Utilities Commission Meeting

UTILITIES COMMISSION MEETING MINUTES Wednesday, October 08, 2025 at 5:30 PM Baxter City Hall, 13190 Memorywood Drive, Baxter, MN “A Growing Community” CALL TO ORDER The regular meeting of the Baxter Utilities Commission was called to order at 5:30 p.m. by Chairman Rock Yliniemi. ROLL CALL Members Present: Commissioner Douglas Stenberg, Jack Christofferson, Douglas Wolf, Chairman Rock Yliniemi, and Council Liaison Mark Cross. Members Absent: Commissioner John Brenny. Staff Present: Public Works Director/City Engineer Trevor Walter, Assistant City Engineer Trevor Thompson and Administrative Assistant Mary Haugen. Other Present: Dan Schaefer, Craig Fink, Tom Dehn, Bolton & Menk Consulting Engineer Bryan Drown, SEH Consulting Engineers Scott Hedlund & Neil Heinonen, WiDSETH Consulting Engineer Alex Bitter & Avery Mulholland. CONSENT AGENDA 1. Approve the Utilities Commission Minutes from September 3, 2025 MOTION by Commissioner Stenberg, seconded by Commissioner Wolf to approve the Utilities Commission minutes from September 3, 2025. Motion carried unanimously. BUSINESS ITEMS 2. Recommend Planning and Zoning Commission Approve the Fiberhood First Addition Preliminary and Final Plat with the Conditions Outlined in the Staff Recommendations Assistant City Engineer Thompson reviewed the Fiberhood First Addition Plat for developing Outlots A, B, C of the original Fiberhood Plat. The proposed plat includes 17 buildable lots and includes the extension of municipal sewer, water, and roadway. The civil plans submitted with the application do not show the sewer, water, and road extended to the north property lines, staff has provided the comment and recommend making this a condition to the plat. Mr. Thompson had no concerns with the Fiberhood First Addition Preliminary and Final Plat contingent on the following conditions:  Enter into a Development Agreement prior to beginning construction.  Extend the sanitary sewer main, water main, and roadway to the north property line in the final approved civil plans.  No Temporary Occupancies on any of the houses to be issued prior to final lift of pavement being placed on the roadway. 10/8/2025 Utilities Commission Meeting Minutes Page 2 MOTION by Commissioner Christofferson, seconded by Commissioner Wolf to recommend Planning and Zoning Commission approve the Fiberhood First Addition Preliminary and Final Plat with the conditions outlined in the staff recommendations. Motion carried unanimously. 3. Approve the Fiberhood Development Agreement Assistant City Engineer Thompson reviewed the Fiberhood Development Agreement. The improvements will all be constructed within the right-of-way of Maryland Road, Fiber Drive, and Mesabi Road and the city will assume responsibility for 100% of the cost to maintain and replace the infrastructure in the future. Mr. Thompson stated the development agreement includes costs to reimburse the city for administrative time and third part costs such as inspection services, and legal costs. Additionally, the agreement will require the developer to submit as-built drawings and will require a one-year warranty after the city accepts the improvements. Fiberhood Representative Tom Dehn stated he would like to do the grading this fall if at all possible with construction starting in the Spring of 2026. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Fiberhood Development Agreement. Motion carried unanimously. 4. Approve the SEH Contract in the Not to Exceed Amount of $79,600.00 for Professional Services during the Construction Phase for the Fiberhood Development Assistant City Engineer Thompson reviewed the SEH Contract in the Not to Exceed Amount of $79,600.00 for Professional Services during the Construction Phase for the Fiberhood Development. SEH will be assisting the City with reviewing the civil plans for the development and for construction observation services for roadway and utility work along Mesabi Road, Maryland Road and Fiber Drive. The Scope of Services include the following:  Construction Administration.  Construction Observation.  Post Construction Services.  Construction Material Testing Services. MOTION by Commissioner Wolf, seconded by Commissioner Stenberg to approve the SEH Contract in the Not to Exceed Amount of $79,600.00 for Professional Services during the Construction Phase for the Fiberhood Development. 5. Recommend Planning and Zoning Commission Approve the Liberty Village Preliminary and Final Plat, PUD, Variances and Vacating Existing Easements with the Conditions Outlined in the Staff Recommendations Assistant City Engineer Thompson reviewed the Liberty Village Preliminary and Final Plat, Planned Unit Development (PUD) and vacation of existing easements. The developer has submitted a land use application for a 31 single-family residential house Planned Unit Development which includes the extension of municipal sanitary sewer and water. The roadway is proposed as a private 22-foot road connecting Excelsior Road to Grand Oaks Drive. 10/8/2025 Utilities Commission Meeting Minutes Page 3 The development will include on-site amenities to provide a sense of community, including a small clubhouse to serve as a gathering space for residents. The homeowner’s association will maintain all grounds and common areas, including the clubhouse, roads, walks and landscaping. The PUD is proposed to allow flexibility to site design that enhances community living. The Liberty Village plat combines two existing plats, Martins Addition and Grand Strand. Included in the Grand Strand plat is an existing 30-foot municipal access easement dating back to before Grand Oaks Drive was constructed. This existing easement along with the westerly 5-foot Drainage & Utility (D&U) easement are proposed to be vacated along with the easterly 5-foot D&U from the Martins Addition Plat. Mr. Thompson had no concerns with the Liberty Village Preliminary and Final Plat contingent on the following conditions:  Enter into a Development Agreement prior to beginning construction.  