Utilities Commission Meeting

UTILITIES COMMISSION MEETING MINUTES Wednesday, January 04, 2023 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 John Brenny, Jack Christofferson, Douglas Stenberg, Chairman Rock Yliniemi, and Council Liaison Mark Cross. MEMBERS ABSENT: None. STAFF PRESENT: Public Works Director/City Engineer Trevor Walter, Assistant City Engineer Trevor Thompson, and Administrative Assistant Mary Haugen. OTHERS PRESENT: Mayor Darrel Olson, Brainerd Community Development Director James Kramvik, Brainerd Public Utilities Finance Director Todd Wicklund, Brainerd Public Utilities Commissioner Dolly Matten, AEP Energy Representative Victor Hoerst (via phone), Bolton & Menk Consulting Engineer Bryan Drown, SEH Consulting Engineers Alex Voit, and WiDSETH Consulting Engineers Aric Welch & Alex Bitter. CONSENT AGENDA 1. Approve the Utilities Commission Meeting Minutes of December 7, 2022 MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Utilities Commission Minutes of December 7, 2022. Motion carried unanimously. BUSINESS ITEMS 2. Approve the Preliminary & Final Plat of City Center of Baxter First Addition Public Works Director/City Engineer Walter reviewed the preliminary & final plat of City Center of Baxter First Addition. CTC has purchased the property from Potlatch and is proposing a subdivision plat creating three (3) outlots for future development. This plat will include vacation of a portion of Ironwood Drive and all of Jasperwood Court. Realigning Ironwood Drive to meet up with the 80-foot wide easement for Highway and Utility Purposes according to Doc. No. 731456 that the City of Baxter obtained from Knute Nelson with the 2020 South Interceptor, North Forestview & Forestview Stormwater Outfall Improvements Project. CTC is proposing to sell Outlot C to the Children’s Museum for development. If the sale of the property goes through a development agreement for sanitary sewer, streets and water extension will be needed in the future. 1/4/2023 Utilities Commission Meeting Minutes Page 2 Mr. Walter requested two motions. One motion to the Planning & Zoning Commission for the plat recommendation and one motion to City Council for the vacation of a portion Ironwood Drive and all of Jasperwood Court. MOTION by Commissioner Christofferson, seconded by Commissioner Brenny to recommend the Planning and Zoning Commission approve the Preliminary & Final Plat of City Center of Baxter First Addition. Motion carried unanimously. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to recommend City Council approve the vacation of a portion of Ironwood Drive and all of Jasperwood Court. Motion carried unanimously. 3. Approve the Preliminary & Final Plat of Brainerd Public Utilities Public Works Director/City Engineer Walter explained the Preliminary & Final Plat of Brainerd Public Utilities combines the existing three (3) lots of record into one (1) parcel. The parcel is proposed to be rezoned to Public Benefit which will allow Brainerd Public Utilities to build across the existing property lines. Mr. Walter noted the replatting did not include the old racquetball property that is owned by the City of Brainerd. Brainerd Community Development Director James Kramvik informed the commission that as part of the potential project, the property is being combined and rezoned to keep the solar array within the property boundaries. Mr. Kramvik stated the wetland delineation has been completed for the proposed project. Mr. Walter stated the platting will need to be done to clean up the existing parcels of record. Council Liaison Cross inquired why the plat did not include all of the property and zoned Public Benefit. Mr. Kramvik stated that the City of Brainerd is unclear of the usage for the corner piece of property at this time. Council Liaison Cross inquired how many acres of the solar array is planned. Brainerd Public Utilities Finance Director Todd Wicklund stated that 7.5 acres of property located behind the Wastewater Treatment Plant, south of the berm and main sanitary sewer line will be used. The distance to residents and natural visitation will also mitigate a glare from the solar panels. The panels are covered with an anti-reflective coating. Mr. Wicklund stated that solar array that was constructed at the Brainerd Airport is larger in size and generates 5.7 megawatts of solar energy. The solar array at the Wastewater Treatment Plant will generate 1.25 megawatts of solar energy that will benefit their customers which includes approximately 500 City of Baxter customers. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to recommend the Planning & Zoning Commission approve the Preliminary & Final Plat of Brainerd Public Utilities. Motion carried unanimously. 