Utilities Commission Meeting

UTILITIES COMMISSION MEETING MINUTES Wednesday, September 03, 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 5:35 p.m. by Council Liaison Mark Cross. ROLL CALL Members Present: Commissioner Douglas Stenberg, John Brenny, Jack Christofferson, Douglas Wolf, and Council Liaison Mark Cross. Members Absent: Chairman Rock Yliniemi. 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 Engineers Neil Heinonen & Paul Sandy, WiDSETH Consulting Engineers Alex Bitter & Tim Ramerth. CONSENT AGENDA 1. Approve the Utilities Commission Minutes from August 7, 2025 MOTION by Commissioner Brenny, seconded by Commissioner Wolf to approve the Utilities Commission minutes from July 2, 2025. Motion carried unanimously. BUSINESS ITEMS 2. Recommend Planning and Zoning Commission Approve the Lakewood Evangelical Free Church Conditional Use Permit with the condition of entering into a Stormwater Facilities Maintenance Agreement Assistant City Engineer Thompson informed the commission that Lakewood Evangelical Free Church has submitted a Conditional Use Permit (CUP) to improve and expand their parking lot. The parking lot area they are looking at expanding is currently gravel and was included in their original plans. The expansion to the parking lot will add approximately 55 – 65 parking spaces to the west and north sides of the property. Mr. Thompson noted there are utilities buried under that gravel parking lot that will need to be addressed with the building permit. MOTION by Commissioner Stenberg, seconded by Commissioner Wolf to recommend Planning and Zoning Commission approve the Lakewood Evangelical Free Church Conditional Use Permit with the Condition of entering into a Stormwater Facilities Maintenance Agreement. Motion carried unanimously. 9/3/2025 Utilities Commission Meeting Minutes Page 2 3. Approve the Stormwater Facilities Maintenance Agreement with Access Rights and Covenants for Lakewood Evangelical Free Church Assistant City Engineer Thompson informed the commission that the Conditional Use Permit for a parking lot addition triggered the stormwater facilities maintenance agreement. This agreement is the standard stormwater facilities maintenance agreement the City uses with all development. The stormwater facilities maintenance agreement is a requirement of MCM 5 under section 20.3 of the Municipal Separate Storm Sewer System (MS4) Permit. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the Stormwater Facilities Maintenance Agreement with Access Rights and Covenants for Lakewood Evangelical Free Church. Motion carried unanimously. 4. Recommend Planning and Zoning Commission Approve the Bitterroot Second Addition Preliminary and Final Plat Public Works Director/City Engineer Walter reviewed the preliminary & final plat for Bitterroot Second Addition. The plat includes five single family lots along Kimberlee Drive along with platting future Lynndale Drive and Dakar Road. Lynndale Drive right-of-way is shown at 66 feet which is consistent with the right-of-way on the west side of Kimberlee Drive and matches the easement that was recorded in 2004 with the plat for the sewer and water. Mr. Walter explained this was the only way to make the lot widths work for Lots 1, 2, & 3 of Block 2. Dakar Road right-of-way is shown at 40 feet, the other 40 feet required to meet the 80-foot right-of-way will need to come from the property to the south. The five residential lots are all serviced with sewer and water from the 2006 Kimberlee Area Improvements. Mr. Walter had no concerns with the Bitterroot Second Addition Preliminary and Final Plat and recommended approval to Planning & Zoning. MOTION by Commissioner Wolf, seconded by Commissioner Christofferson to recommend Planning and Zoning Commission approve the Bitterroot Second Addition Preliminary and Final Plat. Motion carried unanimously. 5. Recommend Planning and Zoning Commission Approve Chick-fil-A Conditional Use Permit and Variances with the Conditions listed in the Staff Recommendation Assistant City Engineer Thompson reviewed the land use variance, conditional use permit and variance for Chick-fil-A. A Conditional Use Permit is required with all drive-thru restaurants. The property is zoned C-2 Commercial and based on the proposed layout, should not have any impact on the local infrastructure. The application includes three (3) variances.  