Utilities Commission Meeting

UTILITIES COMMISSION MEETING MINUTES Wednesday, May 07, 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 Administrative Assistant Mary Haugen. Other Present: Bolton & Menk Consulting Engineer Bryan Drown, SEH Consulting Engineer Neil Heinonen and WiDSETH Consulting Engineer Alex Bitter. CONSENT AGENDA 1. Approve the Special Utilities Commission Minutes from April 23, 2025 MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the Special Utilities Commission minutes from April 23, 2025. Motion carried unanimously. BUSINESS ITEMS 2. Approve the Lakes Area CPA's Office Building Stormwater Facilities Maintenance Agreement with Access Rights and Covenants Assistant City Engineering Thompson reviewed the Lakes Area Office Building Stormwater Facilities Maintenance Agreement with Access Rights and Covenants the City uses for 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 agreement and recommended approval. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the Lakes Area CPA's Office Building Stormwater Facilities Maintenance Agreement with Access Rights and Covenants. Motion carried unanimously. 3. Recommend Planning and Zoning Commission Approve the Third Addition to City Center of Baxter Preliminary and Final Plat and Rezoning to PUD 5/7/2025 Utilities Commission Meeting Minutes Page 2 Assistant City Engineering Thompson reviewed the Wonder Trek Children’s Museum. The developer has submitted a zoning application for approvals to construct an outdoor adventure building on their property located on Lot 1, Block 1, Third Addition to City Center of Baxter on Ironwood Drive. The proposed development requires a preliminary and final plat. The plat includes the drainage and utility easements consisting of 10-feet adjacent to roadways and 5-feet on interior lot lines as required in the City Code, it includes drainage and utility easements over the watermain and sanitary sewer improvements on the property, and it includes a drainage and utility easement over the storm sewer pipe and joint stormwater pond. Ironwood Drive includes an 80-foot right-of-way per City Code and the existing utility easement along the north property line is identified for the sewer and watermain that was installed in 2020 with the South Interceptor Improvements with the North Forestview Area Improvements Project. The proposed development will require the developer to extend the roadway and municipal utility infrastructure, therefore a “Development Agreement” will be required to ensure the improvements are installed per city requirements. In addition to the Development Agreement, a “Construction, Repair and Maintenance Agreement for Stormwater Utilities, Sanitary Sewer, and Watermain” to protect the city long term with the maintenance and repairs required for infrastructure serving private development. Included in the maintenance of the watermain system is the need to flush the fire hydrants and operate the gate valves, access to the infrastructure is important for the maintenance staff and the easement over the watermain does not provide reasonable access for maintenance so a “Permanent Hydrant Access Easement” is required. Staff recommends the following 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, Sanitary Sewer, and Water main 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 Brenny, seconded by Commissioner Christofferson to recommend Planning and Zoning Commission approve the Third Addition to City Center of Baxter Preliminary and Final Plat and Rezoning to the PUD with the conditions listed in the staff recommendation. Motion carried unanimously. 4. Approve the WonderTrek Children’s Museum Development Agreement Assistant City Engineering Thompson reviewed the WonderTrek Children’s Museum Development Agreement. The Development Agreement includes municipal improvements of roadway, sanitary sewer, water main, storm sewer, and stormwater treatment infrastructure. Additionally, there will be a small segment of water main and sanitary sewer on private property with utility easements over the improvements. Mr. Thompson had no concerns with the agreement and recommended approval. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the WonderTrek Children’s Museum Development Agreement. Motion carried unanimously. 5/7/2025 Utilities Commission Meeting Minutes Page 3 5. Approve the WonderTrek Children’s Museum Stormwater Facilities Maintenance Agreement with Access Rights and Covenants Assistant City Engineering Thompson reviewed the WonderTrek Children’s Museum Stormwater Facilities Maintenance Agreement with Access Rights and Covenants the City uses for 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 agreement and recommended approval. MOTION by Commissioner Christofferson, seconded by Commissioner Brenny to approve the WonderTrek Children’s Museum Stormwater Facilities Maintenance Agreement with Access Rights and Covenants. Motion carried unanimously. 