Utilities Commission Meeting

UTILITIES COMMISSION MEETING MINUTES Wednesday, July 06, 2022 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: Commissioners Jack Christofferson, John Brenny, Douglas Stenberg, Chairman Rock Yliniemi, and Council Liaison Mark Cross. MEMBERS ABSENT: None. STAFF PRESENT: Public Works Director/City Engineer Trevor Walter and Assistant City Engineer Trevor Thompson. OTHERS PRESENT: Bolton & Menk Consulting Engineer Bryan Drown, SEH Consulting Engineer Scott Hedlund, SEH Water Specialist Kevin Young and WiDSETH Consulting Engineer Aric Welch. CONSENT AGENDA 1. Approve the Utilities Commission Meeting Minutes of June 8, 2022 MOTION by Commissioner Christofferson, seconded by Commissioner Brenny to approve the Utilities Commission Minutes of June 8, 2022. Motion carried unanimously. BUSINESS ITEMS 2. Approve Moving the August 3, 2022 Utilities Commission Meeting to Thursday, August 4, 2022 Public Works Director/City Engineer Walter reminded the commission the Police Department hosts the annual Night to Unite event on a Tuesday in August at Oscar Kristofferson Park. The Night to Unite event date is selected to avoid as many conflicts as possible, such as the county fair and the Primary Election. Changing the council meeting from Tuesday, August 2nd to Wednesday, August 3rd allows the public the opportunity to attend both the council meeting and Night to Unite. Moving the council meeting to the scheduled utilities commission meeting date of August 3rd requires moving the utilities commission meeting to August 4th to accommodate the council meeting change. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve moving the Utilities Commission meeting to Thursday, August 4, 2022. Motion carried unanimously. 3. Approve the Country Club Estates Limited Use Agreement Public Works Director/City Engineer Walter informed the commission that Country Club Estates requested an easement from the Mills Property Investment LLC to install stormwater improvements to help control the groundwater issues the townhomes have when the water table rises in this area. 7/6/2022 Utilities Commission Meeting Minutes Page 2 Mills Property Investment agreed to the easement but required the City to be the owner on the easement. The Limited Use Agreement is to allow the County Club Estates stormwater improvements to be installed in a public easement. Council Liaison Cross inquired if the stormwater improvements will remain private. Mr. Walter stated the will remain private and Country Club Estates will retain the maintenance. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the Country Club Estates Limited Use Agreement. Motion carried unanimously. 4. Approve the Northwest Asphalt & Maintenance Crack Seal Invoice in the amount of $184,400.90 Public Works Director/City Engineer Walter reviewed the six quotes for crack sealing and all of the quotes came in over budget. Staff had reached out to the low quoter which was Allied Blacktop Company and asked if they would be willing to break their quote out to separate the road segments which were proposed for route and seal and the road segments proposed as blow and go only. Allied Blacktop Company was not willing to split their bid as requested by staff so the next low quoter was contacted. Northwest Asphalt & Maintenance was willing to work with the City’s budget constraints. Mr. Walter stated that project costs have seen a 30% increase due to oil, fuel, equipment, and personnel increased costs. Staff has been reviewing the streets general maintenance budget to offset the budget deficit of $81,490.00.  Funding allocated for contracted shouldering could be reallocated, with staff doing shouldering in the highest concern areas which would save $48,000.00.  Eagle Ridge and Eagle Drive one inch overlay for 2022, which came in at $50,000.00 which is $10,000.00 over the project cost, could be delayed one year and the $40,000.00 could be reallocated to crack sealing. Commissioner Brenny inquired if it would have been worth just hiring Allied Blacktop Company to complete all maintenance of the roads. Mr. Walter stated Northwest Asphalt was hired since they were willing to negotiate with the City and that all road segments were completed. Assistant City Engineer Thompson gave a brief review of the effort and negotiations that were completed to get the cost down to $184,400.90. A budget discussion regarding priority services was held to account for increased inflation costs. Council Liaison Cross gave a brief update on the preliminary budget meeting that was held on July 5th and departments are being asked to be very conservative in the 2023 budget cycle. Consensus of the commission was to use the funding from staff recommendations. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to the approve the Northwest Asphalt & Maintenance Crack Seal invoice in the amount of $184,400.90. Motion carried unanimously. 