Utilities Commission Meeting

UTILITIES COMMISSION MEETING MINUTES Wednesday, December 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 5:30 p.m. by Chairman Rock Yliniemi. ROLL CALL Members Present: Commissioner Douglas Stenberg, John Brenny, Jack Christofferson, Douglas Wolf, Council Liaison Mark Cross and Chairman Rock Yliniemi. Members Absent: None. Staff Present: Public Works Director/City Engineer Trevor Walter and Assistant City Engineer Trevor Thompson. Other Present: Derrick Taylor, Bolton & Menk Consulting Engineer Bryan Drown, SEH Consulting Engineer Neil Heinonen, WiDSETH Consulting Engineer Alex Bitter & Engineer in Training Ann Salzar and WSB Consulting Engineer Ethan Youso. CONSENT AGENDA 1. Approve the Utilities Commission Minutes from November 5, 2025 MOTION by Commissioner Wolf, seconded by Commissioner Stenberg to approve the Utilities Commission minutes from November 5, 2025. Motion carried unanimously. BUSINESS ITEMS 2. Recommend Planning and Zoning Commission Approve the Veterans Preliminary and Final Plat with the Conditions Outlined in the Staff Recommendations Public Works Director/City Engineer Walter reviewed the Veterans Preliminary & Final Plat. The Veterans plat includes platting the right-of-way for Novotny Road and Lake Forest Road along with three platted lots and three outlots. The clinic is proposed to be constructed on Lot 1 of Block 1; there is a single-family house and a business on the other two platted lots; Outlot B includes a house that will be removed with the project and the other outlots are vacant property available for future development. The Plat includes the standard inset dedicating the appropriate drainage and utility easements per city code. Additionally, the plat includes the drainage and utility easements over the proposed stormwater ponds and the watermain easement for the Veteran Clinic’s fire protection. The right-of-way consists of an 80-foot corridor, and the site triangles have been dedicated on the plat. According to the Traffic Study, Lake Forest Road is not required to connect to Woida Road at this time; however, the developer has decided to plat Lake Forest Road to connect to Woida Road to preserve the corridor. The development will require the watermain to be looped from Novotny Road to Woida Road so the developer is designing the roadway to ensure the watermain is installed at the correct elevation and in the right location within the right-of-way. 12/3/2025 Utilities Commission Meeting Minutes Page 2 Mr. Walter had no concerns with the plat and recommended approval with the staff recommendations. Staff recommend approving the Veterans Preliminary and Final Plat with the conditions listed below:  Enter into a Development Agreement prior to beginning construction of the roadway and other municipal improvements within the Lake Forest Road and Novotny Road right-of-way.  Amend the Settlement Agreement for 7256 Woida Road prior to recording the plat.  Enter into a Development Agreement prior to receiving a building permit for the Veteran Community Based Outpatient Clinic.  Enter into a Stormwater Facilities Maintenance Agreement prior to receiving a building permit for the Veteran Community Based Outpatient Clinic.  Enter into a Permanent Hydrant Access Easement prior to receiving a building permit for the Veteran Community Based Outpatient Clinic.  Enter into a Construction Repair and Maintenance Agreement prior to receiving a building permit for the Veteran Community Based Outpatient Clinic. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to recommend Planning and Zoning Commission approve the Veterans Preliminary and Final Plat with the conditions outlined in the staff recommendations. Motion carried unanimously. Discussion: Mr. Taylor stated the roadway connection to Woida Road is contingent on a separate development moving forward with plan submittal in March 2026. Mr. Taylor stated without that development he would be looking at extending Lake Forest Road to the south property line of the Veterans Clinic as required in the traffic report. Additionally, Mr. Taylor requested the City move forward with constructing a mini roundabout at Woida Road and Lake Forest Road knowing that Mr. Taylor is responsible for 25% of the construction cost when the Lake Forest Road connection occurs. Public Works Director/City Engineer Walter stated this was the right platform to discuss as the project moves forward with the design. Chair Yliniemi inquired if it was warranted and Mr. Walter stated that evaluation and who is paying needs to be discussed. Commissioner Wolf stated he believes a stop condition will disrupt traffic flow. Mr. Walter stated the roundabout would help with traffic calming and the next step would be to conduct an Intersection Control Evaluation (Ice Report). Council Liaison Cross asked Mr. Taylor if he would be willing to participate financially with the report and Mr. Taylor said he would. 