Utilities Commission

UTILITIES COMMISSION MINUTES Wednesday, December 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 5:30 p.m. by Chairman Rock Yliniemi. ROLL CALL Members Present: Commissioner Douglas Stenberg, Jack Christofferson, 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 Public Works Administrative Assistant Mary Haugen. Other Present: SEH Consulting Engineers Neil Heinonen, Alex Voit, Senior Water Engineer Kevin Young, & Senior Engineer Water Services Chad Katzenberger, and WiDSETH Consulting Engineer Alex Bitter. CONSENT AGENDA 1. Approve the Utilities Commission Minutes from November 7, 2024 MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Utilities Commission minutes from November 07, 2024. Motion carried unanimously. BUSINESS ITEMS 2. Recommend Planning and Zoning Commission Approve the Baxter Storage Preliminary and Final Plat Assistance City Engineer Thompson explained the developer that had initiated the conversation by submitting the petition to extend sanitary sewer and water to the corner of Inglewood Drive and CSAH 77 has submitted a preliminary and final plat to dedicate the easements over the water main and the sanitary sewer main. The plat includes combining three existing metes and bounds lots of records into one outlot. When the developer is ready to move forward with the development, the property will need to be re-platted. The plat includes the dedication of the additional 7-feet of right-of-way along Inglewood Drive to meet the 80-foot right-of-way requirement in the Baxter City Code. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to recommend the Planning and Zoning Commission approve the Baxter Storage Preliminary and Final Plat. Motion carried unanimously. 3. Approve the True North Controls Quote in the Not-to-Exceed Amount of $13,000 for Onsite Communication Controls 12/4/2024 Utilities Commission Minutes Page 2 Public Works Director/City Engineer Walter informed the commission that staff have been battling poor radio communications associated with various lift stations, it is uncertain to the exact reasoning of why this is happening. It could be due to poor signal strength, too powerful signal strength, structural interference (trees, buildings, etc.), deteriorating antennas/cabling at sites, or interference from the other radio systems among other things. This has been causing staff to receive communication fails on a regular basis, with the majority of the callouts on nights and weekends. Mr. Walter stated that the existing MDS radios are antiquated and do not contain onboard diagnostic tools to help troubleshoot the radio systems. The current telecommunication system is costing the city a lot in time and wasted resources. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the True North Controls Quote in the Not-to-Exceed amount of $13,000 for Onsite Communication Controls. Motion carried unanimously. 4. Whiskey Creek Stormwater Improvements Project Monthly Update There was no new information or questions from the commission or the public. 5. Approve the J.R. Ferche, Inc. Partial Pay Estimate No. 6 (Final) in the amount of $71,800.77 for the Whiskey Creek Stormwater Improvements Project, Municipal Project Number 200292 Public Works Director/City Engineer Walter reviewed the J.R. Ferche, Inc. Final Pay Estimate No. 6 in the amount of $71,800.77. Final Pay Estimate No. 6 includes work completed in the amount of $4,442.15. The payment includes the cost of unit price work completed during the sixth pay period to November 21, 2024. This pay estimate includes additional rock stabilization by the bridge abutment identified during a final site walk through on November 19th, 2024 (paid under the topsoil borrow bid item) and seeding and stabilization to finish the project. All items are within the contract amount of $1,353.005.82 approved by Council on March 19, 2024. Additionally, Final Pay Estimate No. 6 includes releasing the project retainage. The final punch list items were addressed on November 21, 2024, and it was confirmed that J.R. Ferche’s portion of the site has reached the recommended stabilization. The removal of the sand pile will be completed under a separate agreement between J.R. Ferche, Inc. and Good Samaritan, and is no longer considered part of their contract with the City. The contractor has submitted IC-134 tax forms at this time and Mr. Walter has no concerns and recommends approval of the final payment. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the J.R. Ferche, Inc. Final Pay Estimate No. 6 in the amount of $71,800.77 for the Whiskey Creek Stormwater Improvements Project. Motion carried unanimously. 6. Whiskey Creek Planting Plans Project Monthly Update There was no new information or questions from the commission or the public. 7. Approve the MNL, Inc. Partial Pay Estimate No. 2 in the amount of $6,270.00 for the Whiskey Creek Stormwater Improvements Project, Municipal Project Number 200292 12/4/2024 Utilities Commission Minutes Page 3 Public Works Director/City Engineer Walter reviewed the Partial Pay Estimate No. 2 in the amount of $6,270.00 for the Whiskey Creek Stormwater Improvements Project Plantings. The payment includes the cost of unit price work completed from July 26, 2024 to October 8, 2024. The pay estimate includes 1-year of warranty work. The plantings will be monitored over the course of the 3-year warranty period and a portion of the remaining budget may be used for additional plantings to reinforce any locations that may be struggling. The contractor will provide warranty services for three years following completion of the project. The project is currently tracking under budget, but it will require maintenance for the next two years. The remaining budget may be spent on replacement plantings if the need arises. The contingency of $11,934.23 is budgeted for and is not anticipated to be spent. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the MNL, Inc. Partial Pay Estimate No. 2 in the amount of $6,270.00 for the Whiskey Creek Stormwater Improvements Project. Motion carried unanimously. 8. 