CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

August 2, 2006 – 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 Dave Adams, Bill Congdon, Harvey Parvi, and Rob Scott.  

Members absent:  Darrell Scott

Also present: John Jamnick of RLK-Kuusisto, Jim Pohlman of NTS, Clerk/Treasurer Jo Ann Pohlman, reporters from the Cook News-Herald, Timberjay and Voyageur Sentinel, and 9 members of the community.

 

BUSINESS:

 

A motion was made by B. Congdon, supported by D. Adams, to approve the minutes of the Regular Meeting of July 13, 2006. All voted in favor and the motion carried.

 

The correspondence was presented to the Board.  A motion was made by D. Adams, 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 presented the Financial Statements for June 2006 as reviewed by the Glorvigen Accounting Firm pointing out that Accounts 113-Special Assessments Receivable, 114-Litigation Settlement, and 115-AR/RVS Summary are being reviewed and may change upon completion of the audit, which is anticipated the end of August. The separation of Administrative and Operating Funds is being reviewed for correctness. Invoices on Hand were presented for payment as follows: Administrative: Lutefisk Technologies - $97.50; Crane Lake Chapel - $150.00. Plant Operations:  Lake Country Power - $44.91 & $303.16; Hawkins - $835.27; NTS - $4,217.75; City of Virginia - $667.50; St. Louis County Auditor - $230.00 and N & R Services - $330.00. A motion was made by B. Congdon, supported by D. Adams to approve the Treasurer’s Report as presented and the payment of bills.  All voted in favor and the motion carried. 

 

Administration

·         Vice-Chair Election:  B. Congdon nominated D. Scott as Vice-Chair, there were no other nominations.  All voted in favor of D. Scott’s nomination as Vice-Chair. 

·         I.S.T.S. Grant:  D. Adams reported that he was currently working on the issue and would be contacting Laurie Brown of the University of Minnesota Extension Service for further information.  

·         Emergency Response Plan:  R. Scott has reviewed the Plan and will complete the final review with the assistance of NTS and RLK before submittal. 

·         Fellowship Hall Accessibility Transition Plan:  R. Scott submitted a draft letter addressed to Roger Clapp of Rural Development outlining the Transition Plan for the District to the Board prior to the meeting for review.  A motion was made by B. Congdon, supported by H. Parvi to finalize the draft letter to be submitted to Rural Development.  All voted in favor and the motion carried.

·         Accounting Procedures:  R. Scott explained that Ordinance 3, Section 5, 5.04 Late Payment Fee allowed the Board to add, at their discretion, late payment fees not to exceed 6.00% per annum to unpaid accounts that were 30 days past due.  He further explained that the Board needed to expand on this procedure and adjust the Ordinance accordingly.  There was Board discussion on percentage versus flat fee charges and County involvement.  B. Congdon stated that the By-Laws may need to be adjusted. A motion was made by B. Congdon, supported by D. Adams to approve the expansion of Ordinance 3, Section 5, 5.04 Late Payment Fee to include placing delinquent accounts on the delinquent party’s property taxes and to approve expenses of Fryberger Law Firm to adjust Ordinance 3 accordingly.  All voted in favor and the motion carried. 

·         2007 Budget/Levy:  A preliminary budget worksheet for the July 07 – July 08 time period, with a suggested levy amount of $58,400, was presented to the Board prior to the meeting for review.  The Board will need to submit a levy request to St. Louis County for Administrative expenses for the entire CLWSD District on September 15, 2006. Levy approval will be made at the September meeting; adjustments may be made in December of 2006.

 

Ordinance Changes

·         EDU Equivalency Values:  R. Scott explained that Ordinance 3, Section 3 Equivalent Domestic Unit assigns EDU’s on types of Users within classes of Users.  There are currently 15 types of Users; 14 Commercial and 1 Residential. Chairman Scott further explained the need to review how outbuildings of a residential user could be evaluated as modifications are made to a residential property and how that effects the EDU assigned.   RLK presented a concept to assign an EDU value based on the fixture types in an outbuilding.