3. Approve First Amendment to Settlement Agreement for Property Located at 7256 Woida Road Assistant City Engineer Thompson informed the commission that in 2016 the City entered into a Settlement Agreement with the property owners of 7256 Woida Road where Dixon Mechanical Electric currently operates their business. The Settlement Agreement allows the business to operate without connecting to municipal sewer and water with the justification being there are no utilities from the building to connect to the municipal services. In the existing settlement agreement, there is language that requires the property to connect at the sale of the property. The property owner has a purchase agreement with the developer who owns the property to the north where the Veteran Clinic is proposing to build. As the developer’s property continues to develop, he will need to connect Lake Forest Road to Woida Road and through that 12/3/2025 Utilities Commission Meeting Minutes Page 3 process will need to redevelop the property that is currently being used on the subject property. The proposed first amendment to settlement agreement allows the current business to continue to operate until December 31, 2026. The business is actively pursuing an alternative location; the agreement allows time for the business to transition to a new location. MOTION by Commissioner Wolf, seconded by Commissioner Christofferson to approve the First Amendment to Settlement Agreement for property located at 7256 Woida Road. Motion carried unanimously. 4. Approve the Veteran Community Based Outpatient Clinic Development Agreement Assistant City Engineer Thompson reviewed the Veteran Community Based Outpatient Clinic Development Agreement. The proposed development requires the extension of Novotny Road and Lake Forest Road, the roadway improvements are being constructed by the property owner through a separate development agreement. Included with the development is the construction of watermain around the facility for fire protection. The watermain will remain privately owned but will be within an easement and will be maintained with the rest of the City’s watermain. Additionally, there is a short segment of sanitary sewer main and a manhole that will be maintained with the City’s system The development agreement will ensure the watermain and sanitary sewer main are constructed/tested/inspected per city details and specifications to help protect the City’s infrastructure. The development agreement includes the language requiring the developer to submit asbuilt drawings so the city can include the infrastructure in our GIS system. Additionally, the agreement includes the fees associated with drafting the agreements, inspecting the infrastructure, adding the infrastructure to the City’s GIS system. Mr. Thompson had no concerns with the agreement and recommended approval. MOTION by Commissioner Wolf, seconded by Commissioner Stenberg to approve the Veteran Community Based Outpatient Clinic Development Agreement. Motion carried unanimously. 5. Approve Stormwater Facilities Maintenance Agreement with Access Rights and Covenants for the Veteran Community Based Outpatient Clinic Assistant City Engineer Thompson reviewed the Stormwater Facilities Maintenance Agreement with Access Rights and Covenants for the Veteran Community Based Outpatient Clinic. The proposed Veteran Clinic development includes a 100-year stormwater design that is independent from the roadway project so there is no joint stormwater incorporated with this project. 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. Mr. Thompson had no concerns with the agreement and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the Stormwater Facilities Maintenance Agreement with Access Rights and Covenants for the Veteran Community Based Outpatient Clinic. Motion carried unanimously. 12/3/2025 Utilities Commission Meeting Minutes Page 4 6. Approve the Veteran Community Based Outpatient Clinic Construction Repair and Maintenance Agreement for Sanitary Sewer and Watermain Assistant City Engineer Thompson reviewed the proposed privately installed improvements proposed with the Veteran Clinic which will be maintained by the City of Baxter with the rest of the City of Baxter’s water distribution system and sanitary sewer collection system. The entire watermain system around the clinic will be included in the agreement but the only portion of the sanitary sewer system included in the agreement consists of the manhole located at the right-of-way along Novotny Road and the pipe connecting the manhole with the manhole in the roadway. The City Attorney drafted a “Construction Repair and Maintenance Agreement for Sanitary Sewer and Watermain” for the Veteran Clinic to allow the City of Baxter maintenance staff to maintain the infrastructure. It is important that the hydrants are flushed on their development, and the sanitary collection system is maintained to allow the City’s system to properly operate. Mr. Thompson had no concerns with the agreement and recommended approval. MOTION by Commissioner Brenny, seconded by Commissioner Stenberg to approve the Veteran Community Based Outpatient Clinic Construction Repair and Maintenance Agreement for Sanitary Sewer and Watermain. Motion carried unanimously. 7. Approve the Permanent Hydrant Access Easement for the Veteran Community Based Outpatient Clinic Assistant City Engineer Thompson explained the project includes private watermain site improvements for fire protection that will be maintained by the City of Baxter with the rest of the City of Baxter’s water distribution system. Mr. Thompson had no concerns with the agreement and recommended approval. MOTION by Commissioner Stenberg seconded by Commissioner Brenny to approve the Permanent Hydrant Access Easement for the Veteran Community Based Outpatient Clinic. Motion carried unanimously. 