Utilities Commission Meeting

UTILITIES COMMISSION MEETING MINUTES Wednesday, January 08, 2025 at 5:30 PM Baxter City Hall, 13190 Memorywood Drive, Baxter, MN “A Growing Community” CALL TO ORDER The regular meeting of the Baxter Utilities Commission was called to order at 5:30 p.m. by Chairman Rock Yliniemi. ROLL CALL Members Present: Commissioner Douglas Stenberg, John Brenny, Jack Christofferson, 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 Public Works Administrative Assistant Mary Haugen. Other Present: Bolton & Menk Consulting Engineer Bryan Drown, SEH Consulting Engineers Neil Heinonen, Alex Voit, Senior Water Engineer Kevin Young, Senior Hydrogeologist Melanie Niday & and WiDSETH Consulting Engineers Alex Bitter & Aric Welch. CONSENT AGENDA 1. Approve the Utilities Commission Minutes from December 4, 2024 MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Utilities Commission minutes from December 4, 2024. Motion carried unanimously. BUSINESS ITEMS 2. Recommend Planning & Zoning Approve the Preliminary & Final Plat of Sedlachek Business Park Assistant City Engineer Thompson reviewed the Preliminary & Final Plat of Sedlachek Business Park with the commission. The plat includes a 66-foot utility easement over the private access where sewer and water are proposed to be constructed. The plat also includes the standard insert include a 5-foot drainage and utility easement on all interior lot lines and a 10-foot along Fairview Road. No additional right-of-way is needed for Fairview Road. The developer is extending main line sanitary sewer and water to the north property line to allow for future expansion to Outlot A. This extension will require a Development Agreement, Construction and Maintenance Agreement, Hydrant Access Easement Agreement, and a Stormwater Facilities and Maintenance Agreement. Staff worked with the city attorney to draft the appropriate documents to protect the City’s liability during construction of the project, while maintaining the infrastructure, and in the future when repairs 1/8/2025 Utilities Commission Meeting Minutes Page 2 will be required to the infrastructure. The City Attorney recommended executing the agreements listed under the conditions to the preliminary and final plat prior to issuing a building permit. Public Works Director/City Engineer Walter informed the commission that City Code 11-4-2: Streets states that in the sole discretion of the city, a reduction in right of way may be granted if the proposed development abuts existing development with less right of way or if it is a replat of a previously platted development. Mr. Walter felt the development would be best served by remaining private and reducing it to 40-foot utility easement. Commissioner Christofferson felt the right-of-way should remain at 66-feet in case there is any potential for the street to continue in the future. Mr. Christofferson also noted the plans were not completed and he did not feel comfortable making any recommendations on the Sedlachek Business Park. Mr. Walter stated the plans are in the review process and no precursor meeting was held due to the holidays. It was noted the agreements could be placed on the February meeting; however, a recommendation must be made on the plat. Chair Yliniemi stated the reduction of the utility easement for the development made sense since there is no benefit to the city with the extra width and a city street is not needed in this location. Conditions to approving the Preliminary and Final Plat: 1. Reduce the utility easement to 40-feet. Due to this remaining a private road, they do not want the perception of a public road and there is no benefit to a 66-foot easement compared to a 40-foot easement. 2. Enter into a Development Agreement prior to issuing a building permit. 3. Enter into a Construction Repair and Maintenance Agreement for Sanitary Sewer and Water Main for Sedlachek Business Park prior to issuing a building permit. 4. Execute a Permanent hydrant Access Easement prior to issuing a building permit. 5. Enter into a Stormwater Facilities Maintenance Agreement prior to issuing a building permit. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to recommend Planning & Zoning Approve the Preliminary & Final Plat of Sedlachek Business Park with the conditions listed in the staff recommendation. Motion carried unanimously. 3. Approve the Sedlachek Business Park Development Agreement Assistant City Engineer Thompson explained the developer is proposing a Comprehensive Plan amendment and rezoning from Residential to Office in order to construct a 2,944 square foot office building. The developer is proposing to extend an 8-inch water main into the property for fire protection and the water main extension could potentially supply the property to the north. Installation of an 8-inch sanitary sewer main to the north property line will support the office building and any future development to the north. The developer will need to dig into Fairview Road to connect to the sanitary sewer and water main and to remove existing services that will not be required for the development. Included in the development agreement is the reconstruction of the road segments to ensure the road is reconstructed to City Standards. Fairview Road was improved in 2019 with a full depth reclamation with micro surfacing in 2024. 1/8/2025 Utilities Commission Meeting Minutes Page 3 The commission held an extensive discussion regarding the project plans, the agreements and recommended tabling all of the Sedlachek Business Park Agreements until the plans are finalized and all comments have been addressed. