Okay, no, I'm just kidding. Um, we're going to get started. Uh, just a reminder for some people, put your phones on silent or airplane mode. Um, so this is the, uh, city council, a regular city council meeting for Minatrista for September 15, 2025. I'm going to call the meeting to order. It is 6:30. And first order, I'd like to ask that you all stand and join me for pledge of allegiance. I aliance to the flag of the United States of America and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all. >> So, welcome everyone. Um, for those of you that are here this evening in person, as well as those of you who will be watching later on on YouTube, um, I'm going to start with some introductions. And I'd like to start out first introducing you to our brand new city assistant administrator, um, Paula Bowman. She's on the end here. As you recall, um, Alli Paloo left us for greener pastures, uh, and she is now the administrator in Breezy Point. and Paula comes to us from uh Delano with many years of experience and we're so glad you're here and looking forward to working with you and many years of um working together here in Minatrista. So welcome Paula. Um, next to Paula we have our uh public works director Gary Peters and then we have Allison Falsky who is our um city engineer with WSB. And then council present we have Brian Govern, Claudia Lacy, Peter Vicky, Kathleen Refkin. I'm Lisa Whan. I'm the mayor. And then to my right we have city administrator Jasper Krugal, finance director Brian Grim, and on the end we have our chief of police uh Craig Squires. And then also remotely um joining us is our legal um expert Sarah Sansala with Kennedy and Graven. And then David Ael is also remotely and then Ann Meerhoff is our city clerk and she is taking notes also remotely. And then we have two special guests here this evening. We have Emily Brown. All right. And she'll be doing the presentation for the public hearing. And then Aaron Bulmer is here with A2S. He's going to be giving us an update on the water treatment plant. So, with that, uh, we're looking for approval of the agenda. Are there any additions to the agenda, changes? If none, is there a motion to approve the agenda as presented? >> So move. >> Thank you, Mr. Refkin. Is there a second? >> Second. >> Thank you, Mr. Vicky. Any further questions? Hearing none. All those in favor signify with I. I. >> All those opposed? Motion passes. 50. Tonight we don't have any special presentations. Do we have any persons to be heard? Uh, nobody signed up, so I'm assuming the people here this evening are probably for the public hearing. Um, we'll move on to consent agenda items. Uh, they uh consist of a approve a work session meeting minutes from um 8:18 2025. B is approve a city council regular meeting minutes um also from 818 2025. C is a resolution to approve claims. D is a resolution to approve on sale intoxicating liquor license application for Everly Farms. E has approved the SCADA task order number three with A2S for upgrading the city supervisory uh control and data acquisition reporting system. F is approve agreement with West Tanka school district number 277 for the lease of election equipment for 2025 school board elections. G is approve a second home agreement at 2585 Highland Road and H is a resolution to accept improvements and authorize final pavement payment not pavement payment for well number three for the rehabilitation improvements. Are there any you wish to remove? >> None. Is there a motion to approve consent agenda items A through H? >> So move. >> Thank you Mr. Vickery. Is there a second? >> Second. >> Thank you Miss Refkin. Any further questions? Hearing none. All those in favor signify with I. I. All those opposed. Motion passes. So if you're here for any consent agenda items, they have been passed and you are good to go. Uh next we have a public hearing that tonight our public hearing is um for our street our 2026 street project, our public um improvements. This is a public hearing. So Emily is going to give us um an update or a presentation and after that we will open it up to the public for comments or questions. Thank you again for joining us. Emily, >> thank you. Thank you madame mayor and members of the city council. I'm here to talk about the 2026 proposed street improvement project. >> Oh. Uh so just as a little background, the city of Minitrista is focused on improving street conditions throughout the city. Uh streets are always initially evaluated based on the condition of the pavement surface and then we uh look at the streets defined for the project and do additional pavement cores uh as part of our uh work to determine the full scope of the project. uh for this year's project or for next year's project I should say uh Game Farm Road north and east from Connor Road 26 to Conor Road 110, Willow Court, Maple Lane, Saunders Lake Drive north and Cedar Court, Batswood Drive, Lane, Saunders Lake Drive South, Walnut Drive and Cherrywood Court, Pinnacle Way and Lakeside Drive and Lakeside Circle are all listed for improvements. Just looking at some u pictures of the existing roads. Uh Lakeside Drive and Lakeside Circle were built in 1997. Based on the pavement condition, we're seeing service stripping and some cracking. Similar condition on Pinnacle Way. You can see the picture there on the right. Uh Bassford Drive and that area um were built in 2000. Again, similar surface stripping and some cracking. Willow Court was built in 2002 uh and is showing a similar condition. Uh Game Farm Road north and east um up to just a little past Blair Road. They were built in 2010 and showing some longitudinal cracking and surface stripping. There's a portion of Game Farm Road that is older that goes from Blair until where it becomes an urban curb section uh closer to the school in County Road 110. Um that was constructed sometime around 1990 and was not included in the 2010 improvements. Um since that time that section of road had been patched and repaired numerous times. You can really see it in that photo. So, in general, what we're looking for improvements is uh milan overlay. This work includes removing the top two inches of the existing pavement and replacing it with new asphalt. Pavement cores were taken uh throughout the areas and some areas were recommended for full pavement removal and replacement. That's removing the entirety of the existing pavement section, replacing it with new asphalt. the uh in place aggregate base which is the section that's below the pavement would remain in place. Uh areas identified with this were Game Farm Road, Backward Drive, and North Saunders Lake Drive. Uh street grades would match existing and we'd make sure that we tie into existing driveways and match drainage patterns. There might be some minor adjustments to help improve drainage. uh spot curb repair. It will be looked at for all the areas that have curb and gutter and pedestrian ramps would be installed on the trail on Ser Lake Drive North um West Edge Boulevard. Okay. Um street risk would generally remain the same on all mill and overlay areas. The section of game farm road that was full depth removal and replacement had a varying width. That's because of years of patching and repairs that were done on the road. So, we'd propose that that section be made a 22 foot wide pavement section with two foot shoulders. This would match the other rural