Utilities Commission Meeting

AXTER UTILITIES COMMISSION MEETING MINUTES Wednesday, January 07, 2026 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, Council Liaison Mark Cross and Chairman Rock Yliniemi. 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: SEH Consulting Engineer Neil Heinonen, SEH Traffic Engineer Justin Anabis, and WiDSETH Consulting Engineer Alex Bitter. CONSENT AGENDA 1. Approve the Utilities Commission Minutes from December 3, 2025 MOTION by Commissioner Wolf, seconded by Commissioner Stenberg to approve the Utilities Commission minutes from December 3, 2025. Motion carried unanimously. BUSINESS ITEMS 2. Accept the Guidance and Best Practices for Citywide Speed Limits, Stop Signs, Dynamic Speed Feedback Signs, Speed Humps, and Centerline Striping Memorandum SEH Traffic Engineer Anabis reviewed the City' s options for adopting citywide speed limits and reviewed guidance/ application best practices for stop signs and centerline markings. Mr. Anabis stated the Minnesota State Legislature adopted a bill that allows limited authority to cities to set speed limits on streets under their jurisdiction. State Statute 169. 14, allows cities to maintain a statutory 30 miles per hour ( mph) speed limit on roadways within an urban district, adopt a 25- mph statutory speed limit on residential streets, and/ or adopt other speed limits on roadways under their jurisdiction after the appropriate level of engineering study, implementation planning, and public education are performed. The commission reviewed several cities where the speed limit had been reduced to 20 or 25 mph on local residential streets. If the City of Baxter reduced the statutory speed limit to 20 or 25 mph on all local residential streets citywide. Mr. Anabis noted citywide speed limit signs would need to be strategically placed along city streets near the city limits and near major roadways such as TH 210 and TH 371 to alert drivers of the change in statutory speed limit within the City. 1/ 7/ 2026 Utilities Commission Meeting Minutes Page 2 Mr. Anabis informed the commission that studies show changing the speed limit does not slow traffic. Changing the geometrics of the road to provide traffic calming is what reduces speeds. Drivers tend to drive at the speed they feel comfortable and controlled. Chair Yliniemi noted on of the communities that adopted the 20- mph speed has a lot of on street parking and visibility impacts that Baxter does not have. The consensus was to not deviate from the statutory 30- mph on local residential streets. The discussion changed to stop signs, and it was noted that stop signs are not effective in slowing travel speeds and should not ever be used as a speed reduction or traffic calming measure. The main purpose of a stop sign is to assist with traffic control and prevent specifically to assign right- of-way at crashes, intersections. Mr. Anabis stated that dynamic speed feedback signs provide immediate feedback to drivers who are traveling over the posted speed limit. Speed humps were discussed; however, they are only recommended for residential streets were traffic volumes are lower. The concern with speed humps are during winter maintenance operations. Commissioner Stenberg inquired on how speed limits had been established on City streets. Public Works Director/ City Engineer Walter stated the speed limits had been established by MnDOT conducting speed studies. Council Liaison Cross stated that lane narrowing, curb extensions, roundabouts also aid with traffic calming in getting the drivers to reduce speed. Mr. Cross also noted that Minnesota has a specific law allowing up to 10 mph over on certain two- lane highways ( 55+ mph limits) for passing but noted that officers often use discretion for a few extra mph, though it' s not guaranteed and can still get you a ticket. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to recommend City Council accept the Guidance and Best Practices for City Wide Speed Limits, Stop Signs, Dynamic Speed Feedback Signs, Speed Humps, and Centerline Striping Memorandum. Motion carried unanimously. 3. Approve the SEH Contract in the Not to Exceed Amount of $ 18, 290. 00 for Professional Services during the Construction Phase for the VA Community Based Outpatient Clinic Assistant City Engineer Thompson reviewed the SEH Contract for Professional Services during the Construction Phase for the US Department of Veterans Affairs ( VA) Community Based Outpatient Clinic. proposed site is located on the south side of Novotny Road, west of Edgewood The Drive and Trunk Highway ( TH) 371 adjacent to the Kwik Trip site. Mr. Heinonen has been assisting the City of Baxter with reviewing the civil plans for the project site. Public Works Director/ City Engineer Walter had requested a contract from SEH for construction observation services related to the new watermain installation at the site. The Scope of Services includes: Construction Administration Construction Observation Reimbursable Expenses GIS Assistance for Record Drawings Mr. Thompson had no concerns with the proposal and recommended approval. 