4. Approve the Conditional Use Permit for the Brainerd Public Utilities Solar Array 1/4/2023 Utilities Commission Meeting Minutes Page 3 Public Works Director/City Engineer Walter stated the Conditional Use Permit application has no impact on water, sanitary sewer, or streets. Stormwater will be addressed through the grading permit which will be submitted after the approval process is complete. The site plan is completely outside the flood plain, requires no grading in the shoreland district, and leaves natural vegetated forest as visual screening to the neighboring residential properties. During construction of the solar array, erosion control measures will be put in place to mitigate any adverse effects of soil erosion until the site is fully stabilized with vegetation. Mr. Walter requested clarification that the site will not need any additional fill brought in or out of the construction site. AEP Energy Representative Victor Hoerst (via phone) stated the site will have minor grading in order to level the perimeter but will have a balanced grading plan utilizing the material onsite. The proposed solar array will not include any additional buildings. All new proposed fencing will be six- foot chain-link fencing that will surround the perimeter of the site and will protect the solar array components as well as the public from entering the property. The ready-for construction drawings, Stormwater Pollution Prevention Plans (SWPPP) and Drainage Reports will be completed after city approvals. AEP Onsite Partners’ standard procedure is to not create these items until after all the approvals are in place from the customer and appropriate jurisdictions. These items are prepared and submitted with grading permits that are needed for the project. MOTION by Commissioner Brenny, seconded by Commissioner Christofferson to recommend the Planning & Zoning Commission approve the Conditional Use Permit for the Brainerd Public Utilities Solar Array. Motion carried unanimously. 5. 2022 Trunk Highway 210 & Inglewood Drive Railway Crossing Improvements Project Monthly Update There was no new information or questions from the commission or the public. 6. Approve the Anderson Brothers Construction Partial Pay Estimate No. 4 in the amount of $221,825.00 for the 2022 TH 210 and Inglewood Drive Railroad Crossing Improvements Project Bolton & Menk Consulting Engineer Drown reviewed the Anderson Brothers Construction Partial Pay Estimate No. 4 for the 2022 TH 210 and Inglewood Drive Railway Crossing Improvements Project. The Contractor has earned $672,104.27 to date which represents 32% of the contract value and the city has reimbursed the contractor $44,951.46 for storm sewer items purchased that will be stored over the winter and installed in 2023. In accordance with the agreement, 5% of the amount earned is being retained, which results in a payment of $221,825.00. Mr. Drown has no concerns with Partial Pay Estimate No. 4 and recommends approval. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the Anderson Brothers Construction Partial Pay Estimate No. 4 in the amount of $221,825.00 for the 2022 TH 210 and Inglewood Drive Improvements Project. Motion carried unanimously. 1/4/2023 Utilities Commission Meeting Minutes Page 4 7. Approve the BNSF Invoice 90245663 in the amount of $37,585.93 for the 2022 TH 210 and Inglewood Drive Railroad Crossing Improvements Project Bolton & Menk Consulting Engineer Drown reviewed BNSF Invoice 90245663 for work completed between 11/01/2022 and 11/10/2022 related to the railway signal. The invoice includes bill preparation, shop labor, signal materials, and material handling costs. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the BNSF Invoice 90245663 in the amount of $37,585.93 for the 2022 TH 210 and Inglewood Drive Railroad Crossing Improvements Project. Motion carried unanimously. 8. Approve the BNSF Invoice 90246233 in the amount of $3,724.24 for the 2022 TH 210 and Inglewood Drive Railroad Crossing Improvements Project Bolton & Menk Consulting Engineer Drown reviewed BNSF Invoice 90246233 in the amount of $3,724.24. The invoice includes items relative to the estimated labor, material, and miscellaneous costs. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the BNSF Invoice 90246233 in the amount of $3,724.24 for the 2022 TH 210 and Inglewood Drive Railroad Crossing Improvements Project. 9. Lift Station 16 Reconstruction Project Update There was no new information or questions from the commission or the public. 10. Approve the Tom’s Backhoe Service, Inc. Change Order No. 1 in the increased amount of $500.00 for the Lift Station 16 Reconstruction Project and increase the project budget from $218,740.00 to $219,240.00 WiDSETH Consulting Engineer Welch reviewed Change Order No. 1 in the increased amount of $500.00 for the Lift Station No. 16. Reconstruction Project. Change Order No. 1 includes the following item:  Installation of new steps to access the valve vault structure. The $500.00 change order increases the total contract price from $139,500.00 to $140,000.00. The change order will require increasing the project budget from $218,740.00 to $219,240.00. Mr. Welch has no concerns with Change Order No. 1 and recommends approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Tom’s Backhoe Service, Inc. Change Order No. 1 in the increased amount of $500.00 for the Lift Station 16 Reconstruction Project and increase the project budget from $218,740.00 to $219,240.00. Motion carried unanimously. 11. Approve the Tom’s Backhoe Service, Inc. Partial Pay Estimate No. 2 in the amount of $13,115.00 for the Lift Station 16 Reconstruction Project WiDSETH Consulting Engineer Welch reviewed the Tom’s Backhoe Service, Inc. Partial Pay Estimate No. 2 in the amount of $13,115.00 for the Lift Station 16 Reconstruction Project. 1/4/2023 Utilities Commission Meeting Minutes Page 5 The Contractor has earned $140,000.00 to date which represents 100% of the contract value In accordance with the agreement, $5,000.00 is being retained which results in a payment of $13,115.00. Mr. Welch had no concerns with Partial Pay Estimate No. 2 and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Tom’s Backhoe Service, Inc. Partial Pay Estimate No. 2 in the amount of $13,115.00 for the Lift Station 16 Reconstruction Project. Motion carried unanimously. 