2024 Well Rehabilitation Project Update and Summary Senior Water Engineer Young presented the 2024 Well Rehabilitation Project Summary to the commission. The presentation covered the well rehabilitation, results, 2025 water demand projects and recommendations. Well 3 Rehabilitation (04.12.2024 – 04.25.2024) Thein began the initial rehabilitation for Well 3 by pulling the pump and associated equipment on April 12. The pre-rehabilitation specific capacity for the well was 12.9 gpm/ft. The well was televised after flushing and allowing the well to sit stagnant for two days. Mechanical cleaning was then completed with the wire brush and the casing was bailed. The following day, chemical cleaning began with the addition of 70 gallons of Nu-Well 120/Nu-Well 310. The next morning, the pH was at 4, therefore, Thein added another 28 gallons of Nu-Well 120/Nu-Well 310 to bring the pH back down to 3. Surging was completed and the well was pumped to remove the chemical and return the water to a normal pH. Performance pumping took place on April 19 and the specific capacity was calculated to be 16 gpm/ft pumping at 600 gpm, representing a 20% increase in specific capacity. On April 22, Thein televised prior to chlorinating the well and pumping to waste. The pumping equipment was replaced, and the well was put back in service following receipt of bacteria testing results on April 25. Thein replaced 42 feet of drop pipe in Well 3 due to concerns over pitting and corrosion on the pipe. Since the rehabilitation was not able to return Well 3 to it’s 2023 inspection specific capacity, the City asked SEH to review the results with Thein and evaluate whether a second rehabilitation would be beneficial. Well 1 required back-to-back rehabilitations in 2011 to return its capacity to near design conditions. Well 2 Rehabilitation (04.25.2024 – 05.06.2024) 12/4/2024 Utilities Commission Minutes Page 4 Following the rehabilitation of Well 3, Thein began pulling pump and equipment from Well 2 on April 25. The pre-rehabilitation specific capacity for the well was 19.8 gpm/ft. The well was flushed and allowed to sit stagnant for two days before televising. Well 2 was televised on April 29 before mechanical cleaning by wire brushing was completed. Televising for this well showed a similar state of the screen as Well 3, with minimal build up visible on the screen. The following day, Thein jetted the well for 8 hours, at which point, the specific capacity plateaued so jetting was stopped. After jetting was complete, 70 gallons of Nu-Well 120/Nu-Well 310 chemical was added to Well 2 for the initial chemical treatment on May 1. When the pH was verified the next day, it had remained below 2, therefore, additional chemical was not added. Surging was completed and the well was pumped to remove the chemical and return the water to a normal pH. On May 2, Thein completed performance pumping of the well until there was no more improvement in specific capacity. The final specific capacity was 21.0 gpm/ft, an approximately 6% increase from the initial specific capacity of 19.8 gpm/ft. On May 6, Thein televised prior to chlorinating the well and pumping to waste. Pumping equipment was replaced and the well was put back in service following receipt of bacteria testing results on May 7. Well 3 Additional Rehabilitation (6.7.2024 – 6.19.2024) Since the initial Well 3 rehabilitation was not able to restore the specific capacity to January 2023 values, the City decided to conduct a second rehabilitation utilizing WaterSafe AR for the chemical treatment. Thein Well previously used WaterSafe AR successfully in Baxter and other cities so it was decided to use it for the second rehabilitation instead of the Johnson Screens Nu-Well chemicals in an attempt to further increase the Well 3 specific capacity. The starting specific capacity for this rehabilitation was 16.0 gpm/ft. The Well 3 pump equipment was pulled and jetting began on June 10. Thein continued to jet at approximately 175 gpm and monitor specific capacity. On June 11, chemical treatment began with the addition of 180 gallons of WaterSafe AR to the well. Surging began and continued the following day, while the chemical mixture was left in the well overnight. At the conclusion of the second day of surging, chlorine and acetic acid were added to the well and left overnight for disinfection. On June 19, Thein removed the surge block and began pumping the well and chlorine to waste, followed by collecting bacteria testing samples. Pumping equipment was replaced and the well was put back in service following receipt of bacteria testing results. The final specific capacity for Well 3 was 18 gpm/ft, resulting in a 13% increase in specific capacity for this rehabilitation and a total of nearly 40% increase in specific capacity between both rehabilitations. Following the rehabilitation of Wells 2 and 3, the City decided to delay the rehabilitation of Wells 1 and 4 until the fall of 2024. Well 4 Rehabilitation (09.09.2024 – 09.16.2024) After the Well 3 rehabilitation was complete in June 2024, SEH reached out to Johnson Screens for a recommendation to improve the rehabilitation results. Johnson Screens recommend adding Nu-Well 400 to the chemical solution used for cleaning. Nu-Well 400 is a dispersant chemical which is designed to increase the chemical penetration into the aquifer formation to improve the cleaning process. Thein began the rehabilitation of Well 4 by pulling the pump and equipment on September 9. The initial specific capacity for the well was 13.8 gpm/ft. The well was televised the following day. Thein then began jetting and pumping to loosen material on the screen. On September 11, Thein added 20 12/4/2024 Utilities Commission Minutes Page 5 gallons of Nu-Well 310, 50 gallons of Nu-Well 120, and 1 gallon of Nu-Well 400 to the well to react overnight. The following day, Thein began surging and continued throughout the day. The pH in the well remained adequately low overnight and additional chemical did not need to be added. Thein continued surging throughout the following day. Thein started and stopped pumping to “burp” any extra chemical out. The post-rehabilitation specific capacity was 21.1 gpm/ft at a pumping rate of 590 gpm. Thein then put chlorine in the well for disinfection over the weekend. Thein televised on September 16 and collected bacteria samples for analysis. Bacteriological