CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

November 12, 2008 – 7:30 P.M.

CRANE LAKE CHAPEL FELLOWSHIP HALL

 

The meeting was called to order by Chairman Rob Scott at 7:34P.M.

 

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

Members absent: Managers Dave Adams and Mike White.

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

 

Opening Comments:  R. Scott mentioned that the date change for this meeting from November 5th to the 12th was due to a lack of quorum.  Chairman Scott stated that Ron Rutchasky’s report would be presented prior to Business so he could leave the meeting; he then invited Mr. Rutchasky to speak.

 

Corrective Actions Work Plan Update:  Ron Rutchasky reviewed the status of corrective action with the Board. 

            1) The Pines:  Exposing the service pipe revealed the depth of the service was shallow.  Heat tape was installed                   the entire length of The Pines line and up to the manhole in           the road.  2” insulation board was provided.

            2)  Lutz:  Exposed Lutz service from main line to curb box.  Pipe was also shallow. Insulated with 4” board   insulation.  Installed heat tape along Lutz service to manhole.

            3)  Scott’s Seaplane Base:  Two adjusting rings were added to the tank to eliminate run-off leaking in through the      top.           

            4) Hamblin:  Investigation revealed that the service pipe penetration into the grinder is leaking.  A ‘boot’ connection will be             used to fix the leakage.

            5)  Beckmann:  Problem still exists.  Will be remedied the same as Hamblin.

            6)  A methodology has been devised to test tanks for infiltration at the electrical grommets.

            7)  System flushing was performed from the Hoff, Bodkin and Beckman properties.  Hilltop road still needs to be             flushed.

            8)  Hay was placed on individual grinder stations of properties with full or intermittent use. 

 

BUSINESS:

 

 A motion was made by B. Congdon, supported by D. Scott, to approve the minutes of the Board of Managers’ Regular Meeting of October 7, 2008. All voted in favor and the motion carried.

 

The correspondence was presented to the Board.  A motion was made by D. Scott, supported by B. Congdon, 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.  October payroll expenses were as follows: Administrative - $676.64 and Operations - $1,734.14. The September 2008 financial statements reviewed by Jennifer Hanson-Goulet of Glorvigen were presented to the Board as were her comments. 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 - $434.70; Costin Group - $1,093.60; and LMCIT - $90.00.  Operations:  Lake Country Power - $257.36 & $73.64; NTS - $134.00 & $134.00; Terry’s Operational Services - $1,426.50; A-1 Services - $1,960.00; Jim Pohlman - $85.25; One Call Concept - $4.35; and LMCIT - $625.00. Service Connection Fund:  Virginia Stahnke - $350.00. All voted in favor and the motion carried. An invoice from Range Cornice that was forwarded to the Board by RLK will need more explanation before payment.  Two additional invoices were submitted by Rutchasky Enterprises for $27,463.00 and $5,139.00, which were approved for payment later in the Agenda.

Audit:  The 2006 Audit numbers are final except for depreciation. Adjustments will be made to the District books to reflect the 2006 audit.   

 

Administration (CLWSD)

·         Delinquent Accounts:  A letter was received from Mr. Seigley disputing the delinquency of his account and addressing the issue with his driveway. RLK has assured the Board that the driveway issue at the Seigley property is RLK’s responsibility, not the District’s.  A letter will be sent to both Mr. Seigley and RLK regarding the driveway issue.  A motion was made by B. Congdon, supported by D. Scott to adopt Resolution No. 2008-05 to certify unpaid and delinquent sewer charges of the Seigley property to St. Louis County for collection as other taxes are collected.  All voted in favor and the motion carried.

·         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.

 

CLWSD Meeting Minutes – November 12, 2008

 

Administration (CLWSD) (Cont.)

·         One-Call Concept:  It came to the Board’s attention that locate calls dispatched by One-Call Concept were not being received by the District.  A letter was sent to One-Call Concept advising them to email the District with locate requests.  Emergency phone numbers were also provided.

·         B. Congdon Electric Line:  Bill Congdon discovered that electrical lines to his house that he is currently planning to hookup were cut during the construction phase of the sewer project by Wagner Construction.  B. Congdon will provide a letter to the Board outlining the situation and requesting a resolution.

 

Budget (CLWSD)

·         2008/9 Rate Review-Analysis:  Nothing new to report.

·         Debt Service Plan (FEMA):  An email was sent to Mike Larson of the IRRR requesting his advice on qualification and application. No response has been received to date.

 

Namakan Basin Project (S.E.H., MFS, RLK, Costin)

·         A Status Update Memo was sent by Jim Johnson of SEH, Inc. stating that the project status was largely unchanged since the memo sent on 9/22/08.

·         VNP Superintendent Meeting:  D. Scott communicated with the Superintendent with a response received that he would be willing to meet with the Board.  An invitation will be sent to the Superintendent when substantial evidence of funding commitments are received.

 

Legal Issues (MFS, EFG, RLK)

·         NTS Invoices:  A response to the District’s revised settlement proposal to NTS was received from NTS Attorney Mark A. Bloomquist by District Attorney Mia Thibodeau in the form of a revised Settlement Agreement and Mutual Release. Because NTS agreed to the District indemnity language, they now request payment of 50% of the remaining unpaid invoices or $19,266.00.  A motion was made by B. Congdon, supported by D. Scott for Fryberger, et al to draft a letter for Board review offering the District’s final offer of $10,000 and willingness to pay $9,266.00 should there be ensuing litigation.  All voted in favor and the motion carried. 

 

Sewer Freezing Issue (RLK)

  • Corrective Action and Elevated Pump Readings (ERP’s):  See Ron Rutchasky’s report above.
  • A motion was made by B. Congdon, supported by D. Scott to pay Rutchasky Enterprises, Inc.’s invoices totaling $32,602.00; which were submitted at the meeting. All voted in favor and the motion carried.
  • RLK has requested that another Committee Meeting be scheduled to review corrective actions.
  • Insurance Claim:  There was nothing new to report.

 

RLK Engineering Status Report (RLK)

  • Stahnke Connection:  Ms. Stahnke requested a refund for the sewer connection that will not occur.  A refund will be sent.
  • CSAH 24 Culvert Design:  There was nothing new on the Culvert to report.
  • CSAH 24 Expansion:  More information is needed from RLK by the Board to make decisions in this area. 

 

Operations Report

  • Jim Pohlman reviewed Terry Jackson’s report with the Board. State Standards were met during the month of October. Preparation of the facility for colder weather is underway and will continue.   Aluminum sulfate has been received for use from the carboys for the winter.
  • Daily monitoring reports were prepared for SEH as requested. 
  • The heat tape at The Pines is operational and is working at a minimal heat temperature; as colder weather arrives heat will be increased to the tape as required automatically.
  • The MPCA is considering the CLWSD for an operational award. 

 

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

 

The meeting was adjourned at 8:45PM

 

Jo Ann Pohlman, Clerk

 

NEXT MEETING:  NOVEMBER 5, 2008, 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.