Utilities Commission Meeting

UTILITIES COMMISSION MEETING MINUTES Wednesday, March 08, 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 Jack Christofferson, Douglas Stenberg, Chairman Rock Yliniemi, and Council Liaison Mark Cross. MEMBERS ABSENT: Commissioner John Brenny. STAFF PRESENT: Public Works Director/City Engineer Trevor Walter, Assistant City Engineer Trevor Thompson, and Administrative Assistant Mary Haugen. OTHERS PRESENT: Bolton & Menk Consulting Engineer Bryan Drown, SEH Consulting Engineers Scott Hedlund & Alex Voit, WiDSETH Consulting Engineer Aric Welch and HR Green Consulting Engineer Bridget Osborn. CONSENT AGENDA 1. Approve the Special Utilities Commission Minutes from February 22, 2023 MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Special Utilities Commission Minutes of February 22, 2023. Motion carried unanimously. BUSINESS ITEMS 2. Recommend Planning & Zoning approve the Preliminary & Final Plat of Cedar Scenic Second Addition to Baxter Public Works Director/City Engineer Walter informed the commission the Preliminary & Final Plat of Cedar Scenic Second Addition to Baxter was requested the Baxter Economic Development Authority (EDA) to make the larger existing lots compatible to the neighborhood. The proposed preliminary and final plat of Cedar Scenic Addition addresses the adjustment of lot lines to accommodate the construction of grade separated trail and stormwater treatment. The plat adjusts the north property line an additional 24 feet to the north creating larger lots which is more consistent with the neighborhood lot sizes. In 2005 with the Cedar Scenic Addition to Baxter plat, the additional 7-feet of right-of-way was dedicated on the north side of Cedar Scenic for a total of 73’ feet (40’ north of center line & 33’ south) which is consistent with City Ordinance No. 11-4-2. Cedar Scenic Second Addition 3/8/2023 Utilities Commission Meeting Minutes Page 2 to Baxter has an additional 7-feet of right-of-way dedicated on the north side of Cedar Scenic Road creating a total 80-feet of right-of-way. The plat includes the 10-foot drainage and utility easement adjacent to road and a 5-foot drainage and utility easement on all interior lot lines. Chairman Yliniemi inquired if the replat will affect any existing sanitary sewer and water stubs that were previously installed with the 2007 Cedar Scenic Area Improvements Project. Mr. Walter stated that three (3) of the stubs will need to be removed. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to recommend Planning & Zoning approve the Preliminary & Final Plat of Cedar Scenic Second Addition to Baxter. Motion carried unanimously. 3. Recommend Planning & Zoning approve the Preliminary & Final Plat of Northdale Sixth Addition Public Works Director/City Engineer Walter informed the commission the Preliminary & Final Plat of Northdale Sixth Addition was requested the Baxter Economic Development Authority (EDA) to make the larger existing lots compatible to the neighborhood. The plat includes the 10-foot drainage and utility easement adjacent to road and a 5-foot drainage and utility easement on all interior lot lines. Staff recommends approval of the Preliminary & Final Plat of Northdale Sixth Addition contingent on the following conditions: 1. Waive the dedicated additional 7-feet of right-of-way as per City Ordinance No. 11-4-2. a. There are no trails proposed along Lynndale Drive and Kimberlee Drive adjacent to the plat and the existing 66-foot right-of-way with the 10-foot drainage and utility easement is sufficient for private utilities to install their infrastructure. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to recommend Planning & Zoning approve the Preliminary & Final Plat of Northdale Sixth Addition and to waive the dedicated additional 7-feet of right-of-way as per City Ordinance No. 11-4-2. Motion carried unanimously. 4. Approve the Crow Wing County Construction Cost Share Agreement for Roadway Pavement markings on Various City of Baxter Streets – Project No. CP 18-200-127 and Amend the Striping Budget from $36,000 to $46,000 Assistant City Engineer Thompson explained the Construction costs for the 2023 citywide striping project is currently estimated to be over budget. The spreadsheet used for estimating the 2023 striping costs during the budget process had an error that accounts for approximately $8,000. Mr. Thompson explained that the County has not bid the contract at this time, bid opening is scheduled for April 5, 2023, so the costs are based on their estimate. The 2023 streets budget 3/8/2023 Utilities Commission Meeting Minutes Page 3 has $36,000.00 allocated for striping and staff is proposing to transfer $10,000.00 from the 2023 Streets Repairs/Maintenance budget to cover the additional cost associated with striping. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the Crow Wing County Construction Cost Share Agreement for Roadway Pavement Markings on Various City of Baxter Streets – Project No. CP 18-200-127 and amend the striping budget from $36,000 to $46,000. Motion carried unanimously. 5. Review the Brainerd Public Utilities Grading Permit for the Solar Array Public Works Director/City Engineer Walter informed the commission that staff was looking for comments on the civil plans that will be used for the grading permit application. Council Liaison Cross had the following comments on the civil plans and are listed below:  Sheet No. 03 - The 30’ sanitary sewer easement is shown in the wrong location. The sanitary sewer easement does not go through the Eagle Ridge Drive cul-de-sac. The sanitary sewer easement needs to be shown accurately in the plans.  