City Council Special Meeting

CITY COUNCIL SPECIAL MEETING MINUTES Thursday, March 16, 2023 at 6:00 PM Baxter City Hall, 13190 Memorywood Drive, Baxter, MN “A Growing Community” CALL TO ORDER Mayor Olson called the meeting to order at 6:00 p.m. ROLL CALL Mayor Darrel Olson and Council Members Connie Lyscio, Zach Tabatt, and Mark Cross were present. Council Member Jeff Phillips was absent. City Administrator Brad Chapulis, Assistant City Administrator Kelly Steele, and Public Works Director Trevor Walter were present. PRESENTATIONS 1. Assessment Hearing on Proposed Assessment for the 2023 Cypress Drive and Douglas Fir Drive Improvements Project, Municipal Project No. 4087. Scott Hedlund, SEH, presented the assessment hearing for the 2023 Cypress Drive and Douglas Fir Drive improvements project. The presentation included the project history, existing conditions, proposed improvements, assessment procedure and calculations, project schedule, and property owner information. The construction contract is proposed to be awarded this spring with construction occurring this summer. The proposed improvements include:  Full-depth reclamation of Cypress Drive from Hinckley Road to 200’ south of College Road, curb and gutter realignment and replacement, new trail construction, and existing parking lot modifications.  Cypress Drive from Highland Scenic Road to Hinckley Road will include roadway, trail, storm sewer, sanitary sewer, and water distribution construction.  Douglas Fir Drive from 340’ south of Hinckley Road to Hinckley Road includes roadway, trail, storm sewer, water distribution system construction.  Sanitary sewer will be extended to the existing 4-plex apartment building.  The Berrywood Drive trail will be extended from Cypress Drive and Hinckley Road intersection to Berrywood Park.  CSAH 48 and Cypress Drive intersection will include roadway, roundabout intersection, storm sewer, and trail construction. The total estimated project cost is $5,098,620. Estimated assessment calculations for the various segments of the project were discussed, including a summary of the properties proposed to be assessed. The special assessment for the Campbell Development will be amortized over a 5-year assessment term at an estimated interest rate of 8.5%. Assessments for all other properties will be amortized over a 12-year assessment term with an estimated interest rate of 8%. There are assessment deferments for qualifying residential homestead properties. 3/16/2023 City Council Special Meeting Minutes Page 2 The estimated total project cost is $5,098,620. The benefitting property assessments are 46.3% of total project cost, the total estimated city cost is 33.1%, and Crow Wing County’s total estimated cost is 20.6%. The council will consider a resolution to adopt the assessment roll on April 4, 2023, and will award the construction contract this spring. A public informational meeting will be held in May. Construction will occur June through September 2023. OPEN PUBLIC HEARING Mayor Olson opened the public hearing at 6:23 p.m. Sharon Atkins, 13013 Berrywood Drive, inquired why the homes located along Berrywood Drive are proposed to be assessed different amounts. Elly Kretsch, 12990 Berrywood Drive, inquired if it is typical to have property owners pay the assessments before the project starts. Mary Kalinoski, 12941 Berrywood Drive, inquired if property owners will receive a formal bill for the assessment. Chad Sundberg, 13242 Berrywood Drive, Heritage Church, stated the numbers from the improvement hearing to the assessment hearing have increase 20%. Joe Kretsch, 12990 Berrywood Drive, inquired if the developer of the new apartment building has to pay a portion of the project cost. CLOSE PUBLIC HEARING Mayor Olson closed the public hearing at 6:41 p.m. NEXT STEPS City Administrator Chapulis explained upon the conclusion of tonight’s assessment hearing, next Tuesday night, at the regular council meeting, the council will consider the adoption of the assessment roll. To be eligible to appeal the assessment, the property owner must provide notice to the city today. Two letters from property owners opposed to the proposed assessments have been received. MOTION by Council Member Lyscio, seconded by Council Member Cross to adjourn at 6:43 p.m. Motion unanimously carried. Approved by: Respectfully submitted, _____________________________ Darrel Olson Kelly Steele Mayor Assistant City Administrator