CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

January 7, 2009 – 7:30 P.M.

CRANE LAKE CHAPEL FELLOWSHIP HALL

 

The meeting was called to order by Chairman Rob Scott at 7:30P.M.

 

Members present:  Managers Bill Congdon, Darrell Scott and Rob Scott.

Members absent: Managers Dave Adams and Mike White.

Also present:  Jim Johnson of SEH, Inc., Sewer Maintenance Worker Jim Pohlman, Clerk/Treasurer Jo Ann Pohlman and a representative from the Cook News-Herald.

 

Opening Comments:  R. Scott moved Namakan Basin Area Project and SEH Collection System Analysis Proposal to the beginning of the meeting so Mr. Johnson could depart the meeting early.

 

Namakan Basin Area Project: 

  • Jim Johnson of SEH reviewed a report from Gary Cerkvenik stating that the IRRR grant had been approved by the board and the commissioner. IRRR grant documents received by Kab. Township did not coordinate with the County Board resolution. Steps will be taken to resolve the differences with Mr. Cerkvenik’s confidence that the grant money will be made available to the County under the correct conditions.
  • Joint Powers Agreement:  A motion was made by B. Congdon, supported by D. Scott to authorize execution of the Joint Powers Agreement among St. Louis County, Kabetogama Township and Crane Lake Water and Sanitary District.  All voted in favor and the motion carried.  The agreement will govern the administration of funds allocated by the County and the IRRR for preparation of a feasibility report, a report by a professional engineer addressing wastewater issues, and for grant writing and lobbying services to seek additional funds to fund any portion of the Study Area recommended for wastewater treatment.
  • R. Scott added that a meeting had been arranged for Friday, January 9th in Orr to introduce Mike Ward, the new VNP Superintendent, to the project.  R. Scott and D. Scott will be the attendees from the CLWSD.

 

SEH Collection System Analysis Proposal: 

  • A proposal was submitted by SEH for a detailed review of the design and construction documents of the wastewater collection system.  Funding option for the District will be reviewed prior to a decision on the proposal.

 

BUSINESS:

 

Election of Officers:  B. Congdon nominated Rob Scott as Chairman, D. Scott nominated B. Congdon as Vice-Chairman, and R. Scott nominated Jo Ann Pohlman as Clerk/Treasurer.  A motion was made by B. Congdon, supported by D. Scott to approve the nominations.  All voted in favor and the motion carried.

 

 A motion was made by D. Scott, supported by B. Congdon, to approve the minutes of the Board of Managers’ Regular Meeting of December 3, 2008. All voted in favor and the motion carried.

 

The correspondence list was reviewed by the Board.  A motion was made by B. Congdon, supported by D. Scott, that the correspondence be placed on file and acted upon as required. All voted in favor and the motion carried.

 

Clerk/Treasurer J. Pohlman reviewed the Treasurer’s Report.  December payroll expenses were as follows: Administrative - $1,204.22 and Operations - $3,020.81 (these figures include quarterly taxes). Signatures for stop payment requests for the RD loan payment, required by American Bank, were provided by R. Scott.  A transfer in the amount of $23,048.69 was made from the Debt Service/Special Assessment Revenue Fund (SAR) to the SAR Savings Account.    The November 2008 financial statements reviewed by Jennifer Hanson-Goulet of Glorvigen were presented to the Board as were her comments. Jennifer stressed her concern of the District’s deteriorating financial position; positive actions by the Board to improve the situation include pursuing debt relief options and the increased levy request for the Administrative Fund.  Invoices-on-hand were reviewed with the Board. A motion was made by B. Congdon, supported by D. Scott, to approve the Treasurer’s report as presented and the payment of bills as follows:  Administrative:  Glorvigen - $100.00; Fryberger, et all - $952.56; Costin Group - $1,102.37; SHE, Inc. - $3,000.00; RLK, Inc. - $787.50; MN Rural Water Assoc. - $200.00 and Quill - $74.75.  Operations:  Lake Country Power - $1,095,98, $71.46, $32.06 & $62.61; Hawkins - $1,078.10; Terry’s Operational Services - $1,141.20 & $276.00; Quality Flow - $406.77; and DVS Renewal - $20.25.   All voted in favor and the motion carried.

Audit:  The 2006 Audit will be received by the District soon.  Adjustments will be made to reflect the 2006 audit.   The 2007 Audit is partially completed.

CLWSD Meeting Minutes – January 7, 2009

 

 

Administration (CLWSD)

·         Identity Theft Program:  The Board received a letter of time extension to May 1, 2009 for the ITP form completion.

·         Minimum Volume Charges:  Discussion on this item will be tabled until infiltration issues are resolved.

·         A request for infrastructure information was received from Pro West Associates, which is a Geographic Information Systems (GIS) firm working with St. Louis County.  Pro West Associates’ request will be referred to RLK, Inc.