testing results were received on September 18 before the well was put online. When the drop pipe was removed from Well 4 it was found to have corrosion pitting and was recommended to be replaced. All the drop pipe was replaced. Thein left the abandoned well drop pipe for Well 4 per the City’s request. Well 1 Rehabilitation (09.23.2024 – 09.30.2024) Thein began pulling the pump and equipment from Well 1 on September 23. The initial specific capacity for the well was 18.9 gpm/ft with the well being pumped at 270 gpm. The well was televised the next day, followed by jetting and pumping to loosen material on the screen. On September 24, Thein added 20 gallons of Nu-Well 310, 50 gallons of Nu-Well 120, and 1 gallon of Nu-Well 400 to the well to react overnight. The following day, Thein began surging and continued throughout the day. The pH of the water in the well remained at an acceptable level so no additional chemical was added and Thein continued to surge on September 26. The next day, Thein installed the pump and pumped to determine the specific capacity. Thein recorded the final specific capacity at 22.2 gpm/ft being pumped at 633 gpm. On September 30, Thein completed post-televising of the well and collected bacteria testing samples. The well was placed in service upon receipt of bacteria testing results on October 2. After the wells were placed back in service, Thein assisted with identifying the depth of the well level transducers. Summary of Rehabilitation Results Flow: When the wells were drilled the well pumps were capable of individually producing more than 700 gpm, which was not advised. In 2013, the well pumps were replaced to target a flow rate of 700 gpm. During the 2023 well inspection by Thein Well, all pumps could produce about 700 gpm before the historically high-water demand experienced during the summer of 2023 required all four (4) wells to run at the same time for the first time since the wells were drilled. The maximum flow rate from each well, with all four (4) wells running for a short period of time, was tested on November 21, 2024, after the 2024 rehabilitation work was complete. Only Well 3 was capable of pumping more than 600 gpm to the Water Treatment Plant. The total pumping capacity from the well pumps is nearly 500 gpm less than the 2013 design flow rates. Reduced pumping rates are often correlated to clogged well screens, pump or motor issues, declining water levels, or changing aquifer conditions. Knowing the wells screens are not clogged after rehabilitation, the reduced flows can be correlated to the lower pumping water levels. It is also possible that the pump impellers are experiencing some wear and are no longer able to pump at their original capacity or that the aquifer conditions changed outside of the radius that can be reached by the typical well rehabilitation methods used. Specific Capacity: 12/4/2024 Utilities Commission Minutes Page 6 Specific capacity is the volume of water that can be pumped from a well per foot of decreased water level during pumping, measured in gallons per minute of foot of drawdown (gpm/ft). It is often tracked to use as an indicator of well condition. The 2024 well rehabilitation efforts increased the specific capacity of each well when compared to the pre-rehabilitation specific capacities with improvements ranging from 6% to 53%, as presented in Table 2. However, none of the wells had the specific capacity restored to their March 2023 levels. The specific capacities were restored to 52-60% of the March 2023 specific capacities. 2025 Water Demand Projections: Mr. Young stated that it is important to look ahead to 2025 and begin to plan for the possibility of high summer demands like those experienced in 2023 to determine if the wells will be able to meet the City’s water demand. Based on the projected 2025 water demands, the City may need to purchase up to roughly 600,000 gallons per day (420 gpm) from Brainerd to meet the average summer day (ASD) demands if the well field is only able to sustainably produce 1,800 gpm over 18 hours per day. If the well field is able to sustain 2,300 gpm the City would likely keep up with demands on an average day. However, up to 1,000,000 gallons per day (700 gpm) may need to be purchased on an intermittent basis to meet maximum summer day (MSD) demands. The volume of supplemental water that may be needed will depend on well/pumping conditions, weather (which impacts water demand), and operational limitations of the interconnect. During the summer of 2024, Brainerd Public Utilities (BPU) requested that Baxter purchase a consistent volume of water to reduce the stress on their system. The City of Baxter currently charges $3.68/1,000 gallons while BPU charges $4.10/1,000 gallons for commercial customers. If the minimum flow of 300 gpm was purchased from BPU consistently throughout the summer, it would cost the City about $27,600 more than customers would be charged for the water. For comparison, the average cost of the well rehabilitations completed in 2024 was nearly $32,000 per well, not including engineering, meaning the added cost of purchasing supplemental water from Brainerd is estimated to be less than the cost to rehabilitate one well. Recommendations:  Operate multiple wells at lower flow rates to reduce the drawdown in the well field. For example, rather than pumping two (2) wells at 700 gpm each to produce 1,400 gpm the City could use three (3) wells each pumping about 465 gpm to keep the water level in the wells higher. Pumping from a higher water surface elevation in the aquifer also reduces the amount of electricity used to pump the water. SEH recommends targeting a pumping water level of less than about 60’ across the well field, consistent with the summer 2024 recommendations. This recommendation is not a hard limit, as operators need to balance water production and pumping water level. If pumping levels begin to follow a dropping trend as demands pick up, water may need to be purchased from Brainerd. o The maximum pumping level for the wells is about 80’ to maintain a required column of water over top of the pump without breaking suction. However, as the pumping level drops below 60’ it is anticipated that the formation in the vicinity of the well will foul at an increased rate like it did in 2023, so there may be diminishing returns from dropping the pumping level below 60’ to not purchase water from Brainerd.  