Drive-thru stacking and pick-up window along public street. o This is a unique lot that creates challenges to meet the ordinance requirement. Engineering does not have any concerns with the stacking and pick-up along Excelsior Road as shown in the current layout plan. Chick-fil-A has addressed the concerns 9/3/2025 Utilities Commission Meeting Minutes Page 3 associated with the variance by creating a robust landscape plan to help screen the drive-thru. This site utilizes three (3) sides of the building for their drive-thru.  Drive-thru stacking going beyond the entrance of the drive-thru. o Engineering has no concerns with this variance.  Trash enclosure not located in the side/rear yard. o Chick-fil-A identified the proposed locations as the best location on-site for the trash enclosure while leaving the parking lot layout and maintaining traffic circulation as much as possible. The location of the traffic enclosure minimizes traffic back-up on site, on the access road, and on the public street. The trash enclosure will not face the public street, and additional landscaping is proposed to help screen the trash enclosure from Excelsior Road. Engineering staff does not have any concerns with the variance. Mr. Thompson had no concerns with the Conditional Use Permit and Variances contingent on the following:  Enter into a Stormwater Facilities Maintenance Agreement prior to issuing a building permit.  Enter into an Escrow Agreement prior to issuing a building permit. Commissioner Wolf inquired on directional signage for the drive through lane. He explained to the commission the Duluth Chick-fil-A drive through, which is located in the Miller Hill Mall parking lot, needed to have better signage since it was rather confusing as to which way to go. Mr. Thompson stated that staff had previously met on site to discuss traffic flow patterns; however, he will pass this information on to the Project Team. MOTION by Commissioner Wolf, seconded by Commissioner Christofferson to recommend Planning and Zoning Commission approve Chick-fil-A Conditional Use Permit and Variances with the conditions listed in the Staff Recommendation. Motion carried unanimously. 6. Approve Chick-fil-A Escrow Agreement for Inspection Services and Asbuilts Assistant City Engineer Thompson reviewed the Chick-fil-A Escrow Agreement for Inspection Services and Asbuilts. The agreement will include inspection services for the sewer and water services. Additionally, there will be changes to the storm sewer system that will need to be documented through as-built drawings. Mr. Thompson had no concerns with the agreement and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve Chick-fil-A Escrow Agreement for Inspection Services and Asbuilts. Motion carried unanimously. 7. Approve the Chick-fil-A Stormwater Facilities Maintenance Agreement Assistant City Engineer Thompson reviewed the Chick-fil-A Stormwater Facilities Maintenance Agreement. Chick-fil-A will be decreasing the amount of impervious surface on their site and will be utilizing the existing underdrain infiltration system installed with the 2003 Kohl’s Department Store Improvements. 9/3/2025 Utilities Commission Meeting Minutes Page 4 This agreement is the standard stormwater facilities maintenance agreement the City uses with all development. The stormwater facilities maintenance agreement is a requirement of MCM 5 under section 20.3 of the Municipal Separate Storm Sewer System (MS4) Permit. MOTION by Commissioner Christofferson, seconded by Commissioner Wolf to approve the Chick-fil-A Stormwater Facilities Maintenance Agreement. Motion carried unanimously. 8. 2025 Micro Surfacing Project Update Bolton & Menk Consulting Engineer Drown informed the commission this was the first year that the commercial roads were done overnight. 9. Approve ASTECH Corporation Change Order No. 1 in the increased amount of $49,027.15 for the 2025 Micro Surfacing Project Update Bolton & Menk Consulting Engineer Drown reviewed the ASTECH Corporation Change Order No. 1 in the increased amount of $49,027.15 for the 2025 Micro Surfacing Project Update. Change Order No. 1 includes the following Items:  Add temporary striping on Elder Drive and Glory Road - $3,061.47  Add micro surfacing of a portion of Mapleton Road (County Road 170) - $45,965.68 o In July Crow Wing County contacted the City of Baxter requesting to add a segment of Mapleton Road (County Road 170) to the 2025 Micro Surfacing Project with the understanding Crow Wing County will cover the cost of construction and engineering related to the addition. Mr. Drown stated that Crow Wing County is responsible for the construction cost of $45,965.68 to add a portion of Mapleton Road to the project. Public Works Director/City Engineer Walter stated that franchise fees will fund the cost of the temporary striping to Elder Drive and Glory Road. Mr. Drown had no concerns with Change Order No. 1 and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the ASTECH Corporation Change Order No. 1 in the increased amount of $49,027.15 for the 2025 Micro Surfacing Project and amending the project budget to $626,035.26. Motion carried unanimously. 