Utilities Commission

UTILITIES COMMISSION MINUTES Wednesday, September 04, 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 5:36 p.m. by Chairman Rock Yliniemi. ROLL CALL Members Present: Commissioner Douglas Stenberg, Jack Christofferson, John Brenny, Chairman Rock Yliniemi, and Council Liaison Mark Cross. Members Absent: None. Staff Present: Public Works Director/City Engineer Trevor Walter, Assistant City Engineer Trevor Thompson, and Administrative Assistant Dani Steininger. Other Present: Bolton & Menk Consulting Engineer Bryan Drown, SEH Consulting Engineers Scott Hedlund, Alex Voit, Jeff Ledin, SEH Consulting Senior Hydrogeologist Melanie Niday, WiDSETH Consulting Engineers Alex Bitter, Aric Welch. CONSENT AGENDA 1. Accept the Utilities Commission Minutes from August 8, 2024 MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Utilities Commission minutes from August 8, 2024. Motion carried unanimously. BUSINESS ITEMS 2. Accept the Lofts at Novotny Municipal Improvements as Outlined in the Development Agreement Assistant City Engineer Thompson reviewed the Municipal Improvements as per the developer agreement. The contractor submitted a performance bond with the project which will be converted to a warranty bond for the warranty period. The developer has submitted as-builts which are currently being reviewed by staff. Mr. Thompson has no concerns with the loft at Novotny and recommends approval. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to accept the Lofts at Novotny Municipal Improvements as Outlined in the Development Agreement. Motion carried unanimously. 3. 2024 Micro Surfacing Project Update There was no new information or questions from the commission or the public. 9/4/2024 Utilities Commission Minutes Page 2 4. Approve the ASTECH Partial Pay Estimate No. 1 in the amount of $492,129.64 for the 2024 Micro Surfacing Project Bolten & Menk Consulting Engineer Drown reviewed ASTECH Partial Pay Estimate No. 1 in the amount of $492,129.64 for the 2024 Micro Surfacing Project. The contractor has earned $518,031.20 to date, which represents 86% of the contract’s value. The payment includes the cost of unit price work completed through August 21, 2024. In accordance with the agreement the amount retained is 5%. The 5% retainage equals $25,901.56, which results in a payment of $492,129.64. Mr. Drown noted that the striping, structure adjustments, and a portion of the shouldering was completed in the final week of August. One item to be completed is the thermos plastic ground-in striping in front of the Baxter Warrior Early Learning Center. The striping contractor was out of this material at the time. Currently, it is striped with white latex paint. ASTECH does not have an exact date as to when the striping will be completed. Public Works Director/City Engineer Walter informed Mr. Drown of a few complaints regarding the project.  Traffic control signage needs to be picked up from the northwest corner of Fairview Road and Maplewood Drive. The complainant is concerned about the health of the grass and that it may need reseeding.  The shoulder on Fairview Road needs to be tack coated since it is too loose. Mr. Drown made note of these complaints. MOTION by Commissioner Brenny, seconded by Commissioner Stenberg to approve the ASTECH Partial Pay Estimate No. 1 in the amount of $492,129.64 for the 2024 Micro Surfacing Project. Motion carried unanimously. 5. 2024 South Forestview Improvements Project Monthly Update SEH Consulting Engineer Hedlund reported that they are planning to pave the last section of non-wear course on September 6th and 7th. Public Works Director/City Engineer Walter added that the completion date is expected to be October 31st. 6. Approve the RL Larson Excavating, Inc. Change Order No. 5 in the increased amount of $25,130.23 for the 2024 South Forestview Improvements Project, Municipal Project No. 4138 SEH Consulting Engineer Hedlund reviewed the RL Larson Excavating Change Order No. 5 in the increased amount of $25,130.23 for the 2024 South Forestview Improvements Project. Change Order No. 5 addresses the following items: Part 1: During construction, the city requested special construction signs to assist with construction staging and detour routing. Advisory 15 mph speed limit signs were added along the future trail detour route for safety. Special address signage was added to assist with navigating residents and emergency 9/4/2024 Utilities Commission Minutes Page 3 services. The item below reflects costs is for providing and installing the requested special signage. There is no bid item for this work. Part 2: Fencing and gate site plans were modified at the south terminus of Forestview Drive from the initial design. After review by the Engineer and Owner, the existing gate was found to be in good working condition and salvaging of this fixture was feasible. Pricing was requested from the Contractor to salvage and reinstall the existing gate in lieu of new installation. An item was added for salvaging and reinstalling an existing gate, and an item was adjusted to reduce quantity of new gate construction. Part 3: Water main