Utilities Commission Meeting

UTILITIES COMMISSION MEETING MINUTES Wednesday, February 05, 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: Assistant City Engineer Trevor Thompson, and Public Works Administrative Assistant Mary Haugen. Other Present: SEH Consulting Engineer Neil Heinonen and WiDSETH Consulting Engineer Alex Bitter. CONSENT AGENDA 1. Approve the Utilities Commission Minutes from January 8, 2025 MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the Utilities Commission minutes from January 8, 2025. Motion carried unanimously. BUSINESS ITEMS 2. 2025 Water Supply Improvements - Wells 5 & 6 Monthly Update There was no new information or questions from the commission or the public. 3. Adopt Resolution No. 2025-0XX Approving Plans & Specifications and Ordering Advertisement for Bids for Contract B - Raw Water Main and Electrical Improvements related to the 2025 Water Supply Improvements - Wells 5 & 6, Municipal Project No. 6011-45040 SEH Consulting Engineer Heinonen reviewed the plans & specifications for construction of two (2) additional water supply wells (Wells 5 & 6), raw watermain, and electrical components necessary to connect the wells to the Water Treatment Plant. The project includes bidding three (3) separate contracts to contractors and suppliers to expedite the construction timeline: (A) well construction, (B) utilities construction, and (C) electrical/control panel procurement. The City will advertise for bids in accordance with the requirement of the uniform municipal contracting law. Bids are scheduled to be received and opened publicly on March 18, 2025. Chair Yliniemi inquired about the construction of the panels and if they were the same as the old panels. Mr. Heinonen stated there is a slight difference between the panels; however, the team has 2/5/2025 Utilities Commission Meeting Minutes Page 2 been working with AE2S Instrumentation & Controls Technician Allen Dostell on integrating the VFD’s in the panels. Assistant City Engineer Thompson informed the commission that the DNR will be using the monitoring well, that was installed with the exploratory well south of the proposed well 6 that was not favorable for a municipal well, to collect data on the water quality and flow conditions of the aquifer. Commissioner Christofferson inquired about the note on page C002 regarding the removal of the fence and gate. He inquired if these items will be salvaged and reused. Mr. Heinonen stated the fence and gate will be salvaged and reinstalled. MOTION by Commissioner Christofferson, seconded by Commissioner Brenny to adopt Resolution No. 2025-0XX Approving Plans & Specifications and Ordering Advertisement for Bids for Contract B - Raw Water Main and Electrical Improvements Related to the 2025 Water Supply Improvements - Wells 5 & 6, Municipal Project No. 6011-45040. Motion carried unanimously. 4. Adopt Resolution 2025-0xx Awarding Contract C in the amount of $154,944.00 to Integrated Process Solutions, Inc. for Well Control Panels Related to the 2025 Water Supply Improvements - Wells 5 & 6, Municipal Project No. 6011-45040 SEH Consulting Engineer Heinonen stated quotes were solicited from two vendors (Integrated Process Solutions, Inc. and Primex) for well-control panels. Integrated Process Solutions, Inc. provided the low quote for new panels. The value of the new panels is under the threshold for public bidding, thus quotes were prepared and solicited. Mr. Heinonen stated the project team would like to have the panels built & delivered to prevent any hold-up once the project begins. Chair Yliniemi inquired where Integrated Process Solutions, Inc. is based. Mr. Heinonen stated the company is located in Fosston, Minnesota. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to adopt Resolution 2025-0XX awarding Contract C in the Amount of $154,944.00 to Integrated Process Solutions, Inc. for Well Control Panels Related to the 2025 Water Supply Improvements - Wells 5 & 6, Municipal Project No. 6011-45040. Motion carried unanimously. 5. Approve Proceeding with a Bid Alternate for Additional Paving at the Public Works Facility related to the 2025 Water Supply Improvements - Wells 5 & 6, Municipal Project No. 6011-45040 SEH Consulting Engineer Heinonen informed the commission that the pavement at the Public Works Facility is 18 years old and is due for a mill and overlay in 2027. With 40% of the pavement being replaced with the well project, the paving contractor already mobilized to the site, and being within 2 years of the programed mill & overlay date it is staff’s recommendation to bid the pavement as a bid alternative. Mr. Heinonen stated that by bidding as an alternative, it allows the City to review the bids and determine if the mill & overlay pricing is favorable to proceed or if the well contract is awarded without the bid alternative and to reevaluate the mill & overlay in 2027. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to proceed with a Bid Alternate for Additional Paving at the Public Works Facility related to the 2025 Water Supply Improvements - Wells 5 & 6, Municipal Project No. 6011-45040. Motion carried unanimously. 2/5/2025 Utilities Commission Meeting Minutes Page 3 6. Accept the Memorandum titled “Update to the TH 371 Development Traffic Review” related to the TH 371 Development Traffic Review Report SEH Consulting Engineer Heinonen informed the commission that this report, and a previous traffic study, suggested restriping portions of Dellwood Drive. Ultimately, after a site review of the roadway dimensions, restriping to a three-lane section is not desirable due to the limited roadway width. This memorandum was prepared to document the updated recommendation and to provide formal documentation to acknowledge the modification to the report. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to accept the Memorandum titled “Update to the TH 371 Development Traffic Review” related to the TH 371 Development Traffic Review Report. Motion carried unanimously. 7. Lift Station No. 17 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 8. Approve the Lift Station No. 17 Reconstruction Project Plans & Specifications and Authorize Advertisement for Bids WiDSETH Consulting Engineer Bitter reviewed the plans and specifications for the Lift Station No. 17 Reconstruction Project. The project includes the following work:  Replacement of wet well and valve vault piping and valves  Replacement of wet well and valve vault covers and hatches  Installation of new pumps and guiderail system  Installation of new transducer and floats  Installation of new control panel  Removal and replacement of bituminous driveway  Site restoration Assistant City Engineer Thompson had no concerns with the reconstruction project and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the Lift Station No. 17 Reconstruction Project Plans & Specifications and Authorize Advertisement for Bids. Motion carried unanimously. 9. 2025 Commercial Full Depth Reclamation Improvements Project Monthly Update, Municipal Project 4425 There was no new information or questions from the commission or the public. 10. Approve the Widseth Fee Amendment for Professional Services in the Not to Exceed Amount of $6,400.00 for the 2025 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project No. 4425 WiDSETH Consulting Engineer Bitter reviewed the Fee Amendment for Professional Services in the Not to Exceed Amount of $6,400.00 for the 2025 Mill & Overlay and Full Depth Reclamation Improvements Project. 2/5/2025 Utilities Commission Meeting Minutes Page 4 Mr. Bitter stated the during the project there have been two significant updates to the project scope as requested by the City. This first change being the removal of the residential roadways (moved from 2025 to 2026) and the second the removal of two of the four commercial roadways (moved from 2025 to 2027). WiDSETH made internal adjustments to labor hours associated with these changes as follows: Original Contracts Original Commercial Commercial FDR Residential moved Contract FDR moved to 2027 to 2026 Amount Feasibility Report $15,000 $1,800 $5,100 $8,100 Jetting & Televising $53,014 $5,650 $16,085 $31,278 Topographic Survey $43,000 $5,140 $14,640 $23,220 Design & Bidding $64,435 Totals $111,014 $77,025 $35,825 $62,598 The added scope to the project has resulted in additional time on the project that was not accounted for in previous proposals. The added scope is as follows.  Modify the Cost Estimate twice, once for the removal of the Residential Road and once for the removal of the two commercial roads.  Modify the Feasibility Report twice, once for the removal of the Residential Road and once for the removal of the two commercial roads.  Prepare for and assist the City with the Supplemental Improvement Hearing.  Project management time to update supporting documents such as RCA’s, resolutions and schedules. The estimated effort associated with the additional work outlined above is $6,400.00. This will bring the total contract amount to a Not To Exceed Total Fee of $83,425. Mr. Bitter noted the fee amendment does not include tasks related to professional services beyond bidding the project. A separate proposal for final assessment and construction-related services will be brought forward after Bidding is complete. MOTION by Commissioner Brenny, seconded by Commissioner Stenberg to approve the Widseth Fee Amendment for Professional Services in the Not to Exceed Amount of $6,400.00 for the 2025 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project No. 4425. Motion carried unanimously. 11. 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. 12. Approve the Widseth Fee Amendment for Professional Services in the Not to Exceed Amount of $6,600.00 for the 2026 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project No. 4426 2/5/2025 Utilities Commission Meeting Minutes Page 5 WiDSETH Consulting Engineer Bitter reviewed the Fee Amendment for Professional Services in the Not to Exceed Amount of $6,600.00 for the 2026 Mill & Overlay and Full Depth Reclamation Improvements Project. Mr. Bitter stated the during the project there have been two significant updates to the project scope as requested by the City. WiDSETH made internal adjustments to labor hours associated with these changes as follows: Original Contracts Original Residential Commercial Adjusted 2026 Residential Contract moved from (2026) Project Budget moved to Amount 2025 2027 Feasibility Report $15,000 $8,100 $9,000 $17,100 $6,000 Jetting & Televising $42,584 $31,278 $25,550 $56,828 $17,034 Topographic Survey $23,220 $23,220 Totals $57,584 $62,598 $34,550 $97,148 $23,034 The added scope to the project has resulted in additional time on the project not accounted for in previous proposals. The added scope is as follows.  Modify the Feasibility Report to remove the previous residential roads and include the residential roads from the 2025 project.  Modify the Cost Estimate to remove the previous residential roads and include the residential roads from the 2025 project.  