5. 2022 Foley Road, Isle Drive, and Forthun Road Improvements Project Monthly Update Chairman Yliniemi inquired if there were any questions or concerns with the 2022 Foley Road, Isle Drive and Forthun Road Improvements Project Monthly Update. There was no new information or questions from the commission or the public. 7/6/2022 Utilities Commission Meeting Minutes Page 3 6. Approve the RL Larson Excavating, Inc. Change Order No. 1 in the increased amount of $15,494.80 for the 2022 Foley Road, Isle Drive, and Forthun Road Improvements Project Bolton & Menk Consulting Engineer Drown reviewed the RL Larson Excavating Change Order No. 1 in the increased amount of $15,494.80 for the 2022 Foley Road, Isle Drive and Forthun Road Improvements Project. Change Order No. 1 includes the following items:  Added traffic control for business signage and Foley Road detour signage totaling $2,520.00  Remobilization cost of clearing and grubbing operations as four easement areas were not secured at the time of initial clearing and grubbing totaling $3,150.00  Irrigation lines at four commercial properties were damaged and repaired totaling $7,324.80.  Installation of sediment control logs totaling $1,900.00.  Salvaging commercial mailbox bank totaling $600.00. Mr. Drown has no concerns with Change Order No. 1 and recommended approval. MOTION by Commissioner Christofferson, seconded by Commissioner Brenny to approve the RL Larson Excavating Change Order No. 1 in the increased amount of $15,494.80 for the 2022 Foley Road, Isle Drive and Forthun Road Improvements Project. Motion carried unanimously. 7. Approve the RL Larson Excavating, Inc. Partial Pay Estimate No. 1 in the amount of $619,034.09 for the 2022 Foley Road, Isle Drive, and Forthun Road Improvements Project. Bolton & Menk Consulting Engineer Drown reviewed the RL Larson Excavating Partial Pay Estimate No. 1 in the amount of $619,034.09 for the 2022 Foley Road, Isle Drive and Forthun Road Improvements Project. The Contractor has earned $651,614.83 to date which represents 18% of the contract value. In accordance with the agreement, 5% of the amount earned is being retained which results in a payment of $619,034.09. Mr. Drown has no concerns with Partial Pay Estimate No. 1 and recommended approval. MOTION by Commissioner Christofferson, seconded by Commissioner Brenny to approve the RL Larson Excavating Partial Pay Estimate No. 1 in the amount of $619,034.09 for the 2022 Foley Road, Isle Drive and Forthun Road Improvements Project. Motion carried unanimously. 8. Approve Construction Plan for SW Basin 105 Cleaning (SWPOND-105) and Use Estimate for Budgeting Purposes SEH Consulting Engineer Hedlund reviewed the construction plans and the estimated cost for the SW Basin 105 Cleaning located at Menards. There have been several maintenance items that City Staff identified at stormwater basin 105 during the annual MS4 inspections that have been incorporated into the plans. Council Liaison Cross inquired on the funding for the pond cleaning. Mr. Walter stated funding for pond cleaning comes from the Stormwater Enterprise Fund. The commission held an extensive discussion on stormwater ponds, containment systems and regional ponds with regards to how fees are 7/6/2022 Utilities Commission Meeting Minutes Page 4 calculated, and the potential to assess commercial property which utilize regional ponds as part of their 100-year design. Council Liaison Cross inquired if staff is doing maintenance agreements. Mr. Walter stated that staff has been doing the stormwater facilities maintenance agreements for the past several years which includes cost responsibility on regional ponds such as storm water basin 105 but older stormwater agreements has not split out cost responsibilities. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the Construction Plans for the Stormwater Basin 105 Cleaning Project (SWPOND-105) and use the $113,000.00 Estimate for Budgeting Purposes. Motion carried unanimously. 9. Approve the SEH Agreement for Engineering Professional Services in the Not to Exceed Amount of $480,000 for the 2023 Commercial and Residential Full Depth Reclamation Improvements Project SEH Consulting Engineer Hedlund reviewed the Agreement for Engineering Professional Services for the 2023 Commercial and Residential Full Depth Reclamation Improvements Project. No sanitary sewer and water main improvements are planned. However, contract provisions will be included for investigating replacement of water main polyvinyl chloride (PVC) water main tees installed back in late 1970’s/early 1980’s, and if found to replace them. Older hydrants in the project area would also be replaced per the 2019 Hydrant Installation Feasibility Report. The proposed scope of services is as follows: PROJECT MANAGEMENT (INCLUDED WITH ALL TASKS) Project management and administration will be provided for all phases of the project.  