10. Approve ASTECH Corporation Partial Pay Estimate No. 1 in the amount of $447,455.65 for 2025 Micro Surfacing Project Bolton & Menk Consulting Engineer Drown reviewed the ASTECH Partial Pay Estimate No. 1 in the amount of $447,455.65 for the 2025 Micro Surfacing Project. The contractor has earned $471,005.95 to date, which represents 75% of the contract’s value. The payment includes the cost of unit price work completed through August 22, 2025. In accordance with the agreement the amount retained is 5%. The 5% retainage equals $23,550.30, which results in a payment of $447,455.65. Mr. Drown noted the project was currently under budget. Mr. Drown had no concerns with Partial Pay Estimate No. 1 and recommended approval. 9/3/2025 Utilities Commission Meeting Minutes Page 5 MOTION by Commissioner Wolf, seconded by Commissioner Stenberg to approve the ASTECH Partial Pay Estimate No. 1 in the amount of $447,455.65 for the 2025 Micro Surfacing Project. Motion carried unanimously. 11. Approve the Bolton & Menk Fee Amendment No. 1 in the Not to Exceed Amount of $3,450 for a Total Revised Not to Exceed Amount of $50,844.00 for Professional Services Related to the 2025 Micro Surfacing Project Bolton & Menk Consulting Engineer Drown previously noted that in July Crow Wing County contacted the City of Baxter requesting to add a segment of Mapleton Road (County Road 170) to the 2025 Micro Surfacing Project with the understanding Crow Wing County will cover the cost of construction and engineering related to the addition. The estimated construction cost of the addition is $45,965.68 and engineering cost is 7.5% of construction which equals $3,450. MOTION by Commissioner Brenny, seconded by Commissioner Stenberg to approve the Bolton & Menk Fee Amendment No. 1 in the Not to Exceed Amount of $3,450 for a Total Revised Not to Exceed Amount of $50,844.00 for Professional Services Related to the 2025 Micro Surfacing Project. Motion carried unanimously. 12. 2024 South Forestview Improvements Project Monthly Update There was no new information or questions from the commission or the public. 13. Approve RL Larson Excavating, Inc. Partial Pay Estimate No. 12 in the amount of $71,241.80 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. 12 in the amount of $71,241.80 for the 2024 South Forestview Area Improvements Project. The payment includes pavement striping items and watering items for turf maintenance and plantings. The Contractor has earned $6,053,624.82 to date, which represents approximately 98.5% of the contract value. The retainage is being held at 1.5 % of the contract value which results in a total payment of $71,241.80. Mr. Heinonen had no concerns with Partial Pay Estimate No. 12 and recommended approval. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the RL Larson Excavating, Inc. Partial Pay Estimate No. 12 in the amount of $71,241.80 for the 2024 South Forestview Area Improvements Project, Municipal Project No. 4138. Motion carried unanimously. 14. 2025 Water Supply Improvements Monthly Update - Wells 5 & 6 SEH Consulting Engineer Heinonen informed the commission that Traut Companies has completed additional development on Wells 5 & 6. There has been a significant increase in the gallons per minute (gpm); however, test pumping still indicated that the well capacities would be less than 700 gpm. The project team has discussed implementing a third cleaning which would surge and jet the wells; however, this would not be in the project budget and would be an additional expense. Costs associated with this would be approximately $40,000.00 for development and test pumping. 