plans were modified along Forestview Drive from the initial design to accommodate the recently approved Tom Andrew’s Development. Three hydrants located on Forestview Drive between Stations 11+40 and 21+00 LT required adjustment in the field to meet the new lot corners. The Engineer requested the hydrant locations be adjusted after installation of the hydrants. The additional work required to complete this relocation is included in the bid item below. Part 4: During construction, grading modifications were requested by the City adjacent to a recently installed water service located on Forestview Drive at approximately Station 0+75 RT, near the trail parking area. This necessitated adjustment of the water service to match the modified grading. The additional crew time required to complete the adjustment is included in the bid item below. Part 5: The plans call for a non-typical installation of the hydrant lead on Forestview Drive at approximately Station 37+40 RT due to unique existing topography. During installation it was discovered that further field adjustment was necessary to meet minimum cover requirements than originally anticipated. The additional crew time required to complete the adjustments is reflected in the bid item below. Part 6: City staff requested that the sanitary sewer plans be modified along Forestview Drive from the initial design. Discussions with the property owner at 11686 Forestview Drive and the private contractor making service connections to the home led to further review of the sanitary sewer layout. City staff recommended modifications to the layout of sanitary sewer system to achieve adequate service to this property. Pricing was requested from the Contractor to provide one additional manhole structure and complete installation of sanitary sewer pipe at a depth greater than original design. The extra work required to complete installation of sanitary sewer at an increased depth and delivery of an additional sanitary sewer manhole structure is included in the bid items below. The new manhole structure is being paid with existing unit prices (not included below). MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the RL Larson Excavating, Inc. Change Order No. 5 in the increased amount of $25,130.23 for the 2024 South Forestview Improvements Project, Municipal Project No. 4138. Motion carried unanimously. 7. Approve RL Larson Excavating, Inc Partial Pay Estimate No. 5 in the amount of $814,631.37 for the 2024 South Forestview Area Improvements Project, Municipal Project No. 4138 SEH Consulting Engineer Hedlund reviewed the RL Larson Excavating Partial Pay Estimate No. 5 in the amount of $814,631.37 for the 2024 South Forestview Improvements Project. Partial Pay Estimate No. 5 is for work completed through August 16, 2024. The work included with this payment is for excavation, embankment, roadway and driveway paving, turf establishment, and utility construction items. Mr. Hedlund had no concerns with the Partial Pay Estimate No. 5 and recommends approval. 9/4/2024 Utilities Commission Minutes Page 4 MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the RL Larson Excavating, Inc. Partial Pay Estimate No. 5 in the amount of $814,631.37 for the 2024 South Forestview Area Improvements Project. Motion carried unanimously. 8. 2023 Commercial and Residential Full Depth Reclamation and Quiet Zone Improvements Project Monthly Update SEH Consulting Engineer Voit gave an update on two items regarding the project schedule:  24” lining segment is scheduled to be completed September 9th.  The quiet zone modification in the next agenda item is scheduled to start September 9th as well. 9. Approve the Anderson Brothers Construction Change Order No. 9 in the increased amount of $36,330.11 for the 2023 Commercial and Residential Full Depth Reclamation and Quiet Zone Improvements Project SEH Consulting Engineer Voit reviewed the Anderson Brothers Construction Change Order No. 9 in the increased amount of $36,330.11 for the 2023 Commercial and Residential Full Depth Reclamation and Quiet Zone Improvements Project. Change Order No. 9 consists of the following items: Part 1: The Federal Railroad Administration (FRA) notified the City of Baxter on July 8, 2024, of additional deficiencies at Timberwood Drive, Elder Drive, and the snowmobile/ATV trail between TH 210 and the railroad tracks that need to be addressed prior to establishment of the Quiet Zone. To address these issues raised medians and additional striped vertical panels will need to be installed on Timberwood Drive and Elder Drive. Snowmobile / ATV trail signage will be added to Timberwood Drive, CSAH 48 / Highland Scenic Road, Inglewood Drive, Elder Drive and TH 371. Mr. Voit has no concerns with this change order and recommends approval. Commissioner Christofferson asked Mr. Voit if this is going to be the last change order request for more funds. Mr. Voit stated he is hoping so. SEH has not had success in getting answers from the FRA if the items being take care of will be the final list of items to complete or not. Public Works Director/City Engineer Walter added that the FRA could