Enter into a Stormwater Facilities Maintenance Agreement prior to beginning construction.  No Temporary Occupancies on any of the houses to be issued prior to final lift of pavement being placed on the private roadway.  Clean up the right-of-way/easement along the trail of Grand Oaks Drive prior to Planning and Zoning Commission. Need to verify title work and show appropriate right-of-way/easement on the plat. MOTION by Commissioner Wolf, seconded by Commissioner Christofferson to recommend Planning and Zoning Commission approve the Liberty Village Preliminary and Final Plat, PUD, Variances and Vacating existing easements with the conditions outlined in the Staff Recommendations. Discussion: The commission noted that two vacations would be needed for both the westerly and easterly drainage & utility easements on the Martins Addition Plat. Council Liaison Cross noted that two variances will be needed, one for setback and one for the garage being forward of the principal structure. City Ordinance says you can have garages forward of the principal structure but only if you meet the front setback, which they will not meet the setback once the new private road is built to the east. MOTION by Commissioner Wolf, seconded by Commissioner Christofferson to recommend Planning and Zoning Commission approve the Liberty Village Preliminary and Final Plat, PUD, and Vacating the two existing easements with the conditions outlined in the Staff Recommendations. Motion carried unanimously. 6. Approve the Liberty Village Development Agreement Assistant City Engineer Thompson reviewed the Liberty Village Development Agreement. The improvements will all be constructed on private property with the exception of the connections at Excelsior Road and Grand Oaks Drive. The city will assume responsibility for 100% of the cost to maintain and replace the sewer and water infrastructure in the future. Mr. Thompson explained the development agreement includes costs to reimburse the city for administrative time and third-party costs such as inspection services, and legal costs. Additionally, the agreement will require the developer to submit as-built drawings and will require a one-year warranty after the city accepts the improvements. 10/8/2025 Utilities Commission Meeting Minutes Page 4 Commissioner Wolf inquired if the driveway for 6768 Excelsior Road would be changing due to the proposed development. Mr. Schaefer stated the driveway would be reconstructed; however, the owner will not be part of the association at this time. Commissioner Wolf and Chair Yliniemi questioned how assessments would be handled since the home will no longer have access to Excelsior Road. Public Works Director/City Engineer Walter stated an Assessment Agreement will need to be drafted as that parcel will be assessed from Excelsior Road. Mr. Walter stated that assessment agreement will be referenced in the Liberty Development Agreement. Commissioner Christofferson expressed concern on the width of the road. Public Works Director/City Engineer Walter stated this is a private road in the development and the City will not be doing any maintenance on the road. Mr. Walter noted it does meet minimum fire code of 20 feet. MOTION by Commissioner Wolf, seconded by Commissioner Stenberg to approve the Liberty Village Development Agreement. Motion carried unanimously. Note: After discussion with the City Attorney, it was her recommendation to not move forward with an official agreement but rather an understanding on how 6768 Excelsior Road will be evaluated on future Excelsior Road project assessments. 7. Approve the Liberty Village 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 Christofferson to approve the Liberty Village Stormwater Facilities Maintenance Agreement. Motion carried unanimously. 8. Approve the SEH Contract in the Not to Exceed Amount of $59,500.00 for Professional Services during the Construction Phase for the Liberty Village Development Assistant City Engineer Thompson reviewed the SEH Contract in the Not to Exceed Amount of $59,500.00 for Professional Services during the Construction Phase for the Liberty Village Development. The City requested a proposal from SEH to assist with Construction Administration Duties and Construction Observation during the construction phase of the project. This will be a private road, with City owned sanitary sewer and watermain extensions. In addition, minor roadway work and trail work will be necessary as part of the development. Construction Materials testing is included as part of the SEH Contract. The Scope of Services include the following:  Construction Administration.  Construction Observation.  Post Construction Services.  Construction Material Testing Services. 10/8/2025 Utilities Commission Meeting Minutes Page 5 MOTION by Commissioner Wolf, seconded by Commissioner Christofferson to approve the SEH Contract in the Not to Exceed Amount of $59,500.00 for Professional Services during the Construction Phase for the Liberty Village Development. Motion carried unanimously. 9. Recommend Planning and Zoning Commission approve the Devries Garage Variance Assistant City Engineer Thompson reviewed the variance request for John DeVries located at 6768 Excelsior Road. The property is located adjacent to the proposed Liberty Village Development on Excelsior Road. The existing garage is currently located in the back of the lot; however, the development is proposing a private road adjacent to their east lot which will change the setback for the garage from a 10-foot setback to a 40-foot setback. The proposed development includes relocating the Devries driveway from Excelsior Road to the private road. This is a benefit to the City as Excelsior is a collector road and the driveway spacing would not have worked otherwise. MOTION by Commissioner Wolf, seconded by Commissioner Stenberg to recommend Planning and Zoning Commission approve the Devries Garage Variance. Motion carried unanimously. 