6. Approve the WonderTrek Children’s Museum Construction Repair and Maintenance Agreement for Stormwater Utilities, Sanitary Sewer, and Watermain Assistant City Engineering Thompson reviewed Construction Repair and Maintenance Agreement. The City Attorney drafted the “Construction and Maintenance Agreement for Watermain and Sanitary Sewer for WonderTrek Children’s Museum” to allow the City of Baxter maintenance staff to maintain the infrastructure. Mr. Thompson had no concerns with the agreement and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the WonderTrek Children’s Museum Construction Repair and Maintenance Agreement for Stormwater Utilities, Sanitary Sewer, and Watermain. Motion carried unanimously. 7. Approve the Permanent Hydrant Access Easement for WonderTrek Children’s Museum Assistant City Engineering Thompson explained the project includes private watermain site improvements for fire protection that will be maintained by the City of Baxter with the rest of the City’s water distribution system. Mr. Thompson had no concerns with the agreement and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the WonderTrek Children’s Museum Permanent Hydrant Access Easement. Motion carried unanimously. 8. Approve the SEH Contract in the Not to Exceed Amount of $69,400.00 for Construction Services for the Wonder Trek Development Assistant City Engineering Thompson reviewed the SEH Contract for the WonderTrek Development. Currently, SEH has been assisting the City with the review of civil plans for Ironwood Drive and the WonderTrek private site improvements. Mr. Thompson stated that staff had requested a contract from SEH for construction observation services for roadway and utility work along Ironwood Drive. The road work is related to the WonderTrek site. The WonderTrek development includes street construction and installation of watermain, sanitary sewer, storm sewer, and stormwater ponding improvements. The development 5/7/2025 Utilities Commission Meeting Minutes Page 4 includes extending Ironwood Drive to the south in conjunction with private site improvements, including construction of a shared stormwater pond on the WonderTrek site. Public Works Director/City Engineer Walter stated the cost will be covered by the developer. MOTION by Commissioner Brenny, seconded by Commissioner Stenberg to approve the SEH Contract in the Not to Exceed Amount of $69,400.00 for Construction Services for the Wonder Trek Development. Motion carried unanimously. 9. Accept the ASTECH Corporation bid in the amount of $575,579.79 for the 2025 Micro Surfacing Project and Amend the project Budget in the Increased Amount of $122,973.79 for a Total Revised Budget of $622,973.79 Bolton & Menk Consulting Engineer Drown reviewed the project area consisting of 4.7 miles of roadway on 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 neighborhoods. Two bids were received and are listed below:  ASTECH Corporation $575,579.79  Fahrner Asphalt $680,763.60  Engineer’s Estimate of Construction Cost $570,424.00 Mr. Drown stated the low bid is approximately 1% higher than the Engineer’s estimate of $570,424.00. The 2025 budget includes $500,000 for the Micro Surfacing Project. The new estimated project budget is $622,973.79, which includes $47,394 for engineering and $575,579.79 for construction. The commission discussed the cost of micro surfacing and what is available for franchise fees. Public Works Director/City Engineer Walter informed the commission that the franchise fees will be depleted in another 5 years if the City continues to follow the current pavement management program. Mr. Walter stated this will be a discussion with City Council as they review the Capital Improvements Plan. Mr. Walter had no concerns with the bids or budget amendment and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to accept the ASTECH Corp. bid in the amount of $575,579.79 for the 2025 Micro Surfacing Project and amendment to the budget in the increased amount of $122,973.79 for a total revised project budget of $622,973.79. Motion carried unanimously. 10. 2025 Water Supply Improvements - Wells 5 & 6 Monthly Update There was no new information or questions from the commission or the public. 11. Approve SEH Fee Amendment No. 1 in the Not to Exceed Amount of $9,754.80 for Material Testing during the Construction Phase related to the 2025 Water Supply Improvements - Wells 5 & 6, Municipal Project No. 6011-45040 SEH Consulting Engineer Heinonen reviewed Fee Amendment No. 1 in the Not to Exceed Amount of $9,754.80 for Material Testing during the Construction Phase related to the 2025 Water Supply Improvements - Wells 5 & 6. 