Sheet No. 03 - Identify property lines, construction limits, and setbacks along the east & south side of Brainerd Public Utilities’ property.  Sheet No. 04 - Identify property lines, construction limits, and setbacks along the east & south side of Brainerd Public Utilities’ property.  Sheet No. 05 - Identify property lines, construction limits, and setbacks along the east & south side of Brainerd Public Utilities’ property.  Concerns with screening based on the contours of the grading plans. Could the site be graded in a way that would create a bowl with a berm around the edge like Brainerd Public Utilities Wastewater Plant so the solar array would be hidden? The berm would provide for a taller screen and the solar panels would be set lower than currently proposed. Mr. Walter stated that city staff met with City of Brainerd staff, Brainerd Public Utilities staff, AEP Energy Representatives and their consultants to discuss the proposed project. Concerns over the flood plain lines which meet the shoreland overlay district was discussed along with meeting the 30-foot setback from the possible bluff. Another meeting has been scheduled for Friday, March 10th. Commissioner Christofferson stated that runoff concerns may need a berm at the fence line. Mr. Walter stated the concept will change once a bluff determination has been made and agrees with Council Liaison Cross that a big bowl may need to be cut in and the berm built around the east and south perimeter. 6. 2022 Trunk Highway 210 & Inglewood Drive Railway Crossing Improvements Project Update Bolton & Menk Consulting Engineer Drown stated that Anderson Brothers Construction is looking to set up a Pre-Construction meeting in the last week of March. 7. Approve the BNSF Invoice 90248604 in the Amount of $13,638.83 for the 2022 TH 210 and Inglewood Drive Improvements Project, City Improvement No. 4121 3/8/2023 Utilities Commission Meeting Minutes Page 4 Bolton & Menk Consulting Engineer Drown reviewed BNSF Invoice 90248604 in the amount of $13,638.83. The invoice includes items relative to the railway signal. The invoice includes bill preparation, shop labor and signed material costs. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the BNSF Invoice 90248604 in the amount of $13,638.83 for the 2022 TH 210 and Inglewood Drive Improvements Project. Motion carried unanimously. 8. 2023 Cypress Drive and Douglas Fir Drive Improvements Project Monthly Update SEH Consulting Engineer Hedlund informed the commission that the winter tree clearing has been completed. Right-of-Way property acquisition has been completed. 9. Approve SEH Fee Amendment No. 3 in the Not to Exceed Amount of $21,400.00 for Additional Design Phase Services for the 2023 Cypress Drive and Douglas Fir Drive Improvements Project SEH Consulting Engineer Hedlund reviewed Fee Amendment No. 3 for the 2023 Cypress Drive and Douglas Fir Drive Improvements Project. Mr. Hedlund stated the construction limits on CSAH 48 were extended considerably farther than originally scoped and the apartment building added complexity to the project. SEH Fee Amendment No. 3 supplements the scope in the original SEH contract for this project dated March 1, 2022 and covers additional services in connection with:  Additional design: o Additional 600 LF of roadway design along CSAH 48 (50% increase in total length from the feasibility report). o Multiple iterations of CSAH 48/Berrywood Dr/BPU driveway intersection reconfiguration. o Future trail accommodations along the north side of CSAH 48 between Cypress & Berrywood. o Widening base material on CSAH 48 west of Cypress Drive for future pavement widening. o Curb and storm sewer alignment changes in full depth reclamation segment of Cypress Drive. o Multiple preliminary layout iterations. o Lighting design on Douglas Fir Drive. o Coordination with KLJ on modifications to their Pinehurst Apartments civil plans.  Administering bidding contract alternate for the 4-Plex Apartments sewer service.  Multiple utility design coordination meetings & follow-up.  Wetland incidental determination, permitting, County fees.  County/City Cost Share Agreement coordination.  Property acquisition support services related to the Teehive parcel.  Extended property acquisition support for the Minneapolis Area Investments LLC parcel.  Winter tree clearing quote package preparation, bidding, and construction phase services. 3/8/2023 Utilities Commission Meeting Minutes Page 5 Mr. Hedlund stated the SEH contracts (teaming with WiDSETH) to date total $628,600.00. Including the proposed $21,400.00 Fee Amendment No. 3, the total fees under contract will be $650,000.00 in conformance with the Engineering line item in the total project cost budget listed above. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the SEH Fee Amendment No. 3 in the Not to Exceed Amount of $21,400.00 for Additional Design Phase Services for the 2023 Cypress Drive and Douglas Fir Drive Improvements Project. Motion carried unanimously. 10. 