9/3/2025 Utilities Commission Meeting Minutes Page 6 Mr. Heinonen reminded the commission there is some risk associated with the aggressive development. There is a potential for “sanding” of the wells which can occur if you develop the well to hard there are glass beads that hold back the sand that is in the formation and to aggressive work can potentially damage the well. The project team is recommending starting with Well 6 due to production levels. The contingencies currently being held for the project is approximately $65,000.00 with the $40,000.00 well development the contingencies would be reduced to $25,000.00. There is additional work that needs to be completed and a potential for an engineering fee amendment which could impact the overall project budget. Commissioner Wolf requested an update on what the wells were producing. Mr. Heinonen noted that before the well development Well 5 was producing approximately 300 gpm and Well 6 was approximately 250 gpm. Mr. Heinonen noted that the four (4) existing wells have been stressed over time so to prevent further issues they are trying to operate and keep the wells at a maximum of 60- feet of drawdown. The new wells are deeper, and the screens are further the wells could be operated at an increased drawdown. The last round of development saw a 53% increase. Public Works Director/City Engineer Walter stated in 2006 they were trying to get the drilling mud out of the formation whereas this time the drilling went well but they keep getting more sand and no drilling mud. Commissioner Wolf stated there is some risk, but the potential gain could be significant. Council Liaison Cross inquired on staff’s perspective and Mr. Walter noted the potential risk and recommended trying the process on Well 6 since it produces half of what was expected. Mr. Walter stated the well development process is when the City lost the wells in 2006 when they had to fire the well drilling contractor. Council Liaison Cross stated there is the risk of losing the well so may consideration should be given to drilling Well 7. Mr. Walter stated that was also an option since it is estimated that instead of the 2 million gallons per day it is actually 1.2 – 1.4 gallons depending on how the wells can be run. Council Liaison Cross inquired on using that number (1.2 – 1.4) what date for future well development will that get us to? Mr. Walter stated finding the next well field is scheduled for 2027 with development in 2032 which may have to be moved to 2030. Mr. Heinonen stated the target was 1 million gallons per day per well was what the City was hoping for; however, there is no guarantee that this will occur. Mr. Walter stated the wells will never get any better if you rehabilitate in the future, so it is in the City’s best interest to get as much production as possible when they are new. This will be the best they ever will be and as they age production will decrease so how far do you push to get the best results. Mr. Walter explained the first development went to until no further drilling mud or sand came out. The second round produced no drilling mud, only sand came through the screens. Commissioner Stenberg inquired on Traut Companies thoughts were? Mr. Walter stated they recommend trying the development again; however, starting with Well 6 to see if there is an increase in the gpm before moving to Well 5. Consensus of the commission was to attempt the third development on Well 6. 9/3/2025 Utilities Commission Meeting Minutes Page 7 15. Approve the Pratt’s Affordable Excavating, Inc. Change Order 1 in the increased amount of $11,269.65 for Contract B related to the 2025 Water Supply Improvements - Wells 5 & 6 Project, Municipal Project No. 6011-45040 SEH Consulting Engineer Heinonen reviewed the Change Order No. 1 in the increased amount of $11,269.65 for Contract B related to the 2025 Water Supply Improvements - Wells 5 & 6 Project. Change Order No. 1 includes the following items:  The intent of the project was to have the fiber cable furnished and installed as part of Contract B, as the cable was not included with materials supplied under Contract C. The plans and contract documents inadvertently called for fiber cable to be supplied “by owner under a separate contract”. The Contractor identified this discrepancy and requested payment for the fiber cable material, as well as for terminations necessary for fiber installation. The additional material costs and labor to complete this work is included within the item below.  During construction, contractor personnel commented that yard lights are present at other locations in Baxter with a control panel (e.g. lift stations). City staff reviewed other areas, and requested lights be placed at each location. Minor upgrades were needed within each control panel, and new conduit was added for the lights. The additional material costs and labor to complete this work is included within the item below. Mr. Heinonen had no concerns with Change Order No. 1 and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the Pratt’s Affordable Excavating, Inc. Change Order No. 1 in the increased amount of $11,269.65 for Contract B related to the 2025 Water Supply Improvements - Wells 5 & 6 Project, Municipal Project No. 6011- 45040. Motion carried unanimously. 