5/7/2025 Utilities Commission Meeting Minutes Page 5 The Scope of Services includes the following item:  Consultant will subcontract with Braun Intertec to conduct the necessary testing services on an on-call, as-needed basis as scheduled by Consultant. The scope is based on the proposal from Braun Intertec dated March 14, 2025. The services include measure the in-place dry density, moisture content and relative compaction of fill placed for pavement and/or utility support, and of utility backfill for compliance with the project documents. This task includes performing laboratory Proctor tests to provide maximum dry densities from which the relative compaction of fill can be determined, as well as the use of a nuclear density gauge to measure in-place dry densities and moisture contents. As requested by Client, the scope does not include concrete or bituminous testing. MOTION by Commissioner Brenny, seconded by Commissioner Stenberg to approve SEH Fee Amendment No. 1 in the Not to Exceed Amount of $9,754.80 for Material Testing during the Construction Phase related to the 2025 Water Supply Improvements - Wells 5 & 6, Municipal Project No. 6011-45040. Motion carried unanimously. 12. Approve the Traut Companies Change Order No. 1 in the increased amount of $3,335.00 for Contract A related to the 2025 Water Supply Improvements - Wells 5 & 6 Project, Municipal Project No. 6011- 45040 SEH Consulting Engineer Heinonen reviewed Change Order No. 1 in the amount of $3,335.00 for Contract A related to the 2025 Water Supply Improvements - Wells 5 & 6 Project. Change Order No. 1 includes the following item:  Extend the height of the casing at existing MW-3 (not to proposed Well 5) approximately three (3) feet to accommodate revised site grading. The change order is in the amount of $3,335.00 and increases the contract price from $407,095.00 to $410,420.00. The pricing received from Traut Companies assumes the work will be completed in the same mobilization as the work to complete the production wells. No change in contract time is proposed. Mr. Heinonen had no concerns with Change Order No. 1 and recommended approval. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve Change Order No. 1 in the increased amount of $3,335.00 for Contract A related to the 2025 Water Supply Improvements - Wells 5 & 6 Project, Municipal Project No. 6011-45040. Motion carried unanimously. 13. Approve Traut Companies Partial Pay Estimate No. 1 in the amount of $13,157.50 for work completed on Contract A related to the 2025 Water Supply Improvements – Wells 5 & 6, Municipal Project No. 6011-45040 SEH Consulting Engineer Heinonen reviewed the Traut Companies Partial Pay Estimate No. 1 in the amount of $13,157.50 for the Water Supply Improvements – Wells 5 & 6. The payment includes test well drilling and sealing. Traut completed test holes to complete aquifer gradation tests for screen sizing analysis. The information has been provided to Traut’s supplier to fabricate the screens. Site results identified that the aquifer formation at Well 5 appears to be more productive than at Well 6. Well 5 has minimal clay. 5/7/2025 Utilities Commission Meeting Minutes Page 6 The sands at Well 6 are generally finer than at Well 5 and there is more clay/silt present. The next step is for drilling and development of the wells, which is scheduled for June. Mr. Heinonen had no concerns with Partial Pay Estimate No. 1 and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve Partial Pay Estimate No. 1 in the amount of $13,157.50 related to the Water Supply Improvements – Wells 5 & 6, Municipal Project No. 6011-45040. Motion carried unanimously. 14. Approve the AE2S Contract in the Not to Exceed Amount of $69,766.00 for SCADA and Controls Integration related to the 2025 Water Supply Improvements - Wells 5 & 6, Municipal Project No. 6011-45040 SEH Consulting Engineer Heinonen reviewed the AE2S Contract in the Not to Exceed Amount of $69,766.00 for SCADA and Controls Integration related to the 2025 Water Supply Improvements - Wells 5 & 6. Advanced Engineering and Environmental Services, LLC (AE2S) proposes to render professional services for programmable logic controller (PLC), operator interface terminal (OIT), and Supervisory Control and Data Acquisition (SCADA) programming services associated with Wells 5 and 6 Instrumentation and Controls (I&C) Professional Services. Public Works Director/City Engineer Walter informed the commission that Mr. Dostell reviewed the panels with ITS. Mr. Dostell has been working with the Water Treatment Plant instruments since the plant was constructed and knows what is in the control room and panels. Mr. Walter had no concerns with this agreement and recommended approval. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the AE2S Contract in the Not to Exceed Amount of $69,766.00 for SCADA and Controls Integration related to the 2025 Water Supply Improvements - Wells 5 & 6, Municipal Project No. 6011-45040. Motion carried unanimously. 15. 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. 