·         Board Designates:  A motion was made by D. Scott, supported by B. Congdon to designate the following for the District in 2009:

                        Cope & Peterson remains as council as needed for the District.

                        Fryberger, Buchanan Law Firm remains as primary council for the District.

                        Glorvigen, Theis remains as the accounting firm for the District.

                        Any bank may be used with American Bank being designated as the financial institution for the District.

                        Environmental Financial Services remains as a financial consulting firm on an as needed basis for the District.

                        Carl Brown Consulting remains as a financial consulting firm on an as needed basis for the District.

                        RLK-Kuusisto remains as consulting engineering firm to the District.

                        Costin Group remains as governmental consultant

                        SEH remains as engineering firm/consultant for the Namakan Basin Area Project and system review.

                        Terry Jackson remains as Plant Operator

                        Jim Pohlman and Lance Ulen remain to provide maintenance work

                        Deanne Howard and Terrie Hoff remain to provide administrative work

            All voted in favor and the motion carried.

  • Official Newspaper – A motion was made by B. Congdon, supported by D. Scott that the Cook News-Herald remains as the official newspaper for the District.  All voted in favor and the motion carried.
  • The following will remain the same for the District:

                  Rental payment to the Crane Lake Chapel remains the same at $20 per meeting –

                        Meeting Date & Time & Location:  First Wed of each month, 7:30PM, Fellowship Hall

                        Posting Places:  Church, Post Office, Fire Hall and Voyagaire, Handberg’s, Anderson’s and Nelson’s when open.

                        Minutes Distribution:  On website and mailed by written request.

                        Copy and Information Request Policy:  Charge of 25 cents per copy (includes labor) for copy requests and $25                                     per hour for other labor requests.

                        Salaries:  Jim - $18/hour, Lance - $15/hour, Jo Ann - $15/hour, Terrie & Deanne - $50/month

                        Mileage:  Follow state guideline which fluctuates and is currently .585 cents per mile.

 

Budget (CLWSD)

·         2008/9 Rate Review-Analysis:  The District requested information of potential cost from Carl Brown for follow-up financial services should current debt relief efforts be successful.  Mr. Brown provided a proposal that will be considered in the future.

·         RD Meeting Follow-up:  A committee meeting scheduled by Rural Development was held on December 9th to discuss the payment of the District loan.  A progress report will be provided by Gary Cerkvenik at the February meeting.

 

Legal Issues (MFS, EFG, RLK)

·         NTS Invoices:  A response to the District’s most recent offer has not been received.

 

Sewer Freezing Issue (RLK)

  • Elevated Pump Readings (ERP’s):  Elevated pump readings were recorded in repeat areas last month.  Both RLK and SEH will be queried as to their diagnosis.   
  • Corrective Action:  R. Scott and John Jamnick of RLK, Inc. met to discuss corrective action. Another meeting will be arranged. 
  • Insurance Claim:  There was nothing new to report.

 

RLK Engineering Status Report (RLK)

  • John Jamnick was not present to report.
  • Service Connection Procedures:  R. Scott will provide a draft plan for a procedure to include options for initial hook-ups, modifications to existing systems, and interim options for the proposed CSAH 24 expansion area.

 

Operations Report

  • Jim Pohlman reviewed Terry Jackson’s report with the Board. All effluent limitations were maintained during the month of December. 
  • The annual biosolids report was submitted to the MPCA.

CLWSD Meeting Minutes – January 7, 2009

 

 

Operations Report (Cont.)

  • The controller at the main lift station is failing during sub-zero conditions.  The problem existed last winter and has worsened.  A new heater was installed to remedy the situation. The problem is better, but is not resolved.  Insulating the lift station control panel to retain as much heat as possible was discussed by the Board.  B. Congdon will look at insulating the control panel.
  • Gary Harms, Board Chair for the Big Lake Area Sanitary District, requested information on our treatment system as they are considering a similar system.  T. Jackson and D. Scott will be responding to their information requests.
  • T.  Jackson is evaluating whether or not the District can benefit from the Clean Water, Land and Legacy Amendment.
  • J. Pohlman reported that there is a small leak in the recirculation system and will purchase a new cap to correct the problem.
  • Many of the grinder pump replacements are caused by too much grease being introduced to the system.  A notice will be sent with the January billing requesting that District customers take care with grease disposal.
  • Elevated readings were discussed by the Board.

 

 

PUBLIC COMMENT (5 Minute Limit)  - There was none.

 

The meeting was adjourned at 9:05PM

 

 

 

Jo Ann Pohlman, Clerk

 

NEXT MEETING:  FEBRUARY 4, 2009, 7:30PM, CRANE LAKE CHAPEL 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.