8. Recommend Planning & Zoning Commission Approve the Preliminary & Final Plat of Clearwater Park Public Works Director/City Engineer Walter reviewed the Preliminary & Final Plat of Clearwater Park. The City entered into a Professional Land Survey Services Agreement with Widseth on August 6, 2025 to consolidate seven existing parcels into one large lot of record that is identified as the Clearwater Park property. The Clearwater Park includes the recently constructed dog park accessed from Clearwater Road. By platting the property, identifying the property as a park, and amending the ordinance to recognize the park, the Police Department can legally enforce the park rules. The plat also cleans up the following items: 12/3/2025 Utilities Commission Meeting Minutes Page 5  Additional right-of-way along Clearwater Road (two existing lots), Inglewood Drive (two existing lots), and Grand Oaks Drive to meet the 80-foot right-of-way requirement as identified in section 11-4-2 of the City Code.  Vacating the right-of-way associated with the platting of the cul-de-sac on Lot 1, Block 5, Angie Acres plat that is not needed.  Dedicating the appropriate drainage and utility easement per 11-4-4 (10-foot along road frontage & 5-foot on all interior lot lines. Mr. Walter had no concerns with the plat and recommended approval. MOTION by Commissioner Wolf, seconded by Commissioner Stenberg to recommend Planning & Zoning Commission approve the Preliminary & Final Plat of Clearwater Park. Motion carried unanimously. 9. Recommend Planning & Zoning Commission Approve the Second Potlatch Addition to Baxter Preliminary & Final Plat with the Conditions Outlined in the Staff Recommendations Public Works Director/City Engineer Walter reviewed the Second Potlatch Addition to Baxter Preliminary & Final Plat. On August 20, 2019, the City entered into an Option Agreement with Crow Wing Power. The agreement was formulated in conjunction with the exchange of property along Jasperwood Drive near the intersection of Mapleton Road by their substation to allow for the construction of a bituminous trail. At that time, Crow Wing Power was not ready to construct the substation they need for future growth proposed in the Industrial Park on the west side of town were Amazon built; however, they wanted to preserve their right for property that was/is owned by the City. Additionally, the property owned by the City was inaccessible at that time without an easement from Potlach. With the development of the Amazon facility, Janesville Road has now been platted to the City’s property line to provide access for Crow Wing Power without requiring an easement from Potlach. Crow Wing Power is exercising their right from the Option Agreement now to purchase the property from the City. Included in the plat is an 80-foot access easement extending from the Janesville Road right-of-way, this will provide access to the property for their substation proposed on Outlot A. With the construction of the Amazon facility, there was a gate installed at the end of Janesville Road; Crow Wing Power will need to construct a gated temporary private access driveway to their substation. The current code requires this access to be paved, however the city may make an exception “to surface material type in lot areas where there is heavy equipment and frequent tractor trailer traffic” per City Code 11-4-2. With this access being temporary until Janesville is extended further to the east, staff are comfortable allowing the surface to remain gravel as long as the first 40 feet is paved to prevent tracking of gravel onto Janesville Road. With the City having an MS4 permit and not wanting sediment tracked on Janesville allowing for the sediment to reach the catch basin and having to be cleaned from the stormwater pond. The gated temporary private access driveway will need to be constructed to a 10-ton design to accommodate the heavy equipment that will be utilizing the access driveway. The Access Easement will need an Access Easement Agreement to include the allowed and restricted uses within the easement. Staff is working with the City Attorney to draft the agreement. The Plat does not include the typical inset for the drainage and utility easements (D&U easement), but the plat technically does not include any buildable lots, and the City owns all the land so there is no need for the D&U easement. Additionally, the code requires all platted property to have 100 feet of 12/3/2025 Utilities Commission Meeting Minutes Page 6 road frontage, since this is an outlot it does not have to meet these requirements as it is technically not a buildable lot. Staff recommend approving the preliminary and final with the conditions listed below:  Require an Access Easement Agreement to be recorded prior to the plat and to include the recorded document number on the plat.  Enter into a Limited Use Agreement prior to the transaction of selling the property to Crow Wing Power. o Included in this condition is the requirement to construct the gated temporary private access driveway to be constructed to a 10-ton design with the first 40’ being paved. Chair Yliniemi requested clarification on the Land Option Agreement and where the substation will be located. Assistant City Engineer Thompson explained the substation will be located out by Amazon and gave a brief explanation of the option agreement. Mr. Walter had no concerns with the plat and recommended approval with the staff recommendations. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to recommend Planning & Zoning Commission approve the Second Potlatch Addition to Baxter Preliminary & Final Plat with the conditions outlined in the staff recommendations. Motion carried unanimously. 