16. Approve Pratt’s Affordable Excavating Inc. Partial Pay Estimate No. 4 in the amount of $92,717.82 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. 4 in the amount of $92,717.82 for the 2025 Water Supply Improvements – Wells 5 & 6 Contract B, Municipal Project No. 6011-45040. The Contractor has earned $866,439.50 for electrical and fiber construction within the Water Plant, exterior electrical and fiber improvements, work within meter vaults, and other minor site work. The retainage is being held at 5% of the contract which results in a payment of $92,717.82. Mr. Heinonen had no concerns with Partial Pay Estimate No. 4 and recommended approval. MOTION by Commissioner Wolf, seconded by Commissioner Christofferson to approve the Pratt’s Affordable Excavating Inc. Partial Pay Estimate No. 4 in the amount of $92,717.82 for work completed on Contract B related to the 2025 Water Supply Improvements – Wells 5 & 6, Municipal Project No. 6011-45040. Motion carried unanimously. 17. Approve the SEH Contract in the Not to Exceed Amount of $57,292.00 for the 2026 Baxter WTP HVAC Improvements 9/3/2025 Utilities Commission Meeting Minutes Page 8 SEH Consulting Engineer Heinonen reviewed the Supplemental Letter Agreement for the 2026 Water Treatment Plant HVAC Improvements. The improvements include replacement of Make-up Air Unit No. 3 (MAU-3) and the Fan Coil Unit 2 (FC-2) and the plan is to replace the units in 2026. The project scope includes the following tasks:  Project Management  Design Phase Services  Construction Phase Services Mr. Heinonen stated that design is anticipated to be completed by January 2026, with bidding targeted for February 2026. With this timeline it is anticipated that there is adequate lead time for the contractor to procure the replacement HVAC units in preparation for construction beginning in May 2026. Public Works Director/City Engineer Walter noted MAU-3 is failing and is a safety concern as it is difficult to get parts for the outdated unit. He noted this was documented in the CAMP two years ago and was submitted in the 2025 budget; however, the 2025 Water Enterprise Budget was not approved by City Council and has been placed into the 2026 budget for approval. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the SEH Contract in the Not to Exceed Amount of $57,292.00 for the 2026 Baxter Water Treatment Plant HVAC Improvements. Motion carried unanimously. 18. Approve the SEH Contract in the Not to Exceed Amount of $77,100 for Professional Services related to the Street and Pedestrian/Bicycle Design Policy Manual, Mapping, and City Code Updates SEH Consulting Engineer Sandy reviewed the Supplemental Letter Agreement for Professional Services related to Street and Pedestrian/Bicycle Design Policy Manual, Mapping and City Code updates. The scope of work will include the following items:  Project Management and Meetings  Street & Pedestrian/Bicycle Design Policy Manual  Geographic Information Systems (GIS) Mapping  Pedestrian Crossing Policy Fit Test  City Code Update  Comprehensive Plan Mapping Update Mr. Sandy informed the commission that the final product will provide the City a user-friendly and coordinated set of planning tools that tie together design policy, GIS mapping, and code language for efficient infrastructure planning and investment for the future. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the SEH Contract in the Not to Exceed Amount $77,100 for Professional Services related to the Street and Pedestrian/Bicycle Design Policy Manual, Mapping, and City Code Updates. Motion carried unanimously. 19. 2024 Mill & Overlay and Full Depth Reclamation Improvements Project Monthly Update WiDSETH Consulting Engineer Bitter updated the commission on the discussion held with Knife River – North Central for solutions to resolve this issue. These options consisted of anywhere from milling 9/3/2025 Utilities Commission Meeting Minutes Page 9 and overlaying all nine roads, to milling and overlaying the out of tolerance sections, to milling and overlaying the four roads most out of tolerance in their entirety. All options, ranging in a Knife River cost between $47,000 and $52,700. Knife River took the information back to their executive team, as these solutions were beyond their negotiation limit. After that site meeting, Knife River proposed to be responsible for any road repairs needed from failures that would occur through this next winter and a $15,000 deduct to the project. The proposed solution did not address the concerns that were raised on site and was not in conformance with our conversations. This proposal was not forwarded