baxter city council agenda

117 Pages·2017·4.9 MB·English

by  Mary Haugen

BAXTER CITY COUNCIL AGENDA
Tuesday, February 20, 2018
The regular meeting of the Baxter City Council will be held on Tuesday, February 20,
2018 at 7:00 p.m. at the Baxter City Hall, 13190 Memorywood Dr., Baxter, MN.
1. Call Meeting to Order
2. Roll Call
3. Pledge of Allegiance
4. Additions or Changes to the Agenda
5. Public Comments
A. Comments received from the public may be placed on a future meeting agenda for
consideration.
6. Consent Agenda
The following items are considered non-controversial by staff and are recommended to be
read and passed in one motion. Any council person, staff, citizen, or meeting attendee can
request one or more items be pulled from the Consent Agenda and the item will be pulled and
addressed immediately after the passage of the Consent Agenda; otherwise, the following items
will be passed in one motion:
A. Approve City Council Minutes from February 7, 2018 (pp. 5-7).
B. Approve City Council Work Session Minutes from February 7, 2018 (pp. 8-10).
C. Approve the Payment of Bills and Finance Report (Addendum A and Addendum A-1).
D. Adopt Resolution 2018-008 Receiving Feasibility Report and Calling Hearing on
Improvement for the 2018 Mill and Overlay and Full Depth Reclamation Improvement
Project (pp. 14-15).
E. Adopt Resolution 2018-009 Ordering Preparation of Report on 2019 South Interceptor and
North Forestview Improvement Project (pp. 16).
F. Adopt Resolution 2018-010 Receiving Feasibility Report for the 2019 South Interceptor
and North Forestview Improvements Project (pp. 17).
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G. Approve Permit for Retail Sales of Fireworks for Mills Fleet Farm, located at 14114
Dellwood Drive, for the Period February 21, 2018 through February 20, 2019 (pp. 18).
H. Approve Permit for Retail Sales of Fireworks for Menards, located at 15236 Dellwood
Drive, for the Period February 21, 2018 through February 20, 2019 (pp. 19).
I. Approve Temporary Liquor License for the Brainerd American Legion Event on March
17, 2018 at the Northland Arboretum (pp. 20).
J. Approve Purchase of the 2018 Ford F-250 from Mills Motor, Inc. including plow and
accessories, for a total of $40,242.11 (pp. 21-41).
K. Approve the Crow Wing County Highway Department’s 2017 Pavement Marking Cost
Share in the amount of $19,534.59. (pp. 42-43).
L. Approve Amendment No. 2 To Contract No. 45902 Paul Bunyan State Trail/City of Baxter
Trail Connections Cooperative Agreement Between the State of Minnesota and the City of
Baxter (pp. 44-63).
M. Accept Utilities Commission Minutes from February 8, 2018 (pp. 64-71).
1. Approve the Camping World stormwater management plan for 100-year design
on all new impervious surfaces and 5-year design on all existing impervious
surfaces (pp. 72-75).
2. Approve the WSB Proposal for Biological Filtration Water Treatment Plant
Pilot Study and dedicate 40 – 60 staff hours and lab supplies towards the pilot
study (pp. 76-78).
3. Approve the Bolton & Menk Proposal for Engineering Services for the 2018
Sealcoat Improvements Project in the estimated amount of $24,500.00 (pp. 79-
82).
4. Approve the Quality Flow Quote for Sanitary Sewer Lift Station No. 2 in the
amount of $64,890.00 for the 2018 Cypress Drive Improvements Project (pp.
83-88).
5. Approve the Quality Flow Quote for the Storm Water Lift Station No. 2 in the
amount of $69,780.00 for the 2018 Cypress Drive Improvements Project (pp.
83-88).
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6. Approve the WSB Proposal for Right-of-Way Platting of Cedar Scenic Road in
the not to exceed amount of $4,500.00 and have City Attorney Person proceed
with quiet title action (pp. 87).
7. Approve the Bill Ludenia Quote to complete appraisals on five parcels at
$1,500.00 per parcel ($7,500.00) for the Section 6 Area A1 Stormwater Outlet
from Clearwater Road to Woida Road Improvements Project (pp. 88-90).
8. Approve the WSN Agreement for Professional Services for the Water
Treatment Plant Generator in the not to exceed amount of $13,750.00 (pp. 91-
102).
9. Approve the Eagle Construction Company Change Order No. 1 in the increased
amount of $13,550.00 for the 2018 Water Treatment Plant Flume Replacement
Project and change the substantial completion date from March 30, 2018 to
April 13, 2018 and final completion date from April 13, 2018 to April 27, 2018
(pp. 103-104).
10. Approve the Eagle Construction Company, Inc. Partial Pay Estimate No. 2 in
the amount of $86,255.25 for the 2018 Water Treatment Plant Flume
Replacement Project (pp. 105-106).
N. Accept Planning Commission Minutes from February 13, 2018 (pp. 107-110).
O. Accept EDA Minutes from December 19, 2017 (pp. 111).