10. 2022 Trunk Highway 210 & Inglewood Drive Railway Crossing Improvements Project Update - City of Baxter - Municipal Project No.: 4121 BMI Project No. T42.120675 Public Works Director/City Engineer Walter informed the commission that staff is still working on closing out the project. Federal funding has been received and LRP funding is currently being worked on. 11. Approve the BNSF Invoice 90289650 in the amount of $5,057.95 for the 2022 TH 210 and Inglewood Drive Improvements Project, City Improvement No. 4121 Bolton & Menk Consulting Engineer Drown reviewed the BNSF Invoice No. 90289650 which includes material cost for 282 tons of ballast material and a bill preparation charge. Mr. Drown has no concerns with BNSF Invoice No. 90289650 and recommends approval. MOTION by Commissioner Wolf, seconded by Commissioner Stenberg to approve the BNSF Invoice 90289650 in the amount of $5,057.95 for the 2022 TH 210 and Inglewood Drive Improvements Project, City Improvement No. 4121. Motion carried unanimously. 12. 2025 Micro Surfacing Project Update Bolton & Menk Consulting Engineer Drown stated that Sir Stripes A Lot has been completing the final striping in the project areas. Mr. Drown noted that they did one on Glory Road also. 13. Approve ASTECH Corporation Pay Estimate No. 2 in the amount of $37,892.50 for 2025 Micro Surfacing Project Bolton & Menk Consulting Engineer Drown reviewed the ASTECH Partial Pay Estimate No. 2 in the amount of $37,892.50 for the 2025 Micro Surfacing Project. The contractor has earned $510,892.79 to date, which represents 82% of the contract’s value. The payment includes the cost of unit price work completed through September 26, 2025. In accordance 10/8/2025 Utilities Commission Meeting Minutes Page 6 with the agreement the amount retained is 5%. The 5% retainage equals $25,544.64, prior payments equal $447,455.65, which results in a payment of $37,892.50. Mr. Drown noted the project was currently under budget. Mr. Drown had no concerns with Partial Pay Estimate No. 2 and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the ASTECH Partial Pay Estimate No. 2 in the amount of $37,892.50 for the 2025 Micro Surfacing Project. Motion carried unanimously. 14. 2024 South Forestview Improvements Project Monthly Update There was no new information or questions from the commission or the public. 15. Approve the RL Larson Excavating, Inc. Change Order No. 9 in the increased amount of $40,323.68 for the 2024 South Forestview Improvements Project, Municipal Project No. 4138 SEH Consulting Engineer Heinonen reviewed Change Order No. 9 in the increased amount of $40,323.68 for the 2024 South Forestview Improvements Project, Municipal Project No. 4138. Change Order No. 9 includes the following items:  During Spring 2025, City staff identified trail areas that required gravel surfacing repair. RL Larson crews imported additional aggregate base material and re-graded portions of the pedestrian trail while they were onsite for other grading related project work.  During the winter of 2025, Lift Station 26 experienced a freeze-up event, resulting in forcemain piping between the wet well and valve vault being blocked. City staff and SEH reviewed multiple options for additional measures at this location to reduce the likelihood of a future freeze-up, with consensus to move forward with reducing the air flow in the storm drainage pipe. The Contractor installed a 6-inch insulated pipe within the 12-inch diameter storm sewer pipe, including grouting each end of the pipe. The City and SEH also determined an additional measure to mitigate freezing by insulating the hatches of the valve vault and the wet well. A specialty subcontractor was hired to complete spray foam insulation on the hatches. The pricing for the specialty subcontractor work related to spray foam of the hatches includes a lump sum markup of $500 due to additional coordination by the Contractor for this work.  During Spring 2025, a resident along Riverwood Road requested that the area adjacent to a drain tile outlet in their ditch be regraded. RL Larson performed minor ditch grading and shaping to establish flow near the drain tile outlet.  Following multiple unsuccessful attempts by RL Larson to establish turf adjacent to roadways, discussions were held regarding potential repairs options, including seeding methods and rates outside of project specifications. The Contractor agreed to try an alternative method to quickly establish turf, including use of specialized seeding equipment. City Staff and the Project Engineer agreed to participate financially for the material cost of seed mix to facilitate seeding and to partner with the Contractor to achieve adequate turf growth/coverage. 10/8/2025 Utilities Commission Meeting Minutes Page 7  During Spring 2025, electrical work on the siren was required to pass the final electrical inspection. Per State electrical inspection notes, the Contractor needed to remove the 30 amp disconnect and install a 60-amp breaker and a 20-amp feed breaker.  