come with a whole new list of items after the next inspection. Mr. Walter then went on to question Mr. Voit about what the process is next. Mr. Voit said SEH will issue another notice of establishment, then the FRA will have 21 days to come inspect the site and submit more comments if needed. It has been a frustrating process. Mr. Walter inquired what is going to be done about engineering fees as there are no more available for this project and if SEH will pay for the costs. SEH Consulting Engineer Hedlund confirmed that SEH will take care of the extra costs not in the budget. There will likely be a budget amendment with the next pay application, SEH is tracking to be a couple thousand dollars over budget. There are no contingences left on the job. Mr. Voit and Mr. Hedlund explained that in the last budget amendment $30,000 was estimated. The total came out to $36,000.00. SEH did put an extra $5,000 set aside for the FDR portion. Mr. Hedlund and Mr. Voit said the final amount will be close to the final estimated cost. 9/4/2024 Utilities Commission Minutes Page 5 Mr. Walter confirmed when the final pay estimate for Anderson Brothers comes there is going to be a budget amendment of some costs. MOTION by Commissioner Christofferson, seconded by Commissioner Brenny to approve the Anderson Brothers Construction Change Order No. 9 in the increased amount of $36,330.11 for the 2023 Commercial and Residential Full Depth Reclamation and Quiet Zone Improvements Project. Motion carried unanimously. 10. 2024 Preliminary Aquifer Evaluation Monthly Update SEH Consulting Senior Hydrogeologist Niday stated the Aquifer Evaluation has been completed and the next step will be to forward with an exploration of replacement wells in the existing well field. 11. Accept the 2024 Preliminary Aquifer Evaluation – New Wellfield Evaluation Report SEH Consulting Senior Hydrogeologist Niday reviewed the Preliminary Aquifer Evaluation for the New Wellfield Evaluation Report. The report recommended future exploration in four designated areas for a new water supply wellfield. For future budgeting purposes, future explorations would include up to eight (8) soil borings and the installation of four (4) observation wells. The cost estimate is based on costs of the 2024 exploration activities. Ms. Niday stated the estimated timeline will need to be completed in the next within 3 - 5 years. The cost is estimated at $250,000.00 in 2024 dollars. Public Works Director/City Engineer Walter stated the budget amount needs to be updated to reflect what the cost would be in 2027 dollars when it is presented to the City Council on September 17th. Chairman Rock Yliniemi asked what the advantage of the sonic boring is over the traditional boring. Ms. Niday stated sonic drilling cores a continuous straight, plumb hole through both hard and soft formations and pulls a full sample showing the different layers of soil as it sits in the ground, while traditional drilling mixes all the different layers together and requires water which creates a slurry. Sonic drilling gives a more accurate look at the well testing. Ms. Niday has no concerns with the 2024 Preliminary Aquifer Evaluation – New Wellfield Evaluation Report and recommends acceptance. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to accept the 2024 Preliminary Aquifer Evaluation – New Wellfield Evaluation Report. Motion carried unanimously. 12. Approve SEH Professional Services Contract in the Not to Exceed amount of $401,300.00 for the Water Supply Improvements – Wells 5 & 6 Project SEH Consulting Engineers Ledin and Hedlund reviewed the SEH Professional Services Contract in the Not to Exceed amount of $401,300.00 for the Water Supply Improvements – Wells 5 & 6 Project. Thein Well Company (Thein) to complete rehabilitation of Well Nos. 1R, 2R, 3R, and 4R in 2024 because the January 2024 annual inspection report indicated that all the city’s existing wells experienced a reduction in capacity throughout 2023, with Wells 2 and 3 experiencing the worst reduction. Well Nos. 2 & 3 were rehabilitated earlier this summer, and Well Nos. 1 & 4 are scheduled to be rehabilitated in September and October of this year. The well rehabilitation efforts have regained some 9/4/2024 Utilities Commission Minutes Page 6 pumping capacity, but not back to the pre-2023 conditions. For reference, the specific capacity of the wells has historically been in the 30-35 gpm/ft range. - Well No. 2: specific capacity increased from 19.8 gpm/ft up to 21 gpm/ft, or 6%. - Well No. 3: specific capacity increased from 12.9 gpm/ft up to 18 gpm/ft, or 40%. Due to the rehabilitation efforts not being able to restore the wells to their original condition, it is unlikely that the City will be able to meet future water demands without purchasing water from Brainerd if additional water supply capacity is not constructed. During this summer, the city has been supplementing our water supply by purchasing water from Brainerd while managing well flows and water levels at acceptable levels. The City’s seasonal water supply demand has exceeded the 2 million gallons per day the original wells were designed to pump, two new wells should have been drill and in operation prior to the current well situation. The SEH contract includes six (6) tasks to provide professional services associated with construction of two (2) additional water supply wells and watermain and electrical components necessary to connect them to the Water Treatment Plant. These tasks are further defined in the attached Supplemental Letter Agreement. 