Utilities Commission

UTILITIES COMMISSION MINUTES Wednesday, January 03, 2024 at 5:30 PM Baxter City Hall, 13190 Memorywood Drive, Baxter, MN “A Growing Community” CALL TO ORDER The regular meeting of the Baxter Utilities Commission was called to order at 5:30 p.m. by Chairman Yliniemi. ROLL CALL Members Present: Commissioners Jack Christofferson, Douglas Stenberg, Chairman Rock Yliniemi, and Council Liaison Mark Cross. Members Absent: Commissioner John Brenny. Staff Present: Public Works Director/City Engineer Trevor Walter, Assistant City Engineer Trevor Thompson, and Administrative Assistant Mary Haugen. Other Present: Marcus Yliniemi, Bolton & Menk Consulting Engineer Bryan Drown, SEH Consulting Engineers Alex Voit, Neil Heinonen and Scott Hedlund, and Widseth Consulting Engineer Alex Bitter. CONSENT AGENDA 1. Approve the Utilities Commission Minutes from December 6, 2023 MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Utilities Commission Minutes from December 6, 2023. Motion carried unanimously. BUSINESS ITEMS 2. Pavement Preservation – Biobased Sealant Paves the Way to the Future Assistant City Engineer Thompson reviewed the biobased sealant that is currently being used throughout Minnesota and extensively in Hutchinson, MN and in the parking lots of the Mayo Clinic in Rochester, MN. Replay biobased sealant is environmentally friendly, uses one application every three to five years and cures in 15 to 30 minutes on new roads. Chairman Yliniemi inquired if there was cost savings in using this sealant. Mr. Thompson stated the cost is approximately $3.00 per square yard compared to the $6.50 per square yard of Micro Surfacing. Commissioner Christofferson inquired is restriping roadways would be required after the sealant is applied. Mr. Thompson stated the application is clear and no restriping would be necessary. Public Works Director/City Engineer Walter stated the City had the sealant applied in two areas in the City Hall parking lot. It appears to be a cost-effective product and consideration of a pilot project for further testing should be considered. Chairman Yliniemi requested staff contact the City of Hutchinson for further information. Consensus of the commission was to look at RePlay sealant to extend the life of bituminous in order to be fiscally responsible. 1/3/2024 Utilities Commission Minutes Page 2 3. Approve Plans and Specifications and Authorize Advertisement for Bids for 2023 Micro Surfacing Project Bolton & Menk Consulting Engineer Drown gave a brief review of the plans & specifications for the 2023 Micro Surfacing Project and inquired if anyone had any questions or comments to be incorporated into the plans. The commission had no questions or comments. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve Plans and Specifications and Authorize Advertisement for Bids for 2023 Micro Surfacing Project. Motion carried unanimously. 4. Approve the SEH Supplemental Letter Agreement for the Evergreen Drive/Douglas Fir Drive Traffic Impact Study in the Not to Exceed Amount of $13,900.00 SEH Consulting Engineer Hedlund informed the commission that City staff had requested a proposal to complete a traffic impact study to update a corridor completed in 2022. A developer is looking at purchasing a portion of the City property on Evergreen Drive and needs to know the estimated costs and impacts. This study will look at the impact in the short and long term of the proposed development along Evergreen Drive and Douglas Fir Drive. The report will be used to determine estimated project costs and assessments for the project. Public Works Director/City Engineer Walter had no concerns with the proposal and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the SEH Supplemental Letter Agreement for the Evergreen Drive/Douglas Fir Drive Traffic Impact Study in the Not to Exceed Amount of $13,900.00. Motion carried unanimously. 5. Approve the SEH Supplemental Letter Agreement to update the Novotny Road Traffic Impact Study in the Not to Exceed Amount of $12,100.00 SEH Consulting Engineer Hedlund informed the commission that City staff requested a proposal for complete a traffic impact analysis for a proposed gas station and convenience store on Novotny Road. In 2022, a traffic impact study was completed for a proposed apartment building along Novotny Road. This study will build on that study’s findings and analyze the impacts of a proposed gas station. The study will analyze intersections along TH 371 and Edgewood Drive at Novotny Road, Pine Beach Road, and Woida Road. The report will be used to determine estimated project costs and assessments for the project. Public Works Director/City Engineer Walter had no concerns with the proposal and recommended approval. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the SEH Supplemental Letter Agreement to update the Novotny Road Traffic Impact Study in the Not to Exceed Amount of $12,100.00. Motion carried unanimously. 6. 2023 Commercial and Residential Full Depth Reclamation and Quiet Zone Improvements Project Monthly Update There was no new information or questions from the commission or the public. 1/3/2024 Utilities Commission Minutes Page 3 7. Approve the Anderson Brothers Construction Partial Pay Estimate No. 6 in the amount of $98,477.80 for the 2023 Commercial and Residential Full Depth Reclamation and Quiet Zone Improvements Project SEH Consulting Engineer Voit reviewed Partial Pay Estimate No. 6 in the amount of $98,477.80 for the 2023 Commercial and Residential Full Depth Reclamation and Quiet Zone Improvements Project. Partial Pay Estimate No. 6 is for reducing retainage on the project from 5% to 2%. Mr. Voit has no concerns with Partial Pay Estimate No. 6 and recommends approval. Public Works Director/City Engineer Walter inquired if all 2023 quantities have been settled with the contractor. Mr. Voit stated the contractor has been notified for all final quantities, but SEH has not received any information yet. SEH Consulting Engineer Hedlund stated that SEH staff will contact the contractor tomorrow for any remaining quantities. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the Anderson Brothers Construction Partial Pay Estimate No. 6 in the amount of $98,477.80 for the 2023 Commercial and Residential Full Depth Reclamation and Quiet Zone Improvements Project. Motion carried unanimously. 8. 2024 South Forestview Improvements Project Monthly Update There was no new information or questions from the commission or the public. 9. Adopt Resolution No. 2024-XXX Approving Plans and Specifications and Ordering Advertisement for Bids for the 2024 South Forestview Improvements Project, Municipal Project No. 4138 SEH Consulting Engineer Heinonen reviewed the plans & specification for the 2024 South Forestview Improvements Project and inquired if anyone had any questions or comments to be incorporated into the plans. Mr. Heinonen noted that the original budget was 8.9 million; however, with the requirement of the additional lift station and the addition of the watermain crossing of TH 371 the new budget is 9.7 million. Public Works Director/City Engineer Walter stated the TH 371 directional drill and jacking could be bid as an alternate to meet the original budget number. Consensus of the commission was to bid the TH 371 directional drill and jacking as an Alternate. Mr. Heinonen stated the watermain crossing is all city cost and will not change the assessments. Commissioner Christofferson had the following comments on the plans:  Page 1: Two spelling errors were noted on commission and liaison. Addition of Public Works Director/City Engineer and Assistant City Engineer.  Page 4: Lift Station No. 25 and Lift Station No. 26 size is not consistent.  Page 123: The arrow on the hatch cover for Lift Station No. 25 needs to be pointed away from the hatch hinge.  Page 126: The arrow on the hatch cover for Lift Station No. 26 needs to be pointed away from the hatch hinge. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to adopt Resolution No. 2024-XXX approving Plans and Specifications and Ordering Advertisement for Bids for the 2024 South Forestview Improvements Project, Municipal Project No. 4138. Motion carried unanimously. 1/3/2024 Utilities Commission Minutes Page 4 10. Approve the Advanced Engineering Agreement for Lift Station No. 25 SCADA Monitoring in the Not to Exceed Amount of $14,780.00 Public Works Director/City Engineer Walter informed the commission that Advanced Engineering provides programming and integration for the City telemetry and Scada systems. Mr. Walter had no concerns and recommended approval of the agreement. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the Advanced Engineering Agreement for Lift Station No. 25 SCADA Monitoring in the Not to Exceed Amount of $14,780.00. Motion carried unanimously. 11. Approve the Advanced Engineering Agreement for Lift Station No. 26 SCADA Monitoring in the Not to Exceed Amount of $14,780.00 Public Works Director/City Engineer Walter informed the commission that Advanced Engineering provides programming and integration for the City telemetry and Scada systems. Mr. Walter had no concerns and recommended approval of the agreement. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the Advanced Engineering Agreement for Lift Station No. 26 SCADA Monitoring in the Not to Exceed Amount of $14,780.00. Motion carried unanimously. 12. Approve the Quality Flow Systems, Inc. Proposal for Lift Station No. 25 Control Panel, Pumps, Hatches and Accessories in the amount of $57,400.00 related to 2024 South Forestview Improvements Project SEH Consulting Engineer Heinonen informed the commission that Lift Station No. 25 will be located along River Vista Drive. Mr. Heinonen stated the feasibility report identified one lift station for the project. During final design, it was determined that a second lift station would be needed for the project to minimize excess depth of sanitary sewer mains. Public Works Director/City Engineer Walter informed the commission this is a proprietary system that is on all lift stations, which is why there is only one quote being submitted to the commission. Mr. Walter has no concerns with the proposal and recommends approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Quality Flow Systems, Inc. Proposal for Lift Station No. 25 Control Panel, Pumps, Hatches and Accessories in the amount of $57,400.00 related to 2024 South Forestview Improvements Project. Motion carried unanimously. 13. Approve the Quality Flow Systems, Inc. Proposal for Lift Station No. 26 Control Panel, Pumps, Hatches and Accessories in the amount of $58,400.00 related to 2024 South Forestview Improvements Project SEH Consulting Engineer Heinonen informed the commission that Lift Station No. 26 will be located on Riverwood Road near Riverview Park. Mr. Heinonen stated the feasibility report identified one lift station for the project. During final design, it was determined that a second lift station would be needed for the project to minimize excess depth of sanitary sewer mains. 1/3/2024 Utilities Commission Minutes Page 5 Public Works Director/City Engineer Walter informed the commission this is a proprietary system that is on all lift stations, which is why there is only one quote being submitted to the commission. Mr. Walter has no concerns with the proposal and recommends approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Quality Flow Systems, Inc. Proposal for Lift Station No. 26 Control Panel, Pumps, Hatches and Accessories in the amount of $58,400.00 related to 2024 South Forestview Improvements Project. Motion carried unanimously. 14. Approve Payment for the Remaining Portion of Invoice No. 34772 from Shawn Fletcher Trucking, Inc. in the Amount of $2,518.00 for Winter Tree Clearing Related to the 2024 South Forestview Improvements Project SEH Consulting Engineer Heinonen informed the commission that the tree clearing work has been completed and the remaining portion of the invoice can be released. Mr. Heinonen had no concerns and recommended approval. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve payment for the remaining portion of Invoice No. 34772 from Shawn Fletcher Trucking, Inc. in the amount of $2,518.00 for Winter Tree Clearing related to the 2024 South Forestview Improvements Project. Motion carried unanimously. 15. Adopt Resolution 2024-xxx Restricting Parking along Forestview Drive from 150 Feet South of Parkview Circle to the North Intersection of River Vista Drive SEH Consulting Engineer Heinonen stated the improvements consist of a 5-foot bike lane on the paved shoulders and does not provide for parking on either side of the street. The parking restrictions will match the parking restrictions from the 2020 North Forestview Improvements Project. Public Works Director/City Engineer Walter stated the funding for the signage and striping was included with the 2024 South Forestview Improvements Project. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to adopt Resolution 2024-xxx Restricting Parking along Forestview Drive from 150 Feet South of Parkview Circle to the North Intersection of River Vista Drive. Motion carried unanimously. 16. Adopt Resolution 2024-xxx Restricting Parking along Maryland Road from 490 Feet west of Forestview Drive to Forestview Drive SEH Consulting Engineer Heinonen stated the stated the improvements consist of a 5-foot bike lane on the paved shoulders and does not provide for parking on either side of the street. The parking restriction will match the parking restrictions from the 2020 North Forestview Improvements Project. Public Works Director/City Engineer Walter stated the funding for the signage and striping was included with the 2024 South Forestview Improvements Project. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to adopt resolution 2024-xxx Restricting Parking along Maryland Road from 490 Feet west of Forestview Drive to Forestview Drive. Motion carried unanimously. 