16. Accept the 2025 CAMP Update Summary Memo SEH Consulting Engineer Heinonen explained the City’s "Water CAMP document" is an Excel spreadsheet that lists mutually agreed upon water system assets for the City of Baxter's Water System. The CAMP includes a summary tab with a timeline and cost for replacement of existing components. This document is used for annual financial planning and budgeting, developing annual work orders for asset maintenance and replacement, and tracking asset improvements. The asset groups to be updated include wells, WTP, water towers, interconnect building, water mains, and hydrants. Mr. Heinonen informed the commission he brought a printout of the CAMP is available for review to identify the level of detail that is included in the full excel file. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to accept the 2025 CAMP Update Summary Memo. Motion carried unanimously. 5/7/2025 Utilities Commission Meeting Minutes Page 7 17. 2025 Commercial Full Depth Reclamation Improvements Project Monthly Update, Municipal Project 4425 WiDESTH Consulting Engineer Bitter informed the commission the 2025 Commercial Full Depth Reclamation Assessment Hearing is Thursday, May 8th at 6:00 p.m. 18. Adopt Resolution 2025-0XX for Accepting the Bid from Anderson Brothers Construction Company in the amount of $737,884.85 for the 2025 Commercial Full Depth Reclamation Improvements Project Municipal Project No. 4425 WiDSETH Consulting Engineer Bitter informed the commission that pursuant to authority of the City Council and after proper legal advertisement, bids for the project were obtained at 10:00 A.M., in the Baxter City Hall on Thursday, April 3, 2025. The following two bids were received:  Anderson Brothers Construction Company $737,884.85  Knife River Corporation – North Central $824,858.90  Engineer’s Estimate $807,918.35 Mr. Bitter informed the commission the construction costs for Audubon Way went down while the construction costs on Whispering Woods Lane increased. There were two main reasons why the costs increased on Whispering Woods Lane. The first reason being the pavement replacement area extended further to the east, so it encompassed the bituminous that was replaced as part of the Menards Parking Lot Project. The second reason being the curb and gutter quantity increase. The estimated quantity in the Feasibility Report was a low estimate and in final design, 100% of the curb and gutter is proposed to be replaced. Public Works Director/City Engineer Walter inquired if the commission had any concerns with Anderson Brothers Construction being the prime contractor. Mr. Bitter stated that Braun will the conducting the bituminous testing for $900.00 flat fee and MnDOT will be doing the oil testing at no cost to the City. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to adopt Resolution 2025- 0XX Accepting the Bid from Anderson Brothers Construction Company in the amount of $737,884.85 for the 2025 Commercial Full Depth Reclamation Improvements Project, Municipal Project No. 4425. Motion carried unanimously. 19. Approve the WiDSETH Proposal for Construction Administration Services in the Not to Exceed Amount of $95,000 for the 2025 Commercial Full Depth Reclamation Improvements Project, Municipal Project No. 4425 WiDSETH Consulting Engineer Bitter reviewed the Proposal for Construction Administration Services in the Not to Exceed Amount of $95,000 for the 2025 Commercial Full Depth Reclamation Improvements Project. The proposed Scope of Services includes the following: Final Assessment Calculations and Hearing WiDSETH will assist the City with assessment calculations, hearings, and documentation in accordance with Minnesota Chapter 429 assessment process. Items included in the proposed scope of services are as follows: 5/7/2025 Utilities Commission Meeting Minutes Page 8  Prepare final cost split worksheet and assessment calculations  Prepare individual records of assessment  Assist the City with Assessment Hearing resolutions, notices, and City Council RCA’s  Prepare and present Assessment Hearing project information – one (1) meeting Construction Staking WiDSETH proposes to provide construction staking and field survey services associated with the proposed construction. Specific tasks included with this Proposal are:  Reestablish vertical and horizontal control in the Project Area  Generate staking files for the design elements shown in the plans  Provide construction staking for removals, utility modifications, storm sewer, roadway subgrade, roadway curb & gutter, signage and pavement markings – staked one (1) time  Document staked point locations and elevations  Provide Contractor with construction staking information Construction Administration WiDSETH proposes to provide construction administration services associated with construction of the proposed improvements and coordination with the contract documents. Specific tasks included with this Proposal are:  Coordinate execution of the contract documents  Coordinate