Utilities Commission Meeting

UTILITIES COMMISSION MEETING MINUTES Wednesday, June 04, 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 Utilities Commission Minutes from May 7, 2025 MOTION by Commissioner Brenny, seconded by Commissioner Stenberg to approve the Special Utilities Commission minutes from May 7, 2025. Motion carried unanimously. BUSINESS ITEMS 2. Approve Rebalancing Proposed Annual Micro Surfacing Projects from 2026 to 2032 Bolton & Menk Consulting Engineer Drown reviewed the history of the Pavement Management Program. The City has been using the PASER Rating system to evaluate street conditions and estimate maintenance and rehabilitation needs. In 2016 the PMP was updated to utilize a seven-year rotation or cycle to allow maintenance and rehabilitation activities to be focused in one “area” of the City per year. A seven-year cycle was chosen based on preventive maintenance research which shows that roads, in good condition, should be seal coated every 5-7 years. In 2017 the PMP was updated to utilize Full Depth Reclamation as the rehabilitation strategy instead of Mill & Overlay for all commercial/industrial streets as reflective cracking was showing through overlays after a couple of years. The City completed seal coating projects in 2014, 2015, 2016, and 2017. Following the 2016 project deterioration of the underlying pavement or stripping was observed on a few streets that had been seal coated, particularly Knollwood Drive south of Highland Scenic Road and Cedar Scenic Road west of Memorywood Drive. Stripping has been identified at smaller areas throughout the City that have been addressed by milling and patching areas as part of the 2019 City Street Rehabilitation Project. As this issue has persisted the City chose to not implement sealcoating in 2018, 2019, and 2020. 6/4/2025 Utilities Commission Meeting Minutes Page 2 In 2021 a pilot project utilizing Micro Surfacing was completed on portions of Inglewood Drive and Clearwater Road and the pavement management plan was updated to reflect micro surfacing as the pavement maintenance strategy. An eight-year rotation or cycle has been utilized. The age of pavements will be utilized to determine the timing of maintenance and rehabilitation with the goal of following rehabilitation activities with micro surfacing at year eight. An eight-year cycle was chosen based on preventive maintenance research which shows that roads, in good condition, should be micro surfaced within 7 to 10 years following rehabilitation or reconstruction. The goal of the program is to utilize micro surfacing to achieve a minimum pavement life cycle of 20 years for commercial streets and 25 years for residential streets between rehabilitation. The City of Baxter has completed micro surfacing projects in 2021, 2022, 2023, and 2024. The projects in 2022 and 2023 were completed on residential streets that had not been seal coated or rehabilitated (mill and overlay or full depth reclamation) as part of the PMP initiated in 2013. In 2024 the micro surfacing project was completed on streets that had been milled and overlayed of reclaimed in 2016. Mr. Drown stated that in the upcoming 5 years the areas to micro surface will shift to predominately collector and commercial streets that were rehabilitated from 2014 to 2020. Many of these streets were seal coated within 2-3 years of being paved. These streets have not exhibited stripping as seen in streets that were seal coated 10-12 years after paving. The seal coating is beginning to wear off as designed, especially at commercial entrances that see many turning movements. Public Works Director/City Engineer Walter stated the Finance Department and City Administrator inquired how the pavement management program could be rebalanced to keep the micro surfacing program going. This is part of a larger discussion that will take place with the CIP meeting with City Council. Council Liaison Cross stated if a consistent franchise fee across the city could not be achieved, could a pavement management district be set up. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve adjusting the micro surfacing program to rebalance projects from 2026 to 2032. Motion carried unanimously. 3. 2024 South Forestview Improvements Project Monthly Update SEH Consulting Engineer Heinonen informed the commission that RL Larson Excavating, Inc. and their subcontractors continue turf restoration, watering of turf and trees, and other miscellaneous clean up items. This work will continue intermittently over the course of the next couple of months. 4. Approve RL Larson Excavating, Inc. Partial Pay Estimate No. 10 in the amount of $70,376.36 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. 