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to table the Sedlachek Business Park Development Agreement until the February 5, 2025 Utilities Commission meeting. Motion carried unanimously. 4. Approve the Sedlachek Business Park Construction and Maintenance Agreement Assistant City Engineer Thompson reviewed the Sedlachek Business Park Construction and Maintenance Agreement. The City Attorney drafted a “Construction Repair and Maintenance Agreement for Water Main and Sanitary Sewer for Sedlachek Business Park” to allow the City of Baxter maintenance staff to maintain the infrastructure. The commission tabled the Construction and Maintenance Agreement until the plans are finalized and all comments have been addressed. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to table the Sedlachek Business Park Construction and Maintenance Agreement until the February 5, 2025 Utilities Commission meeting. Motion carried unanimously. 5. Approve the Sedlachek Business Park Stormwater Facilities Maintenance Agreement Assistant City Engineer Thompson reviewed the Sedlachek Business Park Stormwater Facilities Maintenance Agreement the City uses with all developments. The stormwater facilities maintenance agreement is a requirement under section 20.3 of the Municipal Separate Storm Sewer System (MS4) permit. The commission tabled the Stormwater Facilities Maintenance Agreement until the plans are finalized and all comments have been addressed. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to table the Sedlachek Business Park Stormwater Facilities Maintenance Agreement until the February 5, 2025 Utilities Commission meeting. Motion carried unanimously. 6. Approve the Sedlachek Business Park Permanent Hydrant Access Easement Assistant City Engineer Thompson explained the project includes private water main site improvements for fire protection that will be maintained by the City of Baxter with the rest of the City of Baxter’s water distribution system. The commission tabled the Permanent Hydrant Access Easement until the plans are finalized and all comments have been addressed. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve table the Sedlachek Business Park Stormwater Facilities Maintenance Agreement until the February 5, 2025 Utilities Commission meeting. Motion carried unanimously. 7. Approve the Bolton & Menk Agreement for Professional Services in the Not to Exceed Amount of $14,704.00 for 2025 CIP and Pavement Management GIS Assistance 1/8/2025 Utilities Commission Meeting Minutes Page 4 Bolton & Menk Consulting Engineer Drown presented the Agreement for Professional Services for the 2025 CIP and GIS Assistance. Mr. Drown explained that Bolton & Menk has assisted in the development and management of the City’s pavement management program and respective street capital and sealcoat programs. Public Works Director/City Engineer Walter stated this is a maintenance contract to keep the GIS current with management programs. Mr. Walter had no concerns with the agreement and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the Bolton & Menk Agreement for Professional Services in the Not to Exceed Amount of $14,704.00 for 2025 CIP and Pavement Management GIS Assistance. Motion carried unanimously. 8. Approve Bolton & Menk Proposal for Engineering Services in the Not to Exceed Amount of $7,500.00 for the 2025 City Street PASER Rating Project Bolton & Menk Consulting Engineer Drown presented the Proposal for Engineering Services for the City Street PASER Rating Project. The rating system is used to evaluate the surface condition of city streets. The PMP has scheduled the streets to be evaluated every three years with the most recent evaluation completed in 2022. Mr. Walter informed the commission that Bolton & Menk staff drive all 86 miles of roadway in order to achieve these ratings and he had no concerns and recommended approval. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the Bolton & Menk Agreement for Professional Services in the Not to Exceed Amount of $7,500.00 for the 2025 City Street PASER Rating Project. Motion carried unanimously. 9. Approve Bolton & Menk Proposal for Engineering Services in the Not-to-Exceed Amount of $48,194.00 for the 2025 Micro Surfacing Project Bolton & Menk Consulting Engineer Drown presented the Proposal for Engineering Services for the 2025 Micro Surfacing Project. The City Pavement Management Plan identifies 4.70 miles of city streets for the 2025 Micro Surfacing Project consisting of Circle Pine Road, Elder Drive, Emily Circle, Emily Road, Falcon Drive, Foley Road, Glory Road, Isle Drive, Kelly Circle, Kelly Drive, Lakewood Lane, Marohn Road, Mountain Ash Drive, Parkwood Court, Parkwood Drive, and Wedgewood Drive. These segments were paved between 2015 and 2018 and identified for micro surfacing with 2022 PASER ratings of 6, 7, and 8 and exhibit slight to moderate surface distress. Mr. Walter had no concerns and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the Bolton & Menk Agreement for Professional Services in the Not to Exceed amount of $48,194.00 for the 2025 Micro Surfacing Project. Motion carried unanimously. 