1. Permitting 2. Design 3. Bidding 4. Construction Contract Administration 5. Resident Project Representative (RPR) 6. Project Close Out Public Works Director/City Engineer Walter asked Mr. Ledin when it will be known if the new well sites, in combination with the existing wells, will be plausible to supply the water plant with enough water for the city. Mr. Ledin confirmed that more testing will be done at the end of September and once this is completed they will know if the proposed well locations will work by the middle of October. Mr. Walter asked for clarification that by the middle of October only the survey portion will be completed, and SEH will not start designing the wells until it is confirmed that the two new sites are the correct locations. Mr. Ledin confirmed. Mr. Walter continued by stating the panels should get designed and ordered to receive them by next summer or next fall. Mr. Hedlund added that three contracts will be publicly bid separately for this project. They are for well drilling, utilities and electrical (underground), and electrical (above ground). They will start this process as soon as possible to reduce the amount of water being purchased during this time. Council Liaison Cross asked Mr. Ledin and Mr. Hedlund if everything just discussed is included in the $401,300.00. Mr. Ledin confirmed. The goal is to bid everything early winter. Construction can start in the spring and drill early summer if possible. 9/4/2024 Utilities Commission Minutes Page 7 MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve SEH Professional Services Contract in the not to exceed amount of $401,300.00 for the Water Supply Improvements – Wells 5 & 6 Project. Motion carried unanimously. 13. 2024 Mill & Overlay and Full Depth Reclamation Improvements Project Monthly Update There was no new information or questions from the commission or the public. 14. Approve the Knife River Corporation – North Central Change Order No. 4 in the Increased Amount of $23,808.52 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project Number 4424 WiDSETH Consulting Engineer Bitter reviewed the Knife River Corporation – North Central Change Order No. 4 in the Increased Amount of $23,808.52 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project. Change Order No. 4 includes the following items: 1. At the start of the project, it was estimated that $50,000 could possibly be spent on irrigation sprinkler repair. This number has been exceeded as the contractor continues to make repairs on the system. The Change Order includes $2,870.00 over the original $50,000 allowance so far. Each month, as repairs are being made, WiDSETH will continue to update the budget with a change order. An estimated cost for additional sprinkler repair is taken into account for the remaining contingencies. 2. During construction, it was determined that a storm sewer structure needs to be relocated to better fit in the curb line. The storm sewer pipe connecting to this structure is HDPE. To minimize the potential leak in a HDPE joint, the city has elected to replace the HDPE pipe, and the storm sewer structures on both ends. The upstream structure was in the correct alignment of the curb however it is being replaced because it was constructed using blocks and mortar in the 1990’s, and these are very difficult to modify and seal. A breakdown of these costs can be found in the Change Order document. Mr. Bitter has no concerns with this change order and recommends approval. Public Works Director/City Engineer Walter asked Mr. Bitter if the project fees and engineering fees are being tracked and on schedule with the budget. Mr. Bitter that all of the fees are being tracked. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the Knife River Corporation – North Central Change Order No. 4 in the Increased Amount of $23,808.52 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project. Motion carried unanimously. 15. Approve the Knife River Corporation – North Central Partial Pay Estimate No. 4 in the amount of $1,031,588.54 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project Number 4424 WiDSETH Consulting Engineer Bitter reviewed the Knife River Corporation – North Central Partial Pay Estimate No. 4 in the amount of $1,031,588.54 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project. The Contractor has earned $2,284.690.78 to date which represents 58.0% contract value. In accordance with the agreement, 5% of the revised contract value ($196,926.02) is being retained which results in a total payment of $1,031,588.54. 