to staff and was rejected. Widseth met with Knife River again to discuss the shortcomings of the proposal. Knife River is willing to propose a $40,000 deduction to the project following those discussions. With this proposal, there would be no additional work to the roadways. Knife River is confident there will not be any issues with the roadways. Public Works Director/City Engineer Walter stated the funds would be placed in the street maintenance fund denoting the affected roads should repair be required in the near future. It was discussed about the concern with rutting in the wheel path and how the least amount of rutting will result in pooling of water. In 10 – 12 years the road will be micro surfaced if the City continues with the micro surfacing which includes a leveling course that would address the rutting. Consensus of the commission was to move forward on Knife River proposal in order to close out the project. A final change order will come through in October for the $40,000.00 deduct. 20. Approve the Knife River Corporation – North Central Change Order No. 8 in the Increased Amount of $12,643.71 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project Number 4424 WiDSETH Consulting Engineer Bitter reviewed the Change Order No. 8 in the increased amount of $12,643.71 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project. Change Order No. 8 includes the following items:  There were two areas where the drainage swales were holding water and not infiltrating. The cost for this change order includes removing the existing saturated topsoil, completing a soil correction which included removing material under the topsoil and replacing it with sand and placing approximately 4" of topsoil on the sand material.  At the intersection of Interlachen Road and Kingwood Drive, there was hydrant that was replaced in the 2024 construction season. During the punch list walk through, it was determined to need an extension was required to bring the breakaway point to the correction elevation. The work was not able to be completed in 2024 and was scheduled to be completed in 2025. Mr. Bitter had no concerns with Change Order No. 8 and recommended approval. MOTION by Commissioner Christofferson, seconded by Commissioner Wolf to approve the Knife River Corporation – North Central Change Order No. 8 in the Increased Amount of $12,643.71 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project No. 4424. Motion carried unanimously. 9/3/2025 Utilities Commission Meeting Minutes Page 10 21. Approve the Knife River Corporation – North Central Partial Pay Estimate No. 10 in the amount of $16,896.58 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project Number 4424 WiDSETH Consulting Engineer Bitter reviewed the Knife River – North Central Partial Pay Estimate No. 10 in the amount of $16,896.58 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project. The Contractor has earned $3,674,516.47 to date which represents 90.8% contract value. The total previous payments to the contractor total $3,518,600.07. The retainage is 150% of the corrective work value ($139,019.82) which results in a total payment of $16,896.58. Mr. Bitter had no concerns with Partial Pay Estimate No. 10 and recommended approval. MOTION by Commissioner Christofferson, seconded by Commissioner Wolf to approve the Knife River Corporation – North Central Partial Pay Estimate No. 10 in the amount of $$16,896.58 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project No. 4424. Motion carried unanimously. 22. 2025 Commercial Full Depth Reclamation Improvements Project Monthly Update, Municipal Project 4425 WiDSETH Consulting Engineer Bitter informed the commission the Anderson Brothers Construction hit a storm sewer crossing that will need to be repaired. Public Works Director/City Engineer Walter stated that geogrid will need to be installed. 23. Approve the Anderson Brothers Construction Company Change Order No. 1 in the Increased Amount of $3,650.90 and modify the Substantial and Final Completion Dates for the 2025 Commercial Full Depth Reclamation Improvements Project, Municipal Project No. 4425 WiDSETH Consulting Engineer Bitter reviewed the Change Order No. 1 in the increased amount of $3,650.90 and modify the Substantial and Final Completion Dates for the 2025 Commercial Full Depth Reclamation Improvements Project. Change Order No. 1 includes the following items:  The adjustments of the lighting units were initiated at the Pre Construction Meeting. The light pole at the south end of Audubon Way will be adjusted to be over the stop sign at the south end of Audubon Way. Additionally, there is a lighting fixture that needs to be updated at the north end of Audubon Way.  