sections of game farm in the area. >> Emily, would the shoulders be gravel or what? >> They would be gravel shoulders. Correct. >> Uh staff has also requested improvements on uh West Edge Boulevard be included in the project. uh cores were obtained in 2024 indicate that this uh would generally be a mill and overlay, but the portion between Willow Court and Sugar Mill Lane would need a full depth removal and replacement. Uh street widths and grading would remain the same. Minor adjustments for drainage patterns uh where possible. Spot curb and repair gutter repairs throughout as needed. Um portions of the of this road are within Mound City limits. staff has been in discussions with the city of mound and they would be uh supporting the project by covering their portion of the proposed improvements which is estimated to be about $112,000. Additional design fee for this would be uh $7,700. We're also looking at potentially doing some trail improvements. Uh this would be a mill and overlay of the trail along Saunders Lake Drive north and West Edge Boulevard. Uh this could be included as bid alternate uh for the project to be added or remove the project um after bidding. Utility improvements. Um public works is reviewing the manhole conditions throughout the projects. Uh we'd look at installing uh INI inflow and infiltration barriers on the sanitary manholes where needed. Um, again, that'll depend on the um public works review of which one's needed in the area. Uh, it would also be beneficial to replace two culverts under Gainfarmm Road and clean the info inlets of all culverts on Game Farm Road as part of this project. This is not included in the feasibility report. Um, adding this work would require uh some additional design and wetland permitting for a fee of um $600. Okay, there's a summary of the project cost. So, for surface improvements um on all the roads, that's just over $2.8 million. The bid alternate rail improvements on Saunders Lake Drive North and West Edge Boulevard are estimated at uh 23,000. The culberts uh cleaning culberts and the culbert replacement on game for our road are estimated at uh just under 70,000 and West Edge Boulevard uh street improvements are estimated at 450,000. This would bring the project total cost of 3 uh I'm sorry 3,370,000. The city is Trista assessment policy uh portions of cost of the assessed will be assessed to benefiting property owners um per Minnesota state statute 429 and the city's assessment policy. Historically, this has been approximately 50% of the the total project costs. Project costs associated with the surf and and storm improvements would be assessed. Hardship deferrals may be available for senior citizens, disabled persons, members of the National Guard, and military reserves. payment period is typically 20 years. Assessment payment questions can be directed to Brian Grim at the city finance director. >> But Emily, there are no um storm water projects in the assessment area. Correct. >> Uh the Colbert replacements would be within the um >> they are within that. >> Mayor Whan, if I may, I'm sorry to interject. I think one of the things that we can look at too, if I'm if I'm not mistaken, the storm sewer culvert work uh that's within the portion that's the state aid route. >> Correct. Right. >> So, we could certainly look at having um state aid if council would like us to to direct us to have state aid pay for that. We certainly could. Um, and I believe we're actually um, and Emily can go over this later on in the um, in her presentation, but with um, the estimated assessment amounts, what it would be based on the city's policy versus wouldn't really change. >> Correct. Yeah. Correct. >> Okay. And so, yeah, I think you said 69,000 is estimated for the culvert projects on game farm and we can use state aid because they're all within the state aid area section. Correct. Okay. Thank you. Can I ask a question quick? Is that West Edge Boulevard amount is that with or is that the total portion or is that there's the city amounts portion is that our portion 450 or is that the total amount? >> That that's the total. >> Okay. So then >> the 450 is the total >> total. Okay. So then the 112 would be or there was an amount that was city portion, right? >> Yeah. Ours would be 337500. Yeah. >> Okay. I'm assuming that's based on lineal feed. >> Yeah. >> Yes. Yeah. Okay. >> Uh so for the pro proposed assessments on Game Farm Road, this is the full depth removal and replacement area on Game Farm. Uh we are estimating a assessment amount of $10,000 per unit. There are 15 properties adjacent to the full depth removal and replacement area that are proposed to be assessed. Um the city's policy is to assess 50% of the street and storm cost. Based on the policy, preliminary assessments um would total to be approximately 16,200. Um but uh proposed preliminary assessment amount is 10,000 which is the assessment cap based on special assessment analysis from the 2023 reclamation and reconstruction project. Okay. So looking at the funding, uh the surface improvements would be funded through a share of the city responsibility, which is just under $2 million, state funding, which is $740,000, and then the special assessments. Um the bid alternate uh would fall under the city's res um excuse me, city's responsibility for the trail improvements. Uh the culverts as mentioned before would be funded by state aid and West Edge Boulevard would be shared with the city of Mound for their portion within their city limits. >> And so Emily just another question for uh funding the 228 that would come out of park dedication funds. Is that can we use park dedication funds for that? >> We have in the past. Yeah. >> So I mean I'm assuming that's where it would come from. Yeah. Okay. All right. Thank you. And then also just for clarification, sorry. All right. Actually other funding is 140,000 and then the city's portion is 1,948,000 because we we are actually being assessed one of those assessments. >> Okay. Yep. >> Just just just so that people understand that we have property there. We have to pay an assessment. So our so other funding would be 140,000 whereas the city's responsibility be would be 1,948,000 versus 38,000. Just so we're all clear on that. Okay. Thank you. >> Thank you. >> Looking ahead to the schedule, um we had a neighborhood meeting on July 14th. Um the city council accepted the feasibility report and called for this hearing tonight on August 4th. Uh tonight is the improvement hearing and uh should the council move to move forward they would authorize the preparation of plans and specifications with the intent to open bids in January of 2026. Uh has the assessment hearing uh with the bid information and the award of contract would be in February with construction happening between June and September of 2026. Uh just want to note that that's a wide range of construction. This is a a larger project area. We do not expect any of the given streets to take that full duration. It would be much shorter duration of construction uh than that full time listed. >> Right. >> With that, I would stand for any questions the council may have. >> Council, any other questions? And the the only other thing I'll maybe mention, I think we talked about it last time, there will be like a a concurrent 475 more on the bonding side or whatever that we'll we'll have some touch points