During the summer of 2025, residents along River Vista Drive contacted SEH and City staff to express concerns with water standing in the ditches. Ditch excavation, removal of the heavier topsoil, and “loosening of the subsoil” was proposed to facilitate infiltration in the areas. The Contractor completed removal of topsoil, excavation and replacement of subsoil, and resodded the areas to provide opportunity for infiltration. In addition, regrading of the ditch was requested by a resident along Riverwood Road to facilitate drainage and provide for a drop-off from the drain tile outlet. City and SEH staff evaluated the residents’ concern and agreed to complete additional drainage improvements. The Contractor hired a subcontractor to complete this grading work. Mr. Heinonen had no concerns with Change Order No. 9 and recommended approval. The commission held an extensive discussion on Lift Station No. 26 insulated pipe and hatches that were installed and what could account for the freeze up conditions. Public Works Director/City Engineer Walter explained to the commission that Hiperline is a professional lining company that specializes in manhole rehabilitation, lift station resurfacing, and wastewater treatment plant coatings. Mr. Walter explained the freeze up could have been caused by the following conditions:  Shallow installation  No snow cover with little to no vegetation growing near the installation area  Storm sewer pipe is close to the wet well and valve vault MOTION by Commissioner Wolf, seconded by Commissioner Christofferson to approve the RL Larson Excavating, Inc. Change Order No. 9 in the increased amount of $40,323.68 for the 2024 South Forestview Improvements Project, Municipal Project No. 4138. Motion carried unanimously. 16. Approve RL Larson Excavating, Inc. Partial Pay Estimate No. 13 in the amount of $51,937.75 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. 13 in the amount of $51,937.75 for the 2024 South Forestview Area Improvements Project. The payment includes watering for turf and plantings, street sweeping, and work items listed as change order 9, including gravel surfacing, work items near lift station 26, ditch grading, seed for turf restoration, and storm siren electrical modifications. The Contractor has earned $6,106,353.50 to date, which represents approximately 98.7% of the contract value. The retainage is being held at 1.5 % of the contract value which results in a total payment of $51,937.75. Mr. Heinonen had no concerns with Partial Pay Estimate No. 13 and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Wolf to approve the RL Larson Excavating, Inc. Partial Pay Estimate No. 13 in the amount of $51,937.75 for the 2024 South Forestview Area Improvements Project, Municipal Project No. 4138. Motion carried unanimously. 10/8/2025 Utilities Commission Meeting Minutes Page 8 17. 2025 Water Supply Improvements - Wells 5 & 6 Monthly Update SEH Consulting Engineer Heinonen gave a brief update on the increase in well capacity after rehabilitation had been completed. SEH will be preparing pumping flow rate recommendations for both wells over the next month. 18. Approve the Traut Companies Change Order No. 2 for a Contract Time Extension for Contract A related to the 2025 Water Supply Improvements - Wells 5 & 6 Project, Municipal Project No. 6011- 45040 SEH Consulting Engineer Heinonen reviewed the Traut Companies Change Order No. 2 for a Contract Time Extension. To maximize the capacity of Wells 5 and 6, three rounds of development and test pumping were required. Traut Companies completed the first round of development and test pumping by July 28, 2025. The second round of development and test pumping was completed by August 28, 2025. The third round of development and test pumping was completed September 23, 2025. Traut Wells is requesting a Substantial Completion date of October 31, 2025 with Final Completion date of November 30, 2025, due to the additional well development requested by the City. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Traut Companies Change Order No. 2 for a Contract Time Extension for Contract A related to the 2025 Water Supply Improvements - Wells 5 & 6 Project. Motion carried unanimously. 19. Approve Traut Companies Partial Pay Estimate No. 3 in the amount of $204,511.25 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. 3 in the amount of $204,511.25 for the Water Supply Improvements – Wells 5 & 6. The work represented with this payment includes development hours, pump testing hours, and installation of the pitless units for Well 5 and for Well 6. The Contractor has earned $425,150.00 to date, which represents approximately 104% of the contract value. Per the contract, the retainage is 5 percent which results in a payment of $186,223.75. Mr. Heinonen has no concerns with Partial Pay Estimate No. 3 and recommends approval. MOTION by Commissioner Christofferson, seconded by Commissioner Wolf to approve the Traut Companies Partial Pay Estimate No. 3 in the amount of $204,511.25 for work completed on Contract A related to the 2025 Water Supply Improvements – Wells 5 & 6, Municipal Project No. 6011-45040. Motion carried unanimously. 20. Approve the Pratt’s Affordable Excavating, Inc. Change Order 2 in the increased amount of $41,534.59 for Contract B related to the 2025 Water Supply Improvements - Wells 5 & 6 Project, Municipal Project No. 6011-45040 SEH Consulting Engineer Heinonen reviewed Change Order No. 2 in the increased amount of $41,534.59 for Contract B related to the 2025 Water Supply Improvements - Wells 5 & 6 Project. Change Order No. 2 includes the following items: 10/8/2025 Utilities Commission Meeting Minutes Page 9  During construction, the Contractor suggested using a different oil for the wear course for the parking area, as B Oil was suggested to be used for areas with more turning vehicles and slow traffic. City staff and the Engineer agreed to make the modification for the wear course. The Contractor agreed to a credit for using the B oil in place of C Oil. The modification includes a estimated cost savings of $5,950.00 for this contract.  