CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

December 6, 2006 – 7:30 P.M.

CRANE LAKE CHAPEL FELLOWSHIP HALL

 

The meeting was called to order by Chairman Rob Scott at 7:32P.M.

 

Members present:  Managers Dave Adams, Darrell Scott and Rob Scott.  Manager Harvey Parvi arrived at 7:37PM.

Members absent:  Bill Congdon

Also present: John Jamnick of RLK-Kuusisto, Jim Pohlman of NTS, Clerk/Treasurer Jo Ann Pohlman, and 1 member of the community. 

 

BUSINESS:

 

Opening Comments:  Chairman R. Scott stated that the Board was working through the Project and year-end closeout and that ESA reports would be reviewed and acted upon by spring to enable the ESA Advisory committee to continue their work.

 

A motion was made by D. Scott, supported by D. Adams, to approve the minutes of the Regular Meeting of November 8, 2006.  All voted in favor and the motion carried.

 

The correspondence was presented to the Board.  A motion was made by D. Scott, supported by D. Adams, that the correspondence be placed on file and acted upon as required.  All voted in favor and the motion carried.  R. Scott stated that in the future, e-mail correspondence should be included with the correspondence presentation.

 

Clerk/Treasurer J. Pohlman presented the Financial Statements for October 2006 as reviewed by the Glorvigen Accounting Firm.  Glorvigen has completed the 2005 audit with plans to make the resulting adjustments to the District’s books next week.  The following items were pointed out on the October Financial Statements: P & L - Clerical Expenses were divided between the Admin Fund and the G.C. Operating Fund. Money will be transferred from the Pre-Paid Special Assessment Fund and the Special Assessment Receivable Fund to the Project Fund to pay the Rural Development loan amount of $87,337.50 by January 1, 2007. Invoices on Hand were presented for payment as follows: Administrative: Glorvigen - $100.00; Fryberger - $194.40; U of M Extension Service - $1,034.32.  Plant Operations:  Lake Country Power - $36.99; NTS - $4,494.59; and City of Virginia - $1,350.00. Gold Coast Project:  RLK - $1,600.00; and USDA-RD - $87,337.50. A motion was made by D. Adams, supported by D. Scott, to approve the Treasurer’s Report as presented.  All voted in favor and the motion carried.   A motion was made by D. Scott, supported by D. Adams, to approve payment of invoices on hand with the exception of Wagner Construction’s final payment; which was approved at the November meeting but is being held until punch list items are completed.  All voted in favor and the motion carried.

 

2007/08 Budget/Rate Review

·         Chairman R. Scott listed the steps the Board would follow during their review of the budget and rate review.

·         R. Scott requested that a list be made of the District consultants with their related function and cost to the District.

·         Government Consultant:  R. Scott met with Gary Cerkvenik of the Costin Group regarding his providing services to assist the District in procuring grant funds for possible debt relief and to expand services for the Eastern Service Area.  A motion was made by D. Adams, supported by D. Scott, to approve the Costin Group proposal to provide consulting services to the District at the rate of $250 per month plus reasonable expenses to be approved by the Board for a one year period and for the Board to assist the Costin Group to provide matching grant funds up to $3,000 from outside sources to help fund Costin’s work.  All voted in favor and the motion carried.

·         Rural Development Loan Relief:  John Jamnick will communicate with Rural Development on possible loan relief solutions.

·         Clean Air Act:  R. Scott is continuing to work with Rep. David Dill for possible debt reduction via phosphorus grant funds.

·         Finance Meeting Report:  J. Jamnick reviewed a budget summary presented to the Board regarding remaining funds related to the Project.  Any Pre-Paid Assessment Funds not designated as Project expense would be transferred back to the District American Bank account into a new temporary fund to be used for any possible adjustments that may arise related to Project expenses.    

Administration

·         I.S.T.S. Grant:  D. Adams reported that he continues to work on the Grant renewal with Jim Anderson of the MPCA.