10. Recommend Planning & Zoning Approve the Preliminary & Final Plat of Timberline Heights Assistant City Engineer Thompson reviewed the preliminary and final plat of Timberline Heights. The plat includes a drainage and utility easement over the wetland and the drainage ditch leaving the 1/8/2025 Utilities Commission Meeting Minutes Page 5 wetland that is part of the City’s Section 6 Stormwater Management plan. The easement grants the City permanent access rights to maintain drainage through the wetland. Mr. Thompson noted the plat includes the standard 5-foot and 10-foot drainage and utility easement around the property lines required per City Code. Grand Oaks Drive currently dead ends without any form of turnaround, with the proposed development, a cul-de-sac will be constructed. The cul-de-sac included in the plat has a right-of-way with a radius of 60-feet, per City Code 11-4-2: Streets an 80-foot radius is required. This would be a deviation from the City Code but would be consistent with the majority of cul-de-sacs constructed in the city. Mr. Walter reiterated that in the sole discretion of the city, a reduction in right of way may be granted. Mr. Thompson noted that a cul-de-sac provides a more dedicated, larger space for turning around compared to a T-turnaround which is more compact and requires crossing traffic to reverse direction Mr. Thompson stated that staff worked with the city attorney to draft the appropriate documents to protect the City’s liability during construction of the project, while maintaining the infrastructure, and in the future when repairs will be required to the infrastructure. The City Attorney recommends executing the agreements listed under the conditions to the preliminary and final plat prior to issuing a building permit. Conditions to approving the Preliminary and Final Plat: 1. Enter into a Development Agreement prior to issuing a building permit. 2. Enter into a Construction Repair and Maintenance Agreement for Stormwater Utilities and Water main for Timberline Heights prior to issuing a building permit. 3. Execute a Permanent Hydrant Access Easement prior to issuing a building permit. 4. Enter into a Stormwater Facilities Maintenance Agreement prior to issuing a building permit. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to recommend Planning & Zoning approve the Preliminary & Final Plat of Timberline Heights with the conditions listed in the staff recommendation. Motion carried unanimously. 11. Accept the Clearwater Road Development Traffic Review Report SEH Traffic Engineer Anabis reviewed the Clearwater Road Development Traffic Review Report. The report addresses the proposed development along the north side of Clearwater Road between Green Briar Drive and Forest Drive. The proposed development includes a 73-unit apartment building with two access locations to enter or exit the site, including one along Clearwater Road and one on Grand Oaks Drive, where the roadway currently is a dead end. A previous study was completed for Clearwater Road in 2014, which analyzed the impacts of several proposed developments at the time. That study recommended that Clearwater Road be reconstructed/restriped as a 3-lane roadway with a center two-way left turn lane from Forest Drive to Edgewood Drive. When Clearwater Road was reconstructed in 2023, it was constructed as a 2-lane roadway; however, it was constructed with adequate roadway width to accommodate a future center left turn lane if needed. 1/8/2025 Utilities Commission Meeting Minutes Page 6 The proposed development is not expected to generate traffic demands that would change the recommendations of the 2014 Clearwater Road Traffic Study, so a full traffic impact analysis for the development was not required. Based on the high-level traffic review of the proposed apartment, the development is not expected to impact the surrounding roadway network. While the proposed access along Clearwater Road does not meet the City’s access spacing guidelines, the site is limiting their access to Clearwater Road as a single access point, there are limited options to move the access point to align with those on the south side of the roadway, and the access point is not expected to create significant safety concerns. No improvements along Clearwater Road are required as part of the development. However, consideration extending the center left turn lane along Clearwater Road from Edgewood Drive to Inglewood Drive should be studied at the time of improvements along Clearwater Road; extending the center left turn lane beyond Forest Drive, which was recommended as part of the 2014 traffic impact study. MOTION by Commissioner Brenny, seconded by Commissioner Christofferson to accept the Clearwater Road Development Traffic Review Report. Motion carried unanimously. 12. Approve the Timberline Heights Developers Agreement Assistant City Engineer Thompson reviewed the Timberline Heights Developers Agreement for the multifamily housing development to be located on Clearwater Road. The project design includes a 73- unit market rate podium style apartment building with site amenities. Commissioner Christofferson noted the plans were very difficult to read. Council Liaison Cross noted it looked like text boxes might have been open on the plans. MOTION by Commissioner Christofferson to table the Timberline Heights Developers Agreement until the February 5, 2025 Utilities Commission meeting. Motion failed for lack of second. Discussion: Public Works Director/City Engineer Walter stated the project plans have been through a four-step review process with only two small items remaining to be addressed on the plans. Mr. Walter had no concerns and recommended approval of the agreement. Mr. Thompson noted that it might be a software issue on the iPads since he was not seeing the concerns they were mentioning on his surface pro. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the Timberline Heights Developers Agreement. Motion carried unanimously. 13. Approve the Timberline Heights Construction and Maintenance Agreement Assistant City Engineer Thompson explained the City Attorney has drafted a Construction Repair and Maintenance Agreement for Stormwater Utilities, and Water Main for Timberline Heights to allow the City of Baxter maintenance staff to maintain the infrastructure. It is important that the hydrants are flushed on their private hydrants and the sanitary collection system is maintained to allow the City’s system to properly operate. 1/8/2025 Utilities Commission Meeting Minutes Page 7 Mr. Thompson had no concerns with the Construction and Maintenance Agreement and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the Timberline Heights Construction and Maintenance Agreement. Motion carried unanimously. 14. Approve the Timberline Heights Stormwater Facilities Maintenance Agreement Assistant City Engineer Thompson reviewed the Timberline Heights Stormwater Facilities Maintenance Agreement the City uses with all developments. The stormwater facilities maintenance agreement is a requirement under section 20.3 of the Municipal Separate Storm Sewer System (MS4) permit. Mr. Thompson had no concerns with the Stormwater Facilities Maintenance Agreement and recommended approval. MOTION by Commissioner Brenny, seconded by Commissioner Christofferson to approve the Timberline Heights Stormwater Facilities Maintenance Agreement. Motion carried unanimously. 15. Approve the Timberline Heights Permanent Hydrant Access Easement Assistant City Engineer Thompson explained the project includes private water main site improvements for fire protection that will be maintained by the City of Baxter with the rest of the City of Baxter’s water distribution system. A permanent non-exclusive easement for the purpose of providing access to the hydrants necessary for Hydrant flushing and Hydrant valve operating, as necessary. Mr. Thompson had no concerns with the Permanent Hydrant Access Agreement and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Timberline Heights Permanent Hydrant Access Easement. Motion carried unanimously. 16. 2024 Well Replacement Exploration Monthly Update There was no new information or questions from the commission or the public. 17. Accept the 2024 Well Replacement Exploration Summary Letter SEH Senior Hydrogeologist Niday reviewed 2024 Well Replacement Exploration Summary Letter. The summary provided details related to the results of the exploratory drilling, soil sampling, and sieve analysis completed during Fall 2024 to evaluate well locations on the existing Public Works site. Ms. Niday noted that the exploration that was done has increased the understanding of the hydrogeologic conditions in the vicinity of the City’s Existing well fields. The depositional environment of the local geologic units indicates a dynamic and complex conditions between outwash sands and gravel, favorable for aquifer development, and lacustrine clay deposits and other fine alluvium, that may inhibit wellfield development. As a result, the geological conditions can make it difficult to isolate favorable aquifer conditions without further site-specific exploration, which should be considered in the development of all future wellfields. 1/8/2025 Utilities Commission Meeting Minutes Page 8 MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to accept the 2024 Well Replacement Exploration Summary Letter. Motion carried unanimously. 18. Accept the Supplemental Memorandum to the 2024 Preliminary Aquifer Evaluation Report SEH Senior Hydrogeologist Niday reviewed the Supplemental 2024 New Wellfield Evaluation Memorandum which summarized the results of the exploratory drilling, soil sampling, and sieve analysis completed during November 2024 to evaluate new locations for the future expansion of the City’s wellfield. On November 22 and 25, 2024, two (2) exploratory soil borings were completed within the designated area. Based on the assessment presented above for EB-5 and EB-6, SEH is providing the City of Baxter with the following recommendations regarding the potential for future wellfield development within Area A.  Both exploratory soil borings (EB-5 and EB-6) completed within Area A looked favorable for future wellfield development. o EB-5: Favorable conditions for a future City water supply well was found between 79 to 116 feet bgs with Johnson Screen recommending a well screened from 83 to 116 feet bgs at this location. o EB-6: Favorable conditions for a future City water supply well was found between 81 to 147 feet bgs with Johnson Screen recommending a well screened from 113 to 146 feet bgs at this location.  Due to favorable conditions for future wellfield development within both EB-5 and EB-6 locations, it is recommended the installation of a larger diameter pipe within upcoming construction of Wells #5 and #6 to accommodate a potential future expansion east of the water treatment facility. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to accept the Supplemental Memorandum to the 2024 Preliminary Aquifer Evaluation Report. Motion carried unanimously. 