Prior to parking lot grading being completed, Public Works staff requested revised grading for the pavement near the north garage door of the maintenance garage, including a wider drive lane to allow for vehicles to make the turn into the garage. Additional grading items, aggregate base, and bituminous pavement quantity were adjusted with the Change Order to account for the overage in these quantities. In addition, the Contractor hired a third party to complete a revision to the grading model for machine control use during construction.  City staff identified the need for additional paved cold storage area in the northeast portion of the Public Works Facility site. Site grading was also requested to be modified in the area between the existing cold storage pad and well 5, to fill the lower area in with a more gradual slope. Additional grading items, aggregate base, and bituminous pavement quantity were adjusted with the Change Order to account for the overage in these quantities. Milled material that was stockpiled from previous projects was used as a base material for the expanded cold storage pad. The table below includes a bid item as compensation for the Contractor to load, haul, and place aggregate (millings) from City property near the Public Works site. In addition, the Contractor hired a third party to complete a revision to the grading model for machine control use during construction.  Prior to parking lot grading being completed, City Staff identified concerns with the width of the multipurpose driveway on the north side of the water plant. City staff has had issues navigating equipment in this location and requested that the area be widened to allow for an additional 5-feet of pavement width. Additional grading items, aggregate base, and bituminous pavement quantity were adjusted with the Change Order to account for the overage in these quantities.  During construction, several small areas that were previously bituminous pavement were determined to be best replaced as concrete walk/pavement. Several areas were near existing concrete pads or adjacent to the building. Pinning the concrete with rebar was determined to be beneficial by City staff. In addition, due to the nature of the work, several orders were placed with the supplier that were considered “short loads”, and additional charges were encumbered by the Contractor. The Contractor proposed a per unit (SQ FT) cost increase to account for the rebar material, additional labor, and supplier charges. Pricing was reviewed and is considered reasonable, as the contract did not require pinning concrete, and the additional work requested was considered substantially different than the work represented in the original plans.  During construction, additional grading near the north public works garage resulted in the need to extend the in-place driveway culvert. Contractor personnel ordered the appropriate culvert material and couplers, and completed extension of the culvert to provide flatter slopes along the edge of the pavement. Mr. Heinonen had no concerns with Change Order No. 2 and recommended approval. 10/8/2025 Utilities Commission Meeting Minutes Page 10 MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the Pratt’s Affordable Excavating, Inc. Change Order No. 2 in the increased amount of $41,534.59 for Contract B related to the 2025 Water Supply Improvements - Wells 5 & 6 Project, Municipal Project No. 6011- 45040. Motion carried unanimously. 21. Approve Pratt’s Affordable Excavating Inc. Partial Pay Estimate No. 5 in the amount of $22,672.32 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. 5 in the amount of $22,672.32 for the 2025 Water Supply Improvements – Wells 5 & 6 Contract B, Municipal Project No. 6011-45040. The Contractor has earned $890,305.09 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 $22,672.32. Mr. Heinonen had no concerns with Partial Pay Estimate No. 5 and recommended approval. MOTION by Commissioner Wolf, seconded by Commissioner Stenberg to approve the Pratt’s Affordable Excavating Inc. Partial Pay Estimate No. 5 in the amount of $22,672.32 for work completed on Contract B related to the 2025 Water Supply Improvements – Wells 5 & 6, Municipal Project No. 6011-45040. Motion carried unanimously. 22. Approve the SEH Fee Amendment No. 2 in the Not to Exceed Amount of $44,885.00 with a revised Total Not to Exceed Amount of $455,939.80 for Additional Professional Services during the Construction Phase related to the 2025 Water Supply Improvements - Wells 5 & 6, Municipal Project No. 6011-45040 SEH Consulting Engineer Heinonen reviewed the SEH Fee Amendment No. 2 in the Not to Exceed Amount of $44,885.00 for additional professional services during the construction phase related to the 2025 Water Supply Improvements – Well 5 & 6. The project scope was expanded with the addition of paving at the Public Works site (Alternate 2). The project timeline was extended due to additional well development being needed to improve well capacity. In addition, construction overlapped on several of the site contracts, resulting in additional construction administration and coordination time for SEH Staff. Other services related to the project are listed in the attached contract, including additional materials testing which was completed that was not included in the previous fee amendment for Braun’s services. The Scope of Services includes the following items:  Additional Project Management and Administrative Items.  Additional Design Services.  Additional Construction Administration and Construction Observation Services.  Additional Materials Testing. MOTION by Commissioner Stenberg, seconded by Commissioner Wolf to approve the SEH Fee Amendment No. 2 in the Not to Exceed Amount of $44,885.00 with a revised Total Not to Exceed Amount of $455,939.80 for Additional Professional Services during the Construction Phase related to 10/8/2025 Utilities Commission Meeting Minutes Page 11 the 2025 Water Supply Improvements - Wells 5 & 6, Municipal Project No. 6011-45040. Motion carried unanimously. 