·         Bank Signature Approval: A motion was made by D. Scott, supported by H. Parvi, to approve David Adams for check signing capabilities on both the Border State Bank and the American Bank accounts for the District.  H. Parvi, D. Scott and R. Scott voted in favor; D. Adams abstained from voting and the motion carried.  H. Parvi will not be approved as a check signer on either account as he has decided, for personal reasons, not to re-apply for his position on the Board.  He stated that he may be interested again in the future.

·         Delinquent Charges Resolution:  Action to collect unpaid and delinquent sewer charges from Voyageur Lakes Development have been stopped as all past due and current sewer charges have been paid in full.

CLWSD Meeting Minutes – December 6, 2006

 

Administration (Cont.)

·         Emergency Response Plan:  RLK & NTS are reviewing the ERP to include the recent updates to the plant.

·         Capital Asset Plan:  The Glorvigen accounting firm is currently reviewing the plan and will submit with the completed 2005 audit.  Scott Harder’s recommendations will be considered also.

 

Ordinance Changes

·         EDU Equivalency Values:  The current ordinance assigns 1 EDU to a residential property; regardless of the number of structures producing wastewater on a property. Commercial users have many breakdowns to determine equivalent EDU’s.  RLK will provide a recommendation to the Board related to EDU assignments for all properties.

·         Initial vs. Modification Hook-up Definition:  The Board needs to define modification vs. new hook-up  using grinder pump capacity and EDU equivalency values for future changes/additions to properties.

·         Service Connection Procedures:  These procedures can be established when the above items have been determined. 

 

Eastern Service Area

  • U of M Extension Service Report:  Laurie Brown provided her report but was unable to attend this meeting.  She plans to attend the January meeting to discuss that report.
  • H. Parvi presented his report to the Board to be reviewed and discussed.
  • J. Jamnick spoke about his report and will provide a written report for the Board to review.
  • All ESA reports will be considered by the Board to provide decisions to the Advisory Committee necessary to move forward with their work in the spring.

 

RLK/NTS – Treatment Plant Update and Corrective Actions

  • One heater still needs minor correction as well as the hot water heater.  Correction needs to be made by the installer, Nelson-Collie, to retain warranty coverage.
  • Insurance:  RLK is working with Allied Adjusters to close out the insurance claim. 

 

RLK-Project Close-out

  • Punch List & Related Items: RLK & Dave Adams will work with Wagner Construction to resolve outstanding punch list items.  The easement on the Hoff property will be recorded.  The Dave Adams easement will be recorded and reference to the Crane Lake Easement Plat will be deleted.   The project is closed out from Rural Development’s perspective.  Mr. Clapp thought there was some USACE money still available; RLK will clear that information with Roger.  

 

RLK – Ongoing System Modifications

  • Voyageur Lakes Development/Lake Shore Estates:  RLK will write a final letter to Voyageur Lakes Development.

 

NTS Status Report

  • Jim Pohlman reported that all discharge standards were met for the month with the exception of pH on 10/10/06 due to Aluminum Sulfate point of application.  Point of application was changed correcting the problem.
  • MPCA – Compliance Monitoring Survey Report (O & M Manual):  The NTS staff will review the O&M Manual and provide comment to RLK to include the treatment plant upgrades. 
  • A cost proposal for service to calibrate the main lift station influent flow recorder has been requested of Quality Flow.
  • The gas tank was removed from the plant and a fire extinguisher will be purchased as recommended by the insurance inspector.

 

EFG – Report

  • Stahnke/Eggen Service Connection & Special Assessment Adjustment:  Communication with EFG continues to resolve the issue.

 

PUBLIC COMMENT (5 Minute Limit) – There were none.

 

The meeting was adjourned at 9:15PM

 

 

J. Pohlman, Clerk

 

NEXT MEETING:  REGULAR MEETING, JANUARY 3, 2007, 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.