in later this year or whatever. So, as far as that, >> because we're going to be bonding for some of this obviously. >> Okay. Um, so thank you Emily at this time. Um, you can stay in case there's other questions. Um, so I'm going to open up the public hearing and if you're here regarding the, um, project that Emily just described, uh, I'm assuming if you're here, you're probably on Gamefront Road or own property on Gamefront Road, but if you're not, you can still come forward. You'd have to come forward. Uh, state your name and address at the podium and we'll be happy to take your comments, a ask answer your questions if any. Anybody >> who has been ever hit with special before I seen there was my name Robert Molton and I'm a five game farm. >> Um I seen that there was a a note on there with the special assistance for seniors in the wall with my neighbors. They're all in that category. So I'm kind of curious what does that what does that mean? I'm gonna let Brian Oh, >> as far as the uh potential uh deferral or is that right or >> it's based on like uh income and and balance sheet type things. So, you just can't blanketly get the deferral. You have to be there's there's guidelines per I think our policy that sort of follow some state guidelines too that um there has you have to meet certain I guess thresholds to qualify for that deferral >> even if there's so just because they're seniors doesn't automatically qualify them >> in the past got to be clarified that there's there's yeah requirements that need to be met that are income and asset related that usually I've never seen anyone meet it here in my time in my almost 20 >> but the The other thing too is that if they are deferred, it continues to acrue interest. >> That is the Yeah, that's the big >> So that's kind of the drawback. I mean to some extent. Yeah. >> The special assessment is assessed what what rate I think I seen it was over 10 or 20 years or something like >> usually 20 years. >> 20 years. Yeah. >> Yeah. >> And it's usually um we do the account since it's our policyy's up to 2% above the what we can issue debt for. So sometime you know a percent or two above that but so you know if we issue debt for three and three three and a half or 4% >> but that's% we need to discuss that because we're not issuing debt for the game from road project because it's MSA dollars. So then that would be the question are we going to >> I mean we'll have some interest rate but since we don't have any debt for that you know it might be two or 3% then >> we usually use the the market rate I mean the market rate you know but usually then if we don't issue debt specifically we use the what the going market rate is which obviously we get that from our financial advisor. Okay. Yeah. >> So I mean >> it might be three and a half or 4% or whatever that market rate >> and usually between 3 and a half and 5% or so in the interest rate. So >> Mayor Whan, if I may also um so uh there is an assessment hearing associated with this. So this is the first of two assessment of two public hearings. And so um if once we get to an assessment hearing, the notifications would include the um proposed final assessment amount and the terms of the assessment. So both the you know the 20-year terms and the interest rate at that time. So that would be included in any correspondence um prior to that hearing. >> The other thing that we're we're at is there a significant runoff that goes from through our property and out into Dutch Lake >> is in this project. Has any of that been discussed or addressed? >> Um >> or is the city even aware of it? >> We might not be aware of it. Um so those are things you really um should have um Emily and or Allison about would it can they still connect with you folks and Okay. So they still would have time to do that. >> Okay. Because we would want to address it now versus later. >> Well, before the road. Exactly. Yeah. >> Okay. All right. Thank you. Um, anybody else questions or comments? >> I assume you know that guy. So, you're not trying to choke him. So, all right. And I just want to say the the assessment is um probably not going to go down, but it's not going to go up because the 10,000 was the max. The >> Yeah. >> the the only the only way the assessment would go down is if uh the um guesstimated numbers here or estimated numbers go down significantly and 50% would be less than the 10,000. Just so that's clear. >> Okay. >> Okay. >> Uh >> you need to state your name. >> Oh, address a 6010 game farm. I live >> across the across the road from Mr. Molton. Um in fact, >> a lot of my property that runs under a culvert that runs through his property to get to the lake. Okay. Not sure what the question David is, it's only the U so I I don't know what the mitigations or how what the scope of all of that is. Um in number 14 up there um belongs to the school. Are they assessed or they are tax free? >> No. Um with assess they're taxfree. They don't pay taxes but for assessments um nonprofits do or government entities do pay assessments. >> Okay. And then we do too because we own one of the parcels that's in that area. That's why I clarified that earlier. Okay. >> Did I understand correctly that one of your algorithms were figuring out assessments went to what 17,000 or 15,000 or something >> based on 50% of the cost? >> Okay. But you're capping it based on precedent in other places, >> right? >> Okay. Uh what was the other question and I see that you're assessing people who are indirect like three and four there are not addresses I don't think >> yeah that's a good point >> but they are explicit but >> right um maybe Allison or somebody can answer that I think they have to access their property via gamefarmm road Yeah, >> that's correct. >> And so that's why they are being assessed. >> Okay. But you don't assess people that are >> upstream on Game Farm Road, even though they're mostly using this to go in and out. >> Well, they've already paid an assessment back in 2010 when we um paved Game Farm Road, all of those properties were assessed. And just FYI, they were assessed 12,500. Okay. >> Yeah. We were assessed >> back in 20 or 1990. Did you decide? Thank you for looking up when that part was paid. Um, back at that point, we asked whether we could pay that half of that assessment or part of the assessment and finance the rest. >> You can do that. >> That was not possible at the time. >> Oh, >> here you can you can pay the first year of the assessment. you can pay either in full or you can pay a partial but it's only in the first year because then what whatever that remaining balance is is at the county and it's paid through prop you know with the annual property taxes unless you subsequently pay off in full in a in a in a future year right >> you can't make partial payments other than the first year >> you can make a partial or full payment then after that it's every year unless you want to pay it off completely so let's say in year five you go oh I've got an extra 5,000 whatever ever the amount is, then you can pay it all off. >> Okay. >> That would be to the city at that point. But otherwise, it's Yeah. Whatever is not paid off just gets paid with your, you know, semiannual property taxes. It's just one of the line items on your property tax bill. >> And the re and the interest on that is not yet determined, but since you're not bonding this, you're