23. Approve a Project Budget Increase from $2,348,500.00 to a revised budget amount of $2,423,790.00 for the 2025 Water Supply Improvements – Wells 5 & 6, Municipal Project No. 6011-45040 SEH Consulting Engineer Heinonen informed the commission additional costs above the original contract amount were incurred on Contract A for well development, for additional work under Contract B, and for additional engineering services for the project. Mr. Heinonen noted the budget impact of these items will require an amendment to the previously approved project budget. MOTION by Commissioner Wolf, seconded by Commissioner Christofferson to approve a Project Budget Increase from $2,348,500.00 to a revised budget amount of $2,423,790.00 for the 2025 Water Supply Improvements – Wells 5 & 6, Municipal Project No. 6011-45040. Motion carried unanimously. 24. Approve the SEH Contract in the Not to Exceed Amount of $14,000.00 for the Baxter VA Clinic Traffic Impact Study SEH Consulting Engineer Heinonen reviewed the SEH Contract in the Not to Exceed Amount of $14,000.00 for the Baxter VA Clinic Traffic Impact Study. The property is located directly adjacent to the approved Kwik Trip site, on the south side of Novotny Road. Two studies have been completed previously in the area adjacent to the proposed VA clinic site. In 2022, a traffic impact study was completed for a proposed apartment building along Novotny Road and in 2024, a study was completed for the Kwik Trip site directly adjacent to the proposed VA clinic. This study will build on those study’s findings and analyze the impacts of a proposed clinic. The study will analyze intersections along TH 371 and Edgewood Drive at Novotny Road, Pine Beach Road, and Woida Road as well as analyze the need for three possible roadway connections, which are planned in the area:  Connection to the south to Woida Road  Connection to the north to Lake Forest Drive  Connection to the west, which then goes south to connect to Woida Road. MOTION by Commissioner Wolf, seconded by Commissioner Stenberg to approve the SEH Contract in the Not to Exceed Amount of $14,000.00 for the Baxter VA Clinic Traffic Impact Study. Motion carried unanimously. 25. 2024 CSAH 77 Utility Improvements Project Monthly Project Update, Municipal Project No. 4118 WiDSETH Consulting Engineer Bitter stated only one item remains on the punch list that needs to be completed. 26. Approve the Pratt’s Affordable Excavating, Inc. Change Order No. 3 in the increased amount of $2,226.00 for the CSAH 77 Utility Improvements Project, Municipal Project Number 4118 WiDSETH Consulting Engineer Bitter reviewed the Pratt’s Affordable Excavating Change Order No. 3 in the increased amount of $2,226.00 for the CSAH 77 Utility Improvements Project, Municipal Project Number 4118. Change Order No. 3 includes the following item: 10/8/2025 Utilities Commission Meeting Minutes Page 12  Relocation of the streetlight at the intersection of Edgewood Drive and CSAH 77. Mr. Bitter had no concerns with Change Order No. 3 and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Pratt’s Affordable Excavating, Inc. Change Order No. 3 in the increased amount of $2,226.00 for the CSAH 77 Utility Improvements Project, Municipal Project Number 4118. Motion carried unanimously. 27. Approve the Pratt’s Affordable Excavating, Inc. Partial Pay Estimate No. 5 in the amount of $27,681.50 for the 2024 CSAH 77 Utility Improvements Project, Municipal Project 4118 WiDSETH Consulting Engineer Bitter reviewed the Pratt’s Affordable Excavating Partial Pay Estimate No. 5 in the amount of $27,681.50 for the 2024 CSAH 77 Utility Improvements Project. The Contractor has earned $547,032.10 which represents 98.4% of the revised contract value. In accordance with the contract documents, retainage is being withheld in the amount of 5% of the current contract value. Mr. Bitter had no concerns with Partial Pay Estimate No. 5 and recommends approval. MOTION by Commissioner Wolf, seconded by Commissioner Christofferson to approve the Pratt’s Affordable Excavating, Inc. Partial Pay Estimate No. 5 in the amount of $27,681.50 for the 2024 CSAH 77 Utility Improvements Project, Municipal Project 4118. Motion carried unanimously. 28. 2024 Mill & Overlay and Full Depth Reclamation Improvements Project Monthly Update WiDSETH Consulting Engineer Bitter informed the commission that all close out paperwork has been received. 29. Approve the Knife River Corporation – North Central Change Order No. 9 in the Decreased Amount of $40,000 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project Number 4424 WiDSETH Consulting Engineer Bitter reviewed the Change Order No. 9 in the decreased amount of $40,000.00 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project. Change Order No. 9 includes the following items:  As previously reviewed with the Utility Commission, portions of the residential mill & overlay (M&O) project did not meet the plans and specifications. Widseth has been working with Knife River and City Staff discussing solutions to resolve this issue. To recap, portions of each of the nine M&O roads have areas where the cross slope is either below or above the specified range (2.4%-1.6%). Some of these areas are less than 50’ in length but, four of the nine roads maintain cross slopes that diverge more from the tolerances identified in the specifications. After much information gathering, discussion, and evaluation of options, it was identified to move forward with corrective measures to repair the four roads, in lieu of patching the small areas in their entirety. At the July Utility Commission meeting, Widseth reviewed the proposed options