Willmar City Council approves design contract and preliminary budgets for drainage and street projects

The Willmar City Council on an evening meeting adopted a professional services agreement and preliminary construction budgets for several infrastructure projects, including a drain-tile repair tied to a prior settlement with Burlington Northern and street work slated for the 2025 construction season.

The council approved a professional services agreement with engineering firm Bolton & Menk for design of a drain-tile repair west of town near Highway 40 and Wilmar Way. Justin, public works staff, told the council the pipe that runs under the railroad was “severed during the construction and crushed” and the city is responsible for replacement under the 2023 settlement among Burlington Northern, the city, the county and the state. The design contract is $89,009.20; the council also adopted a preliminary construction budget of $539,510 for the full repair, which the city said would be funded from the industrial park fund.

The council also adopted a resolution to approve plans and authorize bidding for the Twentieth Street Southeast reconstruction project (project 2501-A), with a bid date set for February 19 at 1:30 p.m. Jared Oak, city engineer, said the project is the first of several planned for the 2025 season and that prepared plans were enclosed in the council packet. During discussion, a council member asked for a clearer estimate of the project’s impact on future budgets and the city’s tax levy; the engineer and staff said they would provide further information as the projects move toward bidding and bonding.

Separately, the council approved the 2025 seal-coating maintenance program (project 2508). The city engineer described seal coating as a preservation measure for streets currently in good condition and said a map of proposed streets was included in the meeting packet.

The consent agenda, which included minutes, utility commission minutes and accounts payable reports, passed with the same 7-0 roll call. The council also approved scheduling a work session for Feb. 10 to review the broadband project and the comprehensive plan; that scheduling motion was adopted by roll call.

Votes at a glance

- Motion: Approve consent agenda (minutes, utility commission minutes, accounts payable). Outcome: Approved. Vote: 7 ayes, 0 nos. (names recorded during roll call.)

- Motion: Adopt resolution to enter professional services agreement with Bolton & Menk for drain-tile repair (design services). Motion text: approve professional services agreement for drain tile repair west of town near Highway 40/Wilmar Way. Outcome: Approved. Vote: 7 ayes, 0 nos. Vote recorded for: Gilbertson (aye), Gardner (aye), Fagerly (aye), Davis (aye), Butterfield (aye), Osk (aye), Nelson (aye).

- Motion: Adopt resolution approving preliminary construction budget for project 2505B (drain-tile repair). Motion text: adopt preliminary budget of $539,510 for project 2505B. Outcome: Approved. Vote: 7 ayes, 0 nos.

- Motion: Adopt resolution approving plans and authorizing bidding for Twentieth Street SE reconstruction (project 2501-A). Bid date set for Feb. 19 at 1:30 p.m. Outcome: Approved. Vote: 7 ayes, 0 nos.

- Motion: Adopt resolution approving plans and specifications for 2025 seal-coating improvements (project 2508). Outcome: Approved. Vote: 7 ayes, 0 nos.

Implementation notes and context

- The drain-tile repair stems from a July 2023 settlement involving Burlington Northern; the city’s work will require compliance with BNSF utility relocation procedures and permits and includes boring under active railroad tracks. Justin said the damaged pipe currently drains toward a private ditch in the railroad right-of-way and the replacement will route flow to Hot Creek.

- The engineering design contract ($89,009.20) is for professional services only; the $539,510 figure is a preliminary estimate for construction and will go out to bid. Council members asked staff for more detailed projections of how projects that require bonding will affect future budgets or the levy when bids return.

- Twentieth Street work will affect several properties that front the street; staff estimated “approximately six” properties may be assessed but said the preliminary assessment roll was not with them at the meeting. Jared Oak and staff said addresses and final assessment details will be clarified as the project advances.

What’s next

Staff said the design work and final bid documents will proceed, required permits will be obtained (including BNSF requirements for work under the tracks), and council members requested updated budget and levy impact figures once more detailed estimates and bid results are available.