paying this project out of cash, your portion >> more or less. It's our it's a >> different >> I can't go into um world project um 101 but uh we get certain funding from the state for this road >> several columns of where exactly came from but >> so the city's portion >> y >> you're budgeting for next year right >> pay it all >> um more or less >> we're going to be bonding for all the amounts that aren't coming from another funding source if it's not coming from state aid or something so we are going to issue a bond for >> the project next year. >> Correct. >> I think it was just I think they were there was the delineation of some of the monies coming from state aid. So I guess more to clarify, we are bonding for this project. We don't have, you know, $2 million sitting on hand or whatever. >> We're not bonding for 3.3 million. We're probably going to be bonding for 2.5 million. >> Okay. But but we end up paying we end up basically borrowing the money from you guys. >> Yes. Basically. And we're just another way to to finance it. I mean, if some people pay it off in full a lot of times if they either have cash on hand or if they can get a better interest rate through a different, you know, Yeah. place, then it's like they'll decide to pay it off. They think think the rate's better than our rate, I guess, or >> Okay. Well, I mean, the pe the people down game farm, you know, were assessed 15 years ago. We were assessed 35 years ago. >> Yeah. Um, I'm not in a hardship situation. I don't see it improving the value of my property because back then it went from gravel to paved. Now it's going from an old pave to a new pave. Willow is not going to make a difference on that. But in my book, it's a relatively small amount. For other people, it isn't. >> Right. I I understand. No, I I I get it. Yeah, >> I have one other question. >> You have to come to the podium otherwise um the recording. >> Yeah. No, no, we'll hear you. We'll hear you. Uh the recording won't hear you. So, >> be good. My property is number two up there, right? and the neighbor property three and five >> are pay >> same size property but it's two different lots owned by the same person are they going to be two paying two assessments >> probably >> two buildable >> you're saying it's um which which parcels >> three and five is owned by the same person and their access or driveway goes >> but there's two houses though right >> it's it's usually if they're two buildable lots >> if they're two buildable lots then We we just generally assess them both. If there I'm not sure why it's split like this >> because she bought the property to have access to it. >> So in other words, her house that she purchased was on three, right? >> Oh, I see what you're saying. Her house was on three. >> And when she So she didn't have real access. So she bought five >> to have access. >> To have access. >> Yeah. >> Well, >> she should have come. She should have she should have come because then the council can decide whether they're going to assess one lot or two lots. Um >> if I may. >> Yeah. >> Oh, sorry. >> Oh, I can go ahead. Okay. Thank you. Um because it's buildable, um she could combine them into one lot and then she would then get one assessment. We've we've done that. We've given that option on I think on Trillium there was a there was a property that had two lots. Um, but because it's buildable and then that could be sold off as a separate lot and they could have a shared driveway agreement, >> then it gets assessed as two. >> I think if that was >> if that was sold right now, you couldn't subdivide that small >> Right. >> Right. It's it's 10 acre minimum, but it's it's a legally non-conforming lot. Um, and she could combine the two if she wanted to and have one lot, but then in the future she couldn't subdivide them. >> And there's a cost to combining the lots. >> Not much. It's not that much. Yeah. It's not that much. >> Yeah. Yeah. It's it's it's not that much. So, if if you talk with your neighbor um and she's interested in that, she should let us know immediately. >> Okay. >> Thank you. All right, >> nice neighbor. >> All right. Anybody else have questions or comments? And so, um, as Allison pointed out, there will be another, uh, public hearing regarding the assessment dollars, which, like I said, won't be any more than 10,000. And then we'll also explain the, uh, interest rate and, and do some more explaining on other things. But with that then if there's nobody else council any questions hearing none then I'm going to close the public hearing and move it on to our next agenda item and that is um order improvements and authorized preparation of plans and specs. And this is uh where if you have issues uh drainage issues, please please contact um our engineers so that they can work with you on your property specifically and make sure that all those drainage issues are taken care of prior to the plans being finalized. So um with that, um is there a motion then to order the improvements and authorized preparation of plans and specs? >> So moved. >> Thank you, Miss Revkin. Is there a second? >> Second. Thank you, Mr. Govern. Any further questions? Hearing none. All those in favor signify with I. I. >> All those opposed. Motion passes. 5. So, next we're authorizing adding West Edge Road to the project. Any questions on that? I mean, if we're in the area and we're doing all this and we can get $112 or more from Mound to help out, um, let's do it. All right. Then um I need a motion authorizing adding West Edge Road to the project. >> Thank you, Mr. Vicky. Is there a second? >> Thank you, Mr. Govern. Any further questions, comments? Hearing none. All those in favor signify with I. >> I. >> I. And then authorize additional WSB fee uh for that and for the I think it's the West Edge project. >> Thank you, Miss Refkin. Is there a second? >> Second. >> Second, Mr. Govern. Thank you. Any further questions or comments? Hearing none. All those in favor signify with I. I. >> All those opposed. Motion passes. 50. Thank you, Miss Brown. Please come and join us again sometime. All right. Next, we'll move on to our business items. Emily, could you close the door for us? Thank you. Um, we'll move on to our business items, and this is approving ordinance 502, which is a tobacco licensing moratorum. Mr. Jasper. >> Yep. Thank you, Madam Mayor, members of the city council. Uh we discussed this at the work session. Um essentially, this ordinance will put up to a 12-year uh moratorium or 12 month sorry 12 month uh moratorum on issuing any uh tobacco licenses. Uh and that'll allow us time to update our city code. So between if this is approved tonight um between now and and at some point within the next 12 months uh we will bring forward ordinances uh or an ordinance to update our tobacco code. >> Thank you. Any questions? Um all right. Is there a motion then to approve uh amendment uh the uh ordinance number 502 for the tobacco licensing moratorum? >> So moved. >> Thank you, Miss Lacy. Is there a second? >> Second. >> Thank you, Mr. Vicky. Any further questions, comments? Hearing none. All those in favor signify with I. I. >> I. All those opposed. Motion passes. 