Utilities Commission Meeting

BAX TE UTILITIES COMMISSION MEETING MINUTES Wednesday, June 07, 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: 33 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: George Fruth, HR Green Representative Tyler Maxson, Bolton& Menk Consulting Engineer Bryan Drown, SEH Consulting Engineer Scott Hedlund, and WiDSETH Consulting Engineer Alex Bitter. CONSENT AGENDA 1. Approve the Utilities Commission Minutes from May 3, 2023 MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the Utilities Commission Minutes of May 3, 2023. Motion carried unanimously. BUSINESS ITEMS 2. Cypress Drive Crosswalk Concerns George Fruth, 14177 Broadmoor Drive, expressed his concern for pedestrian crossing on Cypress Drive between the Paul Bunyan Trail and the Cypress Drive Trail near the Arbor Glen Apartments. Mr. Fruth stated the crossing is marked and well signed; however, the excessive speed along that stretch of road is posing a concern for the pedestrians. Mr. Fruth inquired if something could be done to address the crossing such a better illumination, increased police presence/ speed monitor or pedestrian activated flashing lights. Council Liaison Cross inquired if certain times are worse then others? Mr. Fruth stated that morning and evenings seem to be the concern times. Council Liaison Cross stated that the radar unit could be placed on site and request for increase enforcement in the area. Mr. Fruth inquired on the placement of rumble strips or speed bumps. Public Works Director/ City Engineer Walter stated that speed bumps are used on private property and rarely used in cities or counties due to liability concerns. Mr. Walter noted that some cities have done rumble strips and that has proven effective in some cases. 6/ 7/ 2023 Utilities Commission Meeting Minutes Page 2 Consensus of the commission was to have staff check on the cost of rumble strips and liability concerns and have a discussion with the Police Chief. This will be on the July 6th agenda for further discussion. 3. Recommend Planning and Zoning Commission Approve Conditional Use Permit for B. I. G. Performance Solutions Assistant City Engineer Thompson reviewed the Conditional Use Permit for B. I. G. Performance Solutions. The business would be operated out of the old Brothers Motor Sports building located at 8194 Fairview Road. Performance Solutions is an automotive specialty facility working on classic cars, hot rods, performance- based vehicles, fabrication, and custom exhaust building. Mr. Thompson stated the current facilities floor drains are not connected to an oil and flammable waste interceptor as required by code and to protect the City' s sanitary sewer system, this will need to be included as a condition to the approval. Mr. Thompson noted the building may end up having multiple tenants so individual water and sewer services may need to be addressed in the future. Chair Yliniemi inquired if it matters who pays the usage bill. Public Works Director/ City Engineer Walter stated the individual connections are required by City policy. Staff recommends the following conditions for approval of the Conditional Use Permit: 1. The existing floor drains need to address the building code requirements with the oil and flammable waste interceptor. 2. Redetermination of sewer and water availability charge. 3. Place property owner on notice that that additional sanitary sewer and water services may be required in the future. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to recommend Planning and Zoning Commission approve the Conditional Use Permit for B. I. G Performance Solutions with the conditions listed in the staff recommendation. Motion carried unanimously. 4. Approve the Whiskey Creek Storm Water Improvements Plans HR Green Consulting Engineer Maxson reviewed the storm water plans with the commission. Commissioner Christofferson noted that sheet 105 show the catch basin and piping but does not show the discharge structure. Mr. Maxson stated the discharge structure is called out on the plans but is not shown in the detail sheets. Commissioner Christofferson noted the sheet C505 doesn' t show the detail structure and sediment control. Mr. Maxson stated it is called out on the west side of Pipe P5 which has a different control structure. Public Works Director/ City Engineer Walter noted that sheet G103 Statement of Quantities No. 24 calls out Linear Feet but should be Each. Mr. Maxson noted that comment and will change on the plan sheet. 