9/4/2024 Utilities Commission Minutes Page 8 Mr. Bitter has no concerns with this partial pay estimate and recommends approval. Public Works Director/City Engineer Walter inquired if Mr. Bitter is tracking to be done at the end of September. Mr. Bitter said there are always possibilities of something to come up, but everything is currently on track. MOTION by Commissioner Christofferson, seconded by Commissioner Brenny to approve North Central Partial Pay Estimate No. 4 in the amount of $1,031,588.54 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project. Motion carried unanimously. 16. 2027 Fairview Road Extension Feasibility Report Project Monthly Update There was no new information or questions from the commission or the public. 17. Accept the 2027 Fairview Road Utility, Roadway and Trail Extension to Excelsior Road Feasibility Report and Update the Capital Improvements Plan WiDSETH Consulting Engineer Welch reviewed the 2027 Fairview Road Utility, Roadway and Trail Extension to Excelsior Road Feasibility Report and Update the Capital Improvements Plan. The report reviews existing conditions, proposes feasible improvements, estimates project costs, discusses project implementation, and presents conclusions and recommendations. The report will be utilized by City staff to update the CIP and review with affected property owners as needed. The report will also be presented to MnDOT District 3 Staff for review as their team evaluates local roadways that may be considered reliever routes when the Highway 210 and 371 – Baxter Interchange Project is being constructed. Commissioner Stenberg asked what will be done about the building that shows the road plans interfering with a building. Public Works Director/City Engineer Walter stated that it is an empty building that will be demolished. Public Works Director/City Engineer Walter pointed out to Mr. Welch that the plans need to be updated before going to City Council as the currently do not show the open space in the center median on Excelsior Road, on the north side of Frandsen Bank & Trust, to be closed and become a median as well. Mr. Welch said that portion is not in the cost estimate and will need to be added to the project plans and costs. Commissioner Christofferson asked what the construction years would be. Mr. Welch responded with 2025, 2026, or possibly 2027. Commissioner Stenberg asked if the 371 Highway Project will affect this project. Mr. Walter said the plans are not out yet for the 371 Highway Project. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to accept the 2027 Fairview Road Utility, Roadway and Trail Extension to Excelsior Road Feasibility Report and Update the Capital Improvements Plan. Motion carried unanimously. 18. Approve the WiDSETH Proposal for Professional Engineering Services in the Not to Exceed Amount of $7,500.00 for the Hydrant and Plastic Watermain Tee Review Report Update 9/4/2024 Utilities Commission Minutes Page 9 WiDSETH Consulting Engineer Welch reviewed the WiDSETH Proposal for Professional Engineering Services in the Not to Exceed Amount of $7,500.00 for the Hydrant and Plastic Watermain Tee Review Report Update. The hydrant report identified hydrants installed in 1977 and 1979. The City has experienced issues with rusting and deterioration of the cross arm in the bottom drain assembly on some of the older hydrants in town. A failed cross arm will not allow the valve at the bottom of the hydrant to properly seat and the hydrant will leak. Repairing the hydrant involves gutting and rebuilding the inside of the hydrant which has been completed by City staff or contractors on City projects since 2020. The plastic watermain tee report reviewed watermain installed prior to 1990. The City has experienced issues with slip joint plastic watermain tees installed during this period. History shows the plastic watermain tees are prone to leaking and catastrophic failure. The City has been including watermain tee replacements on City projects since 2019. Staff has requested updating and combining these two reports. The updated report will show which hydrants have been repaired or replaced and which tees have been replaced or verified as ductile iron. The report will also update the repair/replacement costs based on recent pricing information. This information will be used to budget and plan for proactive hydrant repairs and tee replacements on upcoming CIP street and utility projects. Public Works Director/City Engineer Walter told Mr. Welch to add the percentage of failures that we are finding and fixing for budgeting purposes. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the WiDSETH Proposal for Professional Engineering Services in the Not to Exceed Amount of $7,500.00 for the Hydrant and Plastic Watermain Tee Review Report Update. Motion carried unanimously. 