1/3/2024 Utilities Commission Minutes Page 6 17. Approve the Widseth Agreement for Professional Engineering Services for the 20-Year Public Works Facility Assessment and Budgetary Cost Estimate in the Not to Exceed Amount of $22,500.00 Widseth Consulting Engineer Bitter gave a brief review of the 20-Year Public Works Facility Assessment and Budgetary Cost Estimate. Public Works Director/City Engineer Walter stated the report will look at the existing storage/heated storage, parking stalls necessary for the number of employees. This is a budgeted expense in the 2024 Public Works Department operational budget. Facility Assessment & Budgetary Cost Estimate Widseth will conduct a review of the existing property and buildings to investigate the following conditions: Property bounds and features. Site Plan and features Outbuildings. Main building envelope, interior, and systems. Building code and life safety deficiencies. Structural review of the support, framing, and roof systems. Heating, ventilating and air conditioning. Water & Plumbing systems. Electrical systems. 20-year Public Works Preliminary Design Report Widseth architects and engineers will work with city staff to establish a schematic design level master plan that reflects the current and future needs of the City of Baxter. This design exercise will provide the City with a schematic design level master site plan showing primary features, new structures, and additions. This exercise will identify the following: Programming • Quantify projected number of staff necessary for each department to operate. • Quantify projected space required for each department. • Identify projected support spaces for specific departments and that can be shared by multiple departments. Site Plan • Identify footprint locations of primary features. • Identify new buildings and building additions. Summary of Projections • Provide a summary list of programming and site features identified above. Deliverables: Widseth will deliver a single report comprised of two primary components: Facility Assessment & Budgetary Cost Estimate + 20-year Public Works Preliminary Design Report. These reports will contain the following: • Written report, including a photographic inventory, describing the condition of various systems and identify deficiencies observed. • Cost estimates for the cost of corrections, and recommended priorities. • Schematic design level site plan showing primary features, new structures, and additions. • Project Narrative: Describe general details of project: Arrangement, Size, Height, Durable Materials Overview, Review of Existing Electrical/Mechanical/Plumbing Systems for Capacity 1/3/2024 Utilities Commission Minutes Page 7 + Summary of Projected New Equipment, Vehicles, & Systems. • Year 2024 budgetary cost estimates for the 20-year Public Works Preliminary Design. Scope of work not included in this proposal but can be added later if requested: • Architectural floor plans, sections, or elevations. • Engineer drawings. • Interior Design. • Furniture, Fixtures, and Equipment design (FFE). • Design Development / Construction Documentation / Bidding + Procurement / Construction administration. • Permit Documents / Permitting: examples of permits that will be required from state and local government. Widseth proposes to perform the services described above on an hourly basis for the Not to Exceed Amount of $22,500.00. Public Works Director/City Engineer Walter had no concerns and recommended approval of the agreement. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Widseth Agreement for Professional Engineering Services for the 20-Year Public Works Facility Assessment and Budgetary Cost Estimate in the Not to Exceed Amount of $22,500.00. Motion carried unanimously. 18. Approve the Widseth Agreement for Professional Engineering Services for the 2025 Mill & Overlay, Full Depth Reclamation and Reconstruction Improvements Feasibility Report in the Not to Exceed Amount of $15,000.00 Widseth Consulting Engineer Bitter reviewed the proposal to prepare a feasibility report for the 2025 Mill & Overlay, Full Depth Reclamation and Reconstruction Improvements Project. The project includes the street rehabilitation and reconstruction as outlined in the Pavement Management Plan and Capital Improvements Plan. Roads included in the project and the recommended rehabilitation action are as follows: Residential Mill & Overlay • Jasperwood Drive (South of Mapleton Road) • Joneswood Circle • Joneswood Drive • Joshua Tree Circle • Joshua Tree Drive • Knotty Pine Drive • Marble Road (West of Jasperwood Drive) • Oakdale