6/ 7/ 2023 Utilities Commission Meeting Minutes Page 3 Mr. Walter stated the cost estimate shows the construction cost exceeding the budgeted amount. There are some options that can be considered which include lowering the contingencies and/ or removing some of the treatment areas. Prior to the City purchasing the property, remediation work to clean up the site is required. The current property owner has a construction contract with Veit & Company, Inc. to perform the remediation work. The contractor plans to start work on Monday, June 12tn with completion of the improvements by Friday, June 17tn. MOTION by Commissioner Brenny, seconded by Commissioner Christofferson to recommend approval of the Whiskey Creek Stormwater Improvements Plan. Motion carried unanimously. 5. 2022 Foley Road, Isle Drive, and Forthun Road Improvements Project Update, City Improvement No. 4114 There was no new information or questions from the commission or the public. 6. Approve the RL Larson Excavating, Inc. Partial Pay Estimate No. 7 in the amount of$ 19, 169. 18 for the 2022 Foley Road, Isle Drive, and Forthun Road Improvements Project, City Improvement No. 4114 Bolton & MenkConsulting Engineer Drown reviewed Partial Pay Estimate No. 7 in the amount of 19, 169. 18 for the 2022 Foley Road, Isle Drive, and Forthun Road Improvement Project. The contractor has earned $ 3, 730, 716. 41 to date, which represents 98% of the contract value. In accordance with the agreement, the amount retained has been reduced from 5% to 3%. The 3% retained equals$ 111, 921. 49 and is being held to cover the turf establishment on Foley Road that has not been accepted and punchlist items not completed. Previous payments in the amount of 3, 599, 625. 74 have been made to the Contractor, which results in a payment of$ 19, 169. 18. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the RL Larson Excavating, Inc. Partial Pay Estimate No. 7 in the amount of$ 19, 169. 18 for the 2022 Foley Road, Isle Drive, and Forthun Road Improvement Project, City Improvement No. 4114. Motion carried unanimously. 7. 2022 Trunk Highway 210& Inglewood Drive Railway Crossing Improvements Project Update- City of Baxter- Municipal Project No.: 4121 BMI Project No. T42. 120675 Bolton & Menk Consulting Engineer Drown informed the commission the Inglewood Drive was paved on Wednesday, June 6tn. BNSF will not be in the area to complete the final stages of the crossing arms until crossing arms until July 10tn and signal lights will be operational on July 11tn Public Works Director/ City Engineer Walter stated that trail closed signs with Class III Barricades will be needed. 8. Approve the BNSF Invoice 90252171 in the amount of$ 9, 641. 44, Invoice 90252774 in the amount of$ 249. 63, and Invoice 90252993 in the amount of 82, 782. 87 for the 2022 TH 210 and Inglewood Drive Improvements Project, City Improvement No. 4121 6/ 7/ 2023 Utilities Commission Meeting Minutes Page 4 Bolton & Menk Consulting Engineer Drown reviewed BNSF Invoices No' s. 90252171, 90252774, and 90252993 include work completed between 1/ 26/ 2023 and 5/ 23/ 2023 related to the railway signal. Invoice No. 90252171 includes bill preparation, signal material, and material handling costs, Invoice No. 90252774 is professional services provided by Benesch, and Invoice No. 90252993 includes labor costs for installation of the signal bases and electrical components. MOTION by Commissioner Brenny, seconded by Commissioner Stenberg to approve the BNSF Invoice No. 90252171 in the amount of$ 9, 641. 44, Invoice No. 90252774 in the amount of$ 249. 63, and Invoice No. 90252993 in the amount of 82, 782. 87 for the 2022 TH 210 and Inglewood Drive Improvements Project, City Improvement No. 4121. Motion carried unanimously. 9. Approve the Anderson Brothers Construction Partial Pay Estimate No. 5 in the amount of 425, 144. 28 for the 2022 TH 210 and Inglewood Drive Improvements Project, City Improvement No. 4121 Bolton & Menk Consulting Engineer Drown reviewed Partial Pay Estimate No. 5 in the amount of 425, 144. 28 for the 2022 TH 210 and Inglewood Drive Improvements Project. The Contractor has earned $ 1,.158.,751. 02 to date which represents 54% of the contract value and the city has previously reimbursed the contractor$ 44, 951. 46 for storm sewer items purchased in 2022. Currently$ 39, 126. 46 of the stored materials have been installed. In accordance with the agreement, 5% of the amount earned is being retained, previous payments in the amount of$ 681, 202. 94 were made to the contractor, which results in a payment of 425, 144. 28. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the Anderson Brothers Construction Partial Pay Estimate No. 5 in the amount of$ 425, 144. 28 for the 2022 TH 210 and Inglewood Drive Improvements Project, City Improvement No. 4121. Motion carried unanimously. 10. Accept the ASTECH Corporation bid in the amount of$ 496,,731. 26 for the 2023 Micro Surfacing Project and increase the project budget to$ 526, 683. 26 Bolton & Menk Consulting Engineer Drown reviewed the following bids: Astech Corp 496, 731. 26 Fahrner Asphalt 623, 219. 45 The low bid is approximately 8% higher than the Engineer' s Estimate of$ 460, 161. 25. Bolton Menk continues to see costs increase for Micro Surfacing. The average unit cost for the 2021 project was$ 4. 79 per square yard, the 2022 project was$ 5. 79 per square yard, and the 2023 low bid is$ 6. 71 per square yard. Comparing the 2023 Project Bid to the 2022 Project Bid the unit cost for the bituminous material decreased 20%, while there was a 10% increase in the cost of aggregate material, an increase in mobilization, an increase in pavement striping cost, and topsoil shouldering and seeding was added to this year' s project. Funds will be taken from the Franchise Fee' s that goes toward the Pavement Management Plan to pay for project costs. The project budget based on past unit costs was$ 415, 000 for construction and engineering cost is$ 29, 952 for a total estimated project budget of$ 444.,952. With the low bid received of$ 496, 731. 26 and engineering of$ 29, 952 the project budget increases to$ 526, 683. 26. 6/ 7/ 2023 Utilities Commission Meeting Minutes Page 5 MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to accept the ASTECH Corp. bid in the amount of$ 496,.731. 26 for the 2023 Micro Surfacing Project and increasing the project budget to$ 526, 683. 26. 11. 2023 Knollwood Drive Improvements Project Monthly Update WiDSETH Consulting Engineer Bitter informed the commission of an upcoming fee amendment on the project. During the design phase of the Knollwood Drive Project, the City of Baxter added the cleaning of the Forestview Middle School Ponds to the project as they need cleaning. The City and School District have a maintenance agreement for the stormwater ponds. This addition to the project was not in original scope of the project. WiDSETH has been tracking the time and expenses for this additional service. WiDSETH was waiting to complete a fee amendment until all the information has been gathered. Soil samples needed to be sent off for testing to determine where the pond materials can be disposed of. There are fees associated with soil testing and we now have pricing for those tests. The estimated total fee includes WiDSETH effort and testing fee is $ 10,.000. Once the final cost of the additional services has been determined and the work is complete,. WiDSETH will prepare a fee amendment for the project. 12. Approve the Knife River Corporation— North Central Change Order No. 2 in the increased amount of$ 11, 378. 67 and amending the contract completion dates for the 2023 Knollwood Drive Improvements Project, Municipal Project Number 4132 WiDSETH Consulting Engineer Bitter reviewed the Knife River Corporation— North Central Change Order No. 2 in the increased amount of$ 11, 378. 67 for the 2023 Knollwood Drive Improvements Project. Change Order No. 2 includes the following items: The Contractor is to complete two exploratory excavations on the watermain at the intersection of Highland Scenic Road and Knollwood Drive. In order to conduct this work safely, the contractor will need to close the turn lanes in to Knollwood Drive from Highland Scenic Road. This additional traffic control comes with a cost of$ 3, 512. 67. Due to the delay in the project from the private utility companies work, The City elected to use a calcium chloride solution on the roadway for dust control instead of continuing to water the road. Calcium chloride in this case will be applied one time and will last the duration of the delay which is anticipated to be 6 to 8 weeks. The cost of the calcium chloride is$ 6, 312. 