City Council Special Meeting

CITY COUNCIL SPECIAL MEETING MINUTES Monday, May 20, 2024 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 Zach Tabatt, Jeff Phillips, and Mark Cross were present. Council Member Connie Lyscio was absent. City Administrator Brad Chapulis, Assistant City Administrator Kelly Steele, and Public Works Director Trevor Walter were present. PRESENTATIONS 1. Improvement Hearing for the 2024 CSAH 77 Utility Improvements Project, Municipal Project No. 4118. Aric Welch, Widseth, presented the improvement hearing presentation. Mr. Welch summarized he will review the project background, public improvement process, proposed improvements, estimated project costs, assessment procedure, schedule, and property owner information. The project area was first studied for utility improvements with the North Inglewood Utility Improvement Feasibility report, which was approved by the council in 2016. City staff has been working with a developer on a storage unit project located in the southeast corner of the CSAH 77 and Inglewood Drive intersection. The council approved Widseth’s proposal to prepare an updated feasibility report to provide sanitary sewer and water service to the project area located along the south side of CSAH 77 from Inglewood Drive to Edgewood Drive. The feasibility report was accepted by the council on April 16, 2024. The proposed improvements include sanitary sewer extension from Edgewood Drive and forcemain for potential future lift station on Peace Road. The proposed water improvements include an extension from Edgewood Drive to Inglewood Drive and hydrants for fire protection. The utilities will be located in the 30’ wide easement located outside of the CSAH 77 right-of-way. Disturbed areas will be restored with topsoil and seed. The estimated total project cost is $980,420. The city will be responsible for 15% of both the water distribution costs and gravity sanitary sewer costs and 100% of sanitary sewer forcemain. The remaining costs are assessed to the benefiting properties located south of CSAH 77 between Inglewood Drive and Edgewood Drive based on area. Assessment terms and payments will be as outlined in the petition and waiver agreements. The total assessable project cost is $702,470 and the total estimated city cost is $277,950. Construction is proposed to start in August and be completed by the end of September. 5/20/2024 City Council Special Meeting Minutes Page 2 The council did not have any questions when asked by Mayor Olson. OPEN PUBLIC HEARING Mayor Olson opened the public hearing at 6:12 p.m. Chuck Olson, who owns 16025 Edgewood Drive, explained she purchased the property eight years ago. A few years after the property was annexed, Ms. Olson installed a new septic system. The property is being used by friends and family. Ms. Olson is not prepared to tear down the property and would like a deferment on the special assessment. Public Works Director Walter explained all of the properties in the project area, except for the Olson’s property, have been listed for sale. The properties cannot be developed without city water and sewer. City Administrator Chapulis explained the council can make assessment deferments if it has determined it is in the best interest of the public. Council Member Cross explained when Menards developed their property, they covered all the assessments and recovered their costs with the other properties hooked up to city services. Mayor Olson explained it is a benefit to the city to see this property developed and to loop the water system. Bob Sullivan, owner of the proposed storage unit, explained the Olson’s property will be valuable in the future with city water and sewer. Public Works Director Walter explained DJ Dondelinger signed the easement agreement for his property. His property is not being assessed as it cannot be developed. City Administrator Chapulis explained tonight is the improvement hearing and the opportunity for the council to receive public feedback. The council will consider ordering the improvement on June 4th. Council Member Phillips inquired about the ability to ramp up the annual assessment amount over the term of the assessment period. Council Member Tabatt would like clarity on precedent setting if the council adjusts the assessment terms. City Administrator Chapulis explained staff will prepare for council consideration an assessment schedule that ramps over a period of time and staff will review if there would be any precedent setting concerns for having similar considerations on other projects. Mr. Welch explained the council would need to order the improvement and approve plans and direct bids by June 18th to keep the project on schedule. Consensus of the council was to push this item to the June 18th council meeting to allow for further discussion at the June 4th work session. Public Works Director Walter will contact David Quisberg and inquire about his position on the project. Mr. Quisberg needs to sign the easement agreement to complete the project. City Administrator Chapulis explained Mr. Quisberg was mailed a notice of the improvement hearing. CLOSE PUBLIC HEARING Mayor Olson closed the public hearing at 6:40 p.m. NEXT STEPS 5/20/2024 City Council Special Meeting Minutes Page 3 The council will discuss the additional information gathered by staff at the June 4th work session. ADJOURN MOTION by Council Member Tabatt, seconded by Council Member Phillips to adjourn at 6:43 p.m. Motion carried unanimously. Approved by: Respectfully submitted, _____________________________ Darrel Olson Kelly Steele Mayor Assistant City Administrator