Replace pumps for Wells 1 and 4 to achieve up to 700 gpm from each well. The existing well pumps are no longer capable of producing 700 gpm as they were designed. This is likely due to a combination of lower pumping water levels or pump/impeller wear. Prior to the filter 12/4/2024 Utilities Commission Minutes Page 7 rehabilitation project when variable frequency drives (VFDs) were installed, the City relied on pump impellers being trimmed to target a desired flow. Now that VFDs are in place, the City has more flexibility to operate the wells at varying flow rates and dial the VFD speed back to reduce the flow rate as aquifer conditions require. o It is recommended that the City’s future well field operation strategy consist of primarily operating existing Wells 1 and 4 with the proposed Wells 5 and 6 to maximize pump spacing and reduce interference between the wells. In this case Wells 1 and 4 would still be relied on to produce up to 700 gpm. When Wells 2 and 3 are used it would be recommended to pump Wells 1 and 3 or Wells 2 and 4, again to minimize interference between the wells. Wells 5 and 6 would be allowed to pump with either previous combination or with Wells 2 or 3. Assuming Wells 5 and 6 are constructed with a 700-gpm capacity, this would not require Wells 2 and 3 to produce 700-gpm in the short-term. o SEH recommends purchasing new pumps for Wells 1 and 4 so they are able to pump 700 gpm to the WTP, but dial the speed setting back during lower demand periods or as aquifer conditions require to reduce stress on the aquifer. o Thein has indicated that the lead time for new pumps matching the existing pump model would be about 5-6 weeks after the pump is ordered. The lead time could be reduced to about 4 weeks if a different pump manufacturer was selected. o Thein reported that it will be cheaper to install new pumps than to pull the pumps, replace the impellers, and then reinstall them. It is estimated that each new pump will cost about $15,000.  Drill additional production wells to relieve the stress on the existing well field. SEH is currently under design on proposed Wells 5 and 6. It is anticipated that the wells will be drilled during the summer of 2025, but it is unlikely that they will be able to pump water to the WTP until the end of the summer high demand period.  Monitor specific capacity. If the individual well specific capacities drop to the Well Rehabilitation Trigger Specific Capacity, the well(s) should be rehabilitated. The Well Rehabilitation Trigger Specific Capacity is based on the specific capacity dropping 20% from the 2024 post-rehabilitation level.  Discuss wholesale water rates with Brainerd Public Utilities. While the volume of water that may be required to supplement flows from Baxter’s wells can’t be quantified to an exact number, it could be up to 85 million gallons during the summer of 2025. Similar to 2021 when the City purchased all of its water from Brainerd when the WTP was offline for filter reconstruction, the City should discuss water rates with BPU prior to summer demands picking up. Also, it may be beneficial to install a modulating flow control valve at the interconnect if supplemental flows less than 300 gpm would be sufficient to meet the City’s water demand. Mr. Young did note that the City was awarded a $50,000 grant from Sourcewell for rehabilitation of Well Nos. 1 & 4. Mr. Walter mentioned the City will reach out to Sourcewell to see if any grant opportunities are available for purchasing pumps and motors for Wells 1 and 4. The commission held an extensive discussion on the original drilling of the well, pumping of the wells and capacity. Mr. Young stated that he was seeking action on requesting quotes for replacing the pump at Well No. 1 and Well No. 4. Consensus of the commission was to request quotes for Well No. 1 and Well No. 4 and return with this information at the January meeting. 9. Approve the Thein Well Company Final Pay Application No. 1 in the amount of $158,341.50 for the 2024 Well Rehabilitation Project 12/4/2024 Utilities Commission Minutes Page 8 SEH Senior Water Engineer Young reviewed the Thein Well Company Final Pay Application No. 1 in the amount of $158,341.50 for the 2024 Well Rehabilitation Project. This is the first and final pay application to be submitted by Thein Wells and this payment will close out the project. Mr. Young stated that Thein Well Company completed the rehabilitation work on September 30, 2024 and submitted the required project closeout documentation. Mr. Young had no concerns with Final Pay Application No. 1 and recommends approval. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the Thein Well Company Final Pay Application No. 1 in the amount of $158,341.50 for the 2024 Well Rehabilitation Project. Motion carried unanimously. 10. 2024 Well Replacement Exploration Monthly Update SEH Consulting Engineer Heinonen stated that a preliminary report is anticipated to be completed during December 2024 following completion of field tasks and pending all soil and laboratory testing results being available. The final report is anticipated to be presented to the Utilities Commission in January. 11. Approve SEH Fee Amendment No. 1 in the Not To Exceed Amount of $27,600.00 for additional engineering services related to the 2024 Well Replacement Exploration project SEH Consulting Engineer Heinonen reviewed Fee Amendment No. 1 in the Not To Exceed Amount of $27,600.00 for Additional Engineering Services Related to the 2024 Well Replacement Exploration Project. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the SEH Fee Amendment No. 1 in the Not To Exceed Amount of $27,600.00 for Additional Engineering Services Related to the 2024 Well Replacement Exploration Project. Motion carried unanimously. 12. Water Supply Improvements Project – Wells 5 & 6 Monthly Update SEH Consulting Engineer Heinonen stated that bidding documents will be prepared for presentation to the Utilities Commission to obtain approval to advertise for bidding at the January 8, 2025 Utilities Commission meeting. 