Perform general day-to-day project management and administration. Includes project accounting, invoicing, and record keeping  Ongoing coordination, communication, and scheduling – internal and external  Deliverables: Monthly invoices and copies of all pertinent Project correspondence PRELIMINARY DETAILS AND SURVEY SEH proposes to complete a preliminary topographic survey of the project area suitable for design of the proposed improvements. Items included with this proposal are:  Establish vertical and horizontal control points within the project area  Field survey existing conditions and topography for vertical and horizontal location information  Coordinate field location of existing utilities (i.e. electric, telephone, gas, cable)  Record and document location of mapped or marked utilities (i.e. electric, telephone) if available  Record and document existing property corners and right-of-way that are evident  Import field survey points into base drawing along with property and right-of-way information  Prepare base topographic drawing and existing ground surface. SEH also propose to have an engineer conduct a visual survey of the project area and discuss the findings with City engineering staff. SOILS INVESTIGATION 7/6/2022 Utilities Commission Meeting Minutes Page 5 SEH proposes to subcontract with a geotechnical firm (Braun Intertec) to perform a pavement evaluation study. The scope will include ground penetrating radar (GPR) and up to 20 each companion hand auger borings and pavement cores in an effort to characterize the in-place pavement layer thicknesses. The field investigation findings will be summarized in a report format that will be included with the construction contract documents. FEASIBILITY REPORT SEH services for this task will consist of conducting a study and investigation, preparing a feasibility report document containing the findings of the study and investigation along with our recommendations for the Project, preparing a preliminary opinion of probable cost for the Project, and calculating preliminary special assessment rates. SEH will also assist the City conduct an Improvement Hearing for the project following the Minnesota Chapter 429 special assessment process. The proposed study and hearing scope includes the following:  Prepare exhibits showing project limits utilizing City provided GIS data  Develop draft typical section drawing(s) for the roadway and trail improvements  Develop preliminary opinion of probable cost and splits worksheet  Prepare preliminary assessment worksheet and map  Prepare draft report  Review draft report with City Staff – one (1) meeting  Present draft report to the Utilities Commission – one (1) meeting  Present draft report to the City Council – one (1) meeting  Prepare final report based on Utilities Commission and City Council input  Present final feasibility report at the Improvement Hearing for this project – one (1) meeting DESIGN SERVICES SEH will prepare design drawings and contract documents suitable for competitive bidding that meet City requirements. Items included in the proposed scope of services are as follows:  Establish project website  Design kickoff and subsequent Plan review meetings with City staff – up to four (4) meetings  Private Utility Company coordination – up to two (2) meetings  Preparation of project plans, including the following: o Title sheet o Statement of estimated quantities o Quantity tabulations o Typical construction details o Typical roadway sections o Traffic Control Plan o Existing conditions and removals plan o Temporary and permanent erosion control details and plan o Stormwater Pollution Prevention Plan o Sanitary Lift Station #13 bituminous driveway paving and 60’ long extension to the west o Roadway surfacing plans o Roadway plan and profile sheets in planned subcut areas o Pavement marking and signage plan o Street lighting location plans (showing locations only of existing and proposed street lighting units to be relocated/installed and LED upgrades by Crow Wing Power)  Quality control review and plan modifications 7/6/2022 Utilities Commission Meeting Minutes Page 6  City staff review submittals (90% & 100% plans)  Final plan preparation  Preparation of an easement acquisition survey parcel exhibit with legal description for up to one (1) parcel (40140808) at the southeast end of Joler Road to facilitate construction of a cul- de-sac.  