and attend a pre-construction conference  Coordinate and attend neighborhood information meeting with City, Contractor, and Engineer prior to the start of construction – up to one (1) meeting  Prepare project website updates  Review contractor material submittals and shop drawings for compliance with the plans and specifications  Coordinate and conduct weekly construction meetings  Project status reports and required City Council RCA’s  SWPPP monitoring  Preparation of contractor payment requests – up to four (4) payment requests  Review and preparation of change orders and work directives – up to two (2) change orders  Serve as the liaison between City, Contractor, and the Public  Review project status, pay estimates and change orders with Utilities Commission and City Council  Deliverables: Electronic PDF copies of meeting agendas and minutes, pay estimates and change orders with accompanying City Council RCA’s and pertinent project correspondence Construction Observation WiDSETH proposes to provide construction observation services to document conformance to the contract documents. Specific tasks included with this Proposal are:  Provide part-time field observation of the following items: o Traffic control o Removals o Roadway subgrade o Aggregate base o Pavement markings and signage o Restoration and project clean up  Provide full-time field observation of the following items: 5/7/2025 Utilities Commission Meeting Minutes Page 9 o City utility modifications o Storm sewer o Concrete curb & gutter and flatwork o Bituminous roadway and driveways  Observe and document testing procedures and results  Document daily work activities for conformance to the plans and specifications  Measure and document bid items for payment  Assist the City with the final walkthrough and project closeout  Deliverables: Electronic PDF copies of daily construction records, Item Record Accounts, and other pertinent project documentation Construction Materials Testing WiDSETH proposes to sub-contract with Braun Intertec Corporation to complete required City construction testing in accordance with City requirements and the MnDOT Schedule of Materials Control. Items typically included with this task include:  Coordination and scheduling of Braun Intertec construction testing  Completion of required soils, concrete, and bituminous testing  Preparation of construction testing compliance documentation  Deliverables: Construction materials testing compliance documentation in electronic PDF format  Post–Construction Services WiDSETH will complete post–construction services in accordance with City requirements. Specific tasks included with this Proposal are:  Complete record drawing survey of new or altered sanitary sewer, water and storm sewer pipes, structures, and appurtenances. Record drawing survey for signs will be completed using City equipment  Re-establish removed or disturbed property boundary markers  Preparation of property boundary Certificate of Survey  Preparation of “Record Drawing” document  Deliverables: Electronic PDF of record drawing documents and property boundary Certificate of Survey for re-establishment of initially found property markers Assumptions and Exclusions In preparing this Proposal, WiDSETH relied on the following assumptions and exclusions:  Environmental services (potential soil and groundwater contamination) are not required  Property acquisition services are not required  The following services will be provided in a future separate agreement: o Property acquisition services (if required) will be provided under a contract amendment when the full scope of the needs is known.  Construction Observation service fees are based upon up to 8 weeks of construction in 2025 Construction Observation services above 480 hours would be considered Additional Services WiDSETH proposes to perform the services described above on an hourly basis in the Not To Exceed amount of $95,000. MOTION by Commissioner Christofferson, seconded by Commissioner Brenny to approve the WiDSETH Proposal for Construction Administration Services in the Not to Exceed Amount of $95,000 for the 2025 Commercial Full Depth Reclamation Improvements Project, Municipal Project No. 4425. Motion carried unanimously. 5/7/2025 Utilities Commission Meeting Minutes Page 10 20. 