The Contractor has also asked to extend the Substantial Completion date to October 24, 2025, previously September 19, 2025. This came after the contractor was talking with local businesses and they asked if starting the work after their busy season ends would be possible. The City also wanted to modify the Final Completion date to July 3, 2026, previously July 17, 2026. Mr. Bitter had no concerns with Change Order No. 1 and recommended approval. MOTION by Commissioner Wolf, seconded by Commissioner Christofferson to approve the Anderson Brothers Construction Company Change Order No. 1 in the Increased Amount of $3,650.90 and modify 9/3/2025 Utilities Commission Meeting Minutes Page 11 the Substantial and Final Completion Dates for the 2025 Commercial Full Depth Reclamation Improvements Project, Municipal Project No. 4425. Motion carried unanimously. 24. 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. 25. Adopt Resolution No. 2025-XXX Receiving Feasibility Report and Calling the Improvement Hearing for the 2026 Mill & Overlay and Full Depth Reclamation Improvements Project Municipal Project No. 4426 WSN Consulting Engineer Bitter presented the feasibility report for the 2026 Mill & Overlay and Full Depth Reclamation Improvements. The project consists of the following roadways: Residential Mill & Overlay: o Joneswood Circle in its entirety. o Joneswood Drive in its entirety. o Joshua Tree Circle in its entirety. o Joshua Tree Drive in its entirety. o Knotty Pine Drive (North of Marble Road). o Marble Road (West of Jasperwood Drive). o Cherrywood Drive (South of Excelsior Road). o Timberlane Drive in its entirety. o Park Street in its entirety. o Woodland Drive in its entirety. Residential Full Depth Reclamation: o Joler Road in its entirety. o Forest Drive in its entirety. o Fox Road in its entirety. o Fox Place in its entirety. Commercial Full Depth Reclamation o Hastings Road (Between Evergreen Drive & Douglas Fir Drive) o Hinckley Road (Between Cypress Drive & Berrywood Drive) o Woida Road (730’ west of T.H. 371 to Edgewood Drive) Mr. Bitter reviewed the existing conditions, proposed feasible improvements, estimated project costs, project implementation, and conclusions and recommendations for the project areas as required by the Minnesota Chapter 429 assessment process. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to adopt Resolution No. 2025-XXX Receiving Feasibility Report and Calling the Improvement Hearing for the 2026 Mill & Overlay and Full Depth Reclamation Improvements Project Municipal Project No. 4426. Motion carried unanimously. 26. 2025 Design Road & TH 371 Stormwater Improvements Project Monthly Update 9/3/2025 Utilities Commission Meeting Minutes Page 12 There was no new information or questions from the commission or the public. 27. Approve the J.R. Ferche, Inc Change Order No. 1 in the Increased Amount of $72,166.00 for the 2025 Design Road & TH 371 Stormwater Improvements Project, Municipal Project No. 4135 WiDSETH Consulting Engineer Bitter reviewed the Change Order No. 1 in the increased amount of $72,166.00 for the 2025 Design Road & TH 371 Stormwater Improvements Project. Change Order No. 1 includes the following item:  Anderson Brothers Construction Company was found be federally excluded and is pending debarment as of July 23, 2025. This was after the bid letting but prior to the completion of the Request to Sublet Form. The Contractor was required to select a different paving subcontractor due to a recent pending debarment of Anderson Brothers Construction Company of Brainerd, LLC. This change order reflects the change to Knife River Corporation – North Central pricing. The pricing was obtained during the bidding phase of the project. The City of Baxter followed the required federal, state and other relevant laws and rules in selection of the new subcontractor. This Change order has been approved by MnDOT. The change order qualifies using Federal Funding. There will be a 20% City match which can utilize State Aid Funds for reimbursement. Mr. Bitter had no concerns with this Change Order No. 1 and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Wolf to approve the J.R. Ferche, Inc Change Order No. 1 in the Increased Amount of $72,166.00 for the 2025 Design Road & TH 371 Stormwater Improvements Project, Municipal Project No. 4135. Motion carried unanimously. 