Preparation of contract documents and specifications  Preparation of Engineer’s Estimate of Probable Construction Cost  Prepare permit applications (the following permits are assumed necessary): o Minnesota Pollution Control Agency (MPCA) NPDES Construction Permit SWPPP (permit to be secured by Contractor)  Project design status reports  Final plan review with City staff, Utilities Commission and City Council  Deliverables: Bidding Documents in electronic PDF format ADVERTISING/BIDDING/AWARD SERVICES SEH will assist the City in advertising, electronic bidding (via QuestCDN.com), and awarding the project. Items included in the proposed scope of services are as follows:  Assist City with advertising the construction documents for public bidding  Coordination of contract document distribution to prospective bidders  Reply to bidder questions and inquiries  Prepare and distribute necessary addenda  Facilitate a virtual bid opening via QuestCDN.com and Microsoft Teams  Prepare a tabulation of bids received  Review apparent low bid for compliance with contract documents  Make recommendation to the City for award of the contract  Deliverables: Bid tabulation, award recommendation letter FINAL ASSESSMENT CALCULATIONS AND HEARING SEH will assist the City with assessment calculations, assessment public hearing and documentation in accordance with the Minnesota Chapter 429 assessment process. Items included in the proposed scope of services are as follows:  Prepare final cost split worksheet and assessment calculations  Prepare individual records of assessment  Meeting with City staff to review final assessment and cost split information. Up to one (1) meeting  Assist the City with Assessment Hearing resolutions and notices. We assume the City will assume responsibility for publishing and mailing all required notices  Prepare and present Assessment Hearing project information. One (1) meeting  Deliverables: Final cost split worksheet, final assessment calculations and map, individual record of assessment worksheet CONSTRUCTION STAKING SEH 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 (staked once) for: o removals 7/6/2022 Utilities Commission Meeting Minutes Page 7 o roadway centerline subgrade offsets at 50-foot intervals o subgrade and reclaim/aggregate base blue tops o concrete curb & gutter offset stakes at 25-foot intervals o erosion control o construction limits o intersection street lighting o signing o pavement markings  Document staked point locations and elevations  Provide Contractor with construction staking information CONSTRUCTION ADMINISTRATION SEH 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  Coordinate, attend, and facilitate neighborhood informational meeting with Contractor and SEH in attendance after pre-construction conference - up to one (1) meeting  Prepare project website updates  Review Contractor material submittals and shop drawings for compliance with the plans and specifications  Coordinate and conduct weekly construction meetings - Up to 16 meetings  Project status reports (monthly during active construction)  SWPPP monitoring  Preparation of Contractor payment requests. Up to five (5) payment requests  Review and preparation of change orders and work directives  Serve as the liaison between City, County, Contractor, and the Public  Review project status, pay estimates and change orders with Utilities Commission and City Council  Deliverables: Agendas and meeting minutes/notes, copies of pertinent project correspondence CONSTRUCTION OBSERVATION SEH proposes to provide construction observation services (i.e. Resident Project Representative) 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 Removals/reclaiming o Roadway subgrade/subcuts o Aggregate base o Pavement markings and signage o Restoration and project clean up  Provide full-time field observation of the following items 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 7/6/2022 Utilities Commission Meeting Minutes Page 8  Assist the City with the final walkthrough and project closeout  Assumes up to 960 hours of observation.  Deliverables: Copies of pertinent project documentation. CONSTRUCTION MATERIALS TESTING SERVICES SEH will subcontract with a geotechnical firm to conduct the necessary grading & base, concrete, and bituminous construction materials sampling and testing for the project. The assumed scope is listed in the attached proposal from Braun Intertec that is based on the 2022 SALT MnDOT Schedule of Materials Control and the initial project scope assumptions. POST-CONSTRUCTION SERVICES SEH will complete post–construction services in accordance with City requirements. Specific tasks included with this proposal are:  Complete record drawing survey of new or altered sanitary sewer, water and storm sewer 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  Project closeout  Deliverables: Electronic PDF of record drawing documents, record drawing survey point file, property boundary certificate of survey (for re-establishment of initially found property pins). ASSUMPTIONS & EXCLUSIONS The following assumptions and exclusions were taken into consideration when preparing this proposal:  City will pay for any advertising and publication fees (not included in SEH’s fees)  No wetland delineations/permitting is required  Environmental services (potential soil/groundwater contamination) are not required  Only up to one (1) public informational meeting is assumed required and will occur after the preconstruction conference.  