13. Accept Water System Planning and Hydraulic Model Report SEH Senior Engineer Water Services Katzenburger reviewed presented the Water System Planning and Hydraulic Model Report. The report addressed the following items:  Water Model Update – Calibrate water model and utilize the model to demonstrate present and future scenarios to assist City planning efforts.  Water Demand Analysis and Projections – Model water demand projections based on population projects and predicted future land use.  Trunk Highway 210/371 Trunk Water Main Changes – Utilize the model to recommend improvements to maintain desired system operations as major changes are expected at the intersection of trunk highways 210 and 371.  Ultimate Water System Planning – Provide system recommendations to enhance system performance and plan for adequate infrastructure growth to accommodate the projected growth. 12/4/2024 Utilities Commission Minutes Page 9 Mr. Katzenburger explained that one of the first uses of the updated model was to evaluate the necessary water main rerouting changes for pipe that will be impacted by the pending Hwy 371/210 interchange project. The model was used to evaluate various alternatives for relocating the water main. The conclusion of the evaluation determined that a large portion of the conflicting main could be removed from service with minimal hydraulic impacts, provided the prescribed water main looping occurs along the proposed alignment when Fairview Road is connected to Excelsior Road. This evaluation provided valuable insight in that much of the impacted main does not need to be re-routed and re-installed, saving utility costs. The evaluation proved that 2,700 LF of decommissioned water main could be replaced in function by the installation of the 600 LF of water main proposed with the Fairview Road extension. In addition to evaluation the TH 371/210 interchange water main, an overall water system evaluation was conducted with numerous water model simulations. These simulations allow for system pressure and fire flow to be evaluated across the entire system. One area of interest is the West side of the City where industrial growth is a potential. Currently the available fire flow in this area is limited. The model was used to evaluate potential improvements including a new elevated water storage tank and/or a trunk water main (previously defined in the ultimate water system planning map. The analysis concluded that the proposed looped trunk main would have a positive impact on available fire flow, meeting flow goals for the area. While this area is still the preferred location for the next elevated storage tank, the installation of the trunk main loop will bolster fire protection capabilities in the near term. Public Works Director/City Engineer Walter inquired on the cost to update the report every couple of years. Mr. Katzenburger stated an estimated $5,000.00 - $10,000.00. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to accept the SEH Water System Planning and Hydraulic Model Report. Motion carried unanimously. 14. 2024 South Forestview Improvements Project Monthly Update There was no new information or questions from the commission or the public. 15. Approve the RL Larson Excavating, Inc. Change Order No. 7 in the increased amount of $17,015.82 for the 2024 South Forestview Improvements Project, Municipal Project No. 4138 SEH Consulting Engineer Heinonen reviewed the RL Larson Excavating, Inc. Change Order No. 7 in the increased amount of $17,015.82 for the 2024 South Forestview Area Improvements Project. The change order includes the following items:  Part 1: During initial startup and testing, the new weather warning siren was found not to be communicating properly with the City and County’s emergency system. The Engineer and City requested that the contractor and subcontractor coordinate with the company that completes programming for the storm sirens within the County’s system. This work was considered extra work related to the project.  Part 2: As part of the construction process for installation of the lift station control panel and associated wiring, an initial site meeting was held with staff from the Minnesota Department of Labor and Industry (MnDLI) to review installation procedures and code compliance. Following this meeting, a MnDLI inspection was completed on a different lift station project in the city which resulted in necessary modifications to conduit placement and vent piping 12/4/2024 Utilities Commission Minutes Page 10 clearance. Upon further review of the recent inspection and continued conversations with the MnDLI Inspector, it was determined that modifications to conduit and vent piping at Lift Stations 25 and 26 would be required to pass the formal electrical inspection. Subsequently, the Contractor modified the conduit layout and returned the original vent pipe to the manufacturer to add a section of piping to make it taller.  Part 3: During construction, the support brackets approved for the lift station piping were lagging for delivery, so the City requested alternate more readily available brackets to allow the startup to occur sooner than the contract required. This Change Order includes material cost for the alternate brackets. The original brackets ordered for the project will be delivered to the City and included in their inventory for future use.  Part 4: During construction of the trailhead area near the southernmost limit of Forestview Drive, City Staff requested that fill material be imported to build a slight berm between the trail and the paved cul-de-sac area to enhance the visual barrier between the end of the cul- de-sac and Highway 371.  Part 5: After initial construction of the barricades, the City noted their preference for aluminum barricade panels. The project specifications did not require aluminum panels for the permanent barricades. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the RL Larson Excavating, Inc. Change Order No. 7 in the amount of $17,015.82 for the 2024 South Forestview Area Improvements Project. Motion carried unanimously. 