10 in the amount of $70,376.36 for the 2024 South Forestview Area Improvements Project. The payment includes turf restoration, topsoil, and watering items for turf maintenance. The Contractor has earned $5,971,122.15 to date, which represents approximately 97.3% of the contract value. The retainage is being held at 1.5 % of the contract value which results in a total payment of $70,376.36. Mr. Heinonen has no concerns with Partial Pay Estimate No. 10 and recommends approval. 6/4/2025 Utilities Commission Meeting Minutes Page 3 MOTION by Commissioner Christofferson, seconded by Commissioner Brenny to approve the RL Larson Excavating, Inc. Partial Pay Estimate No. 10 in the amount of $70,376.36 for the 2024 South Forestview Area Improvements Project, Municipal Project No. 4138. Motion carried unanimously. 5. 2025 Water Supply Improvements - Wells 5 & 6 Monthly Update SEH Consulting Engineer Heinonen informed the commission the Pratt’s Excavating, under Contract B, has extended the 20-inch pipe to the well field and Traut will be in next week to start drilling the wells. 6. Approve Pratt’s Affordable Excavating Inc. Partial Pay Estimate No. 1 in the amount of $103,160.52 for work completed on Contract B related to the 2025 Water Supply Improvements – Wells 5 & 6, Municipal Project No. 6011-45040 SEH Consulting Engineer Heinonen reviewed the Pratt’s Affordable Excavating Inc. Partial Pay Estimate No. 1 in the amount of $103,160.52 for the 2025 Water Supply Improvements – Wells 5 & 6 Contract B, Municipal Project No. 6011-45040. The Contractor has earned $108,590.02 as credit for materials on hand, with invoices and appropriate insurance coverage for the material at the site. The retainage is being held at 5% of the contract which results in a payment of $103,160.52. Mr. Heinonen has no concerns with Partial Pay Estimate No. 1 and recommends approval. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve Pratt’s Affordable Excavating Inc. Partial Pay Estimate No. 1 in the amount of $103,160.52 for the 2025 Water Supply Improvements – Wells 5 & 6 Contract B, Municipal Project No. 6011-45040. Motion carried unanimously. 7. 2026 Clearwater Road, North Lynndale Area, & Brentwood Circle Street & Utility Improvements Monthly Update SEH Consulting Engineer Heinonen gave a brief update on the June 3rd council work session relating to paved bituminous street width standards, cul-de-sac paved bituminous radius standards, and cul-de- sac right-of-way radius standards. Public Works Director/City Engineer Walter explained to the commission that Council Member Tabatt had initiated the conversation on reducing the roadway widths as a cost saving option and to reduce impervious surface on cul-de-sacs. Council Liaison Cross stated the green space in the cul-de-sac would allow for stormwater and snow storage. Commissioner Christofferson stated a swale could be placed to help hold the water as an infiltration basin. Assistant City Engineer Thompson expressed his concern about when we don’t have the separation to be careful on calling it an infiltration basin and to review the stormwater on a case-by-case basis. Mr. Heinonen stated there was a discussion on annexation or future connection charges which still needs to have further discussions with City Council. 8. Approve the SEH Feasibility Report Update, Survey Services, Soils Investigation, Design, Bidding, Right of Way Support, and Assessment Hearing Contract in the Not to Exceed Amount of $467,200.00 6/4/2025 Utilities Commission Meeting Minutes Page 4 for the 2026 Clearwater Road, North Lynndale Area, and Brentwood Circle Street & Utility Improvements project, Municipal Project Number 4068 SEH Consulting Engineer Heinonen reviewed the proposal for professional services relating to the 2026 Clearwater Road, North Lynndale Area, and Brentwood Circle Utility and Roadway Improvements Project. The project includes extending municipal sanitary sewer and water utilities to serve properties with individual subsurface sewage treatment systems and wells. Only sewer would be extended on Brentwood Circle whereas both sewer and water would be extended on Clearwater Road and the North Lynndale Area. Roadway improvements are also proposed as part of the project. The improvements along Clearwater Road would also include construction of one sanitary sewer lift station and reconstruction of the bituminous surfaced shared use trail. The combined project consists of approximately 89 parcels (and 97 equivalent residential units) adjacent to the following road segments: Clearwater Road between Whipple Beach and Memorywood Drive, Lynndale Drive (north of Clearwater Road), Lynndale Lane, Lynndale Court, and Brentwood Circle. Project construction is planned for 2026. SEH will complete the following tasks:  Project Management (Included with all Tasks)  Feasibility Report Amendment  Street Width and Cul-de-Sac Policy Review Support Additional Services  Survey Services  Soils Investigation  Design Services  Advertising / Bidding / Award Services  Final Assessment Calculations and Hearing  Right of Way Acquisition Support Services  Right of Way Support Services Assumptions Assumptions:  Only one sanitary sewer lift station is required for the project.  