19. Approve Traut Companies Final Pay Estimate No. 2 in the amount of $36,241.86 for the 2024 Well Exploration – Drilling Services Contract related to the 2024 Well Replacement Exploration Services SEH Consulting Engineer Heinonen reviewed the Traut Companies Final Pay Estimate No. 2 in the amount of $36,241.86 for the 2024 Well Exploration – Drilling Services Contract related to the 2024 Well Replacement Exploration Services. The Contractor has earned $141,575.25 to date. The previous payment was $105,333.39, resulting in a final payment of $36,241.86 to Traut Companies. MOTION by Commissioner Christofferson, seconded by Commissioner Brenny to approve the Traut Companies Final Pay Estimate No. 2 in the amount of $36,241.86 for the 2024 Well Exploration – Drilling Services Contract related to the 2024 Well Replacement Exploration Services. Motion carried unanimously. 20. 2025 Water Supply Improvements Wells 5 & 6 Monthly Project Update Senior Water Engineer Young gave a brief update on the work that has been completed. The following list is work remaining: 1/8/2025 Utilities Commission Meeting Minutes Page 9  Contract A – Well Construction bidding documents are included as a separate stand-alone business item at the January 2025 Utility Commission meeting, including a presentation to obtain approval to advertise for bidding.  Contract B - SEH will complete the site survey and base drawings for the utility’s construction and electrical installation. The raw water main construction drawings and specifications design work will continue.  Contract C – Well Control Panels quotation documents will be prepared with the intent of receiving quotes in January to allow quotes to be awarded in February by Utility Commission and Council. 21. Adopt Resolution No. 2025-0xx Approving Plans and Specifications and Ordering Advertisement for Bids for Contract A - Well Construction related to the 2025 Water Supply Improvements - Wells 5 & 6, Municipal Project No. 6011-45040 Senior Water Engineer Young reviewed the plans and specifications for the 2025 Water Supply Improvements - Wells 5 & 6 with the commission. Bids are scheduled to be received and opened publicly on February 18, 2025. A resolution Approving Plans and Specifications and Ordering Advertisement for Bids will need to be adopted to move the project forward to the bidding process. Mr. Young noted the project was not identified originally in the Water Enterprise Fund five-year cashflow analysis. The impact on future water utility rates is unknown at this time, the proposed expenses will result in future rate increases. A more detailed review and update to the cashflows will be necessary to project the estimated future impact on the Water Enterprise Fund and identify potential funding sources. MOTION by Commissioner Christofferson, seconded by Commissioner Brenny to adopt Resolution No. 2025-0xx approving Plans and Specifications and Ordering Advertisement for Bids for Contract A - Well Construction related to the 2025 Water Supply Improvements - Wells 5 & 6. Motion carried unanimously. 22. Water Enterprise Fund 20-year CIP Monthly Update There was no new information or questions from the commission or the public. 23. Approve SEH Contract in the Not to Exceed Amount of $25,000.00 for the Water Enterprise Fund 20-year CIP Project and the 2025 CAMP Update SEH Consulting Engineer Heinonen reviewed the SEH Contract in the Not to Exceed Amount of $25,000.00 for the Water Enterprise Fund 20-year CIP Project and the 2025 CAMP Update. The contract includes services to assist the City with developing a long-range plan (20-year CIP) for water treatment upgrades, distribution system improvements, and water storage improvements. The intent of the plan is to provide a framework of projects for Public Works and Finance staff to guide long range financial planning for the Water Enterprise Fund. In addition, the services under this contract include updates to Baxter’s Water System Capital Asset Management Plan (CAMP). MOTION by Commissioner Christofferson, seconded by Commissioner Brenny to approve the SEH Contract in the Not to Exceed Amount of $25,000.00 for the Water Enterprise Fund 20-year CIP Project and the 2025 CAMP Update. Motion carried unanimously. 24. 2025 Well 1 and Well 4 Pump and Motor Replacement Monthly Update 1/8/2025 Utilities Commission Meeting Minutes Page 10 There was no new information or questions from the commission or the public. 25. Approve the Thein Well, Inc. Quote in the Amount of $24,998.00 for New Pumps and Motors for the 2025 Well 1 and Well 4 Pump and Motor Replacement Project Senior Water Engineer Young reviewed the Thein Well Quote in the amount of $24,998.00 for New Pumps and Motors for the 2025 Well 1 and Well 4 Pump and Motor Replacement Project. The value of the new well pumps and motors is under the threshold for receiving multiple quotes. City Staff and SEH recommend using a single supplier for this work, as Thein Well has successfully completed several projects for the City, and they also are responsible for annual well maintenance work for the City. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the Thein Well Quote in the amount of $24,998.00 for New Pumps and Motors for the 2025 Well 1 and Well 4 Pump and Motor Replacement Project. Motion carried unanimously. 26. Approve SEH Contract in the Not to Exceed Amount of $8,400.00 for the 2025 Well 1 and Well 4 Pump and Motor Replacement Project SEH Consulting Engineer Heinonen reviewed the SEH Contract in the Not to Exceed Amount of $8,400.00 for the 2025 Well 1 and Well 4 Pump and Motor Replacement Project. Mr. Heinonen stated that SEH has been assisting the City of Baxter with a variety of projects related to water supply and City staff had requested a separate project for pump and motor replacement for the existing wells. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the SEH Contract in the Not to Exceed Amount of $8,400.00 for the 2025 Well 1 and Well 4 Pump and Motor Replacement Project. Motion carried unanimously. 27. 2024 South Forestview Improvements Project Monthly Update There was no new information or questions from the commission or the public. 28. Approve RL Larson Excavating, Inc. Partial Pay Estimate No. 9 in the amount of $299,003.02 for the 2024 South Forestview Area Improvements Project, Municipal Project No. 4138 SEH Consulting Engineer Heinonen reviewed the RL Larson Excavating, Inc Partial Pay Estimate No. 9 in the amount of $299,003.02 for the 2024 South Forestview Area Improvements Project. The payment includes signage and barricade work, and reconciliation of contract quantities for the 2024 construction season. The payment also includes a partial release of retainage. The contractor has earned $5,899,674.07 to date, which represents 96% of the contract value. The retainage is being withheld in the amount of 1.5% as per the contract. Mr. Heinonen has no concerns with the Partial Pay Estimate No. 9 and recommends approval. MOTION by Commissioner Brenny, seconded by Commissioner Christofferson to approve the RL Larson Excavating, Inc. Partial Pay Estimate No. 9 in the amount of $299,003.02 for the 2024 South Forestview Area Improvements Project. Motion carried unanimously. 1/8/2025 Utilities Commission Meeting Minutes Page 11 29. 2023 Commercial and Residential Full Depth Reclamation and Quiet Zone Improvements Project Monthly Update SEH Consulting Engineer Voit informed the commission that SEH had received the updated traffic data for intersecting roadways on the TH 210 corridor. These traffic counts will be incorporated into the Notice of Establishment (NOE) for the Quiet Zone. The Statement of Public Authority form for the rail crossing at Highland Scenic Road was presented at the Crow Wing County’s January 7th meeting. The form went through the approval process to get the authorized signature of the County’s representative on the form. A new NOE will be completed in the next couple of days, after the signed form is received from the County; SEH will coordinate with City Staff to get the appropriate signatures on the updated NOE. 30. Approve the Anderson Brothers Construction Final Pay Estimate No. 13 in the amount of $41,307.70 for the 2023 Commercial and Residential Full Depth Reclamation and Quiet Zone Improvements Project SEH Consulting Engineer Voit reviewed the Anderson Brothers Construction Final Pay Estimate No. 13 in the amount of $41,307.70 for the 2023 Commercial and Residential Full Depth Reclamation and Quiet Zone Improvements Project. Mr. Voit stated the City had just received the close-out documentation for the project and he recommended approval of the final pay estimate. MOTION by Commissioner Brenny, seconded by Commissioner Christofferson to approve the Anderson Brothers Construction Final Pay Estimate No. 13 in the amount of $41,307.70 for the 2023 Commercial and Residential Full Depth Reclamation and Quiet Zone Improvements Project. Motion carried unanimously. 31. Lift Station No. 17 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 32. Approve the Quality Flow Systems, Inc. Equipment Proposal in the amount of $58,460.00 for Lift Station 17 Control Panel, Pumps, Accessories and Hatches WiDSETH Consulting Engineer Welch reviewed the Quality Flow quote to supply two pumps, control panel, two aluminum access hatches, pump base elbows, submersible pressure transducer, two backup floats and accessories for the reconstruction of Lift Station No. 17. Mr. Welch reminded the commission that this is a proprietary system that is used on all lift stations throughout the city, which is why there is only one proposal submitted. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the Quality Flow Systems, Inc. Equipment Proposal in the amount of $58,460.00 for Lift Station 17 Control Panel, Pumps, Accessories and Hatches. Motion carried unanimously. 33. 2024 Mill & Overlay and Full Depth Reclamation Improvements Project Monthly Update There was no new information or questions from the commission or the public. 1/8/2025 Utilities Commission Meeting Minutes Page 12 34. Approve the Knife River Corporation – North Central Partial Pay Estimate No. 8 in the amount of $30,777.51 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project Number 4424 WiDSETH Consulting Engineer Bitter reviewed the Knife River Corporation – North Central Partial Pay Estimate No. 8 in the amount of $30,777.51 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project. The Contractor has earned $3,605,492.87 to date which represents 89.4% contract value. The retainage is 2.5% of the revised contract value which results in a total payment of $30,777.51. Mr. Bitter stated there are items from the televising to be addressed in the spring but there are no other outstanding items. Mr. Bitter had no concerns with Partial Payment No. 8 and recommended approval. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the Knife River Corporation – North Central Partial Pay Estimate No. 8 in the amount of $30,777.51 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project. Motion carried unanimously. 35. 2025 Commercial Full Depth Reclamation Improvements Project, Municipal Project 4425, Project Monthly Update There was no new information or questions from the commission or the public. 