1/ 7/ 2026 Utilities Commission Meeting Minutes Page 3 MOTION by Commissioner Wolf, seconded by Commissioner Stenberg to recommend City Council approve the SEH Contract in the Not to Exceed Amount of$ 18, 290. 00 for Professional Services during the Construction Phase for the VA Community Based Outpatient Clinic. Motion carried unanimously. 4. Accept the Lake Forest Road Assisted Living Traffic Review Report SEH Traffic Engineer Anabis reviewed the Lake Forest Assisted Living Traffic Report. The proposed site is located on the northeast corner of the intersection of Novotny Road and Lake Forest Road on the west side of Trunk Highway ( TH) 371, directly adjacent to The Lofts at Novotny apartments. The primary focus of the traffic review was to determine the potential impact of the proposed development on the existing roadway network and consider the need for additional roadway connections in the developing area around Novotny Road and Lake Forest Road. The proposed 76- unit assisted living facility is located on the north side of Novotny Road, between Edgewood Drive and Lake Forest Road on the west side of Trunk Highway ( TH) 371, directly adjacent to The Lofts at Novotny apartments. The site is expected to generate approximately 314 trips per day, with less than 20 trips during any hour of the day. Due to the low traffic demands expected to be generated by the site, the assisted living facility is not expected to significantly impact traffic operations in the area. The site will have a single access location on Lake Forest Road so all traffic will enter and exit the site on Lake Forest Road. The proposed driveway location meets the 100- foot spacing guideline from intersections and other access points but does not meet the 260- foot spacing from the mini- roundabout for sight distance. However, the driveway is located as far from the roundabout as possible given the building layout within the site and moving the driveway would require significant changes to the site layout. In addition, there are wetlands and a stormwater pond on the west side of Lake Forest Road across from the assisted living site, so no driveway will be added on the west side of roadway in this area in the future. Based on those considerations, the proposed driveway location with only one 1) driveway is acceptable. The Study recommended extending each roadway in the area 2025 Baxter VA Clinic Traffic Impact along the frontage of each developed parcel and that the north- south connection to Woida Road should be required when development continues north of Novotny Road or west of Lake Forest Road on Novotny Road, regardless of whether it is needed to provide acceptable traffic operations. As a result, Lake Forest Road should be extended approximately 290- feet north of Novotny Road and should be extended south to connect to Woida Road. Completion of that north- south connection would reduce reliance on Edgewood Road, relieve pressure on the intersection of Edgewood Drive and Woida Road, and provide additional route choice for vehicles entering and exiting the area. The additional access will provide a significant safety benefit to the area by providing a second access point for emergency vehicles, improving response times and providing a secondary route should one of the accesses be blocked in an emergency. The extensions of Lake Forest Road north and south of Novotny Road should be constructed as 3- lane roadways with a center left turn lane and a shared use trail, to match the Novotny Road extension. The connection to the existing Lake Forest Road is not required as part of the assisted living project but should be completed when development continues along Novotny Road north of the assisted living site. The extension of Novotny Road to Inglewood Drive will be dependent on the timeline and land 1/ 7/ 2026 Utilities Commission Meeting Minutes Page 4 use for development west of Lake Forest Road and will be determined by future traffic studies for this development area. Mr. Anabis stated that based on the high- level traffic review of the proposed assisted living facility along Novotny Road, the development is not expected to significantly impact the surrounding roadway network. While the proposed access location does not meet the 260- foot spacing from the mini- roundabout at the intersection of Novotny Road and Lake Forest Road, the location is acceptable because it is located as far from the mini- roundabout without needing significant changes to the building layout on the site, the driveway is at least 100 feet from adjacent roadway accesses, and there are wetlands and a storm pond across Lake Forest Road that would prevent