Road • Ottertail Circle • Paris Road • Perch Lake Drive Commercial Full Depth Reclamation • Audubon Way • Edgewood Drive (North of Novotny Road) • Lake Forest Road Reconstruction 1/3/2024 Utilities Commission Minutes Page 8 • Cedar Scenic Road (West of Red Sequoia Drive) Feasibility Report Widseth proposes to complete a Feasibility Report meeting the requirements of the Minnesota Chapter 429 assessment process. Specific items included with this proposal are: • Research of existing project records, documents, and reports. • Review draft report with City staff. • Modify the report based on staff comments. • Review report with Utilities Commission and City Council. • Prepare and submit final letter report based on City review comments. • Estimate project costs and assessments based on the current City assessment policy. • Prepare a draft feasibility report summarizing the findings of the study. Widseth proposes to perform the services described above on an hourly basis for the Not to Exceed Amount of $15,000.00. Public Works Director/City Engineer Walter had no concerns and recommended approval of the agreement. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the Widseth Agreement for Professional Engineering Services for the 2025 Mill & Overlay, Full Depth Reclamation and Reconstruction Improvements Feasibility Report in the Not to Exceed Amount of $15,000.00. Motion carried unanimously. 19. Approve the Widseth Agreement for Professional Engineering Services for the 2026 Mill & Overlay and Full Depth Reclamation Improvements Feasibility Report in the Not to Exceed Amount of $15,000.00 Widseth Consulting Engineer Bitter reviewed the proposal to prepare a Feasibility Report for the 2026 Mill & Overlay and Full Depth Reclamation Improvements Project. The project includes the street rehabilitation and reconstruction as outlined in the Pavement Management Plan and Capital Improvements Plan. Roads included in the project and the recommended rehabilitation action are as follows: Residential Mill & Overlay • Cherrywood Drive (Excelsior Road to Inglewood Drive) • Excelsior Road (Cherrywood Drive to Inglewood Drive) • Park Street • Timberlane Drive • Woodland Road Residential Full Depth Reclamation • Berrywood Drive • Hinckley Court • Red Pine Circle Commercial Full Depth Reclamation • Dogwood Drive (South of College Road) • Douglas Fir Drive (South of College Road) • Evergreen Drive (Highland Scenic Road to 1,400’ south of Hastings Road) • Hastings Road (East of Evergreen Drive) • Hinckley Road 1/3/2024 Utilities Commission Minutes Page 9 Feasibility Report Widseth proposes to complete a Feasibility Report meeting the requirements of the Minnesota Chapter 429 assessment process. Specific items included with this proposal are: • Research of existing project records, documents, and reports. • Estimate project costs and assessments based on the current City assessment policy. • Prepare a draft feasibility report summarizing the findings of the study. • Review draft report with City staff. • Modify the report based on staff comments. • Review report with Utilities Commission and City Council. • Prepare and submit final letter report based on City review comments. Widseth proposes to perform the services described above on an hourly basis for the Not to Exceed Amount of $15,000.00. Public Works Director/City Engineer Walter had no concerns and recommended approval of the agreement. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Widseth Agreement for Professional Engineering Services for the 2026 Mill & Overlay and Full Depth Reclamation Improvements Feasibility Report in the Not to Exceed Amount of $15,000.00. Motion carried unanimously. 20. Approve the Widseth Agreement for Professional Engineering Services for the 2026 North Lynndale Area Improvements Feasibility Report in the Not to Exceed Amount of $15,000.00 Widseth Consulting Engineer Bitter reviewed the proposal to prepare a feasibility report for the North Lynndale Area Improvements project. Proposed improvements include gravity sanitary sewer, water distribution and rural roadway reconstruction along Lynndale Drive from Clearwater Road to Lynndale Lane and Lynndale Lane from Lynndale Drive to Woida Road. This report will build on prior completed work to determine estimated project costs and assessments for the project based on current practice. The report will be suitable for use in a future Minnesota Chapter 429 assessment project. Based on our understanding of the project, WiDSETH offers the following scope of services: Feasibility Report Widseth proposes to complete a Feasibility Report meeting the requirements of