2025 Design Road & TH 371 Stormwater Improvements Project Monthly Update WiDSETH Consulting Engineer Bitter informed the commission that Widseth has made all of the necessary submittals to the MNDOT. Widseth is waiting for final approval from the Federal Office. The Federal Office will provide the letting date and documents to be included in the final contract documents. Until the letting date is received, MNDOT has completed the Cooperative Construction Agreement. This agreement needs to be passed by Resolution as part of the Federal Process. The agreement and resolution are going directly to the City Council on May 6th. 21. Approve the Widseth Proposal for Engineering Fee Amendment in the Not to Exceed Amount of $48,000 for the 2025 Design Road & TH 371 Stormwater Improvements Project, Municipal Project No. CPF 4135 WiDSETH Consulting Engineer Bitter explained that Widseth is currently under contract with the City of Baxter for professional services relating to the 2025 Design Road & TH 371 Stormwater Improvements Project. The total Contract for professional services to date is $229,300. This includes Feasibility Report Preparation, Preliminary Engineering & Survey Services, Preliminary Assessment Services, Design Services and Advertising/Bidding/Award Services. Mr. Bitter explained that MnDOT and federal funding requirements for property acquisition involve a rigorous and structured process to ensure compliance with state and federal regulations. These requirements demand extensive preparation, including the development of sketches and legal descriptions for properties to be acquired, professional appraisal services to determine fair market values, and the preparation of offer letters and legal documents. Additionally, the process requires coordination with both City Council and the property owners to facilitate negotiations and secure the necessary easements. Each step is critical to ensuring that the project proceeds without delays while maintaining transparency and fairness in property acquisition. Initially, Widseth did not include these services in its original scope of work because, during the design phase, the sanitary sewer alignment was adjusted to accommodate the larger storm sewer trunk line, the sanitary sewer was relocated outside of the roadway corridor. This unforeseen change required the preparation of additional temporary easements that were not anticipated at the project’s inception. As a result, the scope of work has expanded to include the additional surveying, appraisal, and legal documentation efforts needed to secure the necessary property rights. Given these changes, Widseth proposes to provide the required property acquisition services to ensure compliance with MnDOT and federal requirements, keeping the project on track and minimizing potential delays. To complete the necessary acquisitions, Widseth worked with Ludenia Appraisals and the City Attorney to secure nine (9) temporary easements for utility construction. Additionally, Widseth worked with Goedker Appraisal Services Inc. to complete a third-party review of the appraisals. The appraisal services for this effort totaled $18,000, the third-party appraisal review effort totaled $13,000, while Widseth’s costs for survey, engineering, and administrative services totaled $17,000. Therefore, we are requesting an amendment to the contract to include this additional scope of work, amounting to $48,000. This would bring the overall contract for professional services to $277,300. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Widseth Proposal for Engineering Fee Amendment in the Not to Exceed Amount of $48,000 for the 2025 Design Road & TH 371 Stormwater Improvements Project, Municipal Project No. CPF 4135. Motion carried unanimously. 5/7/2025 Utilities Commission Meeting Minutes Page 11 22. 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. 23. Approve the Widseth Proposal for Professional Survey Services in the Not to Exceed Amount of $40,000 for the 2026 Mill & Overlay and Full Depth Reclamation Improvements Project WiDSETH Consulting Engineer Bitter reviewed the Proposal for Professional Survey Services in the Not to Exceed Amount of $40,000 for the 2026 Mill & Overlay and Full Depth Reclamation Improvements Project. Project areas include the following: Residential Mill & Overlay (M&O):  Joneswood Circle in its entirety.  Joneswood Drive in its entirety.  Joshua Tree Circle in its entirety.  Joshua Tree Drive in its entirety.  Knotty Pine Drive (North of Marble)  Marble Road (West of Jasperwood Drive).  Cherrywood Drive (South of Excelsior Road).  Timberlane Drive in its entirety.  Park Street in its entirety.  Woodland Drive in its entirety. Residential Full Depth Reclamation (FDR):  Joler Road  Forest Drive  Fox Road  Fox Place Commercial FDR:  Hastings Road (Between Evergreen Drive & Douglas Fir Drive)  Hinckley Road (Between Cypress Drive & Berrywood Drive)  Woida Road (730’ west of T.H. 371 to Edgewood Drive) The proposed scope of services includes the following: Preliminary Survey Services Widseth proposes to complete a preliminary topographic survey of the previously identified Project Areas suitable for design of the proposed improvements. Items included with this Proposal are:  Establish vertical and horizontal control points within the Project Area  Field survey existing conditions and topography for vertical and horizontal location information  Coordinate field location of existing utilities (i.e., electric, telephone, gas, cable)  Record and document