2024 South Forestview Improvements Project Monthly Update SEH Consulting Engineer Hedlund informed the commission the 2024 South Forestview Area Improvements Proposal for Engineering Services for the Feasibility Report was approved at the March 7, 2023 City Council meeting. Public Works Director/City Engineer Walter stated this was done to keep the project on schedule. 11. Inglewood Drive to Garrett Lane Surface Water Outlet Study Project Update There was no new information or questions from the commission or the public. 12. Approve the Feasibility Report for Inglewood Drive to Garrett Lane Surface Water Outlet Study. WiDSETH Consulting Engineer Welch reviewed the feasibility report to construct a surface water overflow for approximately 204 acres of property located east of Inglewood Drive and north of Woida Road. The area naturally drains to the south and west based on the surrounding topography. In 2019, properties located along Inglewood Drive between Woida Road and CSAH 77 were threatened by rising surface water levels. To provide an outlet for the rising surface water, the City installed a culvert under Inglewood Drive approximately 800’ north of Woida Road. This allowed surface water to flow westerly through existing wetlands and low land areas to County Ditch 10 that drains into Red Sand Lake. County Ditch 10 also provides an overflow from Red Sand Lake to the Gull River on the west side of Red Sand Lake. The culvert under Inglewood Drive was installed as an emergency project to provide relief for properties threatened by immediate surface water flooding conditions. The purpose of this report is to identify, improve and protect a surface water overflow corridor from the existing culvert under Inglewood Drive to County Ditch 10 that passes under Garrett Lane and into Red Sand Lake. Public Works Director/City Engineer Walter stated the county needs to clean Ditch 10 to Wise Lake. Assistant City Engineer Thompson inquired if the county does not clean their portion of Ditch 10 included in the Feasibility Report and the City cleans their portion of the ditch, will the city portion of the ditch properly function. Mr. Welch stated it will still drain; however, the water will take longer to drain. 3/8/2023 Utilities Commission Meeting Minutes Page 6 Mr. Walter explained that 80% of Ditch 10 is located within the city limits of Baxter. Mr. Welch referred to Exhibit C which showed the wetland area and if cleaning did not take place the area will still drain over time; however, there may be some loss to property. Mr. Welch recommended the next step would be to delineate the area in the spring. Mr. Walter stated that if the ditch is not constructed then surface water will stay higher on Mr. Christenson’s property before overflowing and may create additional wetlands on Mr. Christenson’s property, an example of this is the wetland on the Tanner property grew 2.5 times since their 2007 delineation. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Feasibility Report for Inglewood Drive to Garrett Lane Stormwater Outlet Study contingent on Crow Wing County comments. Motion carried unanimously. 13. 2023 Knollwood Drive Improvements Project Update WiDSETH Consulting Engineer Welch informed the commission the project was awarded to Knife River on February 21, 2023. A pre-construction meeting scheduled for March 23rd at 10:00 am at Baxter City Hall and on March 30th, a Neighborhood Construction Meeting will be held with the residents along Knollwood Drive. 14. 2024 Mill & Overlay and Full Depth Reclamation Improvements Project Feasibility Report Project Update WiDSETH Consulting Engineer Welch informed the commission this item was sent directly to the March 7, 2023 City Council meeting as requested by City Council to keep the project on a reasonable schedule and not be another month behind. Public Works Director/City Engineer Walter stated that going forward, if the Council decides to move forward on the Widseth Proposal, all remaining items will be sent to the Utilities Commission for review prior to being sent to the City Council. 15. Streets, Water & Sanitary Sewer Capital Improvements Plan Public Works Director/City Engineer Walter discussed the draft Capital Improvements Plan that included the proposed 2024 project. Mr. Walter informed the commission that the City Finance Director and Administrator have provided comments on 2024 and will be evaluating 2025 – 2028 and presenting the information at the first council meeting in May. Mr. Walter said a lot of the information is what was included in the Utilities Commission recommendation from 2022. Mr. Walter explained the purpose of the plan is to align the infrastructure needs with the financial means of the City. The last CIP was adopted in 2008 and since 2013 City Council has approved capital infrastructure projects on an annual basis. 