50. And next we'll move on to approving the amendment to A2S task order number 11. This is for the water treatment plant design and bidding. Good evening, Mr. Wner. Thank Aaron. I'll call you Aaron. It's easier. Um, take it away. >> All right. Madam Mayor, members of council here to answer questions regarding our amendment request for our contract for design and go over the updates that were made um over the last month or so uh to modify the site and architectural outside um based on feedback we received from the residents. So with that again we'll talk about site plan adjustments, architectural adjustments and schedule. So, if you recall, um the original set of plans that was issued to contractors included this site design. Um we decided to uh extend the road kind of to the northeast. Uh we felt that it minimized the impact to the community. Any truck traffic coming in and out of the site during construction and during operation would be outside of the community. Um and we just felt that that was a benefit. There was also an existing easement uh that Met Council was utilizing through three rivers park district park for force main um so that it was it was open and it seemed to make a lot of sense to go that route. Um after issuing uh plans out to contractors um the community uh was provided a site plan based by the developer as we were working through easements. Um and they uh reached out to Jasper and city staff uh essentially complaining about um us utilizing that route behind their their homes. Um what we didn't know or weren't really uh appreciative of when we made that decision was a lot of them appreciated the kind of the natural um wooded feel behind their home and then they felt that well that that driveway is pretty narrow and and low impact. It would still impede kind of the the feel of their their backyards. And there was uh clearly some statements made by the developer when they sold those lots that they felt that were they were misled when they purchased those lots that they didn't uh fully understand that there would be a driveway uh in their backyard. So um after uh lots of discussions with residents, we met with them, we heard them out, also met with Ga uh to talk about uh their concerns. uh we uh city staff and A2S uh met to talk about improvements or adjustments to the site. So um this is just a zoomed in view of >> but the council also agreed that we would consider u making that adjustment. >> Yeah. >> So I just want to make that clear. It's okay. >> Yep. Um so we move forward to to make those adjustments. Uh I fully appreciate that we did we moved forward to make those adjustments A2S did without formal approval of our amendment. But it was clear that these adjustments needed to be made and we didn't want to delay the project any further. So we just we started on those knowing that we would be here today to discuss the amendment request. So uh this is again a a image of the the original site and how it was laid out. Really our our goal in this original plan was to minimize the amount of improvements on the site cost standpoint. We felt like you know just the driveway in and out minimal landscaping. We did have an allowance in the bid for landscaping uh trees and things, but that would be uh kind of worked out during construction with the contractor and uh the city's uh landscape uh provider that they utilize in other city projects. Um after hearing uh the community uh and the their um concerns about that driveway, they um recommended that we uh instead redesign the site to connect to I believe it's both Barry in the neighborhood. We expressed to them our original goal of trying to minimize the amount of truck traffic during water plant operation that would come through their neighborhood. Uh, and they really didn't have a concern of that. So, we told them that by putting the driveway there, they would have chemical trucks driving through their neighborhood to access the water plant and utilizing that driveway between homes to access the water plant. and they felt like that was an acceptable alternative having the driveway behind their homes kind of in a wooded area. >> A bit of a surprise to me, but that's they were very clear >> because their homes aren't next to the new road. >> Correct. And I think and I also think that those two homes also aren't sold yet. Their lots aren't sold yet. So, >> yeah, >> opportunity for Ghana to be very clear now for those home buyers. >> Plus, they can plant trees. >> Plus, they can plant trees. Plus, it's not like So, the other thing is too, um, we're not talking, you know, 20 trips a day. We're talking, you know, two, three trips maybe a day at the most. >> Not even. Yeah. A couple trips a week, probably. >> Especially with the new SCADA system, >> right? Chemical, right? There there's always that perceived risk, right? It's well, very little. There's the perceived risk. So, uh, we try to minimize it whenever we can, but they were clear that they they preferred this option. They also wanted to do everything in our power to shield the water plant from their view, which I appreciate. As much as I love water plants, I appreciate that people don't want to look at them every day. Um, so we also took the the dirt that was being you excavated from the water plant site and build what we call Mount Minatrista. Um, >> hey, maybe we'll have the highest elevation in Henipin County. Hey, there you go. >> Great sledding hill for the kids. Maybe. Um, but for perspective, the top of that uh that now hill is essentially the same main the same as the main level of the homes uh in the neighborhood. So, um basically if they look out their main level, they would see the very top of that burm. you will still likely see the water plant, but we're also planting trees on top of that that hill. Um, so over time that will continue to uh shield the water plant from their view. Um, and this is really the extent of of the the space that we're utilizing. We are no longer utilizing that drive-in and that easement on Three Rivers Park District. So, that's now been removed from the plans. It focuses a lot of the work for the contractor into a smaller location. It also utilizes more dirt that we're you we're excavating from the water plant on site so they don't have to haul that off. So there's some cost savings there. Uh and there's some cost savings in the amount of asphalt that we have to put down. >> Like a million dollars cost >> a million. I I wish it's it's uh a magnitude less than that. But it is it is money. Um uh and long-term there's less for the city to maintain, right? There's less asphalt, less carbon gutter. Uh there's there's only one storm water pond in this design. the original design had two uh because of the length of the road and just how we could drain things. Um so it is a much more compact site. Um so we feel uh good about that. We also did our best to accommodate the existing pickup court. So we're not removing that and replacing it. It's staying and we're just working around it. So we had to uh adjust the grading to accommodate that. But uh for all intents and purposes I I think the modifications really look good and I think the community will appreciate that. >> Plus we don't have to plow so much in the winter. Correct. Is there still room for a basketball court? >> There could be, but the um if I may, the neighborhood residents that we've talked to have indicated they do not want a basketball court. >> So, >> I mean, that's fine, but the rest of the residents want that and expect it since they aren't getting the ballpark there. So, I