Utilities Commission Meeting

UTILITIES COMMISSION MEETING MINUTES Wednesday, April 02, 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, Jack Christofferson, Chairman Rock Yliniemi and Council Liaison Mark Cross. Members Absent: Commissioner John Brenny. Staff Present: Public Works Director/City Engineer Trevor Walter and Assistant City Engineer Trevor Thompson. Other Present: Bolton & Menk Consulting Engineer Bryan Drown, SEH Consulting Engineer Neil Heinonen and WiDSETH Consulting Engineer Aric Welch. CONSENT AGENDA 1. Approve the Utilities Commission Minutes from March 5, 2025 MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Utilities Commission minutes from March 5, 2025. Motion carried unanimously. BUSINESS ITEMS 2. Cypress Drive and Greenwood Road Bus Stop Compliance Concerns SEH Consulting Engineer Heinonen gave an update on the bus stop compliance issues that Reichert Reichert Bus Service has noticed stop compliance concerns for northbound Cypress Drive traffic when southbound school buses are stopped at Greenwood Road, despite the school buses having red flashing lights and bus stop signs extended during the stop. As a result, Reichert Bus Service has requested signage to warn drivers of the upcoming bus stop and warn drivers that they are required to stop for buses with flashing red lights. Currently, school buses stop at the intersection of Cypress Drive and Greenwood Road along southbound Cypress Drive to pick-up and drop-off children living in the multi-family residential units on Greenwood Road, west of Cypress Drive. No children cross Cypress Drive from the east side to get to the bus stop on the west side of the roadway. The bus stop cannot be relocated onto Greenwood Road, west of Cypress Drive, because the existing cul-de-sac on Greenwood Road is not large enough for buses to turn around. Northbound traffic on Cypress Drive is not always stopping. With no children currently crossing Cypress Drive, the compliance issues with northbound vehicles not stopping for the bus stop at the intersection of Cypress Drive and Greenwood Road does not present an immediate safety issue for children trying to get on or off the bus. However, it is still illegal for 4/2/2025 Utilities Commission Meeting Minutes Page 2 drivers to not stop for a bus with flashing red lights and stop sign extended and compliance issues at this location could lead to compliance issues elsewhere where it may present significant safety issues. Mr. Heinonen reviewed the two types of signs that can be used for bus stops:  Black & White Signage that reads – “State Law Stop for School Bus When Red Lights Flashing”  Graphic yellow & black sign Council Liaison Cross stated he thought the graphic yellow & black sign be placed on the top with the black & white signage under it. People see graphics better than reading signs. Mr. Heinonen will review with the traffic engineer. Public Works Director/City Engineer Walter stated that costs are estimated between $500.00 - $600.00. Council Liaison Cross stated there are five (5) lanes of traffic and it is very hard to see or maybe with people not having to stop on divided highways they don’t think they need to stop. Mr. Cross inquired about the cul-de-sac radius not being large enough for the buses to turn around. Mr. Walter stated that is correct. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to install both bus stop style signs in both directions. Motion carried unanimously. 3. 2025 Thein Well Inspection Report Update SEH Consulting Engineer Heinonen informed the commission that SEH had reviewed the information from the Thein Well Annual Inspections of the City’s wells. Thein noted in their inspection documents that the flow rate for each well increased relative to the prior year as well with the variable frequency drives (VFDs) set to a similar speed. Well No. 2 had the greatest increase at 9% and Well No. 4 had the lowest increase at 1%. Mr. Heinonen stated that as a final recommendation, Thein stated that additional water supply sources should be sought in a different vicinity, in concurrence with ongoing water supply improvements projects completed or in progress. The 2025 inspection well inspection results suggest the wellfield operation recommendations made by SEH in 2024 have prevented the well capacity from declining further. Public Works Director/City Engineer Walter mentioned that a couple of the well capacities have seen a slight increase since the rehabilitation was completed. 