City Council Work Session

CITY COUNCIL WORK SESSION MINUTES Tuesday, March 19, 2024 at 6:15 PM Baxter City Hall, 13190 Memorywood Drive, Baxter, MN “A Growing Community” CALL TO ORDER Mayor Olson called the meeting to order at 6:15 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, Public Works Director Trevor Walter, Community Development Director Josh Doty, Finance Director Jeremy Vacinek, and Police Chief Jim Exsted were present. BUSINESS ITEMS 1. Whiskey Creek Stormwater Improvements Project Cost Memo Discussion Public Works Director Walter provided intro Bridget Osborn, with HR Green, reviewed costs for the Whiskey Creek Stormwater Improvements Project. Ms. Osborn summarized what has been previously approved and what is proposed to be approved during the regular council agenda. Ms. Osborn explained the cost timeline memo which included the city’s original contribution of $225,000 of the total planned budget of $1,193,050. The total pre-construction expected project cost was $1,441,612.64. After several change orders the total expected project cost has increased to $1,958,609.68 and the city’s contribution has increased to $951,388.24. Ms. Osborn explained HR Green is requesting Change Order No. 5 in the increased amount of $212,493.37 for adding pre-treatment basin riprap, additional seeding in the staging area, and additional dewatering and seeding costs in the fall. HR Green contract amendment in the amount of $14,410 for preparing change order No. 5 and additional construction administration. Ms. Osborn explained three quotes were received for the planting plan with the low bid being $106,142.30. The city and SWCD agreed to request a 3-year warranty. The low bidder would provide a 3-year warrant for an additional $13,200 for a total bid of $119,342.30. The council discussed concerns with the project cost doubling. The original project budget was established by HR Green in 2019 and the project was bid in 2023. The council expressed concerns about having to pay engineering firms to process change orders. Public Works Director Walter recommends the council approve the agenda items related to the Whiskey Creek Project so that the project can be completed and closed out. Afterwords, the council needs to discuss next steps. 3/19/2024 City Council Work Session Minutes Page 2 ADJOURN MOTION by Council Member Lyscio, seconded by Council Member Phillips to adjourn at 7:00 p.m. Motion carried unanimously. Approved by: Respectfully submitted, _____________________________ Darrel Olson Kelly Steele Mayor Assistant City Administrator