No special landscaping is desired for the project corridors.  No traffic engineering studies are necessary.  No SEH electrical engineering/street lighting design services are necessary for proposed street lighting work to be completed by Crow Wing Power. SEH will only be providing a street lighting location map.  The following services are assumed will be provided in a future separate contract or contracted directly with the City: o Property acquisition services beyond preparation of up to the one (1) parcel easement exhibit and legal description referenced above. o Preliminary storm and sanitary sewer cleaning & televising. o Any special preliminary geotechnical investigations or testing beyond the scope listed in the attached Braun Intertec Pavement Evaluation Report proposal that is determined necessary by the final design (ex. double split ring infiltrometer testing if storm water management improvements are necessary). o Design and construction phase services related to any trail extensions. o Storm water design. 7/6/2022 Utilities Commission Meeting Minutes Page 9 o Storm water pond cleaning: quantity calculations, testing, bidding documents, construction phase services.  Construction Materials Testing scope is based on the attached Braun Intertec proposal. Testing services needed beyond this scope, based on the final construction Contract Documents construction scope, would be considered Additional Services.  Construction phase services fees are based on up to 16 weeks of construction in 2023. Construction services beyond 16 weeks would be considered Additional Services. o Construction observation (Resident Project Representative) services beyond 960 hours would be considered Additional Services. Commissioner Stenberg inquired if the City typically crack seals road segments that are scheduled for Full Depth Reclamation, such as Oakwood Drive, that is scheduled in the 2023 Full Depth Reclamation Project. Public Works Director/City Engineer Walter stated that segment of roadway is in the air on whether it will get done next year. Mr. Walter stated there is not an approved Capital Improvements Plan to use to determine crack sealing quotes. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the SEH Agreement for Engineering Professional Services in the Not to Exceed Amount of $480,000.00 for the 2023 Commercial and Residential Full Depth Reclamation Improvements Project. 10. Water Treatment Plant Improvements Project Monthly Update Chairman Yliniemi inquired if there were any questions or concerns with the Water Treatment Plant Improvements Project Monthly Update. SEH Water Operations Specialist Young gave a brief review of the project. 11. Approve the Northern Plains Contracting Inc. Change Order No. 5 in the amount of $4,102.00 for the Water Treatment Plant Improvements Project SEH Water Operations Specialist Young reviewed Change Order No. 5 in the increased amount of $4,102.00 for the Water Treatment Plant Improvements Project. Change Order No. 5 is being presented because the correction period was modified in the project specifications from the standard 1-year correction period to a 2-year correction period in the Supplementary Conditions (SC-15.08). At the time of bidding, this requirement was not realized by the Contractor and Bonding Company and so the project Performance Bond does not cover the second year of the correction period. The cost to add the second year to the correction period is $4,102.00. Northern Plains Contracting requested that the cost be added to the project at a direct pass-through cost, with no overhead and profit added to the bond invoice. Council Liaison Cross inquired why the City should pay for the contractor’s mistake during billing because the whole purpose of supplemental conditions is to modify the EJCDC documents. Mr. Walter stated it was an oversight and bottom line is he wants a two-year warranty Mr. Young has no concerns with Change Order No. 5 and recommends approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Northern Plains Contracting Inc. Change Order No. 5 in the increased amount of $4,102.00 for additions to the Water Treatment Plant Improvements Project 7/6/2022 Utilities Commission Meeting Minutes Page 10 12. Approve the Northern Plains Contracting Inc. Final Pay Estimate No. 10 in the amount of $27,406.54 for the Water Treatment Plant Improvements Project. SEH Water Operations Specialist Young reviewed Final Pay Estimate No. 10 in the amount of $27,406.54 for the Water Treatment Plant Improvements Project. The only outstanding item on the punch list is on the air handler on the filters. The Contractor has earned $1,868,465.56 to date which represents 100% of the contract value. The Contractor has provided all close out documents required by the Contract and has completed all punch list items. Mr. Young has no concerns with Final Pay Estimate No. 10 and recommends approval. MOTION by Commissioner Brenny, seconded by Commissioner Christofferson to approve the Northern Plains Contracting Inc. Final Pay Estimate No. 10 in the amount of $27,406.54 for the Water Treatment Plant Improvements Project contingent on all punch list items being completed. Motion carried unanimously. 