the Minnesota Chapter 429 assessment process for the project areas described above. Specific items included with this proposal are: • Research of existing project records, documents, and reports. • Proposed sanitary sewer, water, storm sewer and roadway exhibits. • Estimate project costs and assessments based on the current City assessment policy. • Prepare a feasibility report summarizing the findings of the study. • Review of preliminary report with City staff, Utilities Commission and Council. • Prepare and submit final report based on City review comments. Widseth proposes to perform the services described above on an hourly basis for the Not to Exceed Amount of $15,000.00. Public Works Director/City Engineer Walter had no concerns and recommended approval of the agreement. 1/3/2024 Utilities Commission Minutes Page 10 MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Widseth Agreement for Professional Engineering Services for the 2026 North Lynndale Area Improvements Feasibility Report in the Not to Exceed Amount of $15,000.00. Motion carried unanimously. 21. Bob Sullivan Storage Project – Intersection of CSAH 77 and Inglewood Drive Public Works Director/City Engineer Walter informed the commission that at the City Council Work session held on January 2, 2024 it was the City Council’s consensus to move forward with the feasibility report with the information requested by the developer. WiDSETH was requested to bring a contract to the January 16, 2024, City Council meeting for completing the feasibility report. INFORMATIONAL ITEMS 22. 2022 Full Depth Reclamation and Reconstruction Improvements Project Monthly Update There was no new information or questions from the commission or the public. 23. 2022 Trunk Highway 210 & Inglewood Drive Railway Crossing Improvements Project Update, Municipal Project No.: 4121 There was no new information or questions from the commission or the public. 24. 2023 Cypress Drive and Douglas Fir Drive Improvements Project Monthly Update There was no new information or questions from the commission or the public. 25. 2023 Knollwood Drive Improvements Project Monthly Update There was no new information or questions from the commission or the public. 26. 2023 Novotny Road Improvements Project Monthly Update There was no new information or questions from the commission or the public. 27. 2023 Stormwater Program Monthly Update There was no new information or questions from the commission or the public. 28. 2024 Design Road & TH 371 Stormwater Improvements Project Monthly Update There was no new information or questions from the commission or the public. 29. 2024 Evergreen Drive Improvements and Southeast Baxter Stormwater Overflow Improvements Project Monthly Update There was no new information or questions from the commission or the public. 30. 2024 Mill & Overlay and Full Depth Reclamation Improvements Project Monthly Update There was no new information or questions from the commission or the public. 1/3/2024 Utilities Commission Minutes Page 11 31. Anderson Brothers Pit Information & Associated Cost for 2024 There was no new information or questions from the commission or the public. 32. Eagle Drive Area Improvements Project Monthly Update There was no new information or questions from the commission or the public. 33. Holiday Station Store Contamination Project Monthly Update There was no new information or questions from the commission or the public. 34. Inglewood Drive to Garrett Lane Stormwater Outlet Study Project Monthly Update There was no new information or questions from the commission or the public. 35. Lift Station No. 13 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 36. Lift Station No. 15 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 37. Minnesota’s 2024 – 2027 State Transportation Improvement Program There was no new information or questions from the commission or the public. 38. TH 210 Street Lighting Improvements Project Monthly Update There was no new information or questions from the commission or the public. 39. Wastewater Treatment Plant Charges for November 2023 There was no new information or questions from the commission or the public. 40. Wellhead Protection Plan Part II Project Monthly Update There was no new information or questions from the commission or the public. ADJOURN MOTION made by Commissioner Stenberg, seconded by Commissioner Christofferson to adjourn at 7:15 p.m. Motion carried unanimously. Approved by: Respectfully Submitted, _____________________________ _____________________________ Rock Yliniemi Mary Haugen Chairman Administrative Assistant 1/3/2024 Utilities Commission Minutes Page 12