10. Pavement Management Plan - Micro Surfacing Program Review Bolton & Menk Consulting Engineer Drown reviewed the 2025 Micro Surfacing Project. The project accounted for 4.70 miles were micro surfaced consisting of Circle Pine Road, Elder Drive, Emily Circle, Emily Road, Falcon Drive, Foley Road, Glory Road, Isle Drive, Kelly Circle, Kelly Drive, Lakewood Lane, Marohn Road, Mountain Ash Drive, Parkwood Court, Parkwood Drive, and Wedgewood Drive. The micro surfaced streets were visually inspected on November 7, 2025 and November 12, 2025. Currently these street segments are not exhibiting stripping, existing transverse cracking has shown through after year 2 and has been crack sealed, and minor surface scuffing is exhibited at driveways due to turning movements. The condition of the micro surfacing in 2025 is very similar to the conditions found in 2024. Council Liaison Cross inquired about the three roads that have been micro surfaced over the chip sealing. Assistant City Engineer Thompson clarified the chip sealing has not shown any signs of stripping prior to the micro surfacing. Public Works Director/City Engineer Walter stated a small percentage of chip sealed roads had not shown any signs of stripping. Mr. Walter inquired if there was a way to tighten the spec for a smoother surface. Mr. Drown stated the contractor added more moisture and it was little smoother than the previous year. Mr. Thompson asked if the roads included in 2026 reflect the memo that pushing from 8 years to a range of 9 – 12 years. Mr. Drown said it does. Mr. Thompson stated the memo has not gone before council and staff was waiting to bring forward with the Capital Improvements Plan. Mr. Cross said the memo should go with the contract to City Council. 12/3/2025 Utilities Commission Meeting Minutes Page 7 11. Approve Bolton & Menk Proposal for Engineering Services in the not to exceed amount of $59,312.00 for the 2026 Micro Surfacing Project Bolton & Menk Consulting Engineer Drown reviewed the Bolton & Menk Agreement for Professional Services for the 2026 Micro Surfacing Project. The City Pavement Management Plan identifies 5.2 miles of city streets for the 2026 micro surfacing project consisting of:  Baxter Drive, Conservation Drive, and Fairview Road from Conservation Drive to Baxter Drive  Excelsior Road from Inglewood Drive to roundabout at Edgewood Drive and west of Super One Foods east to the city limit  Edgewood Drive from Excelsior Road to 400 feet north of Woida Road  Dellwood Drive from Excelsior Road to 400 feet north of Woida Road and Whispering Woods Lane to Wise Road (CSAH 49). Funds will be taken from the Franchise Fee’s that goes toward the Pavement Management Plan to pay for engineering fees. Based on the results of past projects, the estimated construction cost to complete the street segments identified for 2026 is $697,267. The proposed engineering cost is $59,312 for a total estimated project cost of $756,579. Mr. Drown has no concerns with the proposal and recommends approval. Council Liaison Cross inquired if there will be an approved Capital Improvements Plan. Public Works Director/City Engineer Walter requested an update on the RCA before it goes to City Council. MOTION by Commissioner Stenberg, seconded by Commissioner Wolf to approve the Bolton & Menk Agreement for Professional Services in the not to exceed amount of $59,312.00 for the 2026 Micro Surfacing Project. Motion carried unanimously. 12. Approve the SEH Contract in the Not to Exceed Amount of $4,400.00 for the Novotny Road Assisted Living Traffic Review SEH Consulting Engineer Heinonen reviewed the contract for the Novotny Road Assisted Living Traffic Review. The proposal is related to development of an assisted living facility on the north side of Novotny Road, just west of Edgewood Drive and TH 371. The property is directly west of The Lofts at Novotny. The traffic review will estimate trips generated by the development, review planned access, and determine whether additional roadway connections should be built in the development area. This study will build three previous studies along Novotny Road, one for the Lofts at Novotny (2022), one for the Kwik Trip (2024), and one for the VA Clinic (2025). The tasks for the project include project management, trip generation, access review, and review of planned roadway connections. Mr. Heinonen had no concerns with the traffic review and recommended approval. MOTION by Commissioner Wolf, seconded by Commissioner Stenberg to approve the SEH Contract in the Not to Exceed Amount of $4,400.00 for the Novotny Road Assisted Living Traffic Review. Motion carried unanimously. 13. 2025 Water Supply Improvements - Wells 5 & 6 Monthly Update There was no new information or questions from the commission or the public. 12/3/2025 Utilities Commission Meeting Minutes Page 8 14. Approve Traut Companies Final Pay Estimate No. 5 in the amount of $45,456.25 for work completed on Contract A related to the 2025 Water Supply Improvements – Wells 5 & 6, contingent on submittal of final documentation SEH Consulting Engineer Heinonen reviewed the Traut Companies Final Pay Estimate No. 5 in the amount of $45,456.25 for the Water Supply Improvements – Wells 5 & 6. The Contractor has earned $484,000.00 to date. The amount is over the Contract amount, as additional well development and mobilization was necessary to complete the project. Mr. Heinonen has no concerns with Final Pay Estimate No. 5 and recommends approval. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve Traut Companies Final Pay Estimate No. 5 in the amount of $45,456.25 for work completed on Contract A related to the 2025 Water Supply Improvements – Wells 5 & 6, contingent on submittal of final documentation. Motion carried unanimously. 