timberwood Drive 29. Approve the Development Agreement for Project Timber Wolf 30. Approve the Construction Repair and Maintenance Agreement for Stormwater Utilities, Sanitary Sewer, and Water Main for Project Timber Wolf 31. Approve the Permanent Hydrant Access Easement for Project Timber Wolf 32. Approve Stormwater Facilities Maintenance Agreement with Access Rights and Covenants for Project Timber Wolf 33. Adopt Resolution 2024-068 Declaring Cost to be Assessed and Ordering Preparation of Proposed Assessment for the 2024 CSAH 77 Utility Improvements Project, Municipal Project No. 4118 34. Adopt Resolution 2024-069 Ordering Hearing on Proposed Assessment for the 2024 CSAH 77 Utility Improvements Project, Municipal Project No. 4118 35. Adopt Resolution 2024-070, Providing for the Competitive Negotiated Sale of $6,900,000 General Obligation Improvement Bonds, Series 2024 36. Authorize Staff to Enter into an Agreement with BS&A Software to Provide Integrated Payment Processing Services 37. Approve the 2023 Financial Statements and the 2023 BerganKDV Audit Report and Its Findings 38. Accept Donation From Baxter Lions Club for 2024 Night to Unite 39. Accept a $400 Donation from the Baxter Lions for the 2024 Children’s Triathlon MOTION by Council Member Tabatt, seconded by Council Member Lyscio to approve the consent agenda as amended. Motion carried unanimously. 7/16/2024 City Council Meeting Minutes Page 4 PULLED AGENDA ITEMS None. OTHER BUSINESS None. COUNCIL COMMENTS 40. Connie Lyscio – Explained several motorists are not following the yield signs when approaching the roundabout at Excelsior Road and Cypress Drive. 41. Zach Tabatt – No comment. 42. Jeff Phillips – No comment. 43. Mark Cross – Reminded motorists to watch out for motorcycles. 44. Darrel Olson – Thanked staff for their work on the council agenda. Explained he is happy to welcome Amazon to our city and further explained Amazon representatives shared with him how happy they were to work with city staff on the project. CITY ADMINISTRATOR'S REPORT City Administrator Chapulis reminded everyone that the first council meeting in August has been moved to Wednesday, August 7th and the Utilities Commission meeting to Thursday, August 8th due to holding Night to Unite on Tuesday, August 6th. CITY ATTORNEY'S REPORT 45. Closed Session Under Minnesota Statute 13D.05, subd. 3 (c), Purchase of Property: PID 40050722, 40050721, and 40050532 MOTION by Council Member Cross, seconded by Council Member Lyscio to enter into a closed session at 7:17 p.m. under Minnesota Statute 13D.05, subd. 3(c) for the purchase of property as identified on the agenda. Motion carried unanimously. MOTION by Council Member Cross, seconded by Council Member Phillips to return to an open meeting at 7:23 p.m. Motion carried unanimously. City Administrator Chapulis explained the council should make a motion to approve the purchase price for the fee acquisition and the purchase price of the easement acquisition. MOTION by Council Member Cross, seconded by Council Member Lyscio to approve the purchase price for the fee acquisition and the purchase price of the easement acquisition as identified in the purchase agreement. Motion carried unanimously. ADJOURN 7/16/2024 City Council Meeting Minutes Page 5 MOTION by Council Member Cross, seconded by Council Member Lyscio to adjourn at 7:25 p.m. Motion carried unanimously. Approved by: Respectfully submitted, _____________________________ Darrel Olson Kelly Steele Mayor Assistant City Administrator