a future development access on the west side of the roadway. Lake Forest Road needs to be extended approximately 290 feet north of Novotny Road as part of the assistedliving development. Lake Forest Road should be constructed as a 3- lane roadway with a TWLTL and a shared use trail to match the existing Novotny Road cross- section. The shared use trail should be on the east side of Lake Forest Road. In addition, a trail connection should be added on the south side of the site to connect to the planned trail on the north side of Novotny Road. Prior to completion of the assisted living facility, Lake Forest Road is required to be extended south to connect Novotny Road to Woida Road. Despite low traffic demands expected to be generated by the assisted living facility, the combination of the four recently completed and proposed development are expected to generate over 6, 000 trips per day, therefore, it is important to provide a second access for the development area so that all traffic does not need to rely on Novotny Road and Edgewood Drive. The additional access will provide a significant safety benefit to the area by providing a second access point for emergency vehicles, improving response times and providing a secondary route should one of the accesses be blocked in an emergency. This section of Lake Forest Road should be constructed as a 3- lane roadway with a TWLTL and a shared use trail to match the existing Novotny Road cross- section. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to recommend City Council accept the Lake Forest Road Assisted Living Traffic Review Report. Motion carried unanimously. 5. 2025 Water Supply Improvements - Wells 5 & 6 Monthly Update There was no new information or questions from the commission or the public. 6. Approve Integrated Process Solutions, Inc. Final Pay Estimate No. 2, contingent on submittal of final documentation, in the amount of$ 23, 241. 60 for work completed on Contract C related to the 2025 Water Supply Improvements— Wells 5& 6, Municipal Project No. 6011- 45040 SEH Consulting Engineer Heinonen reviewed the Integrated Process Solutions Inc. Final Pay Estimate No. 2 in the amount of$ 23, 241. 60 for work completed on Contract C related to the 2025 water Supply Improvements— Wells 5& 6, Municipal Project No. 6011- 45040. The payment includes payment for fifteen percent ( 15%) of the contract amount per the payment schedule in the contract documents. All work has been completed and the two well panels are working per the contract, and Mr. Heinonen recommended issuing final payment contingent on receiving final closeout documents. 1/ 7/ 2026 Utilities Commission Meeting Minutes Page 5 Mr. Heinonen punch items ( warranty work) needs to be completed. noted that several Public Works Director/ City Engineer Walter had no concerns with the warranty work. MOTION by Commissioner Wolf, seconded by Commissioner Christofferson to recommend City Council approve the Integrated Process Solutions, Inc. Final Pay Estimate No. 2, contingent on submittal of final documentation, in the amount of $ 23, 241. 60 for work completed on Contract C related to the 2025 Water Supply Improvements — Wells 5& 6, Municipal Project No. 6011- 45040. Motion carried unanimously. 7. 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. 8. Adopt Resolution 2026- 0xx Approving Plans and Specifications and Ordering Advertisement for Bids for the 2026 Clearwater Road, North Lynndale Area, & Brentwood Circle Street & Utility Improvements Project, Municipal Project No. 4068 SEH Consulting Engineer Heinonen gave a brief review of the extension of sanitary sewer and water utilities to serve properties along Clearwater Road between Whipple Beach and Memorywood Drive, and in the North Lynndale Area neighborhood between Clearwater Road and \ Noida Road, as well as extending sanitary sewer only to Brentwood Circle north of Brentwood Drive. The combined project consists of approximately 72 parcels ( and 97 equivalent residential units) adjacent to the following road segments: Clearwater Road between Whipple Beach and Memorywood Drive, Lynndale Drive, Lynndale Lane, Lynndale Court, and Brentwood Circle. The sanitary and water mains are planned to be constructed within the public road right- of- way, and the impacted streets would be reconstructed. The existing bituminous surfaced trail along the Clearwater Road segment would be reconstructed with the project. The project scope also includes construction of one ( 1) sanitary sewer lift station planned to be located on City property in the northwest quadrant of the intersection of Clearwater Road and Welton Road. Mr. Heinonen noted that the Brentwood Circle properties have City water service combined with private subsurface sewage treatment systems. The feasibility report identifies a total estimated project cost of $ 7, 440, 27 . Special assessments consist of$ 1, 920, 725 ( 25. 