13. Amend the Water Treatment Plant Filter Reconstruction and Needs Assessment Project Budget from $2,195,360.00 to 2,252,601.94 SEH Water Operations Specialist Young gave a brief update on the project costs. The project budget was initially set at $2,182,550 and was amended at the February 15, 2022 City Council meeting to $2,195,360 due to additional construction observation efforts that were required by the League of Minnesota Cities Insurance Trust and recommended plant improvements that were not planned for when the original budget was set. Throughout construction, and as the WTP was returned to service several issues came up that required additional work to be completed under the construction Contract or by the City. The following paragraphs describe changes to the budget.  Change Order No. 1 was approved in the amount of $208,194.54 by the City Council on December 21, 2021.  Change Order 2 was approved in the amount of $49,163.19 by the City Council on March 15, 2022.  Change Order 3 was approved in the amount of $27,276.40 by the City Council on March 22, 2022.  Change Order 4 was approved in the amount of (-$18,270.57) by the City Council on June 21, 2022.  Change Order 5 is being considered at this meeting in the amount of $4,102.00.  SEH Contract Amendment Nos. 1-3 have been approved by the City Council in the total amount of $83,843.64.  AE2S contracts over that expected during the budgeting phase have been approved by the City Council in the amount of $49,475.00.  Miscellaneous project costs paid by the City throughout the project total $5,057.74. When these items are totaled, the amended project budget is not enough to cover all costs. Currently, the total project cost is $2,252,601.94. 7/6/2022 Utilities Commission Meeting Minutes Page 11 MOTION by Commissioner Brenny, seconded by Commissioner Stenberg to amend the Water Treatment Plant Filter Reconstruction and Needs Assessment Project budget from $2,195,360.00 to $2,252,601.94. Motion carried unanimously. 14. 2022 Street Improvements Project Update Chairman Yliniemi inquired if there were any questions or concerns with the 2022 Mill & Inlay and Full Depth Reclamation Improvements Project. There was no new information or questions from the commission or the public 15. Approve the Anderson Brother Construction Change Order No. 2 in the increased amount of $48,886.00 and amending the contract completion dates for the 2022 Full Depth Reclamation & Reconstruction Improvements Project. WiDSETH Consulting Engineer Welch reviewed Change Order No. 2 in the increased amount of $48,886.00 for the 2022 Full Depth Reclamation & Reconstruction Improvements Project. Change Order No. 2 includes the following items:  Revised Completion Date Schedule. Justification for the revised schedule is outlined below. o The water table raised approximately 3-feet from when the project was bid. The combination of high ground water and poor soil conditions made it necessary to set up dewatering to complete the planned storm sewer modifications. The time necessary to procure the dewatering equipment, setup the equipment and draw down the water table so work could continue created a 2-week delay. o With the Gracewin Development construction taking place at the same time as Glory Road construction, there was a concern raised by City staff with the final lift of bituminous being damaged by the Gracewin construction. To allow for the Gracewin construction to be complete and before placement of the final lift of bituminous, the contract for Glory Road would need to be extended 8 weeks from the original completion date.  As mentioned in the item above, dewatering was required to complete the installation of the storm sewer structures on Universal Road. The cost of the dewatering system was $24,718.15. Please note, the Contractor did not mark up the cost of the dewater as is allowed by contract. Anderson Brothers realized this was a significant change and wanted to help the City keep overall project costs down.  An additional storm sewer structure (DS-20) and piping was required on Universal Road. These items were shown in the drawings based on GIS but DS-20 was nonexistent. The structure was required because it is at the low point in the road and is a connecting structure to the overflow to the wetland. This additional cost from DS-20 and piping is $10,687.95.  