15. Approve the Pratt’s Affordable Excavating, Inc. Change Order 3 in the increased amount of $24,513.69 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. 3 in the increased amount of $24,513.69 for Contract B related to the 2025 Water Supply Improvements - Wells 5 & 6 Project. Change Order No. 3 includes the following items:  Pratt’s Affordable Excavating requested additional mobilization for moving grading and excavating equipment offsite, then back to the site. During the course of the project, Pratt’s was onsite completing grading work and driveway work near the Public Works building and in the northeast portion of the site. The well development and pump testing that was part of Contract A project took multiple rounds, causing a delay at the site for the grading work near both well locations. The grading and paving in the area was not able to be completed, as equipment needed to traverse across the site to multiple locations for excavation near vaults and installation of the pitless units.  Additional site grading in the vicinity of well 5 and well 6, and in areas of the City’s storage yard in the northeast portion of the site was completed. The Engineer and City agreed that grading to facilitate better drainage and flatter slopes was beneficial for portions of the Public Works storage area. Pratt’s Affordable Excavating hauled in topsoil material, and graded areas outside of the original construction limits. Also, driveway limits were modified after site review with City staff. In addition, gentler slopes and a more pronounced low area was graded near well 5 to slow runoff and allow more time for infiltration on site. The Contractor requested, and the Engineer agreed to payment for, additional crew time for the grading changes.  The plan identified grading and shaping of the existing gravel surface in the area between well 5 and well 6. The in-place gravel surface was milled material, and the surface was difficult to grade. The Engineer determined that adding aggregate base to raise the surface slightly and allow grading was necessary before paving the area. The Engineer and City requested aggregate base in this location be consistent with the makeup of the milled material, thus aggregate base with recycled bituminous was used.  For the areas that were part of the bid alternate for paving the public works parking area, the milling process and repaving resulted in a lip along the bituminous edge. The Contractor 12/3/2025 Utilities Commission Meeting Minutes Page 9 requested payment for time and material to place topsoil shouldering along the edge of the pavement. The Engineer agrees that payment is acceptable for this work.  Sump pumps in the vault were called out in the plans to be “installed by others”. The intent was to have this work completed by City Staff. The Contractor was directed to complete the installation of the sump pump and discharge hose, and to route the discharge line through a larger diameter vent pipe, in lieu of the 2-inch discharge pipe that was called out in the plans. The work identified for sump pump outlets is considered extra work.  The plan identified outlets for heaters, and heaters to be “installed by others”. The intent was to have heaters added by City Staff. City staff requested that two heaters be added to the vault, and the settings be reflected to allow the 2nd heater to act as a backup heater similar to the configuration in the City’s water tower control rooms. The wiring for the heaters was modified to have direct wired units, and a separate circuit was added for the second heater in each vault. Costs for materials and labor are included for payment as part of the change Mr. Heinonen had no concerns with Change Order No. 3 and recommended approval. Chair Yliniemi inquired if the baseboard heaters are the best option given the moist conditions. Mr. Heinonen stated there is a dehumidifier in the vault and the vault is sealed so there should not be issues. Chair Yliniemi was satisfied that there would be dehumidifiers. MOTION by Commissioner Brenny, seconded by Commissioner Wolf to approve the Pratt’s Affordable Excavating, Inc. Change Order 3 in the increased amount of $24,513.69 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. 7 in the amount of $45,889.75 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. 7 in the amount of $45,889.75 for the 2025 Water Supply Improvements – Wells 5 & 6 Contract B, Municipal Project No. 6011-45040. The Contractor has earned $1,176,203.39 to date. Per the contract, the retainage is being held at 5% of the contract which results in a payment of $45,889.75. Mr. Heinonen had no concerns with Partial Pay Estimate No. 7 and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Pratt’s Affordable Excavating Inc. Partial Pay Estimate No. 7 in the amount of $45,889.75 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. 2024 South Forestview Improvements Project Monthly Update There was no new information or questions from the commission or the public. 