16. Approve RL Larson Excavating, Inc Partial Pay Estimate No. 8 in the amount of $52,827.76 for the 2024 South Forestview Area Improvements Project, Municipal Project No. 4138 SEH Consulting Engineer Heinonen reviewed the RL Larson Excavating, Inc Partial Pay Estimate No. 8 in the amount of $52,827.76 for the 2024 South Forestview Area Improvements Project. The contractor has earned $5,802,290.46 to date, which represents 94.5% of the contract value. The retainage is being withheld in the amount of 5% as per the contract. Mr. Heinonen has no concerns with the Partial Pay Estimate No. 8 and recommends approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the RL Larson Excavating, Inc. Partial Pay Estimate No. 8 in the amount of $52,827.76 for the 2024 South Forestview Area Improvements Project. Motion carried unanimously. 17. 2023 Commercial and Residential Full Depth Reclamation and Quiet Zone Improvements Project Monthly Update SEH Consulting Engineer Voit informed the commission that the signs that were approved with Change Order No. 10 and are expected to be installed on Monday, December 9th. 18. Approve the Anderson Brothers Construction Partial Pay Estimate No. 12 in the amount of $20,234.18 for the 2023 Commercial and Residential Full Depth Reclamation and Quiet Zone Improvements Project SEH Consulting Engineer Voit reviewed the Anderson Brothers Construction Partial Pay Estimate No. 12 in the amount of $20,234.18 for the 2023 Commercial and Residential Full Depth Reclamation and Quiet Zone Improvements Project. 12/4/2024 Utilities Commission Minutes Page 11 Mr. Voit has no concerns with the Partial Pay Estimate No. 12 and recommends approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Anderson Brothers Construction Partial Pay Estimate No. 12 in the amount of $20,234.18 for the 2023 Commercial and Residential Full Depth Reclamation and Quiet Zone Improvements Project. Motion carried unanimously. 19. 2023 Knollwood Drive Improvements Project Monthly Update There was no new information or questions from the commission or the public. 20. Approve the Knife River Corporation – North Central Final Pay Estimate No. 9 in the amount of $38,330.17 and amend the project budget in the increased amount of $5,657.73 from $2,376,379.07 to $2,382,036.80 for the 2023 Knollwood Drive Improvements Project, Municipal Project Number 4132 WiDSETH Consulting Engineer Bitter reviewed the Knife River Corporation – North Central Final Pay Estimate No. 9 in the amount of $38,330.17 and requested to amend the project budget in the increased amount of $5,657.73 from $2,376,379.07 to $2,382,036.80 for the 2023 Knollwood Drive Improvements Project. The payment includes the remaining cost of unit price work completed on the project and releasing the remaining retainage. In January of 2024, the budget was amended to be $2,376,379.07. With the final pay estimate, the final project cost is $2,382,036.80. This results in the project being over the originally approved budget set when adopting the assessment roll by $169,195.54. A couple of the reasons the project is over budget is listed below:  Excavation Special (Pond Excavation) – Additional excavation was required in the stormwater ponds located on the Forestview Middle School site to bring the bottom of the ponds 6” below the end of stormwater inlet apron.  Common Labor, Skid loader, and Street Sweeping - These items are included in the quantities to pay for miscellaneous construction and clean up items. The quantities exceeded planned quantity because they were used to compensate the Contractor for assistance with private utility company relocation efforts.  Bituminous Driveway Replacement - Additional driveway replacement was necessary to address grading and drainage issues. These driveways were removed further back than planned to address these issues. 6” Concrete Walk, Truncated Domes and Signage– Additional trail/pedestrian crossings were added after the project was bid to provide pedestrian connectivity to intersecting streets on the west side of Knollwood Drive.  Turf Establishment - Project cost saving measures were implemented during the project which included removing sodding item and replacing it with seeding and an organic matrix. This was a significant savings, but anticipated quantities were exceeded due to slightly larger seeding areas than estimated in the stormwater ponds and slightly wider seeding areas for the roadway construction with the private utility relocations.  Hydrant & Valve Replacement – There were hydrants that could not be fully restored as specified in the contract, so City staff elected to replace those hydrants to keep them operational.  Televising & Jetting Sanitary & Storm Sewer – This item was not included in the original project budget and has become a standard practice by the City to jet and televise before and after a project. 12/4/2024 Utilities Commission Minutes Page 12  Engineering Fee Amendment – there were additional services completing the stormwater pond cleaning and restoration work on the Forestview Middle School site. The Council approved the fee amendment on October 17, 2023. Mr. Bitter had no concerns with Final Pay Estimate No. 9 and recommends approval. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the Knife River Corporation – North Central Final Pay Estimate No. 9 in the amount of $38,330.17 and requested to amend the project budget in the increased amount of $5,657.73 from $2,376,379.07 to $2,382,036.80 for the 2023 Knollwood Drive Improvements Project. Motion carried unanimously. 21. 2024 CSAH 77 Utility Improvements Project Monthly Project Update, Municipal Project No. 4118 There was no new information or questions from the commission or the public. 22. Approve the Pratt’s Affordable Excavating, Inc. Change Order No. 1 in the increased amount of $4,656.70 for the CSAH 77 Utility Improvements Project, Municipal Project Number 4118 WiDSETH Consulting Engineer Bitter reviewed the Pratt’s Affordable Excavating, Inc. Change Order No. 1 in the increased amount of $4,656.70 for the CSAH 77 Utility Improvements Project. The change order includes the following item:  Hydrant extensions used to adjust hydrant to the proper grade. Mr. Bitter had no concerns with Change Order No. 1 and recommends approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve Pratt’s Affordable Excavating, Inc. Change Order No. 1 in the increased amount of $4,656.70 for the CSAH 77 Utility Improvements Project. Motion carried unanimously. 