mean, these people are getting their new road and a huge hill. Um, for the other 900 people residents in the neighborhood, they're expecting a basketball court, >> which has been told to them, >> it appears there'd probably be there'd be space for it if if that's what you'd like to um put in there. So, we still could do that. That's the prerogative of city council. So, also um to help illustrate to the to the residents the um what I'll say the improvements we're doing to the site more so help them understand the amount of landscaping and tree coverage that'll be put on the site. We took it a little bit further. We worked with WSB to help with an actual landscape plan that will go into the bid package now. So, allow contractors to to work that into their bid. Uh and this is the landscape plan. So green is normal turf grass that's mowed. Uh the orange color is more of a prairie natural prairie grass. Blue is for the storm water pond. So um so there, you know, there's a lot of trees being added to the site, a lot to the top of that burm and kind of the drive in. Um so the the site will m look much more wooded once it's all done and and as it uh grows. And then can since this is park area, can the landscaping be paid for out of our park dedication fund or out of our tree? How about this out of our tree fund? Because it's trees and it's for environmental purposes. >> So the only thing we probably a little bit is the trees. Gary's probably got things we can spend that on as well as as park dedication. There's always park improvement. >> Maybe tree fun. There's going to be just to remember we started ash removal. >> I got one in my backyard. >> Hundreds. >> I know. Tell me about it. >> Then >> yeah, >> we should probably look at saving some of that money for >> Yeah. All right. Well, let's just find figure out what the landscape tree um cost is going to be and how we want to pay for it then. We'll do that later. Okay. We can ask like the whichever successful contractor wins project, we can ask them for a breakdown from their sub and >> okay >> decide where that >> Yeah. Okay. >> So with the Thank you for sending the spreadsheet and all my questions with the the spreadsheet you sent um with the breakdown of all the hours and all that. A lot of that is before June 16th when we changed the plans. >> Sure. So why are why is that $80,000 in there when the change I'm I'm totally fine and understand we have to pay for all the changes we threw at you after June 16th and that's like $53,000. >> So when you take out all the ones on this itemized list from before that >> it's like $80,000. >> Does these go back so assuming the dates are right these go back to like December, February? >> Yeah. >> April, May. Hey. I mean, >> so that was um so as as we progressed through the project, originally in a weird way, originally when we scoped the project, we assumed we would be putting a driveway in like this. After we looked at the site and saw the easement that we had uh to we actually went that direction and the additional work to go that direction added a lot of easement coordination with all of those different entities. Uh I personally didn't fully appreciate the amount of coordination that would take to coordinate with you know Ga Three Rivers you know Met Council uh Mindot for that that access to Highway 7. Uh so that plus the project management time um I don't think it's quite 83 but I think the the civil again I didn't break it down by the bulleted list in the amendment just because of the way people record their time but more by our practices and how they do work. So our civil group I think was like 40 something electrical. So just to redesign the electrical on the site was about 13 I believe. >> Right. I understand that. But like what I'm saying is so the breakdown you gave me has dates that were before this. >> Why weren't those dates already paid for on all of the other invoices and why are they included in this 130? >> Some of them weren't. So I guess the the we bill you know as time come in comes in monthly it gets added to an invoice and it's build. Um, and you know, we we have phases of a project, right? 30, 60, 90. So, again, some of these are, you know, little hour here, a little hour there. Oftentimes, they don't add up too much, so we don't really worry about it, but once you get to the end of a project and things start to trend beyond our budget, we look back and say, "Well, we've been working on easements a lot here, and it starts to add up, right?" But we we tend to bill it as it comes in. Um, >> so they've been paid. >> They've been paid. We've been paid. But they couldn't. But then then why is there >> I haven't bill I have a lot of time held because I can't >> the way we run our projects. I can't bill over my contract amount. So I have time that I'm holding that we've put in on legitimate project work that I haven't build because we build stuff that was out of scope as we as we acrewing the costs. So it's all legitimate time. That's why I sent you the the full spreadsheet because it's time that we've build as things are happening. Um, >> but you're including it in the amount that's been over the 130, >> right? Because in the amendment request, it includes all the easement coordination that happened throughout the project. >> And when we kind of paused in that like February, March time frame and we went through a lot of the different iterations, our team, you know, there's a lot of when you start and stop and you have to, you know, adjust things. That took a lot of rework for our team. So, as I went through and just looked at comments, that's why I sent you the comment report because it way >> I mean, I I read it all. I highlighted all >> full spreadsheet, you know, I really got into engineer world there and he gave you a breakdown. That's one I just the comments. >> I mean, if you look at some of the billing like one guy worked 151 hours in a month that's that's full-time. >> Is that Yeah. So that's Ross doing various things. Uh that's he's that's probably >> so Erin what what I'm um going to ask so right now um the 149688 is that it um at that is total and that brings us up to speed or up to par with everything back all the way back and so then we then we're good and some of that 149 is also the reworking of the roadway to the new layout and and that and so um kind kind of in your estimation, how much do you think, again, I can't I know you don't know exact numbers because it's just an estimate. How much do you think we're actually going to save by doing this new layout? Um site um is one storm water pond versus two. Um most of the um excavation dirt is going to be on site. They don't have to haul it away. Um and then it's a much shorter uh road to or driveway to construct. What what do you think that will save us? >> So, I actually had my team look at that. So, we're we're saving um between the asphalt reduction and the dirt work uh reduction, we're saving about a h 100,000 in just that work. Okay, >> we have to add that retaining wall on the north side of the parking lot because we we've tightened the site up a little bit. >> Okay. >> I mean, that's probably 45 $50,000 of retaining wall. Um so, all in all, we're probably saving up about $50,000 in site work. Okay, >> that the will be removed out of the contractor's bill. >> Okay, >> so it it is a >> not huge, but I'm just trying to put this in perspective. So actually the 149 150,000 is really like 100,000 over in terms of I mean terms of overall costs. >> Yeah. >> Right. But I think I mean for me the issue is the 130 not because some of that is going forward, right? 