City staff elected to place fill behind the curb and gutter on the south side of Universal Road to eliminate the need for storm inlets in the boulevard areas. The change order adds the fill bid item to the contract in the amount of $5,610.00.  During a site evaluation after a rain event, it was noticed the existing concrete pipe apron was cracked and in need of replacement. The apron is located on the south side of Glory Road in the stormwater basin. The total cost of the replacement concrete apron is $765.00.00. 7/6/2022 Utilities Commission Meeting Minutes Page 12  After a secondary evolution of the final grading for the Gracewin Development. It was determined that an additional catch basin (DS-2) and piping was needed to reduce the possibility of stormwater runoff from entering the property. Additionally, an upgraded junction structure (DS-1) was needed to replace the existing structure. This additional cost from DS-1, DS-2 & piping was $6,927.90.00.  In Change Order #1, it was estimated that the replacement drainage structure cover was $500.00. The final cost of the cover was $677.00. The additional $177.00 is owed to the contractor. Mr. Welch had no concerns with Change Order No. 2 and recommended approval. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the Anderson Brother Construction Company Change Order No. 2 in the increased amount of $48,886.00 for the 2022 Full Depth Reclamation & Reconstruction Improvements Project. Motion carried unanimously. 16. Approve the Anderson Brother Construction Company Partial Pay Estimate No. 2 in the amount of $248,701.92 for the 2022 Full Depth Reclamation & Reconstruction Improvements Project WiDSETH Consulting Engineer Welch reviewed Partial Pay Estimate No. 2 in the amount of $248,701.92 for the 2022 Full Depth Reclamation & Reconstruction Improvements Project. The Contractor has earned $445,690.58 to date which represents 42.6% of the contract value. In accordance with the agreement, 10% of the amount earned is being retained which results in a payment of $248,701.92 Mr. Welch has no concerns with Partial Pay Estimate No. 2 and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Anderson Brother Construction Company Partial Pay Estimate No. 2 in the amount of $248,701.92 for the 2022 Full Depth Reclamation & Reconstruction Improvements Project, Municipal Project Number 4422). Motion carried unanimously. 17. 2023 Knollwood Drive Improvements Project Monthly Update Chairman Yliniemi inquired if there were any questions or concerns with the 2023 Knollwood Drive Improvements Project. WiDSETH Consulting Engineer Welch gave a brief update on the project. 18. Adopt Resolution No. 2022-XXX Ordering Improvements and Preparation of Plans for the 2023 Knollwood Drive Improvements Project, Municipal Project No. 4132 WiDSETH Consulting Engineer Welch informed the commission that six residents attended the Improvement Hearing that was held on June 16, 2022. Public Works Director/City Engineer Walter stated a resident questioned if the project could be pushed back several years. Mr. Walter stated that if the bids are out of line with the project budget, then the project would not be awarded; however, to stay on the Pavement Management schedule with the upcoming projects the project would need to proceed if feasible. 7/6/2022 Utilities Commission Meeting Minutes Page 13 MOTION by Commissioner Christofferson, seconded by Commissioner Brenny to adopt Resolution No. 2022-XXX Ordering Improvements and Preparation of Plans for the 2023 Knollwood Drive Improvements Project, Municipal Project No. 4132. Motion carried unanimously. 19. Approve the WiDSETH Agreement for the Design and Construction Engineering Professional Services in the Not to Exceed Amount of $290,000.00 for the 2023 Knollwood Drive Improvements Project WiDSETH Consulting Engineer Welch reviewed the project area includes Knollwood Drive from Highland Scenic Road (CSAH 48) to Foley Road. The Council conducted the Improvement Hearing on Thursday, June 16, 2022, and it is scheduled to considering ordering the improvement at the July 18, 2022 Council Meeting. The City has reviewed several roadway and trail options for the Knollwood Drive corridor. The selected option includes a 32’ wide urban roadway (curb & gutter) with a paved trail separated from the roadway by a 5' boulevard. This option will provide two 11’ wide drive lanes, an 8’ parking lane on the west side of the roadway (incorporating the west gutter line). The remaining 2' is the east gutter line that does not get incorporated into the drive lane width. This roadway and trail section will have the same combined width as the current roadway and trail. Both the west curb line and east side of the trail will remain in the same location. WiDSETH has assisted