23. Approve Pratt’s Affordable Excavating, Inc. Partial Pay Estimate No. 2 in the amount of $79,864.86 for the 2024 CSAH 77 Utility Improvements Project, Municipal Project 4118 WiDSETH Consulting Engineer Bitter reviewed Pratt’s Affordable Excavating, Inc. Partial Pay Estimate No. 2 in the amount of $79,864.86 for the 2024 CSAH 77 Utility Improvements Project. The contractor has earned $483,372.10 which represents 87% of the contract value. In accordance with the contract documents, retainage is being withheld in the amount of 5% of the contract value or $27,785.50. The results in a payment of $79,864.86. Mr. Bitter had no concerns with Partial Payment No. 2 and recommends approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve Pratt’s Affordable Excavating, Inc. Partial Pay Estimate No. 2 in the amount of $79,864.86 for the 2024 CSAH 77 Utility Improvements Project. Motion carried unanimously. 24. Approve the Widseth Proposal for Professional Construction and Post Construction Services in the Not to Exceed Amount of $83,320.00 for the 2024 CSAH 77 Utility Improvements Project, Municipal Project 4118 12/4/2024 Utilities Commission Minutes Page 13 WiDSETH Consulting Engineer Bitter reviewed the Widseth Proposal for Professional Construction and Post Construction Services in the Not to Exceed Amount of $83,320.00 for the 2024 CSAH 77 Utility Improvements Project. The cost for the construction related service was included in the overall project budget and assessed to the benefiting property owners. The proposed Scope of Services is as follows: Construction Staking WIDSETH proposes to provide construction staking and field survey services associated with the proposed construction. Specific tasks included with this Proposal are:  Establish vertical and horizontal control in the Project Area.  Generate staking files for the design elements shown in the plans.  Provide construction staking for removals, sanitary sewer, forcemain and watermain – staked one (1) time.  Document staked point locations and elevations.  Provide contractor with construction staking information. Construction Administration WIDSETH proposes to provide construction administration services associated with construction of the proposed improvements and coordination with the contract documents. Specific tasks included with this Proposal are:  Coordinate execution of the contract documents.  Coordinate and attend a pre-construction conference.  Prepare project website updates.  Review contractor material submittals and shop drawings for compliance with the plans and specifications.  Coordinate and conduct weekly construction meetings.  Project status reports and required City Council RCA’s.  SWPPP monitoring.  Preparation of contractor payment requests – up to four (4) payment requests.  Review and preparation of change orders and work directives – up to four (4) change orders.  Serve as the liaison between City, Contractor, and the Public.  Review project status, pay estimates and change orders with Utilities Commission and City Council.  Deliverables: Electronic PDF copies of meeting agendas and minutes, pay estimates and change orders with accompanying City Council RCA’s and pertinent project correspondence. Construction Observation WIDSETH proposes to provide construction observation services to document conformance to the contract documents. Specific tasks included with this Proposal are:  Provide part-time field observation of the following items: o Traffic control. o Erosion control. o Removals. o Gravity sanitary sewer. o Forcemain. o Watermain. o Restoration and project clean up.  Provide full-time field observation of the following items: 12/4/2024 Utilities Commission Minutes Page 14 o City utility modifications. o Storm sewer. o Concrete curb & gutter and flatwork. o Bituminous roadway and driveways.  Observe and document testing procedures and results.  Document daily work activities for conformance to the plans and specifications.  Measure and document bid items for payment.  Assist the City with the final walkthrough and project closeout.  Deliverables: Electronic PDF copies of daily construction records, Item Record Accounts, and  other pertinent project documentation. Construction Materials Testing WIDSETH proposes to sub-contract with Braun Intertec Corporation to complete required City construction testing in accordance with City requirements and the MnDOT Schedule of Materials Control. Items typically included with this task include:  Coordination and scheduling of Braun Intertec construction testing.  Completion of required soils testing.  Preparation of construction testing compliance documentation.  Deliverables: Construction materials testing compliance documentation in electronic PDF format. Post–Construction Services WIDSETH will complete post–construction services in accordance with City requirements. Specific tasks included with this Proposal are:  Complete record drawing survey of new or gravity sanitary sewer, forcemain and water pipes, structures, and appurtenances. Record drawing survey for signs will be completed using City equipment  Re-establish removed or disturbed property boundary markers  Preparation of property boundary Certificate of Survey  Preparation of “Record Drawing” document  Deliverables: Electronic PDF of record drawing documents and property boundary Certificate of Survey for re-establishment of initially found property markers WiDSETH proposes to perform these services for the Not To Exceed amount of $83,320.00. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Widseth Proposal for Professional Construction and Post Construction Services in the Not to Exceed Amount of $83,320.00 for the 2024 CSAH 77 Utility Improvements Project. Motion carried unanimously. 25. 2024 Mill & Overlay and Full Depth Reclamation Improvements Project Monthly Update There was no new information or questions from the commission or the public. 