No substantial stormwater design changes from existing conditions and continuing to primarily rely on ditches and infiltration and adding a sedimentation structure(s) (e.g. Stormceptor).  SEH can rely on data provided by City (feasibility reports, CAD, GIS, geotechnical, etc.).  City will pay advertising, publication, and permitting fees (not included in SEH's fees).  No wetland delineations/permitting are required  Environmental services (potential soil/groundwater contamination) are not required. Exclusions:  Annexation support services.  Sewer modeling and detailed downstream lift station impact analysis.  Prepare and facilitate separate contract for winter tree clearing.  Long eared bat (threatened/endangered species) investigation prior to tree clearing.  Environmental review (such as Environmental Assessment Worksheet).  In home survey and inspections.  Existing septic and water system survey and inspections.  Design of sewer and water service extension beyond the property line. 6/4/2025 Utilities Commission Meeting Minutes Page 5  Additional meetings from what is listed.  Construction Phase Professional Services. Public Works Director/City Engineer Walter inquired on the percentage of the total project cost. Mr. Heinonen stated it is currently at 8.1%. This contract goes through bidding; however, that does not include Construction Administration, which will be another contract. Public Works Director/City Engineer Walter had no concerns with the proposal and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the SEH Feasibility Report Update, Survey Services, Soils Investigation, Design, Bidding, Right of Way Support, and Assessment Hearing Contract in the Not to Exceed Amount of $467,200.00 for the 2026 Clearwater Road, North Lynndale Area, and Brentwood Circle Street & Utility Improvements project, Municipal Project Number 4068. Motion carried unanimously. 9. Adopt Resolution 2025-0xx Receiving Feasibility Report and Calling for a Hearing on the Improvement for the 2026 Clearwater Road, North Lynndale Area, & Brentwood Circle Street & Utility Improvements Project, Municipal Project No. 4068 SEH Consulting Engineer Heinonen reminded the commission that these were formerly two separate projects that have been combined. He noted that utility easement acquisition is required with this project. The improvements consist of sanitary sewer, water, bituminous streets, stormwater, streetlights and pedestrian trails along the following: The report evaluates proposed infrastructure improvements, including streets, sanitary sewer, and water systems, on the following public roadways:  Clearwater Road – Whipple Beach to Memorywood Drive  Lynndale Drive – Clearwater Road to Lynndale Lane  Lynndale Lane – Lynndale Drive to Woida Road  Lynndale Court  Brentwood Circle The report reviewed existing conditions, proposed feasible improvements, estimated project costs, discussed project implementation and presented conclusions and recommendations of the project areas as required by Minnesota Chapter 429 assessment process. Mr. Heinonen noted that the trail improvements are just reconstruction of the trail on Clearwater Road. Chairman Ylinieni inquired on how old that section of trail was. Mr. Walter stated it was constructed in 2012 with only minimum standard bituminous since the City was aware it would need to be torn out in approximately 10 – 15 years. Public Works Director/City Engineer Walter stated that City Administrator Chapulis will be contacting one of the property owners at the very end of Lynndale Drive to discuss the project. On the Financial Summary Mr. Walter stated that Future Connections Charges are not assessments and the summary needs to be revised. 6/4/2025 Utilities Commission Meeting Minutes Page 6 SEH will be recalculating the percent assessed after they have heard back from the Finance Director who was reaching out to the Bond Council on the tax forfeited parcels. Council Liaison Cross inquired what the minimum the city can bond for, and Mr. Walter stated that if it goes below 20% on the total project cost, the city cannot sale non-taxable bonds which costs more for the city to finance. Council Liaison Cross Stated his biggest question is seeing the CIP Report because of a 7.4-million dollar job with 5.5-million city cost and City Council reviewed three project last night with City total costs of 13 million. Mr. Cross stated the City needs to be financially prudent and he will not approve anything without the CIP Report. Mr. Walter stated he would pass on his concerns regarding the CIP Report. MOTION by Commissioner Brenny, seconded by Commissioner Stenberg to adopt Resolution 2025-0xx Receiving Feasibility Report and Calling for a Hearing on the Improvement for the 2026 Clearwater Road, North Lynndale Area, & Brentwood Circle Street & Utility Improvements Project, Municipal Project No. 4068. Motion carried unanimously. 