36. Adopt Resolution No. 2025-XXX Approving Plans and Specification and Authorize Advertisement for Bids Contingent on City Engineer Final Review for the 2025 Commercial Full Depth Reclamation Improvements Project, Municipal Project No. 4425 WiDSETH Consulting Engineer Bitter reviewed the plans and specifications for the 2025 Commercial Full Depth Reclamation Improvements Project. Public Works Director/City Engineer Walter stated the engineering department was still reviewing the plans and specifications and recommended approval contingent on final approval of the engineering department. MOTION by Commissioner Brenny, seconded by Commissioner Christofferson to adopt Resolution No. 2025-XXX Approving Plans and Specification and Authorize Advertisement for Bids Contingent on City Engineer Final Review for the 2025 Commercial Full Depth Reclamation Improvements Project, Municipal Project No. 4425. Motion carried unanimously. 37. 2025 Design Road & TH 371 Stormwater Improvements Project Monthly Update There was no new information or questions from the commission or the public. 38. Adopt Resolution No. 2025-XXX Receiving Feasibility Report and Calling Hearing on Improvements for the 2025 Design Road & TH 371 Stormwater Improvements Project, Municipal Project No. 4135 WiDSETH Consulting Engineer Bitter reviewed the feasibility report for the 2025 Design Road & TH 371 Stormwater Improvements Project. The project consists of improvements to Design Road, storm sewer network extending from the west side of TH 371 to the Whiskey Creek Stormwater Drainage System, sanitary sewer relocation and watermain adjustments. 1/8/2025 Utilities Commission Meeting Minutes Page 13 The draft report included the following items:  Existing Conditions  Proposed Improvements  Estimated Project Costs  Project Implementation  Conclusions and Recommendations as required by the Minnesota Chapter 429 Assessment Process. Mr. Bitter noted the project has been awarded a PROTECT Fund Grant and MnDOT funding for the project. MOTION by Commissioner Christofferson, seconded by Commissioner Brenny to adopt Resolution No. 2025-XXX Receiving Feasibility Report and Calling Hearing on Improvements for the 2025 Design Road & TH 371 Stormwater Improvements Project. Motion carried unanimously. 39. Accept the 2026 Brentwood Circle Sanitary Sewer and Roadway Improvements Feasibility Report and update the Capital Improvements Plan WiDSETH Consulting Engineer Welch reviewed the 2026 Brentwood Circle Sanitary Sewer and Roadway Improvements Feasibility Report for extending sanitary sewer service along Brentwood Circle. The project area currently has water service that was installed by the developer in 1987. The draft report included the following items:  Existing Conditions  Proposed Improvements  Estimated Project Costs  Project Implementation  Conclusions and Recommendations as required by the Minnesota Chapter 429 Assessment Process. Mr. Welch noted that 4970 Brentwood Drive and 5000 Brentwood Drive have city water and sanitary sewer services from Brentwood Road; however, these two lots have the possibility of a potential lot split. The commission held an extensive discussion on lot splits with regards to the sanitary sewer services being extended on Brentwood Circle. The two corner lot properties that are affected will change from having a back yard to a side yard and setback changes. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to accept the 2026 Brentwood Circle Sanitary Sewer and Roadway Improvements Feasibility Report and update the Capital Improvements Plan. Motion carried unanimously. 40. Approve Pratt’s Affordable Excavating, Inc. Change Order No. 1 in the Increased Amount of $9,750.00 for the Clearwater Road Dog Park Clearing and Grubbing Contract. WiDSETH Consulting Engineer Welch reviewed Pratt’s Affordable Excavating, Inc. Change Order No. 1 in the Increased Amount of $9,750.00 for the Clearwater Road Dog Park Clearing and Grubbing Contract. 1/8/2025 Utilities Commission Meeting Minutes Page 14 The contract was awarded on a lump sum basis in the amount of $28,000 for the following scope of work:  1.0 Acre of 100% clearing and grubbing  0.9 Acre of selective clearing and grubbing (assuming 75% clearing or 0.68 actual cleared area)  Restoration of disturbed area with seed, fertilizer and hydraulic soil stabilizer (hydromulch) The project was staked for clearing on Friday, November 1, 2024, Public Works Director/City Engineer Walter, Parks & Trails Supervisor Alex Hondl and WiDSETH Consulting Engineer Welch marked individual trees for removal in the selective clearing area and expanded clearing boundaries to accommodate fence construction, wood chip trail construction along west side of the dog park, rest room/utility enclosure, dog park sign/kiosk and trail extension along the west side of the parking area. In the selective tree clearing area, the clearing percentage was altered from 75% (assumed for the quote) to 95% in area outside of the pine plantation with only the mature oak trees being retained. This resulted in an increase of 0.15 acre of actual clearing in the selective tree clearing area. The expansion of the clearing boundaries resulted in 0.25 acre of additional clearing area. The area of clearing assumed for the quote was 1.68 acres. The actual area of clearing based on the final selective tree clearing percentage and adjusted clearing boundaries is 2.08 acres. This represents a 23.8% increase from the area assumed for the quote. Based on the actual area clearing, the price of the additional clearing, grubbing and restoration would be 23.8% of the quoted price or $6,664. The Contractor is requesting $9,750 for the additional work based on the additional time required to complete the extra work. The increased price presented by the Contractor was determined to be reasonable based on the following:  Some areas of additional clearing and grubbing were in areas already completed by the contractor which resulted in some re-work. It was necessary for the Contractor to complete some brush cutting and clearing before City staff and the Engineer could feasibly mark individual trees for removal. The Contractor then had to move back into these areas and clear and remove trees from the selective tree clearing areas.  