132. Some of that is what should have previously been built >> according to the dates of the services >> and it was so I guess that's that's where I I think I I see where your your questions are. If it's >> I would consider it out of scope work that we build because that's how when when people build to a project, you know, I review basically the time. Well, if it's already been build and it's already been paid, which and so far you've maxed out the 1.1 million that was paid. So then why are you asking for another 149 if it's already been build and we've already paid it and you're within budget for that? >> I will be within budget with them. And >> so I have time that that we're holding that I have not build yet. That is >> right >> is scope time. So, so if we look at it a different way, if I hadn't built that time and I had held budget to build the time that was for inscope work, I would just be billing you that time now. So, I just basically because it's it's a long project, right? It's a year. We don't want to hold time and and not bill it for that long of time. So, we just bill the time as it comes in. So, we have been paid for it, but I have >> You have more you have $149,000 >> of of time that's I'm holding because I don't have contractual ability to bill it right now. >> Right. max early, >> right? And so now now in order to continue working, you need the 149,000, >> right? >> Yeah. >> Oh, >> so it's it's we've already paid for work that wasn't in the contract. >> Oh, I understand. >> And then now we need to decide and we can't really stop the project, especially not for, you know, 149,000. And and when you do the m the differential between what what's going to be saved versus what we're spending and additional the engineering fees, it's about 100 grand. >> But clearly you knew a while ago you're going over budget and >> that's not maybe that's >> I get to ask the questions. >> I think he knows this. Jasper warned him I was going to ask him a bunch of questions. >> I want to know why because we're not done. We're going to keep using you obviously for once the bidding is done and this is going forward. Why didn't you come forward sooner >> back in May? >> They didn't know that they were going to overdo the budget. >> So, so the >> according to this going back to October and through May, you were doing stuff out of scope above and beyond what we asked what was in the original scope. So why wasn't it brought forward then? So I think um I would use an analogy of the long project right year. It takes a year to design something like this. We do things to keep the project moving with understanding that we try not to budget a project so tight where we we can't do things to just be good partners on a project, right? But when those things start to add up over time and you and me as a project manager start to look at a budget and as I progress towards completion, I say I'm really starting to get too close and I don't have enough to do the tasks I have to do. Um, so it's you're right. If if if I had really been on top of it, I would have built that time as additional services as it happens. Um, >> but then you're also spending time >> contracts. Yeah. Right. So we try to be cautious that we we we're mindful of it and we watch it but at some point if it starts to get acrew too much we have to bring it up and unfortunately I should have brought up a little bit earlier. Um I did mention it to Jasper and the team when we got to end of the design. I said hey all this easement work at the end put me over. It was a lot more than I expected. So you know I was about 45 to 50 over at that point. Um and then you know this happened and then it kind of added to that whole total. So it was brought up at the end there would likely have been that request at that point and then with the site redesign it became a much bigger. So ideally we do bring it up as early as we can. Uh but it's also trying to not make every interaction about money and contract amendments. So but I think that's that's a great point. So >> can I ask a question? So, it was about $50,000 because we didn't get the community involved earlier to ask them where they wanted the entrance. >> So, that's a teaching. >> It's not that we didn't ask them. They weren't paying attention to the information given out the town hall, the notices, and everything else. >> That That's all in and like they had the information, they weren't looking at it. Generally, when a city does a public project like this, a public building, I mean, you do town homes, town halls, you do um, you know, open houses, which we've done, but um, ultimately the final decision is the councils. Now, as Aaron pointed out, the road access, we didn't we didn't think about that or know about that know that those property owners would be um, adverse to it. Now having said that, I think ultimately we have a better design. Um it less a little bit less cost. I mean not not a lot but we actually have a better design and a better outcome and I think we have a lot more residents that are happy about it. So I think residents came to the how many residents would you say? >> Five room. I I would say there's there's probably about 10 homes represented all I think on Wolf Berry Curve. >> Um the realtor um Jeff Martinau who was here I think during one of our meetings was also there. Um a GA representative was on uh teams. So there's there's a good and we really pushed them to say hey if we make these changes like you need to be an advocate in your neighborhood because this is the last change that we're going to do. Um, so be happy with it and if some one of your neighbors isn't happy with it, you have to tell them about the process. So, um, they were they were very supportive and and I' they kind of have a smaller group now of three residents that kind of disseminate that information to everybody else >> and they've been very happy with the the the figures that have been developed and the plan moving forward. So, I think I think they're they're good. Um, and they should be. I mean, we've we've kind of, you know, delayed the project a little bit and listened to them and we reacted to to what they've had to say. So, I think it it was a good process. Unfortunate it happened, you know, >> a week or two two weeks before we were going to open bids, you know, that's the only issue. And we've talked about this, you know, after the fact, like how do we get more information? I think we we've had a lot of touch points. It's just unfortunate that they didn't get engaged until that late. Hindsight's always hard with these things because you you want people to understand the project, but we can't let the community can't design the water, right? We finding that that perfect spot to engage people is always really hard >> and I think clearly we were late on this one. >> Yeah. >> All right. >> I think >> Do you have more questions? >> I have uh pictures of >> I was just gonna ask about this. So uh and and to be clear, we've issued the revised architectural rendering or options as a bit alternate. So it's a bid alternate to so we will know exactly what the contractor wants to charge for the bid