00. During the bidding phase of the project, there was confusion on the note for the hydrant restoration. The contractor understood the note to read only the lower components of the hydrant were to be replaced. The note is intended to read both the upper and lower components are to be replaced. This question was not asked during the bidding process, but City staff understands the mistake and asked the contractor to provide the additional cost for parts for each hydrant restoration. This is the first project where hydrant restoration has been included in the project, additional language will be added to future projects to further clarify, it is important the upper section is replaced with the lower components to essentially have a new hydrant in terms of the mechanical operational components. There are 7 hydrants in the estimated quantities, but the City has added 1 additional hydrant to be restored. In total, with 8 hydrants and the contactor mark up the total per is $ 194. 25 resulting in a total additional cost of$ 1, 554. 00. 6/ 7/ 2023 Utilities Commission Meeting Minutes Page 6 Mr. Bitter stated that due to underground utility work the substantial completion date has been rescheduled from September 1, 2023 to October 13, 2023 and final completion date has been rescheduled from September 15, 2023 to October 27, 2023. Mr. Bitter has no concerns with Change Order No. 2 and recommended approval. Chair Yliniemi inquired of the specs were incorrect. Mr. Bitter stated the contractor misread the specs and only repaired the bottom portion. Public Works Director/ City Engineer Walter stated a detail sheet was made showing the parts to be replaced. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Knife River Corporation — North Central Change Order No. 2 in the increased amount of $ 11.,378. 67 and amending the contract completion dates for the 2023 Knollwood Drive Improvements Project, Municipal Project Number 4132. Motion carried unanimously. 13. Approve the Knife River Corporation— North Central Partial Pay Estimate 1 in the amount of 237, 446. 36 for the 2023 Knollwood Drive Improvements Project, Municipal Project Number 4132 WiDSETH Consulting Engineer Bitter reviewed Partial Pay Estimate No. 1 in the amount of$ 237, 446. 36 for the 2023 Knollwood Drive Improvements Project. The Contractor has earned $ 219.,682. 04 to date which represents 11. 3% of the contract value. In accordance with the agreement, 10% of the amount earned ($ 21, 968. 20) is being retained. The Contractor has requested payment for materials on hand— not installed in the amount of$ 39, 732. 52 which results in a total payment of$ 237, 446. 36. MOTION by Commissioner Christofferson,seconded by Commissioner Brenny to approve the Knife River Corporation— North CentralPay Estimate 1 in the amount of$ 237, 446. 36 for the 2023 Knollwood Drive Improvements Project, Municipal Project Number 4132. Motion carried unanimously. 14. 2024 South Forestview Improvements Project Monthly Update There was no new information or questions from the commission or the public. 1S. 2024 South Forestview Improvements Project Draft Feasibility Report SEH Consulting Engineer Hedlund reviewed the draft feasibility report for roadway, trail, storm sewer and utility improvements for the 2024 South Forestview Improvements Project. The project area includes Forestview Drive south of River Vista Drive, Maryland Road, River Vista Drive, River Vista Court, Medford Road, Riverwood Road, and Parkview Circle. The draft report included the following items: Existing Conditions Proposed Improvements Easement Acquisition Preliminary Cost Estimates Preliminary Assessments Project Schedule Public Works Director/ City Engineer Walter stated there are several homes in the project area that had to install a new septic system due to failure. 6/ 7/ 2023 Utilities Commission Meeting Minutes Page 7 Commissioner Stenberg inquired is the park would during construction. Mr. Walter stated be closed that Riverview Park is a passive park and a notice can be placed on the City' s website and Facebook page that it is closed to the general public during construction. Council Liaison Cross informed the commission the City Council will be having a workshop to address the Capital Improvements Plan. 16. 2023 Cypress Drive and Douglas Fir Drive Improvements Project Monthly Update There was no new information or questions from the commission or the public. 17. Approve the Kraemer Trucking& Excavating, Inc Partial Pay Estimate No. 1 in the amount of 46, 737. 62 for the 2023 Cypress Drive and Douglas Fir Drive Improvements Project SEH Consulting Engineer Hedlund reviewed Partial Pay Estimate No. 1 in the amount of$ 46, 737. 62 for the 2023 Cypress Drive and Douglas Fir Drive Improvements Project. Partial Pay Estimate No. 1 is for work accomplished through May 19tn and covers temporary erosion sediment control and clearing& grubbing work items. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the Kraemer Trucking & Excavating, Inc Partial Pay Estimate No. 1 in the amount of$ 46, 737. 62 for the 2023 Cypress Drive and Douglas Fir Drive Improvements Project. Motion carried unanimously. INFORMATIONAL ITEMS 18. 2023 Evergreen Drive Improvements Feasibility Study Project Monthly Update There was no new information or questions from the commission or the public. 19. 2022 Full Depth Reclamation and Reconstruction Improvements Project Monthly Update There was no new information or questions from the commission or the public. 20. 2023 Commercial and Residential Full Depth Reclamation and Quiet Zone Improvements Project Monthly Update There was no new information or questions from the commission or the public. 21. 2023 Novotny Road Improvements Project Monthly Update There was no new information or questions from the commission or the public. 22. 2024 Design Road & TH 371 Stormwater Improvements Project Monthly Update There was no new information or questions from the commission or the public. 23. 2024 Mill & Over and Full Depth Reclamation Improvements Project Monthly Update There was no new information or questions from the commission or the public. 6/ 7/ 2023 Utilities Commission Meeting Minutes Page 8 24. Eagle Drive Area Improvements Project Monthly Update Council Liaison Cross inquired on the timeline of the Brainerd Public Utilities ( BPU) Forcemain Improvements. Assistant City Engineer Thompson informed the commission the DNR recently approved the BPU' s permit, and they are currently working with the area hydrologist. This looks like it will be a fall project. Council Liaison Cross expressed his neighborhoods concern on the potholes on Eagle Drive since they are into the base of the bituminous. Public Works Director/ City Engineer Walter stated that he would send out the streets department to do some heavy patching in the area. 25. Holiday Station Store Contamination at Excelsior and Hwy 371 Project Monthly Update There was no new information or questions from the commission or the public. 26. Inglewood Drive to Garrett Lane Stormwater Outlet Study Project Monthly Update There was no new information or questions from the commission or the public. 27. Lift Station 13 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 28. Lift Station 16 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 29. Section 6 Area Al Outlet 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 There was no new information or questions from the commission or the public. 31. Wastewater Treatment Plant Charges for April 2023 There was no new information or questions from the commission or the public. 32. Water Treatment Plant Make- Up Air Unit Update There was no new information or questions from the commission or the public. 33. Wellhead Protection Plan Part II Project Monthly Update There was no new information or questions from the commission or the public. OTHER BUSINESS 34. Clearwater Road and Golf Course Drive 4- Way Stop 6/ 7/ 2023 Utilities Commission Meeting Minutes Page 9 Public Works Director/ City Engineer Walter informed the commission that at the October 3, 2012 commission meeting Country Club Estates had requested a traffic count to see of a four- way stop was warranted. WSB was contracted to complete a traffic safety analysis at the intersection and a four- way stop was not warranted at that time. Mr. Walter noted the increase in traffic at that intersection and recommended the traffic safety analysis be updated to see if traffic patterns had changed. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to recommend the Golf Course Drive at Clearwater Road Intersection Traffic Safety Analysis be updated. Motion carried unanimously. 35. MERCURY LEVELS Public Works Director/ City Engineer Walter informed the commission that Brainerd Public Utilities Wastewater Treatment Supervisor Charlie Gammon had contacted him regarding of low- level mercury results coming from the City' s wastewater effluent. Test results taken over the last eight weeks have narrowed the locations to dental offices in the city. Dental offices must meet federal and state requirements to limit the amount of mercury in their wastewater. Staff will be working on a mercury minimization plan to inspect, educate and require submission of cleaning records similar to the city' s Fats, Oils, and Grease Program. ADJOURN MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to adjourn the meeting at 7: 47 p. m. Motion unanimously approved. Approved by: Respectfully submitted: t Rock Yliniemi Mary Haug Chair Administrative Assistant