8%) of the estimated project cost and the remaining $ 5, 519, 548 to be City cost. In order to issue local improvement bonds without holding an election, state law requires that at least 20% of the total project cost be funded through special assessments. Public Works Director/ City Engineer Walter informed the commission that since the Feasibility Report was adopted, council has elected not to proceed with the annexation of the property located at 14969 Lynndale Lane so it should be noted there will be less assessable cost but should still be around 24%. Nr. Heinonen will work with Finance Director Vacinek to verify the assessment percentage calculations are correct and will have an update cost breakdown before the February 4th council meeting. Mr. Heinonen reviewed the location of Lift Station No. 27 on Clearwater Road & Welton Road; during discussion with staff,it was noted that shifting the lift station farther north would be advantageous. Assistant City Engineer Thompson stated that shifting the lift station to the north would better serve both the roadway and trail and allow greater depth for the lift station piping, multiple locations were 1/ 7/ 2026 Utilities Commission Meeting Minutes Page 6 reviewed over the course of three ( 3) meetings, and this is what was determined to be the best option with this project. Chair Yliniemi inquired where Lift Station No. 27 would be pumped. Mr. Heinonen stated it would be directed towards Memorywood and Mr. Walter noted there is an existing forcemain stubbed Drive west from Memorywood Drive that ultimately flows to the lift station at Lynndale Lane and Kimberlee Drive. Mr. Walter stated that by utilizing this path the sewage will go through Lift Station No. 2 and will allow for more capacity in Lift Station No. 3 for future expansion by Amazon and the undeveloped property north of TH 210. If Lift Station No. 27 is connected to the sanitary sewer at Northwoods Drive or Cottage Grove Drive the sewage would ultimately go to Lift Station No. 3. Mr. Walter explained that staff has spent an extensive amount of time evaluating how to route our lift station to meet the current needs and future demands. MOTION by Commissioner Christofferson, seconded by Commissioner Wolf to recommend City Council adopt Resolution 2026- 0xx Approving Plans and Specifications and Ordering Advertisement for Bids for the 2026 Clearwater Road, North Lynndale Area, & Brentwood Circle Street & Utility Improvements Project, Municipal Project No. 4068. Motion carried unanimously. 9. 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. Approve the Anderson Brothers Construction Change Order No. 6 in the Decreased Amount of 270. 00 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. 6 for the 2025 Commercial Full Depth Reclamation Improvements Project. Change Order No. 6 includes the following item: A math error was found on the Additional Watermain Work in Change Order# 4. The Contractor was overpaid by$ 270. 00, and this change order corrects that error. Mr. Bitter has no concerns with Change Order No. 6 and recommends approval. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to recommend City Council approve the Anderson Brothers Construction Change Order No. 6 in the Decreased Amount of 270. 00 for the 2025 Commercial Full Depth Reclamation Improvements Project, Municipal Project Number 4425. Motion carried unanimously. 11. Approve the Anderson Brothers Construction Partial Pay Estimate No. 4 in the amount of$ 50, 426. 79 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. 4 in the amount of $ 50, 426. 79 for the 2025 Commercial Full Depth Reclamation Improvements Project. 1/ 7/ 2026 Utilities Commission Meeting Minutes Page 7 The Contractor has earned$ 885, 899. 55 to date which represents 102. 7% contract value. The retainage is 150% of the estimated remaining work value ($ 42, 686. 14). Previous payment total $ 792, 786. 62 which results in a total payment of$ 50, 426. 79. Mr. Bitter had no concerns with Partial Pay Estimate No. 4 and recommended approval. MOTION by Commissioner Christofferson, seconded by Commissioner Stenberg to recommend City Council approve the Anderson Brothers Construction Partial Pay Estimate No. 4 in the amount of 50, 426. 79 for the 2025 Commercial Full Depth Reclamation Improvements Project, Municipal Project Number 4425. Motion carried unanimously. 12. 2025 Design Road & TH 371 Stormwater Improvements Project Monthly Update There was no new information or questions from the commission or the public. 13. Approve the J. R. Ferche, Inc Partial Pay Estimate No. 5 in the amount of $ 21, 526. 50 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. 5 in the amount of $ 21, 526. 50 for the 2025 Design Road & TH 371 Stormwater Improvements Project, Municipal Project Number 4135. The work in this pay period consisted of water used during the project, jetting and televising, and road striping. The Contractor has earned $ 2, 595, 799. 