18. Approve the RL Larson Excavating, Inc. Change Order No. 10 in the increased amount of $4,196.52 for the 2024 South Forestview Improvements Project, Municipal Project No. 4138 12/3/2025 Utilities Commission Meeting Minutes Page 10 SEH Consulting Engineer Heinonen reviewed Change Order No. 10 in the increased amount of $4,196.52 for the 2024 South Forestview Improvements Project, Municipal Project No. 4138. Change Order No. 10 includes the following item:  Includes payment for application of a concrete driveway sealer. The product seals pores and is considered a water and salt repellent. The sealer was used for several concrete sections that exhibited minimal scaling or surface defects and was also used on driveways where concrete panels were replaced. The use of the sealer was for two reasons, one to extend the life of the concrete, and secondly to make the appearance of the driveway uniform for all areas where driveway panels were replaced as part of this project. Mr. Heinonen had no concerns with Change Order No. 10 and recommended approval. MOTION by Commissioner Wolf, seconded by Commissioner Christofferson to approve the RL Larson Excavating, Inc. Change Order No. 10 in the increased amount of $4,196.52 for the 2024 South Forestview Improvements Project, Municipal Project No. 4138. Motion carried unanimously. 19. Approve RL Larson Excavating, Inc. Final Pay Estimate No. 14 in the amount of $112,989.04 for the 2024 South Forestview Area Improvements Project contingent on receiving final documentation SEH Consulting Engineer Heinonen reviewed the RL Larson Excavating, Inc. Final Pay Estimate No. 14 in the amount of $112,989.04 which includes releasing $91,595.30 of retainage for the 2024 South Forestview Area Improvements Project. Mr. Heinonen had no concerns with Final Pay Estimate No. 14 and recommended approval. MOTION by Commissioner Stenberg, seconded by Commissioner Wolf to approve the RL Larson Excavating, Inc. Final Pay Estimate No. 14 in the amount of $112,989.04 for the 2024 South Forestview Area Improvements Project, Municipal Project No. 4138 contingent on receiving final documentation. Motion carried unanimously. 20. 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. 21. Approve the Anderson Brothers Construction Change Order No. 5 to in the Increased Amount of $97,999.90 and amend the Project Budget to $1,168,633.46 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. 5 for the 2025 Commercial Full Depth Reclamation Improvements Project. Change Order No. 5 includes the following item:  The existing storm sewer structures were constructed of block and were susceptible to damage from the freeze-thaw cycle as they held standing water yeah round. Replacing these 5 structures was necessary to maintain proper drainage and prevent future roadway issues. The connecting pipe between structures was also replaced, since the new structures are rectangular rather than circular and are smaller in size. This avoided the need for a 12/3/2025 Utilities Commission Meeting Minutes Page 11 construction joint that would be used to extend the pipe into the structures, eliminating a potential failure point in the new road. Riprap was reinstalled around the pipe aprons, geogrid was placed over the new pipe runs to keep them in place and pond cleaning was completed as general maintenance to maintain the pond bottom at the correct elevation. Chair Yliniemi inquired is the Change Order includes the pipe that was damaged by the reclaimer. Mr. Bitter stated it does not include the pipe, and this is still being worked through with the contractor. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the Anderson Brothers Construction Change Order No. 5 to in the Increased Amount of $97,999.90 and amend the Project Budget to $1,168,633.46 for the 2025 Commercial Full Depth Reclamation Improvements Project, Municipal Project Number 4425. Motion carried unanimously. 22. Approve the Anderson Brothers Construction Partial Pay Estimate No. 3 in the amount of $488,004.51 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. 3 in the amount of $488,004.51 for the 2025 Commercial Full Depth Reclamation Improvements Project. The Contractor has earned $835,930.47 to date which represents 96.9% contract value. The retainage is 5% of the revised contract value ($43,143.85). The previous payment total $304,782.11 which results in a total payment of $488,004.51.Mr. Bitter had no concerns with Partial Pay Estimate No. 3 and recommended approval. MOTION by Commissioner Wolf, seconded by Commissioner Christofferson to approve the Anderson Brothers Construction Partial Pay Estimate No. 3 in the amount of $488,004.51 for the 2025 Commercial Full Depth Reclamation Improvements Project, Municipal Project Number 4425. Motion carried unanimously. 23. Approve the Widseth Fee Amendment for Professional Services in the Amount of $38,407.00 for a Total Revised Not to Exceed Contract of $216,832 for the 2025 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project No. 4425 WiDSETH Consulting Engineer Bitter reviewed the Fee Amendment for the 2025 Mill & Overlay and Full Depth Reclamation Improvements Project. Mr. Bitter informed the commission the original construction engineering contract included four weeks of full-time observation effort. As construction progressed, the scope of work increased, and additional work required adjustments that extended the overall construction to ten weeks. The Contractor first requested adjusting the start date to occur after Labor Day to minimize business impacts during peak season—a timing change the City considered reasonable. As construction began, the need for unanticipated storm sewer and sanitary sewer repairs and replacements became evident. Accommodating this added underground work required more time than originally anticipated. Finally, unfavorable weather near the end of the project created delays to paving operations and required shifting the substantial completion date accordingly. Widseth continually monitored the engineering budget