19. Lift Station No. 15 Reconstruction Project Monthly Update WiDSETH Consulting Engineer Welch informed the commission that work is continuing on Lift Station No. 15, work in the valve pit has been completed. The lift station is operational except for the control panel. Mr. Welch hasn’t heard from Quality Flow Systems if the controller and radio had been replaced. They worked all day on Friday to get the lift station going but had communication problems. Public Works Director/City Engineer Walter recommended that Quality Flow reinstall the old controller and radio and put them back in the lift station. Quality Flow took the new controller and radio back to investigate the communication problem. Anderson Brothers is going to start on site work this week, with restoration to follow so the project can be closed out. 20. Approve the CCS Contracting, Inc. Partial Pay Estimate No. 1 in the amount of $58,520.00 for the Lift Station 15 Reconstruction Project WiDSETH Consulting Engineer Welch reviewed the CCS Contracting, Inc. Partial Pay Estimate No. 1 in the amount of $58,520.00 for the Lift Station 15 Reconstruction Project. The Contractor has earned $61,600.00 to date which represents 63.4% of the contract value. In accordance with the agreement, 5% of the amount earned to date ($3,080.00) is being retained which results in a payment of $58,520.00. The city budgeted $236,500 for this project. With expected change orders, total project cost is estimated to be $183,600 which is $52,900 below the 2024 budget. Mr. Welch has no concerns with Partial Pay Estimate No. 1 and recommends approval. 9/4/2024 Utilities Commission Minutes Page 10 MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the CCS Contracting, Inc. Partial Pay Estimate No. 1 in the amount of $58,520.00 for the Lift Station 15 Reconstruction Project. Motion carried unanimously. 21. Approve the WiDSETH Agreement for Professional Engineering Services in the Not to Exceed Amount of $6,000.00 for the 2026 Brentwood Circle Improvements Feasibility Report WiDSETH Consulting Engineer Welch reviewed the Agreement for Professional Engineering Services in the Not to Exceed Amount of $6,000.00 for the 2026 Brentwood Circle Improvements Feasibility Report. The proposed improvements include gravity sanitary sewer and rural roadway reconstruction. The improvements are scheduled for completion in the 2026 as part of the 2024 – 2033 Capital Improvements Plan. WiDSETH assisted the city with the original feasibility report that was completed in September of 2005. 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. Chair Yliniemi asked Mr. Welch why sewer was not installed originally. Public Works Director/City Engineer Walter explained that at the time only water was required. Commissioner Christofferson noted to Mr. Welch the cul-de-sac is in rough condition. Mr. Welch agreed; however, it doesn’t pay to do anything with the road until the sewer is installed. MOTION by Commissioner Brenny, seconded by Commissioner Stenberg to approve the WiDSETH Agreement for Professional Engineering Services in the Not to Exceed Amount of $6,000.00 for the 2026 Brentwood Circle Improvements Feasibility Report. Motion carried unanimously. 22. Approve the S & K Outdoor Services Three Year Agreement for Snow Removal Services Assistant City Engineer Trevor Thompson reviewed the history of past snowplow contracts and the struggle to obtain any quotes for contracted snow removal services. This year only one quote was received by the deadline from S & K Outdoor Services. Streets & Utilities Supervisor Berent reached out to eight (8) different contractors and couldn’t get any to quote on the first round, when the first round resulted in no quotes, he even reached out to more contractors as far as the St. Cloud area. S & K Outdoor Services has provided Crow Wing Township with snow removal services previously and have been making investments to grow their business in commercial plowing. Public Works Director/City Engineer Walter and Mr. Thompson had a meeting with Stan and Kenneth from S & K Outdoor Services to discuss expectations. It was discussed that the contractor does have the ability to increase their service price each year over this three-year contract, but S & K Outdoor Services felt confident in their pricing and their ability for snow removal. The city has past experiences with S & K Outdoor Services as they completed the contract mowing at our lift stations, storm water ponds, interconnect building, and the oil drop site. There is a clause in the contract that states if the services aren’t meeting expectations the city can cut ties after the first year. Currently there are eight (8) plow routes. City staff completes five (5) of these routes, three (3) are commercial and industrial routes. S & K Outdoor Services will provide snow removal services for the three (3) commercial and Industrial routes. Currently the city does not have the equipment to cover 9/4/2024 Utilities Commission Minutes Page 11 the three (3) routes the contractors complete. The City has more staff, but still not enough to have to take over all snow removal routes. The equipment S & K Outdoor Services will be using includes a grader with wing and two plow trucks to complete the snow removal. Mr. Thompson recommends approval of the S & K Outdoor Services Three Year Agreement for Snow Removal Services. Chair Yliniemi inquired if there is still a clause regarding an 80-hour minimum of contract hours to be paid out each year of the contract. Mr. Thompson confirmed that the clause is in this contact as well. MOTION by Commissioner Brenny, seconded by Commissioner Christofferson to approve the S & K Outdoor Services Three Year Agreement for Snow Removal Services. Motion carried unanimously. INFORMATIONAL ITEMS 23. 