25 to date which represents 99. 5% contract value. The retainage is 5% of revised contract valve ($ 130, 494. 07) and a previous payment of $ 2, 443, 778. 68, which results in a total payment of$ 21, 526. 50. Mr. Bitter has no concerns with this pay estimate and recommends approval. MOTION by Commissioner Wolf, seconded by Commissioner Stenberg to recommend City Council approve the J. R. Ferche, Inc Partial Pay Estimate No. 5 in the amount of$ 21, 526. 50 for the 2025 Design Road & TH 371 Stormwater Improvements Project, Municipal Project Number 4135. Motion carried unanimously. 14. 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. 15. Adopt Resolution No. 2026- XXX Receiving Feasibility Report and Calling the Improvement Hearing for the 2026 Mill & Overlay and Full Depth Reclamation Improvements Project Municipal Project No. 4426 WiDSETH Consulting Engineer Bitter recapped the Feasibility Report for the 2026 Mill & Overlay and Full Depth Reclamation Improvements Project, Municipal Project No. 4426. The report reviewed existing conditions, proposed feasible improvements,project estimated costs, discussed project implementation, and presented conclusions and recommendations for the Project Areas. The project includes the following: Residential Mill & Overlay: o Joneswood Circle in its entirety. 1/ 7/ 2026 Utilities Commission Meeting Minutes Page 8 o Joneswood Drive in its entirety. o Joshua Tree Circle in its entirety. o Joshua Tree Drive in its entirety. o Knotty Pine Drive ( North of Marble Road). o Marble Road ( West of Jasperwood Drive). o Cherrywood Drive ( South of Excelsior Road). o Timberlane Drive in its entirety. o Park Street in its entirety. o Woodland Drive in its entirety. Residential Full Depth Reclamation: o Joler Road in its entirety. o Forest Drive in its entirety. o Fox Road in its entirety. o Fox Place in its entirety. Commercial Full Depth Reclamation: o Hastings Road ( Between Evergreen Drive & Douglas Fir Drive) o Hinckley Road ( Between Cypress Drive & Berrywood Drive) o Woida Road ( 730' west of T. H. 371 to Edgewood Drive) The feasibility report identifies a total estimated project cost of $ 4, 104, 486 with $ 2, 675, 652 ( 65%) estimated in assessments and $ 1, 428, 834 ( 35%) in City cost. There are no immediate financial implications other than the cost to prepare for and hold the Improvement Hearing. Mr. Bitter noted the costs will be tracked and included in the overall project cost. Mr. Bitter expressed concern on the project schedule timing, construction window and paving concerns. Many contractors will already have their schedules for 2026 in place before this project can be bid and July would be considered a late bid opening. Commissioner Stenberg inquired if the project needs to be pushed by a year how does the City get back on track. Additionally, he inquired on why the project is following this schedule and why the report wasn' t completed sooner. Public Works Director/ City Engineer Walter stated the report had been through commission but was held up before going to City Council. Commissioner Stenberg inquired why it was held up, Mr. Walter explained that administration was waiting for information related to the Capital Improvements Plan ( CIP) before bringing it to council. Council Liaison Cross stated once again the city needs to be financially prudent and he will not approve of any projects without a CIP Report. This CIP is used to determine the impact of projects on the City' s long- term stability which he has been requesting for the past several years. Commissioner Stenberg inquired since there is no Capital Improvements Plan and no financial guidance why the commission should proceed with any recommendations. Mr. Cross stated it was the commission' s responsibility to approve and direct any recommendations to City Council for action. Mr. Cross noted that all projects require a 4/ 5 vote from the council to move forward due to Minnesota Statues 429 and that he is only one vote. Mr. Walter stated that Administration has not pushed a Capital Improvements Plan ( CIP) Report to council and the CIP is currently in the Finance and Administrator' s court to finish and bring to council. The Feasibility Report was put on hold by the request of the City Administrator after the last time Utilities Commission recommended adopting the Feasibility Report. 1/ 7/ 2026 Utilities Commission Meeting Minutes Page 9 MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to recommend City Council adopt Resolution No. 2O26- XXX Receiving Feasibility Report and Calling the Improvement Hearing for the 2026 Mill & Overlay and Full Depth Reclamation Improvements Project Municipal Project No. 4426. Motion carried unanimously. 16. 