alternate. Um and then we can decide uh when it work. So this was the original >> basic um >> that's way better. it. So, roughly, uh, really all we're changing is the bump out on the top and some texture. Um, our architect has told us about $100,000, I guess. But again, we'll know once the contractors get >> Don't say that. Don't tell the contractors that >> hiding it behind a firm. Why do we need to do this? >> You'll still see the top. But we also said that going darker probably >> it's an alternate and we'll we'll decide and we'll decide. >> And and the houses on the west side of the plant, we'll still be able to see the plant. Yeah, >> that looks more like a house like that. >> So, um, so again, and we darkened it up a little bit on the the lower portion. You can tell on the corners, we actually added full height kind of stone look. So, it just gives it some more dimension. It's still very municipal looking, but it's it's better. >> We also >> the other one for say other one >> go back to the first one. Just kind of Okay, now back. >> Okay. >> Awful. >> Yeah. Okay. All right. All right, go forward. >> I showed it to my wife and she said, "You design." >> All right. >> Um, and just to be clear, the the landscape you see in the front, that's actually uh the modified landscape that went out with the revised plans. Uh, so we decided to actually put some trees in front of the admin building because better to look at those, I guess. Um, >> Carrie loves trees. Okay. >> Gary loves trees. This is the west side as the original. So again, just kind of carrying that bump out look. It's really just a frame. >> Is it just a full facade? >> It's just a facade. It's just a steel frame with a a fiber cement paneling on it. >> Okay. >> And that's just flat, but yeah. from the uh basically the three rivers park. Again, you're not going to see much of that. So, not much change there. >> Okay. >> So, that first bullet was before I actually ran the numbers, but >> Okay. >> So, landscaping now. So, we're going to do an alternate bid for the architectural improvements or changes. We'll call them changes. So, um and and uh they're doing I didn't understand that we were doing an alternate for a clear well. >> So, the Clearwell um to the south of the plant, we wanted to understand the cost >> to to remove that. Original directions given to us to help >> give us options for bid adjustments if we needed to. So, that did get issued as bid alternate ones. So, we'll see the cost for the clear well and we'll see cost for the architectural adjustment. >> Okay. I'm assuming the clear wall will be a lot more expensive than the >> substantially more expensive than 100,000. >> Okay. >> Yeah. All right. >> Happy to answer any other questions. I do apologize about the late request for the >> Thank you. All right. Um let's see. So, we're looking um to approve the amendment to A2S task order number 11 for the water treatment plant design and bidding. Is there are there other questions, comments? And is there a motion to um approve the amendment? So moved. Thank you, Miss Lacy. Is there a second? >> Second. >> Thank you, Mr. Govern. Any other questions? Hearing none. All those in favor signify with I. >> I. All those opposed. >> Motion passes. 5. Okay. 5. Thank you. There you are. Sorry. All right. Next. U that concludes our business items. And thank you, Erin. And uh keep us posted on any further costs. All right. Thank you. Uh next uh we'll do staff reports. Yeah, >> madame mayor. I only have one thing. I uh had the privilege of presenting at the WCC meeting on Thursday. Um just about the city and what's going on at the city. It was supposed to be kind of a joint event between the city of Mound and the city of Minatrista. Mound was going to give an update. We were going to give an update. Um wasn't able to attend. They had a >> hockey injury. >> Hockey injury. >> Um so, but it was wellreceived. I think the group was asked good questions. Um, Council Member Lacy was there as well. Um, good questions. Uh, a lot about water and where we're going and, you know, great rate questions and things like that. So, um, >> and I'm sorry I had to miss it, but I I had a previously planned anniversary trip and so I was out of the state. >> Otherwise, I would have been there. >> Yeah. And then we also need somebody for the planning commission uh, this month. Is that I'd have to check. >> So that is on >> the 28th 29th. >> Yeah, it'd be the 22nd. >> Oh, I for sure can't do that. >> Um, I might be You said you can do it. >> I cannot. >> I might be able to do it. What time is it? 7 o'clock. >> 7 o'clock >> on the 24. >> 22. >> Next Monday. >> Um, let me check my calendar. >> I can do it if you can. >> Okay. Um, I'll get back to them tomorrow and then they can let you know. >> Okay. >> Okay. Um, >> that's all I have. >> Um, any other staff reports? Okay. Um, council reports. Ryan, anything? Claudia? Um, I was just at the meeting and uh I think you know the West Hanka Community Commerce organization is it's very small and it's very repetitive. I see it growing the way I would like I mean a chamber of commerce cost a lot more money. I don't know that that's even >> they've tried that didn't really work >> right. I'm not saying I'm wasting my time going, but I you know I for me I question my time spent there. >> Okay. >> All right. Peter, anything? >> No. >> No. >> Um I attended the Mound Fire Commission meeting um back on September 4th. Jasper also went um we spent most of the time discussing the mound and St. money pensions, which myself, Lisa, and Jasper will hear about in detail tomorrow at the um at the district meeting for fire. Um >> partnership meeting, >> partnership meeting, district partnership, whatever it ends up being. I've lost track. >> Too many too many fire meetings. Too many fire meetings. >> Um the big news from the mound fire was um the fulltime deputy chief will be starting in July of next year. So that's the big budget increase um from this year to next year. Uh the total mound budget is a 6.78% increase for a total of 1.4 million. Um which basically brings us back to our 23 2023 budget with them. So we went down a little bit last year and now we're back up sorry 2024. We approved it in 2023. Um uh hourly salary for the firefighters is going to $16 per hour. Um our portion is $42,000 and our next meeting will be November 6th. >> That's the big thing there was. It was mostly an hour spent about the pension. >> Yeah. >> So, we'll report back because we're going to be talking pension um how we can Yeah. And we'll be talking about that tomorrow. So, we'll bring that back um at our next meeting. And um let's see. Um planning commission meeting parks there were no uh public safety. So, tomorrow morning um I think I'll be seeing you and you again um along with the people from St. Bonnie for a public safety advisory committee. and I was again out of town on my vacation for the Northwest League, but I'll be attending that one in um October and um just had a couple of meetings with some residents regarding some issues. So, that's about it. So, anybody else having gone through everything, I think we can be adjourned if the motion is made. >> So, move. >> Thank you. Is there a second? >> Second. >> Thank you, Peter. All those in favor signify with I. >> I. All those opposed. You can stay if you're opposed. But motion passes. Thank you.