28. Approve the J.R. Ferche, Inc Partial Pay Estimate No. 1 in the amount of $292,603.86 for the 2025 Design Road & TH 371 Stormwater Improvements Project, Municipal Project No. 4135 WiDSETH Consulting Engineer Bitter reviewed the Knife River – North Central Partial Pay Estimate No. 1 in the amount of $292,603.86 for the 2025 Design Road & TH 371 Stormwater Improvements Project. The Contractor has earned $325,115.40 to date which represents 12.5% contract value. The retainage is 10% of the amount earned to date ($32,511.54), which results in a total payment of $292,603.86. Mr. Bitter had no concerns with Partial Pay Estimate No. 1 and recommended approval. MOTION by Commissioner Christofferson, seconded by Commissioner Brenny to approve the J.R. Ferche, Inc Partial Pay Estimate No. 1 in the amount of $292,603.86 for the 2025 Design Road & TH 371 Stormwater Improvements Project, Municipal Project No. 4135. Motion carried unanimously. 29. Lift Station No. 17 Reconstruction Project Monthly Update WiDSETH Consulting Engineer Bitter informed the commission that contactor was working on the punch list. WiDSETH Consulting Engineer Welch visited the site to review the project and found some additional items that need to be completed, these items have been sent to the contractor. 30. Approve the Tom’s Backhoe Service, Inc. Partial Pay Estimate No. 1 in the amount of $117,444.94 for the Lift Station No. 17 Reconstruction Project 9/3/2025 Utilities Commission Meeting Minutes Page 13 WiDSETH Consulting Engineer Bitter reviewed the Tom’s Backhoe Service, Inc. Partial Pay Estimate No. 1 in the amount of $117,444.94 for the Lift Station No. 17 Reconstruction Project. The Contractor has earned $123,626.25 which represents 92.6% of the contract value. In accordance with the contract documents, retainage is being withheld in the amount of 5% of the amount earned to date or $6,181.31. The amount due this period is $117,444.94. Mr. Bitter had no concerns with Partial Pay Estimate No. 1 and recommended approval. MOTION by Commissioner Christofferson, seconded by Commissioner Wolf to approve the Tom’s Backhoe Service, Inc. Partial Pay Estimate No. 1 in the amount of $117,444.94 for the Lift Station No. 17 Reconstruction Project. Motion carried unanimously. INFORMATIONAL ITEMS 31. 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. 32. 2023 Knollwood Drive Improvements Project Monthly Update There was no new information or questions from the commission or the public. 33. 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. 34. 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. 35. City Roadway/Security Lights with a Dedicated Transformer 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 Grease Program Monthly Update There was no new information or questions from the commission or the public. 39. Holiday Station Store Contamination Project Monthly Update 9/3/2025 Utilities Commission Meeting Minutes Page 14 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 No. 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. 43. Project Timber Wolf Project Monthly Update There was no new information or questions from the commission or the public. 44. Wastewater Treatment Plant Charges for July 2025 There was no new information or questions from the commission or the public. 45. Whiskey Creek Planting Plans Project Monthly Update There was no new information or questions from the commission or the public. 46. Whiskey Creek Pedestrian Bridge Inspection Project Monthly Update There was no new information or questions from the commission or the public. 47. Sanitary Survey Report for Baxter Public Water System (PWS), Crow Wing County, PWSID 1180027 Public Works Director/City Engineer Walter informed the commission of the results of the MN Department of Health survey and noted two deficiencies that will need to be addressed. OTHER BUSINESS Assistant City Engineer Thompson showed the commission what was left of a corporation stop saddle, or service saddle. He explained the saddle is a fitting that clamps onto a water main to create a connection point for a service line, where a corporation stop (a shut-off valve) is then installed. The saddle was found during underground work on the Design Road Project. The saddle has rotted away and was from 1981, more information is needed but future that are from this timeframe should be evaluated to see if the corporation stop saddles should be replaced. 9/3/2025 Utilities Commission Meeting Minutes Page 15 ADJOURN MOTION by Commissioner Stenberg, seconded by Commissioner Wolf to adjourn the meeting at 8:00 p.m. Motion unanimously approved. Approved by: Respectfully submitted: _______________________ ___________________________ Rock Yliniemi Mary Haugen Chair Administrative Assistant