26. Approve the Knife River Corporation – North Central Partial Pay Estimate No. 7 in the amount of $140,078.19 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project Number 4424 12/4/2024 Utilities Commission Minutes Page 15 WiDSETH Consulting Engineer Bitter reviewed the Knife River Corporation – North Central Partial Pay Estimate No. 7 in the amount of $140,078.19 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project. The contractor has earned $3,574,715.36 which represents 88.6% of the contract value. The payment includes $39,237.13 of unit price work completed during this pay period along with $100,841.06 of retainage being released. The retainage is being reduced from 5% to 2.5%, there will be enough retainage left to address any turf issues and outstanding items in the spring. Mr. Bitter had no concerns with Partial Payment No. 7 and recommends approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Knife River Corporation – North Central Partial Pay Estimate No. 7 in the amount of $140,078.19 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project Number 4424. Motion carried unanimously. 27. 2025 Design Road & TH 371 Stormwater Improvements Project Monthly Update There was no new information or questions from the commission or the public. 28. Adopt Resolution No. 2024-096 Ordering Preparation of Report for the 2025 Design Road & TH 371 Stormwater Improvements Project Municipal Project No. 4315 WiDSETH Consulting Engineer Bitter informed that Widseth has been working with MNDOT to get the required items submitted for the project and update the project schedule. The only remaining items to complete are the easement documents and discussions with the property owners. Mr. Bitter stated that an updated resolution is also being brought forward to order the preparation of the feasibility report. The report was originally ordered by City Council as part of the 2022 Baxter Street Improvements Project on October 19, 2021; however, Design Road was pulled from the 2022 project. This allowed for additional time to coordinate with MNDOT on improvements related to the 210/371 Interchange Project. Since the project scope significantly changed it was appropriate to bring a new RCA and Resolution forward ordering the Preparation of the Report. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg adopt Resolution No. 2024-096 Ordering Preparation of Report for the 2025 Design Road & TH 371 Stormwater Improvements Project Municipal Project No. 4315. Motion carried unanimously. 29. Lift Station 13 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 30. Approve the Anderson Brothers Construction Change Order No. 4 in the increased amount of $2,887.50 and Increase the Project Budget $2,887.50 from $266,290.30 to $269,177.80 for the Lift Station No. 13 Reconstruction Project WiDSETH Consulting Engineer Bitter reviewed the Anderson Brothers Construction Change Order No. 4 in the amount of $2,887.50 and increase the project budget from $266,290.30 to $269,177.80 for the Lift Station No. 13 Reconstruction Project. Change Order No. 4 addresses the following items: 12/4/2024 Utilities Commission Minutes Page 16  Repairing groundwater leaks through the wet well concrete walls.  3 pipe penetrations and a joint were sealed and repaired. Mr. Bitter explained the Change Order revises the construction contract from $195,061.05 to $197,948.55 and will require a contract amendment. The project budget prior to this change order was $266,290.30. With this change order the project budget will need to be increased to $269,177.80. Mr. Bitter had no concerns with Change Order No. 4 and recommends approval. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the Anderson Brothers Construction Change Order No. 4 in the increased amount of $2,887.50 and increase the project budget $2,887.50 from $266,290.30 to $269,177.80 for the Lift Station No. 13 Reconstruction Project. Motion carried unanimously. 31. Approve the Anderson Brothers Construction Partial Pay Estimate 4 (Final) in the amount of $3,887.50 for the Lift Station No. 13 Reconstruction Project WiDSETH Consulting Engineer Bitter reviewed the Anderson Brothers Construction Final Pay Estimate No. 4 in the amount of $3,887.50 for the Lift Station No. 13 Reconstruction Project. Mr. Bitter stated the final pay estimate includes payment for Change Order 4 and release of remaining retainage. Mr. Bitter had no concerns with Final Payment Estimate No. 4 and recommends approval. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the Anderson Brothers Construction Partial Pay Estimate 4 (Final) in the amount of $3,887.50 for the Lift Station No. 13 Reconstruction project. Motion carried unanimously. INFORMATIONAL ITEMS 32. 2022 Full Depth Reclamation and Reconstruction Improvements Project Monthly Update There was no new information or questions from the commission or the public. 33. 2023 Novotny Road Improvements Project Monthly Update There was no new information or questions from the commission or the public. 34. 2025 Commercial Full Depth Reclamation Improvements Project Monthly Update, Municipal Project 4425 There was no new information or questions from the commission or the public. 35. 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. 36. Baxter 20-Year Public Works Facility Assessment Project Monthly Update There was no new information or questions from the commission or the public. 37. Clearwater Road Development Traffic Review Monthly Update 12/4/2024 Utilities Commission Minutes Page 17 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 Monthly Update There was no new information or questions from the commission or the public. 40. Lift Station No. 15 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 41. Project Timber Wolf Project Monthly Update There was no new information or questions from the commission or the public. 42. Holiday Station Store Contamination Monthly Update There was no new information or questions from the commission or the public. 43. Wellhead Protection Plan Part II Project Monthly Update There was no new information or questions from the commission or the public. ADJOURN MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to adjourn the meeting at 7:45 p.m. Motion unanimously approved. Approved by: Respectfully submitted: _______________________ ___________________________ Rock Yliniemi Mary Haugen Chair Administrative Assistant