location of mapped or marked utilities (i.e., electric, telephone), if available  Record and document existing property corners and right-of-way that is evident  Import field survey points into base drawing along with property and right-of-way information 5/7/2025 Utilities Commission Meeting Minutes Page 12  Prepare base topographic drawing and existing ground surface Widseth proposes to perform the services described above on an hourly basis, in accordance with the attached fee schedule, for the Not to Exceed Amount of $40,000. The commission held an extensive discussion on the life expectancy of bituminous. Mr. Bitter stated that Micro surfacing can extend road life up to 10 years. Mr. Bitter stated that full depth reclamation should add 15 – 20+ years to the road life. Public Works Director/City Engineer Walter stated that full depth reclamation grinds the deteriorated subgrade and can be reshaped to restore the surface profile and drainage. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the Widseth Proposal for Professional Survey Services in the Not to Exceed Amount of $40,000.00 for the 2026 Mill & Overlay and Full Depth Reclamation Improvements Project contingent on the survey work not starting until the Public Informational meeting is held. Motion carried unanimously. 24. Baxter 20-Year Public Works Facility Assessment Project Monthly Update There was no new information or questions from the commission or the public. 25. Accept the 20-Year Public Works Facility Assessment for the City of Baxter’s Public Works Facility Assessment Project WiDSETH Consulting Engineer Bitter informed the commission that all comments provided at the Special Meeting have been incorporated into the assessment. MOTION by Commissioner Brenny, seconded by Commissioner Christofferson to accept the 20-Year Public Works Facility Assessment for the City of Baxter’s Public Works Facility Assessment Project. Motion carried unanimously. INFORMATIONAL ITEMS 26. 2022 Trunk Highway 210 & Inglewood Drive Railway Crossing Improvements Project Update, Municipal Project No. 4121 There was no new information or questions from the commission or the public. 27. 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. 28. 2023 Knollwood Drive Improvements Project Monthly Update There was no new information or questions from the commission or the public. 29. 2024 CSAH 77 Utility Improvements Project Monthly Update, Municipal Project No. 4118 There was no new information or questions from the commission or the public. 30. 2024 Mill & Overlay and Full Depth Reclamation Improvements Project Monthly Update 5/7/2025 Utilities Commission Meeting Minutes Page 13 There was no new information or questions from the commission or the public. 31. 2024 South Forestview Improvements Project Monthly Update There was no new information or questions from the commission or the public. 32. 2025 Crack Sealing Update Assistant City Engineer Thompson informed the commission that City Council approved the Crack Sealing bid at the May 6, 2025 meeting. 33. 2025 PASER Ratings Project Update There was no new information or questions from the commission or the public. 34. 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. 35. 2026 Clearwater Road, North Lynndale Area, & Brentwood Circle Street & Utility Improvements Monthly Update There was no new information or questions from the commission or the public. 36. Eagle Drive Area Improvements Project Monthly Update There was no new information or questions from the commission or the public. 37. 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. 38. Fats Oils and Greases Program Monthly Update There was no new information or questions from the commission or the public. 39. Holiday Station Store Contamination Project Monthly Update There was no new information or questions from the commission or the public. 40. Inglewood Drive to Garrett Lane Flood Overflow Control Monthly Update There was no new information or questions from the commission or the public. 41. Lift Station 13 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 42. Lift Station No. 15 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 5/7/2025 Utilities Commission Meeting Minutes Page 14 43. Lift Station No. 17 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 44. Project Timber Wolf Project Monthly Update There was no new information or questions from the commission or the public. 45. Wastewater Treatment Plant Charges for March 2025 There was no new information or questions from the commission or the public. 46. Whiskey Creek Planting Plans Project Monthly Update There was no new information or questions from the commission or the public. 47. 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 7:30 p.m. Motion unanimously approved. Approved by: Respectfully submitted: _______________________ ___________________________ Rock Yliniemi Mary Haugen Chair Administrative Assistant