10. Accept the Quiet Zone Affirmation Process Memorandum SEH Consulting Engineer Heinonen stated this is a follow up to a question that was asked at the May commission meeting. Federal rules and regulations require ongoing periodic “quiet zone affirmation” inspections and notices to be filed with the Federal Railroad Administration (FRA) after a quiet zone has been established. SEH Consulting Engineer Hedlund noted in the memo the City should budget $10,000 (in 2025 dollars) for quiet zone affirmation efforts in 2027, 2030 2034, 2039, 2043 and Continue with 4 ½ to 5-year cycle into perpetuity. Public Works Director/City Engineer Walter had no concerns with the memorandum and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to accept the Quiet Zone Affirmation Process Memorandum. Motion carried unanimously. 11. Trunk Highways 371 and 210 Overpass Project - Local Street and Utility Impacts Memorandum Public Works Director/City Engineer Walter stated that SEH will be assisting the City with impacts to the City’s local street and utility system due to the proposed construction of the overpass at TH 371 and TH 210. INFORMATIONAL ITEMS 12. 2022 Trunk Highway 210 & Inglewood Drive Railway Crossing Improvements Project Monthly Update, Municipal Project No. 4121 There was no new information or questions from the commission or the public. 13. 2023 Knollwood Drive Improvements Project Monthly Update There was no new information or questions from the commission or the public. 6/4/2025 Utilities Commission Meeting Minutes Page 7 14. 2024 CSAH 77 Utility Improvements Project, Municipal Project No. 4118 Monthly Project Update There was no new information or questions from the commission or the public. 15. 2024 Mill & Overlay and Full Depth Reclamation Improvements Project Monthly Update There was no new information or questions from the commission or the public. 16. 2025 Design Road & TH 371 Stormwater Improvements Project Monthly Update There was no new information or questions from the commission or the public. 17. 2025 Micro Surfacing Improvements Project Update There was no new information or questions from the commission or the public. 18. 2025 PASER Ratings Project Update There was no new information or questions from the commission or the public. 19. 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. 20. 2025 Commercial Full Depth Reclamation Improvements Project Monthly Update There was no new information or questions from the commission or the public. 21. Baxter 20-Year Public Works Facility Assessment Project Monthly Update There was no new information or questions from the commission or the public. 22. County Road 170 (Mapleton Road) Reconstruction There was no new information or questions from the commission or the public. 23. Crow Wing County Long-Range Transportation Plan There was no new information or questions from the commission or the public. 24. Eagle Drive Area Improvements Project Monthly Update There was no new information or questions from the commission or the public. 25. 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. 26. Fats Oils and Greases Program Update Monthly Update There was no new information or questions from the commission or the public. 6/4/2025 Utilities Commission Meeting Minutes Page 8 27. Holiday Station Store Contamination Monthly Update There was no new information or questions from the commission or the public. 28. Inglewood Drive to Garrett Lane Flood Overflow Control Monthly Update There was no new information or questions from the commission or the public. 29. Lift Station 13 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 30. Lift Station No. 15 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 31. Lift Station No. 17 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 32. Project Timber Wolf Project Monthly Update There was no new information or questions from the commission or the public. 33. Wastewater Treatment Plant Charges for April 2025 There was no new information or questions from the commission or the public. 34. Water Enterprise Fund 20-year CIP and 2025 CAMP Update Monthly Update SEH Consulting Engineer Heinonen informed the commission that information regarding the interconnect building will be included in the CAMP next year and the costs in the CAMP will be updated accordingly. There were improvements with the Chlorination & Metering Station Project from 2021 that were not included in the CAMP. 35. Whiskey Creek Planting Plans Project Monthly Update There was no new information or questions from the commission or the public. 36. 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 6:45 p.m. Motion unanimously approved. Approved by: Respectfully submitted: _______________________ ___________________________ Rock Yliniemi Mary Haugen 6/4/2025 Utilities Commission Meeting Minutes Page 9 Chair Administrative Assistant