Additional individual tree removals were marked outside of the limits shown in Change Order 1 - Exhibit B. These included mature jack pine and aspen/poplar with the potential to fall soon and damage completed improvements like the planned fencing. These tree removals are not included in the previous area calculations and required more work to remove based on their location outside of the cleared area. Mr. Welch had no concerns with Change Order No. 1 and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve Pratt’s Affordable Excavating, Inc. Change Order No. 1 in the Increased Amount of $9,750.00 for the Clearwater Road Dog Park Clearing and Grubbing Contract. Motion carried unanimously. 41. Approve Pratt’s Affordable Excavating, Inc. Final Pay Estimate No. 1 in the amount of $37,500 for the Clearwater Road Dog Park Clearing and Grubbing Contract. WiDSETH Consulting Engineer Welch reviewed Pratt’s Affordable Excavating, Inc. Final Pay Estimate No. 1 in the amount of $37,500 for the Clearwater Road Dog Park Clearing and Grubbing Contract. 1/8/2025 Utilities Commission Meeting Minutes Page 15 The Contractor has earned $37,750.00 to date which represents 100% of the original contract plus Change Order No. 1. Mr. Welch had no concerns with Final Payment No. 1 and recommended approval. MOTION by Commissioner Christofferson, seconded by Commissioner Brenny to approve Pratt’s Affordable Excavating, Inc. Final Pay Estimate No. 1 in the amount of $37,500 contingent upon receiving closeout documentation for the Clearwater Road Dog Park Clearing and Grubbing Contract. Motion carried unanimously. INFORMATIONAL ITEMS 42. 13287 Maplewood Drive Water Leak Public Works Director/City Engineer Walter informed the commission that during pressure testing and repair of a recent water leak it was discovered that the saddle was leaking. The saddle’s bottom bolt had rotted off loosening the saddle and the gasket was already displaced. The saddle was replaced with a new Smith-Blair saddle and reconnected the existing one-inch copper service line to the corp stop. Mr. Walter wanted the commission to be aware of this incident as there is a possibility of other future incidents. 43. 2022 Full Depth Reclamation and Reconstruction Improvements Project Monthly Update There was no new information or questions from the commission or the public. 44. 2022 T.H. 210 & Inglewood Drive Railroad Crossing Improvements Project Monthly Update There was no new information or questions from the commission or the public. 45. 2023 Knollwood Drive Improvements Project Monthly Update There was no new information or questions from the commission or the public. 46. 2023 Novotny Road Improvements Project Monthly Update There was no new information or questions from the commission or the public. 47. 2024 Annual Lift Station Inspections. There was no new information or questions from the commission or the public. 48. 2026 Mill & Overlay, Full Depth Reclamation and Reconstruction Improvements Project Monthly Update There was no new information or questions from the commission or the public. 49. Baxter 20-Year Public Works Facility Assessment Project Monthly Update There was no new information or questions from the commission or the public. 50. Eagle Drive Area Improvements Project Monthly Update 1/8/2025 Utilities Commission Meeting Minutes Page 16 There was no new information or questions from the commission or the public. 51. Holiday Station Store Contamination There was no new information or questions from the commission or the public. 52. Lift Station No. 15 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 53. Minnesota Biosolids PFAS Strategy There was no new information or questions from the commission or the public. 54. MnDOT November Forecast Document There was no new information or questions from the commission or the public. 55. Project Timber Wolf Project Monthly Update There was no new information or questions from the commission or the public. 56. Wastewater Treatment Plant Charges for December 2024 There was no new information or questions from the commission or the public. 57. Wellhead Protection Plan Part II Project Monthly Update There was no new information or questions from the commission or the public. 58. Whiskey Creek Planting Plans Project Monthly Update There was no new information or questions from the commission or the public. 59. 2023 Whiskey Creek Pedestrian Bridge Inspection Project Monthly Update There was no new information or questions from the commission or the public. ADJOURN MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to adjourn the meeting at 8:15 p.m. Motion unanimously approved. Approved by: Respectfully submitted: _______________________ ___________________________ Rock Yliniemi Mary Haugen Chair Administrative Assistant