16. Approve the AE2S SCADA Improvements Contract in the not to Exceed Amount of $61,125 to Complete Tasks Identified in the Staff Recommendation In January of 2022, the City entered into a contract with AE2S to perform SCADA Improvements for the City’s SCADA system. The City had previously entered into a contract with AE2S to perform updates to the SCADA system associated with the Water Treatment Plant Reconstruction Project in 2021. Throughout the process of reconstructing the Water Treatment 3/8/2023 Utilities Commission Meeting Minutes Page 7 Plant (WTP) and performing SCADA improvements, there were additional services that either should have been included in the AE2S contracts, or are 2023 budgeted improvements, or items that have since been identified since the projects. Public Works Director/City Engineer Walter informed the commission that when the Water Treatment Plant was upgraded no backup equipment was ordered to have on hand. Assistant City Engineer Thompson explained that without this equipment the plant would have to be run manually by staff, which would require full time round the clock staff to operate the facility. Chairman Yliniemi inquired on the shelf life of the equipment. Mr. Walter stated that components have been replaced twice since 2007 which is approximately every five years. The City normally has one processor and module in stock for emergencies. Engineering staff recommended approval of the contract in the not to exceed amount of $61,125.00. The work included in this amount is as follows:  Task 1 – Provide Spare PLC Processor and Ethernet Module  Task 2 – Iron Analyzer SCADA Integration Professional Services and Equipment  Task 3 – Towers/Interconnect Intrusion Alarm Monitoring Professional Services and Equipment  Task 4 – MAU4 VFD Controls Integration Professional Services  Task 5 – MicroChlor Water Heater Alarm Monitoring Professional Services  Task 6 – Fluoride Tank Level SCADA Integration Professional Services and Equipment  Task 8 – Control Panels Ethernet Switches Improvements Professional Services and Equipment Staff will include Tasks 7, 9, & 10 in the 2024 WTP budget for approval to complete the tasks in 2024. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the AE2S SCADA Improvements Contract in the not to Exceed Amount of $61,125.00 to complete tasks identified in the staff recommendation. Motion carried unanimously. 17. Whiskey Creek Stormwater Improvements Project – 60% Design Review Public Works Director/City Engineer Walter informed the commission that staff is looking for comments on the 60% project plans. Comments from the engineering staff have already been sent to HR Green for corrections or inclusions in the plan set. Details to the storm sewer pipe on Design Road will have been coordinated with WiDSETH and are included in the plans since this project will likely be constructed before the 2024 Design Road and TH 371 Stormwater Improvements Project. HR Green Consulting Engineer Bridget Osborn introduced herself to the commission. Ms. Osborn is now overseeing the project since Mr. Tracy left the company. Grants have been obtained from the Clean Water Land and Legacy Funds (CWF) for design and construction and the Environment and Natural Resources Trust Fund (ENRTF) for land acquisition. 3/8/2023 Utilities Commission Meeting Minutes Page 8 Ms. Osborn explained that the Phase I Environmental Report had identified areas of mercury contamination in soils surrounding some of the golf course greens & tee boxes. Mr. Walter explained this comes from the pesticides and fungicides that were used to maintain the golf course property. Commissioner Stenberg inquired if this area will be a future park. Mr. Walter stated that grant funding does not allow for the area to be a park; there is a paved maintenance road to allow staff access to clean the area. The commission will see the 90% plans at the June meeting. INFORMATIONAL ITEMS 18. 2019 Inglewood Drive Drainage Improvements Project Update There was no new information or questions from the commission or the public. 19. Foley Road, Isle Drive, and Forthun Road Improvements Project Update There was no new information or questions from the commission or the public. 20. 2022 Full Depth Reclamation and Reconstruction Improvements Project Update There was no new information or questions from the commission or the public. 21. 2023 Commercial and Residential Full Depth Reclamation Improvements Project Update and 2023 Quiet Zone Design, Implementation, and Notification Project Update There was no new information or questions from the commission or the public. 22. 2023 Evergreen Drive Improvements Feasibility Study Project Update There was no new information or questions from the commission or the public. 23. 2023 Micro Surfacing Project Update There was no new information or questions from the commission or the public. 24. 2024 Design Road & TH 371 Stormwater Improvements Project Update There was no new information or questions from the commission or the public. 25. Eagle Drive Area Improvements Feasibility Study Project Update There was no new information or questions from the commission or the public. 26. Holiday Station Store Contamination Project Update There was no new information or questions from the commission or the public. 27. Lift Station 13 Reconstruction Project Update 3/8/2023 Utilities Commission Meeting Minutes Page 9 There was no new information or questions from the commission or the public. 28. Lift Station No. 16 Reconstruction Project Update There was no new information or questions from the commission or the public. 29. Section 6 Area A1 Outlet Project Update There was no new information or questions from the commission or the public. 30. Wastewater Management Board There was no new information or questions from the commission or the public. 31. Wastewater Treatment Plant Charges for January 2023 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 6:45 p.m. Motion unanimously approved. Approved by: Respectfully submitted: _______________________ ___________________________ Rock Yliniemi Mary Haugen Chair Administrative Assistant