7. Pulled Agenda Items

8. Other Business
A. Planning and Zoning Actions
1. Adopt Ordinance 2018-003, and Resolution 2018-011 approving Rezoning/PUD
General and Final Plan to allow Gander Outdoors, Camping World and
Overton’s, and a multi-tenant retail development for property located at 14275,
14203 and 14199 Edgewood Drive (pp. 112-117).
9. Council Comments
A. Quinn Nystrom
B. Steve Barrows
C. Todd Holman
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D. Mark Cross
E. Darrel Olson
10. City Administrator’s Report
11. City Attorney’s Report
A. Closed Session, Minnesota Statute 13D.05, subd. 3 (c), Purchase of Property
12. Adjourn

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BAXTER CITY COUNCIL MINUTES
February 7, 2018
1. Call Meeting to Order
Mayor Darrel Olson called the meeting to order at 7:00 p.m.
2. Roll Call
Mayor Darrel Olson and Council Members Quinn Nystrom, Steve Barrows, Todd Holman,
and Mark Cross were present.
City Administrator Bradley Chapulis, Assistant City Administrator Kelly Steele, Public
Works Director Trevor Walter, Police Chief Jim Exsted, and Community Development
Director Josh Doty were present.
3. Pledge of Allegiance
All joined Mayor Olson in the Pledge of Allegiance
4. Additions or Changes to the Agenda
None
5. Public Comments
None
6. Consent Agenda
A. Approve City Council Minutes from January 16, 2018
B. Approve City Council Work Session Minutes from January 16, 2018
C. Approve the Payment of Bills and Finance Report (Addendum A and Addendum A-1).
D. Authorize Mayor and Staff to Execute 2018 BLAEDC Contract for Economic
Development Services in the Amount of $31,000
E. Approve Taxi License for Haskins Enterprises, LLC d/b/a Brainerd Area Taxi for
licensing period July 1, 2017-June 30, 2018
F. Approve the Transfer of the 3.2 Off-Sale Liquor License from Wal-Mart Stores, Inc. to
Walmart Inc. for the Remainder of the July 1, 2017 through June 30, 2018 Licensing
Period
G. Approve Mobile Vending Permit for Log Home Wood Fired Pizza to locate at Jack Pine
Brewery at 15593 Edgewood Drive, subject to conditions of approval
H. Approve the Assistant City Engineer Job Description and Authorize the Advertisement
of the Position
I. Adopt Resolution 2018-007 Relating to Parking Restrictions on Cypress Drive from
College Road to Excelsior Road, in the City of Baxter, Minnesota
MOTION by Council Member Cross, seconded by Council Member Holman to approve the
Consent Agenda. Motion carried unanimously.
7. Pulled Agenda Items
8. Other Business
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9. Council Comments
Mark Cross: Council Member Cross reminded motorists to watch out for motorcycles.

