CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

Wednesday, September 5, 2018 –6:00 P.M.

CRANE LAKE CHAPEL FELLOWSHIP HALL

The meeting was called to order by Chairman Rob Scott at 6:10P.M.

Members present:  Mark Anderson, Bruce Beste, Nick Roth, and Rob Scott.

Members absent:   Darrell Scott

Also present: Jason Chopp of S.E.H., Clerk Jo Ann Pohlman, and 4 members of the community.  District Liaison Deena Congdon arrived at 6:15PM.

Prior to the meeting Nick Roth took the Oath of Office.

Opening Comments:  Chairman Scott welcomed Nick Roth to the Board of Managers.  He said that we are nearing the end of the construction season and are finalizing the Handberg Road Phase II project and completing ISTS’s.  Paperwork is being compiled for Congressman Nolan to work on debt relief for the District.  Work on the Kicker Boulevard annexation is being pushed back to later in the year.

Minutes: A motion was made by M. Anderson, supported by B. Beste, to approve the minutes of the 8/1/18 Board of Managers’ Meeting.  All voted in favor and the motion carried.

Correspondence:  The correspondence list was reviewed by the Board.  A motion was made by B. Beste, supported by M. Anderson, that the correspondence be placed on file and acted upon as required.  All voted in favor and the motion carried.

Treasurer’s Report:  Clerk/Treasurer J. Pohlman reviewed the Treasurer’s Report. The July 2018 Financial Statements were presented to the Board. August 2018 payroll:  Admin – $1,669.75, Operating – $4,087.66, Payroll Taxes – $1,444.88.  A motion was made by R. Scott, supported by M. Anderson, to approve the Treasurer’s Report as presented and the payment of bills totaling $108,472.47.  All voted in favor and the motion carried.  R. Scott commented that consideration of paying off the $60,000 matching fund loan would be included in the end-of-year rate review.

Funding Balances: The Board reviewed the grant funding balances, which have not changed since July.

Levy:  The Board reviewed the information provided.  A motion was made by B. Beste, supported by R. Scott, that the levy remains at $30,000 for 2019, payable 2020.  All voted in favor and the motion carried.

Administration

• CLWSD Advisory Rep. Update:  There was no report.
• ISTS Ordinance Update & Review:  B. Beste reviewed comments received from District Attorney Mia Thibodeau. Questions and comments included discussion of temporary holding tank systems and time of required full hookup, extension of variance from hookup to a five year period, the maintenance of new systems, and the Phase III mandatory inclusion in the Management System – which needs further research and County agreement.  Mia will be invited to a Board meeting to walk through Ordinance changes/additions as they relate to the Management System.
• Management Plan:  Phase I or the voluntary portion of the Management System is nearly completed.  Phase II will address those wishing to join the Management Plan with an existing system and Phase III will consider inclusion of everyone in the District.
• Rate Discussion:  The Board continues to discuss a rate for those wishing to be included in the Management System that are not fully operational or have an existing compliant system.

JPB Update

• VNP Comprehensive Plan: R. Scott reported that the focus continues on establishing a wastewater collection system for Ash River, which should be operational within 1 to 2 years.  Kabetogama is working on phase II of their project. The Island View project is partially complete and is a slow process.
• Kicker Blvd. Annex:  The District planned to address annexation this summer; but now plan to do so later.
• State and Federal Grant Funding:  Applications for $800,000 in bonding funds are being made for future ISTS systems and Kicker Boulevard work.

CLWSD Meeting Minutes – September 5, 2018

S.E.H. Engineering Update

• Handberg Road Project (Phase II):  Jason Chopp presented Bougalis Pay Request #5 for approval, which included a reduction of the retainage from 5% to 2%.  A motion was made by R. Scott, supported by M. Anderson to approve payment of Bougalis Pay Request #5 amounting to $24,037.06.  All voted in favor and the motion carried.  Jason presented costs for Rocky Road changes/restoration as requested at the last meeting. Costs provided by Bougalis were as follows:  Remove blast rock, provide replacement fill, adjust ARV and curb stop, and seed by Rocky Road near the Carlson property – $7,765.  Lower Air Release Valve, Curb Stop and Pressure Cleanout near the Tomasko property – $8,735.00.  A motion was made by R. Scott, supported by M. Anderson to request that Bougalis remove the rock and restore the area by the Carlson property on Rocky Road at a cost of $7,765. All voted in favor and the motion carried.  The Board discussed raising the manhole near the Tomasko property.  A motion was made by M. Anderson, supported by R. Scott, to raise the grade around the manhole.  All voted in favor and the motion carried.
• MPCA Legacy Funds:  Additional information was submitted to the MPCA on 8/14/18.  No response has been received to date regarding dispensing of grant funds.  Follow-up phone calls will be made.
• System Mapping:  S.E.H. has survey located the existing grinder stations and developed draft maps of the overall system.  A follow up field visit will be next with District staff to help locate mainline valves.  Once field work is complete, revised maps can be developed for District review.  A map book will be created with some laminated copies being provided, as well as laminated copies of the Centralized as-built drawings for District staff use.

O & M Update (Decentralized)

• Management Program Status Report:  Deena reported that she and Jim Orton spent a day on the lake reviewing properties with new ISTS’s and found that customers were happy with the work.  A few still need to be confirmed.  Billing for those with August service will be billed in September; those with end of August – September service will be billed beginning in October.  There was discussion of providing a letter on ISTS dos and don’ts to be sent with billings.  Ron will be requested to check new ISTS’s to be sure there is enough water in each system so tanks will not ‘pop’ in the spring.

O & M Update (Centralized)

• Operations Report:  Terry Jackson provided the following report:  The plant continues to operate within Standards, although fine tweaking the process is necessary.  A grinder pump was changed out at the Randy Stern property.  Winterizing of the plant has begun.
• MPCA Permit and Bio-Solids Options:  The site application was denied by the MPCA due to the soils not having enough separation to ground water.  S.E.H. will be asked to assist by having a soil scientist reclassify the soils for site approval.  Limited application during the year may provide positive information for the MPCA.
• Plant Manpower and Operators:  Rob J. Scott is preparing to take the test.
• Material & Equipment Needs:  M. Anderson suggested contracting with AndCong LLC to provide equipment for road maintenance, plant maintenance, and removal and replacement of pumps.  A motion was made by B. Beste, supported by R. Scott, to contract with AndCong for heavy equipment work, when needed.  All voted in favor and the motion carried.
• DNR Handberg Road Billing:  The Board determined that the DNR should be billed a base fee for 1 EDU and use based on other businesses.

PUBLIC COMMENTS (5 Minute Limit):  Brent Bystrom thanked the Board for the decision to restore the rock area as requested on Rocky Road.  He stated his disappointment on the decision to raise the grade of Rocky Road around the manhole rather than lowering the manhole.  Warren Bradbury thanked the Board for the work that they do.  He also stated that Phase I and Phase II should be considered successful. Phase III should be limited and remain under County rule.  A newsletter from the District should be considered.

The meeting was adjourned at 7:40PM

Jo Ann Pohlman, Clerk

NEXT MEETING:  BOARD OF MANAGERS’ MEETING – OCTOBER 3, 2018 – 6:00PM, FELLOWSHIP HALL

This draft of the CLWSD minutes has been posted solely for preliminary informational purposes.  Minutes are unofficial and subject to change until they have been approved by the CLWSD Board of Managers.