as the construction schedule was extended. Because the original construction administration (CA) budget was based on a four-week construction period, each schedule extension reduced the remaining CA budget. The initial CA budget assumed 240 12/3/2025 Utilities Commission Meeting Minutes Page 12 hours of construction observation (12 hours per day, 5 days per week, for 4 weeks). Due to the extended construction timeline, Widseth ultimately provided 427.25 hours of construction observation, nearly double the original assumption. Similarly, the office portion of the CA budget assumed 80 hours (4 hours per day, 5 days per week, for 4 weeks). With the prolonged schedule, Widseth expended 143.50 hours. In total, the additional effort required solely due to the extended construction schedule amounts to $38,407.00. Mr. Bitter stated with the extended construction schedule, Widseth is requesting a fee amendment of $38,407, bringing the total revised contract amount to a Not To Exceed Total Fee of $216,832. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to approve the Widseth Fee Amendment for Professional Services in the Amount of $38,407.00 for a total revised not to exceed contract of $216,832 for the 2025 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project No. 4425. Motion carried unanimously. 24. 2025 Design Road & TH 371 Stormwater Improvements Project Monthly Update There was no new information or questions from the commission or the public. 25. Approve the J.R. Ferche, Inc Partial Pay Estimate No. 4 in the amount of $10,473.00 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. 4 in the amount of $10,473.00 for the 2025 Design Road & TH 371 Stormwater Improvements Project, Municipal Project Number 4135. The work in this pay period consisted of turf establishment and shrub installation. The Contractor has earned $2,574,272.75 to date which represents 98.6% contract value. The retainage is 5% of revised contract valve ($130,494.07) and a previous payment of $2,433,305.68, which results in a total payment of $10,473.00. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the J.R. Ferche, Inc Partial Pay Estimate No. 3 in the amount of $10,473.00 for the 2025 Design Road & TH 371 Stormwater Improvements Project, Municipal Project Number 4135. Motion carried unanimously. 26. 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. 27. Approve the Widseth Fee Amendment for Professional Services in the Amount of $7,750 for a Total Not to Exceed Contract amount of $111,498 for the 2026 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project No. 4426 WiDSETH Consulting Engineer Bitter explained that there was a significant update to the project scope as requested by the City. This change includes moving planned residential roadways from 2025 to 2026 and from 2026 to 2027. Based on these changes, the adjusted contract amount for the 2026 project should be $103,748. While completing the Report, Woida Road was added to the project area. With that, jetting and televising of Woida Road was required for the report. Widseth worked with Nelson Sanitation to have the sanitary 12/3/2025 Utilities Commission Meeting Minutes Page 13 sewer and the storm sewer jetted and televised so it can be evaluated and the report be updated. The added scope to the project has resulted in additional time on the project not accounted for in previous proposals. The added scope is as follows.  Modify the Feasibility Report to include Woida Road. ($1,000)  Prepare maps and work with Nelson Sanitation on Jetting and Televising and review the reports. ($800)  Nelson Sanitation Invoices. ($5,950) The estimated effort associated with the additional work outlined above is $7,750. Mr. Bitter stated that Widseth is requesting a fee amendment of $7,750 bringing the total contract amount to a Not To Exceed Total Fee of $111,498. MOTION by Commissioner Wolf, seconded by Commissioner Stenberg to approve the Widseth Fee Amendment for Professional Services in the Amount of $7,750 for a Total Not to Exceed Contract amount of $111,498 for the 2026 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project No. 4426. Motion carried unanimously. 28. Approve the Widseth Proposal for Professional Engineering Services in the Not to Exceed Amount of $4,500.00 for the Water Service Saddle Review WiDSETH Consulting Engineer Bitter reviewed the Proposal for Professional Engineering Services in the Not to Exceed Amount of $4,500.00 for the Water Service Saddle Review. The proposal will allow review of the review historic project information regarding non-stainless steel service saddles that may have been installed in the system prior to 1995. The City has evidence of corrosion and deterioration in non-stainless-steel services saddles that are likely leaking and contributing to the City’s unaccounted water losses. The review will gather information regarding the number and location of the suspect water service saddles in the City’s system. This information will be used to budget and plan for proactive replacements in conjunction with upcoming roadway related improvement projects. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to approve the Widseth Proposal for Professional Engineering Services in the Not to Exceed Amount of $4,500.00 for the Water Service Saddle Review. Motion carried unanimously. 