2027 Mill & Overlay, Full Depth Reclamation and Reconstruction Improvements, Project Monthly Update WiDSETH Consulting Engineer Bitter informed the commission that Widseth was proposing to hold a public information meeting January 15th. Due to the 2026 Street Improvements not initiated yet, on Widseth is pushing back the public informational meeting to March 26th. If the 2026 project does not move forward soon, the 2027 project roads will likely get pushed to 2028. Public Works Director/ City Engineer Walter stated this is why the City of Baxter needs to have a CIP as it gives citizens appropriate notice to upcoming projects. 17. Approve the Widseth Agreement for Professional Engineering Services in the Not to Exceed Amount of$ 15, 000. 00 for the Lift Station 18 Reconstruction WiDSETH Consulting Engineer Bitter reviewed the WiDSETH Proposal for Engineering Services for Lift Station No. 18 reconstruction. Improvements scheduled for Lift Station No. 18 include the following: Salvage existing control panel to the City Install a new stainless steel control panel Replace communications pole Replace transducer Replace floats Replace base elbows Replace pump guide rails Replace pumps Wet well cleaning and concrete spot repair Replace concrete cover and aluminum hatch Replace valve vault concrete cover and aluminum hatch Replace valve vault and piping and fittings The proposed scope of services include: Meet with City staff to review existing conditions and proposed improvements Obtain underground facility ( gas, telephone, fiber, electric, etc.) location information Field survey project area for horizontal and vertical location information Obtain field inventory and measurements of existing lift station components and piping Base drawing of existing site conditions Plan and elevation drawing of existing and proposed lift station improvements Detail and section sheets Bid package and specification Bid solicitation and contractor selection assistance Pre- construction conference/ meeting Part- time field observation Post- construction survey Record drawing preparation 1/ 7/ 2026 Utilities Commission Meeting Minutes Page 10 Mr. Bitter stated that Widseth proposes to perform the services described for the Not to Exceed Amount of$ 15, 000. 00. MOTION by Commissioner Stenberg, seconded by Commissioner Christofferson to recommend City Council approve the Widseth Agreement for Professional Engineering Services in the Not to Exceed Amount of$ 15, 000. 00 for the Lift Station 18 Reconstruction. Motion carried unanimously. 18. Whiskey Creek Planting Plans Project Monthly Update There was no new information or questions from the commission or the public. 19. Approve the MNL, Inc. Partial Pay Estimate No. 3 in the amount of$ 6, 270. 00 for the Whiskey Creek Stormwater Improvements Project, Municipal Project Number 200292 Public Works Director/ City Engineer Walter reviewed Partial Pay Estimate No. 3 in the amount of 6, 270. 00 for the Whiskey Creek Stormwater Improvements Project Plantings. The payment includes the cost of unit price work completed from October 9, 2024 to December 22, 2025, less 5% retainage. The contractor has earned $ 104, 257. 75 to date, which represents 87. 4% of the contract value. In accordance with the agreement, 5% of the contract value ($ 5, 212. 89) is being retained. Less previous payments by the City results in a payment this month of$ 6, 270. 00. Mr. Walter stated the pay estimate includes the second year of warranty work. The plantings are monitored over the course of the 3- year warranty period, and a portion of the remaining budget may be used for additional plantings to reinforce any locations that may be struggling. The contractor will provide warranty services for three years following completion of the project. The project is currently tracking under budget, but it requires maintenance for the next year. The remaining budget may be spent on replacement plantings if the need arises. The contingency of 11, 934. 23 is budgeted for and is not anticipated to be spent. MOTION by Commissioner Wolf, seconded by Commissioner Stenberg to recommend City Council approve the MNL, Inc. Partial Pay Estimate No. 3 in the amount of $ 6, 270. 00 for theWhiskey Creek Stormwater Improvements Project, Municipal Project Number 200292. Motion carried unanimously. 20. Source Water Protection Implementation Grant Award Results Assistant City Engineer Thompson informed the commission that the City of Baxter has received a 2026 Source Water Protection Grant in the amount of$ 6, 820. 00. The grant will expire on February 26, 2027. The city is able to use tasks outlined in the wellhead protection plan to apply for source water protection grants and the grants have increased from $ 10, 000. 00 to $ 15, 000. 