City Council Meeting

CITY COUNCIL MEETING MINUTES Tuesday, January 21, 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 7:05 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, Finance Director Jeremy Vacinek, 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 City Administrator Chapulis explained the changes to the agenda include adding the resolution number to item 27, correcting the omission of Commissioner Swanson from the Planning and Zoning Commission minutes, and adding the RCA for agenda item number 36. 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 January 7, 2025 2. Approve City Council Minutes from January 7, 2025 3. Approve the Payment of Bills and Finance Report (Addendums A and A-1) 4. Accept the Utilities Commission Minutes from January 8, 2025 1/21/2025 City Council Meeting Minutes Page 2 5. Approve the Bolton & Menk Agreement for Professional Services in the Not to Exceed Amount of $14,704.00 for 2025 CIP and Pavement Management GIS Assistance 6. Approve Bolton & Menk Proposal for Engineering Services in the Not to Exceed Amount of $7,500.00 for the 2025 City Street PASER Rating Project 7. Approve Bolton & Menk Proposal for Engineering Services in the Not to Exceed Amount of $47,394.00 for the 2025 Micro Surfacing Project 8. Accept the Clearwater Road Development Traffic Review Report 9. Approve the Timberline Heights Development Agreement 10. Approve the Timberline Heights Construction Repair and Maintenance Agreement for Stormwater Utilities and Water Main 11. Approve the Timberline Heights Stormwater Facilities Maintenance Agreement 12. Approve the Timberline Heights Permanent Hydrant Access Easement 13. Accept the 2024 Well Replacement Exploration Summary Letter 14. Accept the Supplemental Memorandum to the 2024 Preliminary Aquifer Evaluation Report 15. Approve Traut Companies Final Pay Estimate No. 2 in the amount of $36,241.86 for the 2024 Well Exploration – Drilling Services contract related to the 2024 Well Replacement Exploration Services 16. Approve SEH Contract in the Not to Exceed Amount of $25,000.00 for the Water Enterprise Fund 20- year CIP Project and the 2025 CAMP Update 17. Approve the Thein Well, Inc. Quote in the Amount of $24,998.00 for New Pumps and Motors for the 2025 Well 1 and Well 4 Pump and Motor Replacement Project 18. Approve SEH Contract in the Not to Exceed Amount of $8,400.00 for the 2025 Well 1 and Well 4 Pump and Motor Replacement Project 19. Approve RL Larson Excavating, Inc. Partial Pay Estimate No. 9 in the amount of $299,003.02 for the 2024 South Forestview Area Improvements Project, Municipal Project No. 4138 20. Approve the Anderson Brothers Construction Final Pay Estimate No. 13 in the amount of $41,307.70 for the 2023 Commercial and Residential Full Depth Reclamation and Quiet Zone Improvements Project 21. Approve the Quality Flow Systems, Inc. Equipment Proposal in the amount of $58,460.00 for Lift Station 17 Control Panel, Pumps, Accessories and Hatches 22. Approve the Knife River Corporation – North Central Partial Pay Estimate No. 8 in the amount of $30,777.51 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project Number 4424 23. Approve Pratt’s Affordable Excavating, Inc. Change Order No. 1 in the Increased Amount of $9,750.00 for the Clearwater Road Dog Park Clearing and Grubbing Contract 1/21/2025 City Council Meeting Minutes Page 3 24. Approve Pratt’s Affordable Excavating, Inc. Final Pay Estimate No. 1 in the amount of $37,500 for the Clearwater Road Dog Park Clearing and Grubbing Contract 25. Authorize the Execution and Submittal of the Letter of Support for the Submittal of the Trunk Highway 371 Corridor Study Implementation Project Grant Application 26. Accept Sourcewell Grant Awarded to Police Department 27. Approve Resolution 2025-017, Authorizing permanent easement acquisition for City Project 4118 28. Approve Purchase of Easement for Parcels 40050606, 40050615 and 40050617 for the 2025 Design Road & T.H. 371 Stormwater Improvements Project 29. Approve the Widseth Agreement for Professional Engineering Services for the Lift Station 17 Reconstruction in the Not to Exceed Amount of $14,500.00 30. Accept Planning & Zoning Commission Meeting Minutes from January 14, 2025 31. Adopt Resolution 2025-015 approving a variance to the sign height requirements for property located at 7181 Novotny Road 32. Adopt Resolution 2025-008 and Ordinance 2025-001 approving a Future Land Use Amendment and Rezoning, Resolution 2025-007 approving preliminary and final plat for "Timberline Heights" and Resolution 2025-009 approving a PUD general and final plan for a 73-unit apartment for property located north of Clearwater Road and west of 7118 Clearwater Road 33. Adopt Resolution 2025-013 and Ordinance 2025-003 approving a Future Land Use Amendment and Rezoning and Resolution 2025-014 approving a conditional use permit for a Group Home serving 12 individuals for property located at 13417 Cypress Drive 34. Adopt Resolution 2025-010 and Ordinance 2025-002 approving a Future Land Use and Zoning Amendment, Resolution 2025-011 approving a Preliminary and Final Plat of “Sedlachek Business Park” and Resolution 2025-012 approving a Conditional Use Permit for joint access for property located 7096 Fairview Road 35. Adopt Resolution 2025-016, Declaring the Official Intent to Reimburse Certain Watermain and Wells 5 and 6 Expenditures from Proceeds of Bonds to Be Issued by the City MOTION by Council Member Cross, seconded by Council Member Sundberg to approve the consent agenda, excluding items 13 and 14. Motion carried unanimously. PULLED AGENDA ITEMS City Administrator Chapulis asked the council to pull items 13 and 14 to finish the discussion due to lack of time during the work session. SEH representative finished her presentation from the work session by summarizing the supplemental new well field evaluation and that the proposed well fields show favorable conditions. 