12. Approve the WiDSETH Agreement for Professional Engineering Services for the Evergreen Drive Feasibility Report in the Not to Exceed Amount of $12,500.00 WiDSETH Consulting Engineer Welch reviewed the proposal to prepare a feasibility report for the extension of sanitary sewer, water, storm sewer and roadway improvements south along Evergreen Drive from 1,500’ south of Hastings Road to Hastings Road. Widseth proposes to complete a letter feasibility report to determine the cost of extending sanitary sewer and water service along the Evergreen Drive corridor from 1,500 feet south of Hastings Road to Hastings Road. Specific items included with this proposal are:  Research of existing project records, documents, and reports.  Layout proposed sanitary sewer, water, storm sewer and roadway extensions.  Estimate project costs and assessments based on the current City assessment policy.  Prepare a letter feasibility report summarizing the findings of the study.  Review of preliminary report with City staff, Utilities Commission and Council.  Prepare and submit final letter report based on City review comments. WSN proposes to perform the services described above on an hourly basis, in accordance with the attached fee schedule, for the Not to Exceed Amount of $12,500.00. It was noted that a possible development could occur in 2023 – 2024 with the feasibility study area. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the WiDSETH Agreement for Professional Engineering Services for the Evergreen Drive Feasibility Report in the Not to Exceed amount of $12,500.00. Motion carried unanimously. 13. 2023 Knollwood Drive Improvements Project Monthly Update WiDSETH Consulting Engineer Bitter stated the 2023 Knollwood Drive Assessment Hearing has been scheduled for January 24, 2023. 14. Adopt Resolution 2023-xxx Accepting the Bid from Knife River Corporation – North Central in the amount of $1,676,520.50 for the 2023 Knollwood Drive Improvements Project WiDSETH Consulting Engineer Bitter stated the City of Baxter revied the following bids after proper legal advertisement for the 2023 Knollwood Drive Improvements Project. The following two bids were received: Knife River Corporation – North Central $1,676,520.50 Anderson Brothers Construction Company $1,740,381.13 Engineer’s Estimate $1,739,214.00 1/4/2023 Utilities Commission Meeting Minutes Page 6 Chairman Yliniemi inquired why only two bids were received. WiDSETH Consulting Engineer Welch stated that a certain percent of the project must be considered for prime contractors. The majority of the project is for roadway work which really only pertains to two contractors Knife River and Anderson Brothers Construction. There were a lot of plan holders; however, they would have submitted their bids as subs to the General contractors. MOTION by Commissioner Christofferson, seconded by Commissioner Brenny to adopt Resolution No. 2023-XXX accepting the Knife River Corporation – North Central bid in the amount of $1,676,520.05 for the 2023 Knollwood Drive Improvements Project. Motion carried unanimously. INFORMATIONAL ITEMS 15. 2019 Inglewood Drive Drainage Improvements Project Monthly Update There was no new information or questions from the commission or the public. 16. 2022 Foley Road, Isle Drive, and Forthun Road Improvements Project Update There was no new information or questions from the commission or the public. 17. 2022 Full Depth Reclamation & Reconstruction Improvements Project Monthly Update There was no new information or questions from the commission or the public. 18. 2023 Commercial and Residential Full Depth Reclamation Improvements Project Monthly Update There was no new information or questions from the commission or the public. 19. 2023 Cypress Drive and Douglas Fir Drive Improvements Project Monthly Update There was no new information or questions from the commission or the public. 20. Eagle Drive Area Improvements Project Monthly Update There was no new information or questions from the commission or the public. 21. Holiday Station Store Contamination Project Monthly Update There was no new information or questions from the commission or the public. 22. Inglewood Drive to Garrett Lane Stormwater Outlet Study Project Update There was no new information or questions from the commission or the public. 23. Lift Station 13 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 24. Quiet Zone Design, Implementation, and Notification Monthly Update There was no new information or questions from the commission or the public. 1/4/2023 Utilities Commission Meeting Minutes Page 7 25. Revision of 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. 26. Section 6 Area A1 Outlet Project Update There was no new information or questions from the commission or the public. 27. Water Treatment Plant Charges for November 2022 There was no new information or questions from the commission or the public. 28. Whiskey Creek Stormwater Improvements 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 6:03 p.m. Motion unanimously approved. Mayor Olson addressed the commission and thanked them for their time and dedication to the City of Baxter. Mayor Olson stated he reads the packets, minutes and acknowledged the sometimes extensive & complex items they address as a commission and the level of involvement it entails. Approved by: Respectfully submitted: _______________________ ___________________________ Rock Yliniemi Mary Haugen Chair Administrative Assistant