4. Approve the KLM Engineering Proposal in the Amount of $4,000.00 to Perform a Cleanout and Disinfection of the 400,000 Gallon South Water Tower SEH Consulting Engineer Heinonen informed the commission with construction of Wells 5 & 6 this summer, the South Water Tower will be needed for water storage while this work is being completed. The South Water Tower needs to be cleaned out and disinfected before it can be used for water storage. Council Liaison Cross inquired about leaving the South Water Tower in service all year instead of draining it every year, so the City does not need to reinstall it every year. Public Works Director/City Engineer Walter stated that the City does not need that much water in the winter, and it is better to turn the water over in the tanks for water quality purposes. 4/2/2025 Utilities Commission Meeting Minutes Page 3 Mr. Walter stated the it was included in the Water Enterprise Fund budget submittal. Mr. Walter had no concerns with the proposal and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the KLM Engineering Proposal in the Amount of $4,000.00 to Perform a Cleanout and Disinfection of the 400,000 Gallon South Water Tower. Motion carried unanimously. 5. 2025 Water Supply Improvements - Wells 5 & 6 Monthly Update SEH Consulting Engineer Heinonen informed the commission that bids were opened at City Hall at 2:00 p.m. on March 18, 2025. A total of three (3) bids were received ranging between $1,124,854.10 and $1,356,577.55. The low grand total bid was submitted by Pratt’s Affordable Excavating, Inc. of Merrifield, Minnesota in the amount of $1,124,854.10. Mr. Heinonen stated the contract award was taken directly to the City Council on April 1, 2025 in order to expedite the project schedule and allow Pratt’s Affordable Excavating to begin working on submittals and ordering materials. 6. 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. 7. Accept Memo and Water CIP Summary for the Water Enterprise Fund 20-year CIP SEH Consulting Engineer Heinonen reviewed the CIP which is intended to assist staff with reviewing future water project needs to assist with long term financial planning and establishing water rates for users. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to accept the Memo and Water CIP Summary for the Water Enterprise Fund 20-year CIP. Motion carried unanimously. 8. Approve the SEH Contract in the Not to Exceed Amount of $29,418.00 for the Fats, Oils, and Grease (FOG) Control Program SEH Consulting Engineer Heinonen informed the commission that with the revisions to the Sewer Use and Service Code. The Fats, Oils, and Grease (FOG) provisions and City’s FOG program materials need to be updated. Public Works Director/City Engineer Walter stated that several applications have been submitted that do not fit in with the ordinance with terminology and it needs to be updated to today’s standards and terminology. Mr. Walter explained the documents have not had a comprehensive review or been updated since 2008- 2010. Mr. Walter feels it would be beneficial to update the ordinance and guidance materials now in time for distribution to businesses at the front end of the 2025 busy summer season when FOG generation is at its peak. It would enable the Ordinance/Code to be brought up to date with current building code and industry language and definitions. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the SEH Contract in the Not to Exceed Amount of $29,418.00 for the Fats, Oils, and Grease (FOG) Control Program. Motion carried unanimously. 4/2/2025 Utilities Commission Meeting Minutes Page 4 9. Approve the SEH Contract for Development Review Engineering Services in the Not to Exceed Amount of $8,850.00 for the Southdale Acres Development Chairman Yliniemi stated the contract appears to be a pass-through cost and inquired if any of the commissioners had any concerns. The commissions had no concerns with the no concerns with the contract. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the SEH Contract for Development Review Engineering Services in the Not to Exceed Amount of $8,850.00 for the Southdale Acres Development. Motion carried unanimously. 10. 2026 Clearwater Road, North Lynndale Area, and Brentwood Circle Street & Utility Improvements Project Monthly Update There was no new information or questions from the commission or the public. 