10. City Administrator’s Report
City Administrator Chapulis announced he will be attending the MCMA winter workshop in
Rochester but will be available by phone.

11. City Attorney’s Report
A. Closed Session, Minnesota Statute 13D.05, subd. 3 (c), Purchase of Property
B. Closed Session, Minnesota Statute 13D.03, subd. 1 (b), Labor Negotiations

Attorney Person asked the Council to enter into a closed session under Minnesota Statute
13D.05, subd. 3 (c), to discuss the purchase of property and Minnesota Statute 13D.03, subd.
1 (b), Labor Negotiations.

MOTION by Council Member Cross, seconded by Council Member Barrows to enter into a
closed session at 7:04 p.m. Motion carried unanimously.

MOTION by Council Member Cross, seconded by Council Member Barrows to return to the
open session at 7:20 p.m. Motion carried unanimously.

Attorney Person explained the council received updates from the project engineers related to
acquisitions of easements for the Excelsior Drive and Cypress Drive Improvement Projects.
Three agreements related to the Excelsior Drive Improvement Project are ready to approve
and are related to the Frandsen, Brenny, and Langren properties.

MOTION by Council Member Council Member Cross, seconded by Council Member
Holman to approve the agreements for the Frandsen, Brenny, and Langren properties. Motion
carried unanimously.

Attorney Person explained two agreements, with Dondelinger and Bolei, related to the
Cypress Drive Improvement Project, are ready for approval.

MOTION Council Member Cross, seconded by Council Member Barrows to approve the
agreements for the Dondelinger and Bolei properties. Motion carries unanimously.

MOTION by Council Member Cross, seconded by Council Member Barrows to enter into a
closed session at 7:21 p.m. for labor negotiations. Motion carried unanimously.

MOTION by Council Member Cross, seconded by Council Member Barrows to return to an
open session at 7:35 p.m. Motion carried unanimously.

City Administrator explained staff and council discussed negotiation strategies regarding all
three unions and council provided staff direction on how to proceed.

12. Adjourn
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MOTION by Council Member Cross, seconded by Council Member Barrows to adjourn at
8:36 p.m. Motion carried unanimously.

Approved by: Respectfully submitted,

_____________________________
Darrel Olson Kelly Steele
Mayor Assistant City Administrator
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BAXTER CITY COUNCIL MINUTES
Work Session
February 7, 2018

Mayor Darrel Olson called the Work Session to order at 6:30 p.m.

Council Members Present: Mayor Darrel Olson, and Council Members Quinn Nystrom, Steve
Barrows, Todd Holman, and Mark Cross

Council Members Absent: None

Staff Present: City Administrator Bradley Chapulis, Public Works Director Trevor Walter,
Community Development Director Josh Doty, and Assistant City Administrator Kelly Steele

1. 2019 Greenwood Road Improvements Project
Scott Hedlund, consulting engineer with SEH, explained this is a follow up to discussion at the
November 15, 2017 Cypress Drive open house regarding flooding that occurred in the fall of
2017 on private property adjacent to the Cypress Drive project limits.

The study considered four alternatives to reduce flooding in the lowland area. None of the
options include a traditional gravity storm sewer connection to the proposed Cypress Drive storm
water management system because it is not feasible due to elevation constraints. Hydrocad
modeling software was utilized in evaluating existing conditions and proposed alternatives. Soil
borings completed in 2016 with the Cypress Drive project indicate the groundwater elevation is
approximately 1188 +/- in the area which is the basis of the modeling. Recent survey data
collected shows the structures on the problem lots were constructed at elevations of 1189.5 +/-,
which is lower than structures on adjacent parcels by approximately 4-6 feet.