00. The city was hoping to install 880 linear feet of fence but did not know the grant only allowed for 400 linear feet. Staff has requested the 73- page grant document and will propose future grants accordingly. Mr. Walter stated there has been a major issue with kids walking through the property after school from Forestview Middle School and the Elementary School creating a safety concern with the equipment being operated. Mr. Thompson explained the city will have to quote the fence and pay for the installation of the 400 feet of fence at the Public Works Facility. After the work is completed, staff will request reimbursement 1/ 7/ 2026 Utilities Commission Meeting Minutes Page 11 of up to $ 6, 820 as awarded in the grant. If the cost exceeds $ 6, 820. 00, the additional cost will be the responsibility of the city. Public Works Director/ City Engineer Walter stated that staff' s goal is to submit for$ 15, 000. 00 per year. was reviewed with the commission. Mr. Walter stated the big items are A list of the previous awards for fencing around the perimeter of the facility and cameras in the Water Treatment Plant. Council Liaison Cross thanked Mr. Thompson for his hard work to receive the grant. 21. Brainerd Public Utilities 2025 Facility Plan Discussion— Liquid Treatment Presentation Public Works Director/ City Engineer Walter gave a brief review of the Sewer Use& Capacity Agreement from November 27, 2007 which established a Joint Wastewater Board consisting of two Baxter council members; City of Baxter Utility Commission Chair; two Brainerd council members; and the BPU Commission Chair. The City of Baxter has 1/ 3 capacity rights in the Brainerd Wastewater Treatment Plant, therefore 1/ 3 of the estimated project costs would be the City of Baxter' s responsibility. Mr. Walter informed the commission that the next significant phase of the 20- Year Wastewater Treatment Plant Facility Plan focuses on nutrient removal, biosolids management and potential PFAS treatment to meet future limits set by the Minnesota Pollution Control Agency ( MPCA). The 20- Year Wastewater Treatment Plant Facility Plan needs to be submitted to the MPCA by March 6, 2026. The approval of the plan is required to apply for funding by the March 6, 2026 deadline. The City of Brainerd will have 5- years after their next permit to be compliant. The plan has to be completed before the permit is issued, but they have preliminarily heard what may be included with the new permit for developing the plan. INFORMATIONAL ITEMS 22. 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. 23. 2023 Knollwood Drive Improvements Project Monthly Update There was no new information or questions from the commission or the public. 24. 2024 Mill & Overlay and Full Depth Reclamation Improvements Project Monthly Update There was no new information or questions from the commission or the public. 25. 2024 South Forestview Improvements Project Monthly Update There was no new information or questions from the commission or the public. 26. 2025 Lift Station 11 Service Area Smoke Testing There was no new information or questions from the commission or the public. 1/ 7/ 2026 Utilities Commission Meeting Minutes Page 12 27. 2026 Micro Surfacing Project Monthly Update There was no new information or questions from the commission or the public. 28. 2027 CSAH 48 Trail Connection Project Monthly Update There was no new information or questions from the commission or the public. 29. Eagle Drive Area Improvements Project Monthly Update There was no new information or questions from the commission or the public. 30. 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. 31. Holiday Station Store Contamination There was no new information or questions from the commission or the public. 32. Inglewood Drive to Garrett Lane Flood Overflow Control Monthly Update There was no new information or questions from the commission or the public. 33. Lift Station 13 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 34. Lift Station No. 15 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 35. Lift Station No. 17 Reconstruction Project Monthly Update There was no new information or questions from the commission or the public. 36. Water Service Saddle Review There was no new information or questions from the commission or the public. 37. Whiskey Creek Pedestrian Bridge Inspection Project Monthly Update There was no new information or questions from the commission or the public. OTHER BUSINESS Commission Wolf expressed his congratulations for Council Liaison Cross Community Service Provider of the Year award. Mr. Cross was recognized for his extensive volunteer work with groups like Mount Ski Gull ( ski patrol) and youth coaching, with awards presented by the Brainerd Lakes Community Action ( Jaycees). ADJOURN 1/ 7/ 2026 Utilities Commission Meeting Minutes Page 13 MOTION by Commissioner Stenberg, seconded by Commissioner Wolf to adjourn the meeting at 7: 45 p. m. Motion unanimously approved. Approved by: Respectfully submitted: Rock Ylini mi Mary Hauge Chair Administrative Assistant