29. Approve the Widseth Agreement for Professional Engineering Services in the Not to Exceed Amount of $15,000 for the 2027 Mill & Overlay and Full Depth Reclamation Improvements Feasibility Report WiDSETH Consulting Engineer Bitter reviewed the project which includes street rehabilitation and reconstruction as outlined in the Pavement Management Plan. Roadways currently planned for improvements in 2027 along with the recommended rehabilitation action are as follows:  Residential Mill & Overlay o Baxter Lions Road o Laverne Circle o Art Ward Drive o Perch Lake Drive 12/3/2025 Utilities Commission Meeting Minutes Page 14  Residential Full Depth Reclamation o Excelsior Road o Jasperwood Drive o Paris Road o Knotty Pine Drive o Oakdale Road o Ottertail Circle o Red Pine Circle o Berrywood Drive o Hinckley Court o Cottage Grove Terrace  Commercial Full Depth Reclamation o Industrial Park Road o Edgewood Drive o Lake Forest Road o Fairview Road o Timberwood Drive MOTION by Commissioner Brenny, seconded by Commissioner Christofferson to approve the Widseth Agreement for Professional Engineering Services in the Not to Exceed Amount of $15,000 for the 2027 Mill & Overlay and Full Depth Reclamation Improvements Feasibility Report. Motion carried unanimously. 30. Approve the KLM Engineering Proposal for Drawing Review and Inspection Services during the AT&T Antenna Modifications on the North Tower in the Amount of $12,075 Assistant City Engineer Thompson informed the commission that AT&T has submitted a building permit for improvements to their antennas on the North Water Tower. The City has utilized KLM Engineering for water tower related items included the permits for the antenna. MOTION by Commissioner Stenberg, seconded by Commissioner Brenny to approve the KLM Engineering Proposal for Drawing Review and Inspection Services in the amount of $12,075.00 during the AT&T Antenna Modifications on the North Tower. Motion carried unanimously. 31. Approve the Treatment Resources, Inc. Quote in the amount of $11,160.49 for Anthracite Filter Media Material SEH Consulting Engineer Heinonen reviewed the Treatment Resources quote for filter media. The filters at the Water Treatment Plant utilize manganese greensand and anthracite material to remove iron and manganese from the water. Over the course of each year, a small portion of the material is expected to be lost through the backwashing (cleaning) process. During the fall of 2024, the filter run times were notably less than filter run times after the filter replacement project in 2022. The filter run times were approximately 15 to 20% lower during the fall of 2024. SEH staff sampled the filter media depth in 2024, and the material was approximately 2-inches less than the design depth. After anthracite was added, the filter performance returned to the startup condition. Based on these results, City staff and SEH are interested in adding an additional 2-inches of anthracite to evaluate if filter performance can be enhanced further. The additional anthracite is a practical step, and is a more cost-effective option over a more formal pilot study of the filter media addition. 12/3/2025 Utilities Commission Meeting Minutes Page 15 MOTION by Commissioner Christofferson, seconded by Commissioner Wolf to approve the Treatment Resources, Inc. quote in the amount of $11,160.49 for Anthracite Filter Media Material. Motion carried unanimously. INFORMATIONAL ITEMS 32. 2026 Utilities Commission Meeting Dates There was no new information or questions from the commission or the public. 33. 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. 34. 2023 Knollwood Drive Improvements Project Monthly Update There was no new information or questions from the commission or the public. 35. 2024 Mill & Overlay and Full Depth Reclamation Improvements Project Monthly Update There was no new information or questions from the commission or the public. 36. 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. 37. 2027 CSAH 48 Trail Connection Project Monthly Update WSB Consulting Engineer Ethan Youso introduced himself to the commission. Mr. Youso will be the lead on the project and will be submitting updates to the commission. 38. Eagle Drive Area Improvements Project Monthly Update There was no new information or questions from the commission or the public. 39. 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. 40. Hach Field Service Report – SP510 Hardness Analyzer There was no new information or questions from the commission or the public. 41. Holiday Station Store Contamination at Excelsior Monthly Update There was no new information or questions from the commission or the public. 42. Inglewood Drive to Garrett Lane Flood Overflow Control Monthly Update 12/3/2025 Utilities Commission Meeting Minutes Page 16 There was no new information or questions from the commission or the public. 43. 2025 Lift Station 11 Service Area Smoke Testing There was no new information or questions from the commission or the public. 44. Lift Station 13 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 45. Lift Station No. 15 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 46. Lift Station No. 17 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 47. Whiskey Creek Planting Plans Project Monthly Update There was no new information or questions from the commission or the public. 48. Whiskey Creek Pedestrian Bridge Inspection Project Monthly Update There was no new information or questions from the commission or the public. 49. Xcel Energy 2026 Gas Rate Proposal 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 6:50 p.m. Motion unanimously approved. Approved by: Respectfully submitted: _______________________ ___________________________ Rock Yliniemi Mary Haugen Chair Administrative Assistant