2022 Full Depth Reclamation and Reconstruction Improvements Project Monthly Update There was no new information or questions from the commission or the public. 24. 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. 25. 2023 Cypress Drive and Douglas Fir Drive Improvements Project Monthly Update There was no new information or questions from the commission or the public. 26. 2023 Knollwood Drive Improvements Project Monthly Update There was no new information or questions from the commission or the public. 27. 2023 Novotny Road Improvements Project Monthly Update There was no new information or questions from the commission or the public. 28. 2023 Whiskey Creek Pedestrian Bridge Inspection 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 Water System CAMP Monthly Update There was no new information or questions from the commission or the public. 31. 2024 Water System Hydraulic Model Update and Water System 20-Year Use Projections Project There was no new information or questions from the commission or the public. 9/4/2024 Utilities Commission Minutes Page 12 32. 2024 Well Rehabilitation Project Update There was no new information or questions from the commission or the public. 33. 2024 Well Replacement Exploration Monthly Project Update There was no new information or questions from the commission or the public. 34. 2025 Design Road & TH 371 Stormwater Improvements Project Monthly Update There was no new information or questions from the commission or the public. 35. 2025 Mill & Overlay, Full Depth Reclamation and Reconstruction Improvements Monthly Project Update, Municipal Project 4425 There was no new information or questions from the commission or the public. 36. 2026 Mill & Overlay, Full Depth Reclamation and Reconstruction Improvements Project Monthly Update There was no new information or questions from the commission or the public. 37. Baxter 20-Year Public Works Facility Assessment Project Monthly Update There was no new information or questions from the commission or the public. 38. Eagle Drive Area Improvements Project Monthly Update There was no new information or questions from the commission or the public. 39. Holiday Station Store Contamination Project Monthly Update There was no new information or questions from the commission or the public. 40. Inglewood Drive to Garrett Lane Stormwater Outlet Study Project Monthly Update There was no new information or questions from the commission or the public. 41. Oakwood Drive Improvements Project Feasibility Report Project Monthly Update There was no new information or questions from the commission or the public. 42. Wellhead Protection Plan Part II Project Monthly Update There was no new information or questions from the commission or the public. OTHER BUSINESS 43. Streets & Utilities Supervisor Resignation Streets & Utilities Supervisor Berent resigned from his position as the Streets & Utilities Supervisor. Mr. Berent had submitted his 30-day notice, and his last day is Friday September 13th with his lasting 9/4/2024 Utilities Commission Minutes Page 13 working day Wednesday, September 11th. City staff will post the advertisement to fill the position on Friday, September 6th. 44. Utilities Commissioner Term Limits City Administrator Bradley Chapulis reviewed the City of Baxter code that states commissioners have 3-year consecutive term limits. Mr. Chapulis would like the commissioners to return to this process as it states in the city code and there is currently already one vacancy on the Utilities Commission. These need to be staggered so we do not have more than 50% of the commission up for reappointment in any given year. If there are no applicants that want to be on the Utilities Commission the city code says current commissioners can serve until a new replacement is selected. When a commissioner reaches their term limit, they must have a hiatus for one year prior to applying for reappointment. Mr. Chapulis asked the commissioners for volunteers for what term limit that can be up for reappointment. Commissioner Stenberg asked if there is a document that will be available for reappointment and Mr. Chapulis confirmed and once their term expires there is the application for reappointment. Chair Yliniemi volunteered for a 1-year term. Commissioner Stenberg volunteered for a 2-year term. Commissioner Brenny volunteered for a 1-year term. Commissioner Christofferson volunteered for a 2-year term. Commissioner Brenny is exploring the idea of resigning from the Utilities Commission due to other business engagements. Mr. Chapulis thanked the commissioners for their time, dedication, and commitment to the Utilities Commission. ADJOURN MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to adjourn at 7:12 p.m. Motion carried unanimously. Approved by: Respectfully Submitted, _____________________________ _____________________________ Rock Yliniemi Dani Steininger Chairman Administrative Assistant