Alternative one provides the existing lowland area to the north and west of 7980 and 8006
Greenwood Road is proposed to be re-graded into a large pond in order to maximize the
available storm water storage in that area. Due to the proximity of this area to groundwater and
adjacent lowest structure elevations, in order to be effective, the pond will need to be shallow and
have a large footprint. This option requires the purchasing of seven parcels. An enhancement to
the proposed pond would be to construct another cell on the east side of Cypress Drive and
connect it with an equalizer culvert under the road. This enhancement would require purchasing
property from one additional parcel. This alternative also proposes to enlarge a series of existing
ditches along Greenwood Road by grading and connecting them with culverts so they function
together. The main purpose of the ditches is for conveyance; however, they will provide some
infiltration and storage. A proposed storm sewer overflow structure with piped outlet between
7970 and 7980 Greenwood Road would route excess runoff from the ditches to the proposed
pond to the north. Also included with alternate one is the construction of a berm along the north
sides of the enlarged ditches on the north side of Greenwood Road.

Alternative one would require significate property acquisition, clearing and grubbing of the 100-
foot-wide buffer area between the residential and commercial properties, wetland mitigation
permitting, and private utility relocation/lowering along Greenwood Road.
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Alternative two would include a portable pump to pump down the existing low area north of and
newly constructed private pond on 7980 and 8006 Greenwood Road via force main to the
proposed Cypress Drive storm water pond in the southwest quadrant of the Cypress Drive
Industrial Park Road intersection. This is not envisioned to be a traditional permanent lift
station. Rather permanent buried infrastructure would be constructed to accommodate
connection of a portable pump. Included with alternative two is the proposed enlargement of a
series of existing ditches along Greenwood Road by grading.

Alternative two would require property acquisition, clearing and grubbing, private utility
relocation/lowering along Greenwood Road, and likely wetland mitigation permitting.

Alternative three has two options. Option A would include pouring a concrete retaining wall
north of the primary living structures and raising the remainder of the site including garage
foundations by four feet. This would be the same elevation as the windows at the front of the
buildings. This would require four feet of fill outside of the retaining wall, the addition of steps
inside the retaining wall area to the existing doorway, and a sump pump with drain tile.

Option B would include raising the entire primary living structure buildings four feet and pouring
a new eight-foot-tall concrete foundation wall, in addition to raising the garage foundations four
feet. This would require filling around the buildings and raised garages approximately four feet
to provide frost protection of the new elevating footings. Demolition and replacement of the
interior of the lower living units is also included.

Alternative four is for the city to purchase and raise 7980 and 8006 Greenwood Road. This site
would be converted back to green space. The lower portions of the lot would supplement storm
water storage in the existing low area north of the properties. To defray the costs of this
alternative both in the short and long term, it is possible that the City could eventually sell the
lots for redevelopment. Any new development would need a property site plan including a storm
water plan.

Mr. Hedlund summarized the costs for the alternatives to be between $170,164 to $541,825.
Funding options could include private property owners bearing 100% of the costs, a combination
of the city and property owners sharing the costs, or the city bearing 100% of the costs. If a
project were city-lead, levying special assessments to properties within the drainage area
boundary may also be an option.

Mr. Hedlund recommended the study be reviewed with the property owners of 7980 and 8006
Greenwood Road for their input on the next steps.

This project could be constructed independently of the 2018 Cypress Drive project with the
exception of the pond expansion to the east side of Cypress Drive. With this enhancement the
culvert pipe under Cypress Drive would need to be installed with the 2018 Cypress Drive project
to avoid disturbing a new road in the future.

Council Member Nystrom expressed concern that the four-unit building could receive three
assessments in the future.
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The Council directed Mr. Hedlund to discuss the options with the property owners, including the
owners of the four-unit building, and bring their opinion back to a future council work session.
ADJOURN:
MOTION by Council Member Barrows, seconded by Council Member Nystrom to adjourn the
council work session at 6:55 p.m. Motion carried unanimously.
Approved by: Respectfully submitted,
_____________________________
Darrel Olson Kelly Steele
Mayor Assistant City Administrator