Project management time to update supporting documents for the project such as RCA’s, resolutions and schedules. The estimated effort associated with the additional work outlined above is $6,600.00. This will bring the total contract amount to a Not To Exceed Total Fee of $103,748.00. MOTION by Commissioner Christofferson, seconded by Commissioner Brenny to approve the WiDSETH Fee Amendment for Professional Services in the Not to Exceed Amount of $6,600.00 for the 2026 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project No. 4426. Motion carried unanimously. 13. Approve the Crow Wing Construction Cost Share Agreement for Roadway Pavement Markings on Various City of Baxter Streets Project No. CP 18-200-144 Assistant City Engineer Thompson reviewed the 2025 Crow Wing County Cost Share Agreement with the standard 3% Contract Administration Fee for the 2025 Roadway Pavement Marking Project. The 2025 Streets Budget has $58,000.00 allocated for the various roadway pavement marking. Mr. Thompson noted the project is estimated over budget and staff will review where cutbacks can be made to meet the 2025 Streets budget when bid prices have been received. 2/5/2025 Utilities Commission Meeting Minutes Page 6 MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the Crow Wing Construction Cost Share Agreement for Roadway Pavement Markings on Various City of Baxter Streets Project No. CP 18-200-144. Motion carried unanimously. 14. Minnesota Biosolids PFAS Strategy Assistant City Engineer Thompson informed the commission of the state’s growing problem of per- and polyfluoroalkyl substances (PFAS) — a group of thousands of human-made chemicals known to be toxic that do not break down in the environment, earning them the nickname "forever chemicals. The chemicals are produced, used, processed, and released into the environment, yet we haven't thoroughly studied their toxicity and danger to people's health and the environment. PFAS have been found in groundwater and surface water throughout Minnesota and have seeped into some drinking water systems. The State of Minnesota considers PFAS hazardous substances and has developed long-term comprehensive strategies to address PFAS contamination, including a pollution prevention plan that will phase out avoidable PFAS use by 2032. PFAS is also present in wastewater due to their widespread use in industrial and consumer products. The Environmental Protection Agency (EPA) has established regulations for PFAS in drinking water, but there are currently no federal regulations for PFAS in wastewater. Mr. Thompson noted the commission will continue updates on this important issue. INFORMATIONAL ITEMS 15. 2022 Full Depth Reclamation and Reconstruction Improvements Project Monthly Update There was no new information or questions from the commission or the public. 16. 2022 Trunk Highway 210 & Inglewood Drive Railway Crossing Improvements Project Update There was no new information or questions from the commission or the public. 17. 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. 18. 2023 Knollwood Drive Improvements Project Monthly Update There was no new information or questions from the commission or the public. 19. 2023 Novotny Road Improvements Project Monthly Update There was no new information or questions from the commission or the public. 20. 2024 Mill & Overlay and Full Depth Reclamation Improvements Project Monthly Update There was no new information or questions from the commission or the public. 2/5/2025 Utilities Commission Meeting Minutes Page 7 21. 2024 South Forestview Improvements Project Monthly Update There was no new information or questions from the commission or the public. 22. 2025 Design Road & TH 371 Stormwater Improvements Project Monthly Update There was no new information or questions from the commission or the public. 23. 2025 Micro Surfacing Project Monthly Update There was no new information or questions from the commission or the public. 24. 2025 Well 1 and Well 4 Pump and Motor Replacement Monthly Update There was no new information or questions from the commission or the public. 25. Baxter 20-Year Public Works Facility Assessment Project Monthly Update There was no new information or questions from the commission or the public. 26. Eagle Drive Area Improvements Project Monthly Update There was no new information or questions from the commission or the public. 27. Holiday Station Store Contamination Project Monthly Update There was no new information or questions from the commission or the public. 28. Lift Station No. 15 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 29. Project Timber Wolf Project Monthly Update There was no new information or questions from the commission or the public. 30. Wellhead Protection Plan Part II Project Monthly Update There was no new information or questions from the commission or the public. 31. Whiskey Creek Planting Plans Project Monthly Update There was no new information or questions from the commission or the public. 32. 2023 Whiskey Creek Pedestrian Bridge Inspection Project Monthly Update There was no new information or questions from the commission or the public. 33. Water Enterprise Fund 20-year CIP and 2025 CAMP Update Monthly Update There was no new information or questions from the commission or the public. ADJOURN 2/5/2025 Utilities Commission Meeting Minutes Page 8 MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to adjourn the meeting at 6:30 p.m. Motion unanimously approved. Approved by: Respectfully submitted: _______________________ ___________________________ Rock Yliniemi Mary Haugen Chair Administrative Assistant