11. Adopt Resolution 2025-0xx Ordering Preparation of Report on the 2026 Clearwater Road, North Lynndale Area, & Brentwood Circle Street & Utility Improvements Project, Municipal Project No. 4068 SEH Consulting Engineer Heinonen gave a brief update on the proposed project which has approximately 72 parcels (and 97 equivalent residential units) adjacent to the following road segments: Clearwater Road between Whipple Beach and Memorywood Drive, Lynndale Drive, Lynndale Lane, Lynndale Court, and Brentwood Circle. Public Works Director/City Engineer Walter stated that council Member Tabatt would like to have a discussion on narrowing the right-of-way on a residential city street from 26-feet – 24-feet/22-feet and reducing the right-of-way on a cul-de-sac radius and bituminous on the radius. Chairman Yliniemi inquired on the ability of buses being able to turn around if the cul-de-sacs are reduced. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to adopt Resolution 2025-0xx Ordering Preparation of Report on the 2026 Clearwater Road, North Lynndale Area, & Brentwood Circle Street & Utility Improvements Project, Municipal Project No. 4068. Motion carried unanimously. 12. 2024 CSAH 77 Utility Improvements Project Monthly Update, Municipal Project No. 4118 Public Works Director/City Engineer Walter informed the commission the date has been set for the condemnation and the City should title by the third week of June. 13. Approve the Pratt’s Affordable Excavating, Inc. Partial Pay Estimate No. 3 in the amount of $17,484.69 for the 2024 CSAH 77 Utility Improvements Project WiDSETH Consulting Engineer Welch reviewed the Pratt’s Affordable Excavating Partial Pay Estimate No. 3 in the amount of $17,484.69 for the 2024 CSAH 77 Utility Improvements Project. The payment is for materials on hand stored by the Contractor for installation later this year. The Contractor is requesting payment for these stored materials because of the time extension requested by the City in Change Order No. 2. The Contract documents allow for payment of materials on hand with the submission of supplier invoice pricing information. Public Works Director/City Engineer Walter questioned if the materials were on hand and Mr. Welch stated they are not on-site but are in 4/2/2025 Utilities Commission Meeting Minutes Page 5 the contractor’s yard, which is safer than the construction site. Council Liaison Cross requested that all materials are documented and insured. Mr. Welch had no concerns with Partial Pay Estimate No. 3 and recommends approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Pratt’s Affordable Excavating, Inc. Partial Pay Estimate No. 3 in the amount of $17,484.69 for the 2024 CSAH 77 Utility Improvements Project. Motion carried unanimously. 14. Lift Station No. 17 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 15. Award the Lift Station No. 17 Reconstruction Project to Tom's Backhoe Service, LLC in the Lump Sum Bid Amount of $135,000.00 and Update the Equipment and Construction Costs in the 20-Year Lift Station Maintenance Plan to Reflect Current Pricing WiDSETH Consulting Engineer Welch informed the commission that pursuant to authority of the City Council and after proper legal advertisement, bids for the reconstruction of Lift Station No. 17 were obtained on Thursday, March 20, 2025, at 10:30 A.M., at the Baxter City Hall. The City received the following bids:  Tom’s Backhoe Service, Inc. $135,000.00  CCS Contracting, Inc. $148,000.00 Engineer’s Estimate $170,140.00 The apparent low bidder is Tom’s Backhoe Service, Inc. with a lump sum bid of $135,000.00. This bid includes all work for the reconstruction of Lift Station No. 17, located at the intersection of Grand Oaks Drive and Clearwater Road. Public Works Director/City Engineer Walter recommends awarding the Lift Station No. 17 Reconstruction Project to Tom’s Backhoe Service, Inc.’s in the lump sum bid amount of $135,000.00 and update the equipment and construction costs in the 20-Year Lift Station Maintenance Plan to reflect current pricing. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to award the Lift Station No. 17 Reconstruction Project to Tom's Backhoe Service, LLC in the Lump Sum Bid Amount of $135,000.00 and Update the Equipment and Construction Costs in the 20-Year Lift Station Maintenance Plan to Reflect Current Pricing. Motion carried unanimously. 16. Accept the Widseth Memo dated March 6, 2025 Outlining Utility, Roadway and Trail Improvements along Oakwood Drive from Cedar Scenic Road to Welton Road and Update the Capital Improvements Plan WSN Consulting Engineer Welch reviewed the draft concept plan and cost estimate for improvements to Oakwood Drive from Cedar Scenic Road to Welton Road. The project consists of water, sanitary sewer, roadway and trail improvements. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to accept the Widseth Memo dated March 6, 2025 Outlining Utility, Roadway and Trail Improvements along Oakwood Drive from Cedar Scenic Road to Welton Road and Update the Capital Improvements Plan 4/2/2025 Utilities Commission Meeting Minutes Page 6 17. Baxter 20-Year Public Works Facility Assessment Project Monthly Update WiDSETH Consulting Engineer Bitter stated the draft Assessment is ready to be reviewed and Mr. Bitter is requesting a special meeting to walk through the facility. 18. Set the Special Utilities Commission Meeting for the 20-Year Public Works Facility Assessment Project on April 9th at 5:30 p.m. at the Public Works Facility Public Works Director/City Engineer Walter requested the commission set a Special Utilities Commission Meeting for Wednesday, April 9th at 5:30 p.m. to discuss and walk through the facility. Council Liaison Cross requested the special meeting be held on April 23rd. Mr. Walter informed the commission that City Council will be issued an invitation to attend the meeting and walkthrough also. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to set the Special Utilities Commission Meeting for the 20-Year Public Works Facility Assessment Project on April 23rd at 5:30 p.m. at the Public Works Facility. Motion carried unanimously. INFORMATIONAL ITEMS 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. 2022 Trunk Highway 210 & Inglewood Drive Railway Crossing Improvements Project Update - City of Baxter - Municipal Project No.: 4121 There was no new information or questions from the commission or the public. 21. 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. 22. 2023 Knollwood Drive Improvements Project Monthly Update There was no new information or questions from the commission or the public. 23. 2024 Mill & Overlay and Full Depth Reclamation Improvements Project Monthly Update There was no new information or questions from the commission or the public. 24. 2024 South Forestview Improvements Project Monthly Update There was no new information or questions from the commission or the public. 25. 2025 Micro Surfacing Project Update There was no new information or questions from the commission or the public. 4/2/2025 Utilities Commission Meeting Minutes Page 7 26. 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. 27. 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. 28. Eagle Drive Area Improvements Project Monthly Update There was no new information or questions from the commission or the public. 29. Evergreen Drive Improvements and Southeast Baxter Stormwater Overflow Improvements Project Monthly Update There was no new information or questions from the commission or the public. 30. Hach Service Report and Instrument Certification There was no new information or questions from the commission or the public. 31. Holiday Station Store Contamination Project Monthly Update There was no new information or questions from the commission or the public. 32. Inglewood Drive to Garrett Lane Flood Overflow Control Monthly Update There was no new information or questions from the commission or the public. 33. Lift Station 13 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 34. Lift Station No. 15 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 35. Project Timber Wolf Project Monthly Update There was no new information or questions from the commission or the public. 36. Wastewater Treatment Plant Charges for February 2025 There was no new information or questions from the commission or the public. 37. Whiskey Creek Planting Plans Project Monthly Update There was no new information or questions from the commission or the public. 38. 2023 Whiskey Creek Pedestrian Bridge Inspection Project Monthly Update There was no new information or questions from the commission or the public. 4/2/2025 Utilities Commission Meeting Minutes Page 8 OTHER BUSINESS Public Works Director/City Engineer Walter informed the commission that crack sealing quotes were sent out this week and staff would like to get the contract on the council agenda for the first meeting in May. Chairman Yliniemi asked if this item could be placed on the Special Meeting Agenda on April 23rd. Mr. Walter stated this item could be the first item on the agenda. 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