the City with preparation of the Feasibility Report and Improvement Hearing. Staff has requested a proposal and scope of work from WiDSETH for the remaining phases of the project. WiDSETH’s proposed scope of services includes:  Project Management  Preliminary Survey Services  Design Services  Bidding Services  Final Assessment Calculations and Hearing  Construction Staking  Construction Administration  Construction Observation and Post Construction Services. The Agreement does not include property acquisition services, preliminary sewer cleaning and televising and construction testing services. These services were not included with the proposal because the extent and scope of work required cannot be determined until design work has begun. These services (if necessary) will require a future fee amendment when the scope of work has been defined. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the WiDSETH Agreement for Design and Construction Engineering Professional Services in the Not to Exceed Amount of $290,000.00 for the 2023 Knollwood Drive Improvements Project. Motion carried unanimously. INFORMATIONAL ITEMS 20. 2022 Micro Surfacing Improvements Project Monthly Update 7/6/2022 Utilities Commission Meeting Minutes Page 14 Chairman Yliniemi inquired if there were any questions or concerns with the 2022 Micro Surfacing Improvements Project Monthly Update. There was no new information or questions from the commission or the public. 21. 2022 Trunk Highway 210 & Inglewood Drive Railway Crossing Improvements Project Update Chairman Yliniemi inquired if there were any questions or concerns with the 2022 Trunk Highway 210 & Inglewood Drive Railway Crossing Improvements Project Update. There was no new information or questions from the commission or the public. 22. 2023 Cypress Drive and Douglas Fir Drive Improvements Project Monthly Update Chairman Yliniemi inquired if there were any questions or concerns with the 2023 Cypress Drive and Douglas Fir Drive Improvements Project Monthly Update. There was no new information or questions from the commission or the public. 23. CSAH 48 Corridor Study Monthly Update Chairman Yliniemi inquired if there were any questions or concerns with the CSAH 48 Corridor Traffic Study Monthly Update. There was no new information or questions from the commission or the public. 24. Eagle Drive Area Improvements Project Monthly Update Chairman Yliniemi inquired if there were any questions or concerns with the Eagle Drive Area Improvements Project Monthly Update. There was no new information or questions from the commission or the public. 25. Holiday Station Store Project Monthly Update Chairman Yliniemi inquired if there were any questions or concerns with the Holiday Station Contamination Assistance Project Monthly Update. There was no new information or questions from the commission or the public. 26. Inglewood Drive Drainage Improvements Project Monthly Update Chairman Yliniemi inquired if there were any questions or concerns with the Inglewood Drive Drainage Improvements Project Monthly Update. There was no new information or questions from the commission or the public. 27. City of Baxter State Aid Streets Evaluation & Revision Chairman Yliniemi inquired if there were any questions or concerns with the City of Baxter State Aid Streets Evaluation & Revision. There was no new information or questions from the commission or the public. 28. Quiet Zone Assessment Monthly Update Chairman Yliniemi inquired if there were any questions or concerns with the Quiet Zone Assessment Monthly Update. There was no new information or questions from the commission or the public. 29. Section 6 Area A1 Outlet Improvements Project Monthly Update 7/6/2022 Utilities Commission Meeting Minutes Page 15 Chairman Yliniemi inquired if there were any questions or concerns with the Section 6 Area A1 Outlet Improvements Project Monthly Update. There was no new information or questions from the commission or the public. 30. TH 210 Street Lighting Improvements Project Monthly Update Chairman Yliniemi inquired if there were any questions or concerns with the T.H. 210 Street Lighting Improvements Project Monthly Update. There was no new information or questions from the commission or the public. 31. Title 8, Chapter 2 – Sewer Use and Service, of the Baxter City Code Monthly Update Chairman Yliniemi inquired if there were any questions or concerns with the Title 8, Chapter 2 - Sewer Use and Service, of the Baxter City Code Monthly Update. There was no new information or questions from the commission or the public. ADJOURN MOTION by Commissioner Brenny, seconded by Commissioner Stenberg to adjourn the meeting at 7:00 p.m. Motion Unanimously approved. Approved by: Respectfully submitted: _______________________ ___________________________ Rock Yliniemi Mary Haugen Chair Public Works Administrative Assistant