for repairing the four roadways. These options consisted of anywhere from milling 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, ranged in 10/8/2025 Utilities Commission Meeting Minutes Page 13 a Knife River cost between $47,000 and $52,700. This was based on a $40,000 change order being issued for betterment of areas meeting the 1.5% cross slope criteria discussed during our evaluations. Any option involving spot corrections was ruled out because the additional construction joints that would be created was not preferred Widseth was to take this information and meet with Knife River to discuss what they would propose as a final corrective work solution. As requested, Widseth and City staff met on site to review the potential solutions with Knife River after the July Utility Commission meeting. At the site visit, it was noted that Knife River’s belief is the product will be less aesthetically appealing and will not be as good of a product as is out there today, if an edge mill and overlay is completed. 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. 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. Mr. Bitter had no concerns with Change Order No. 9 and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Knife River Corporation – North Central Change Order No. 9 in the decreased Amount of $40,000.00 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project No. 4424. Motion carried unanimously. 30. Approve the Knife River Corporation – North Central Final Pay Estimate No. 11 in the amount of $103,496.79 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project Number 4424 contingent on receipt of IC-134 documentation WiDSETH Consulting Engineer Bitter reviewed the Knife River – North Central Partial Pay Estimate No. 11 in the amount of $103,496.79 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project. The Contractor has earned $3,638,993.44 to date which represents 90.8% contract value. The total previous payments to the contractor totals $3,535,496.65. The retainage will be paid out with this pay estimate ($139,019.82) which results in a total final payment of $103,496.79. Mr. Bitter stated that all close-out paperwork has been submitted, and he had no concerns with Partial Pay Estimate No. 11 and recommended approval. MOTION by Commissioner Christofferson, seconded by Commissioner Wolf to approve the Knife River Corporation – North Central Partial Pay Estimate No. 11 in the amount of $103,496.79 for the 2024 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project No. 4424. Motion carried unanimously. 31. 2025 Commercial Full Depth Reclamation Improvements Project Monthly Update, Municipal Project 4425 There was no new information or questions from the commission or the public. 10/8/2025 Utilities Commission Meeting Minutes Page 14 32. Approve the Anderson Brothers Construction Change Order No. 2 to modify the Substantial Date for the 2025 Commercial Full Depth Reclamation Improvements Project, Municipal Project Number 4425 WiDSETH Consulting Engineer Bitter reviewed the Anderson Brothers Construction Change Order No. 2 to modify the Substantial Date for the 2025 Commercial Full Depth Reclamation Improvements Project. Change Order No. 2 includes the following items:  The Contractor has requested to extend the substantial completion date to October 31, 2025 due to the additional storm sewer work that was required. MOTION by Commissioner Stenberg, seconded by Commissioner Wolf to approve the Anderson Brothers Construction Change Order No. 2 to modify the Substantial Date for the 2025 Commercial Full Depth Reclamation Improvements Project, Municipal Project Number 4425. Motion carried unanimously. 33. Approve the Anderson Brothers Construction Partial Pay Estimate No. 1 in the amount of $158,684.85 for the 2025 Commercial Full Depth Reclamation Improvements Project, Municipal Project Number 4425 WiDSETH Consulting Engineer Bitter reviewed the Anderson Brothers Construction Partial Pay Estimate No. 1 in the amount of $158,684.85 for the 2025 Commercial Full Depth Reclamation Improvements Project. The Contractor has earned $176,316.50 to date which represents 23.8% contract value. The retainage is 10% of the amount earned to date ($17,631.65), which results in a total payment of $158,684.85. Mr. Bitter had no concerns with Partial Pay Estimate No. 1 and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Anderson Brothers Construction Partial Pay Estimate No. 1 in the amount of $158,684.85 for the 2025 Commercial Full Depth Reclamation Improvements Project, Municipal Project Number 4425. Motion carried unanimously. 34. 2025 Design Road & TH 371 Stormwater Improvements Project Monthly Update WiDSETH Consulting Engineer Bitter informed the commission that watermain, sanitary sewer, storm sewer, curb and gutter and irrigation work have been completed. The Contractor has been working on setting final grade and placing black dirt. Paving operations are to start on October 7th with final paving anticipated for either October 16th, 17th and 18th. 35. Approve the J.R. Ferche, Inc Partial Pay Estimate No. 2 in the amount of $1,487,849.72 for the 2025 Design Road & TH 371 Stormwater Improvements Project, Municipal Project Number 4135 WiDSETH Consulting Engineer Bitter reviewed the J.R. Ferche, Inc Partial Pay Estimate No. 2 in the amount of $1,487,849.72 for the 2025 Design Road & TH 371 Stormwater Improvements Project, Municipal Project Number 4135. The work in this pay period consisted of removals, temporary water, watermain, sanitary sewer, storm sewer work, a portion of the curb and gutter and traffic control. 10/8/2025 Utilities Commission Meeting Minutes Page 15 The Contractor has earned $1,910,947.65 to date which represents 73.2% contract value. The retainage is 5% of revised contract valve ($130,494.07) and a previous payment of $292,603.86, which results in a total payment of $1,487,849.72. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the J.R. Ferche, Inc Partial Pay Estimate No. 2 in the amount of $1,487,849.72 for the 2025 Design Road & TH 371 Stormwater Improvements Project, Municipal Project Number 4135. Motion carried unanimously. 36. Lift Station No. 17 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 37. Approve the Tom’s Backhoe Service, Inc. Partial Pay Estimate No. 2 in the amount of $10,805.06 for the Lift Station No. 17 Reconstruction Project WiDSETH Consulting Engineer Bitter reviewed the Tom’s Backhoe Service, Inc. Partial Pay Estimate No. 2 in the amount of $10,805.06 for the Lift Station No. 17 Reconstruction Project. The Contractor has earned $135,000 which represents 100% 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 $6,750.00. The amount due this period is $10,805.06. Mr. Bitter had no concerns with Partial Pay Estimate No. 2 and recommended approval. MOTION by Commissioner Wolf, seconded by Commissioner Christofferson to approve the Tom’s Backhoe Service, Inc. Partial Pay Estimate No. 2 in the amount of $10,805.06 for the Lift Station No. 17 Reconstruction Project. Motion carried unanimously. 38. Approve the Widseth Proposal for Smoke Testing - Lift Station No. 11 Service Area for the Not to Exceed Amount of $25,350.00 WiDSETH Consulting Engineer Bitter reviewed the WSN Proposal to provide smoke testing services for the Lift Station No. 11 service area. Lift Station No. 11 is located at the intersection of Glory Road and Elder Drive. The lift station service area is shown in the map attached to the proposal. The system includes approximately 104 manholes and sanitary sewer pipes along the following roadways:  Glory Road  Homestead Drive  Homestead Court  Perch Lake Circle  Isle Drive (Essential Health Clinic to Foley Road  Falcon Drive  Elder Drive  Forthun Road  Garrison Road During a high intensity rainfall event on September 12, 2025, Lift Station No. 11 reached maximum capacity indicating possible infiltration and inflow (I/I) issues. Smoke testing will help identify possible causes of increased flow in the system. Smoke testing is a method used to evaluate the condition of a sanitary sewer system by introducing non-toxic, artificially generated smoke into the sewer lines. The 10/8/2025 Utilities Commission Meeting Minutes Page 16 smoke travels through the pipes and exits wherever there are cracks, leaks, or improper connections— such as roof drains, yard drains, or uncapped cleanouts. This process helps quickly identify defects, (I/I) sources, and unauthorized connections that allow stormwater to enter the sanitary system. Because the smoke is visible, harmless, and dissipates quickly, it provides a safe and cost-effective way to pinpoint problem areas that may otherwise remain hidden underground. Widseth proposes to perform the smoke testing services described in their proposal on an hourly basis for the Not to Exceed amount of $25,350.00. Public Works Director/City Engineer Walter stated that smoke testing was done in 2008, 2018 and is typically done every 10 years. However, on Friday, September 12th the City experienced flash flooding due to heavy rain from a severe thunderstorm that moved through the area and Lift Station No. 11 was overwhelmed with the deluge of water which had both pumps running at maximum capacity. MOTION by Commissioner Stenberg, seconded by Commissioner Wolf to approve the Widseth Proposal for Smoke Testing - Lift Station No. 11 Service Area for the Not to Exceed Amount of $25,350.00. Motion carried unanimously. INFORMATIONAL ITEMS 39. 2023 Knollwood Drive Improvements Project Monthly Update There was no new information or questions from the commission or the public. 40. 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. 41. Eagle Drive Area Improvements Project Monthly Update There was no new information or questions from the commission or the public. 42. Evergreen Drive Improvements and Southeast Baxter Stormwater Overflow Improvements Project Monthly Update Public Works Director/City Engineer Walter stated the City would be submitting for the Protect Grant for 2028/2029. 43. Fats, Oils and Grease Program Update Monthly Update There was no new information or questions from the commission or the public. 44. Holiday Station Store Contamination There was no new information or questions from the commission or the public. 45. ICMA Article - The Fate of Our Streets - A Billion Dollar Journey Ahead Public Works Director/City Engineer Walter stated the article addressed other cities issues with how to fund street repairs. 10/8/2025 Utilities Commission Meeting Minutes Page 17 46. Inglewood Drive to Garrett Lane Flood Overflow Control Monthly Update There was no new information or questions from the commission or the public. 47. Lift Station 13 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 48. Lift Station No. 15 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 49. MnDOT City Speed Limit Evaluation Report 2024 There was no new information or questions from the commission or the public. 50. Project Timber Wolf Project Monthly Update There was no new information or questions from the commission or the public. 51. Wastewater Treatment Plant Charges for August 2025 There was no new information or questions from the commission or the public. 52. Whiskey Creek Planting Plans Project Monthly Update There was no new information or questions from the commission or the public. 53. 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 Wolf to adjourn the meeting at 7:00 p.m. Motion unanimously approved. Approved by: Respectfully submitted: _______________________ ___________________________ Rock Yliniemi Mary Haugen Chair Administrative Assistant