1/21/2025 City Council Meeting Minutes Page 4 MOTION by Council Member Cross, seconded by Council Member Lyscio to approve item 13. Accept the 2024 Well Replacement Exploration Summary Letter and 14. Accept the Supplemental Memorandum to the 2024 Preliminary Aquifer Evaluation Report. Motion carried unanimously. OTHER BUSINESS 36. Adopt Resolution No. 2025-004 Approving Plans and Specifications and Ordering Advertisement for Bids for Contract A- Well Construction related to the 2025 Water Supply Improvements - Wells 5 & 6, Municipal Project No. 6011-45040 SHE representative explained the purpose of this project is to replace capacity lost from the existing well field. The project will include the construction of two additional water supply wells, raw watermain, and electrical components necessary to connect the wells to the water treatment plant. The project includes bidding three separate contracts to contractors and suppliers to expedite the construction timeline. Those three contracts will be for well construction, utilities construction, and electrical and control panel procurement. The anticipated project budget is $2,599,507. MOTION by Council Member Lyscio, seconded by Council Member Cross to Adopt Resolution No. 2025-004 Approving Plans and Specifications and Ordering Advertisement for Bids for Contract A- Well Construction related to the 2025 Water Supply Improvements - Wells 5 & 6, Municipal Project No. 6011-45040. Motion carried unanimously. 37. Adopt Resolution No. 2025-005 Receiving Revised Feasibility Report and Calling the Supplemental Improvement Hearing for the 2025 Commercial Full Depth Reclamation Improvements Project Municipal Project No. 4425 Alex Bitter, with Widseth, explained the council reviewed this project in 2024 and removed some proposed street segments from the project. The remaining segments are Audubon Way and Whispering Woods Lane. After making the necessary changes to the feasibility report it was found the assessments for both Audubon Way and Whispering Woods Lane increased from the original improvement hearing. After working with the city attorney, staff was advised to receive a revised feasibility report and hold a supplemental improvement hearing to review the updated potential costs to the property owners. The improvement hearing is scheduled for February 20th. MOTION by Council Member Cross, seconded by Council Member Lyscio to Adopt Resolution No. 2025-005 Receiving Revised Feasibility Report and Calling the Supplemental Improvement Hearing for the 2025 Commercial Full Depth Reclamation Improvements Project Municipal Project No. 4425. Motion carried unanimously. 38. Adopt Resolution No. 2025-006 Receiving Feasibility Report and Calling Hearing on Improvements for the 2025 Design Road & TH 371 Stormwater Improvements Project, Municipal Project No. 4135 Alex Bitter, with Widseth, explained the feasibility report has been prepared and includes improvements to Design Road, storm sewer network extending from the west side of TH 371 to the Whiskey Creek Stormwater Drainage System, sanitary sewer relocation and watermain adjustments. 1/21/2025 City Council Meeting Minutes Page 5 The report reviews existing conditions, proposes feasible improvements, estimates project costs, discusses project implementation, and presents conclusions and recommendations for the project areas as required by the Minnesota Chapter 429 assessment process. The improvement hearing is scheduled for February 13, 2025 at 6:00 p.m. The total estimated project cost is $4,197,698, of which $3,025,000 will be paid from the federal PROTECT funds. The city cost is $734,133, which a state aid advance will be utilized. Benefiting properties will be assessed $438,565. MOTION by Council Member Cross, seconded by Council Member Sundberg to Adopt Resolution No. 2025- 006 Receiving Feasibility Report and Calling Hearing on Improvements for the 2025 Design Road & TH 371 Stormwater Improvements Project, Municipal Project No. 4135. Motion carried unanimously. COUNCIL COMMENTS 39. Connie Lyscio – Explained a former student is in attendance tonight and she has walked through the dog park and feels it should not impact neighboring homes. 40. Zach Tabatt – Absent. 41. Patrick Sundberg – Explained due to the good weather and lake ice, hopeful people will stay in our resorts and eat and drink in our establishments. 42. Mark Cross – No comment. 43. Darrel Olson – No comment. CITY ADMINISTRATOR'S REPORT There is a final pay estimate to Anderson Brothers related to Foley Road and the quiet zone project on the agenda. The final documents have been submitted to the railroad and has been accepted. The quiet zone is set to take place on January 31. CITY ATTORNEY'S REPORT None. ADJOURN MOTION by Council Member Cross, seconded by Council Member Sundberg to adjourn at 7:48 p.m. Motion carried unanimously. Approved by: Respectfully submitted, _____________________________ Darrel Olson Kelly Steele Mayor Assistant City Administrator 1/21/2025 City Council Meeting Minutes Page 6