 CLWSD Meeting Minutes – August 2, 2006

 

Ordinance Changes (Cont.)

·         EDU Equivalency Values (Cont): A motion was made by D. Adams, supported by B. Congdon to approve further research of EDU assignments for Residential properties by RLK.  All voted in favor and the motion carried.

·         Service Connection Procedures:  Work continues on this issue. 

 

Eastern Service Area

  • Advisory Committee Report:  H. Parvi was unable to attend the last Committee meeting and asked Steve Hutt to report.  S. Hutt reported that the Committee had met on July 20th. The meeting was an all day session beginning with a boat tour of the ESA with representatives Laurie Brown and Dave Gustafson of the U of M Extension Service in attendance.  The purpose of the tour was to familiarize Committee members and the Extension Service representatives with the area and its challenges.  Twelve sites were visited with systems that varied from new to nearly 50 years old.  The group met at the Fellowship Hall in the afternoon with St. Louis County Environmental Health Supervisor Rich Hyrkas and St. Louis County Environmental Health Specialist Paul Herr to discuss management techniques and jurisdiction.  There will be another meeting of the Committee with Laurie Brown next week.  H. Parvi presented a letter to the Board from Don Nightingale stating that he was unable to complete the questionnaire sent by the Committee because his understanding from the USFS is that lots on federal land are not subject to the CLWSD.  R. Scott stated that the USFS needs to be included in future Committee discussions.  N. Parvi stated that the survey letters to gather information on existing ISTS’s to the ESA residents had been sent out and responses were coming in.  A summary of the letters will be presented at the September meeting.
  • Extension Service Representative Attendance:  A motion was made by D. Adams, supported by H. Parvi, to approve Laurie Brown’s and a USFS representative’s attendance at the September Board of Managers’ Meeting.  All voted in favor and the motion carried.

 

RLK/NTS – Treatment Plant Update and Corrective Actions

·         Nelson-Collie Electric did not receive one piece of equipment needed to complete the work.

  • Installation of the Power Conditioning Equipment, additional heaters, bypass valve, and UPS are now scheduled for the week of 8/7/06.  Upon completion the plant will be back in automatic operation.

·         RLK & NTS will test the new equipment and certify when the plant is in automatic operation. 

·         The MPCA will be notified when the plan is in automatic operation.

 

RLK-Project Status Report

  • Punch List Items: Establishment of turf growth, issues related to property pins and settlement of the concrete driveway on the Seigley property, and the Jim Mohr well remain on the Wagner punch list. 
  • Wagner Close-Out:  Information for the final close-out has been sent to Roger Clapp of Rural Development.  No response has been received to date. J. Jamnick will communicate with Roger Clapp regarding the final close-out information sent.  Final payment and close-out will be tabled until punch list items are resolved. 
  • Capital Asset Plan – A letter was sent to the Glorvigen accounting firm requesting their opinion on replacement procedure for capital assets.
  • Engineer Services Amendment #5:  A motion was made by B. Congdon, supported by D. Adams to approve Amendment #5 and payment.  All voted in favor and the motion carried.
  • Phosphorous Grant:  2.3 million dollars have been appropriated by the legislature for the Clean Water Legacy Bill.  Those applying with projects beginning after 7/1/06 will have priority for grant funds.  Those projects started prior to 7/1/06 that apply would be considered for a partial grant.  The CLWSD has submitted a $325,000 grant request to the MPCA.
  • Elevated IPS Pump Readings:  RLK will review.

 

RLK – Ongoing System Modifications

  • John Bjorlin:  Mr. Bjorlin has begun modifications to the existing sewer lines on his property.  RLK will inspect the connection of the grinder pump to the Bjorlin sewer lines.
  • Lake Shore Estates:  J. Jamnick met with the contractor/developer on site prior to the meeting.  Mr. Jamnick requested that a plan be submitted.  Mr. Jamnick will submit a letter to Lake Shore Estates explaining the information needed by the District.

 

NTS Status Report

  • J. Pohlman reported that the plant was running as well as could be expected considering the increased flow and manual operation.  Phosphorus levels in early July were above discharge standard.  Aluminum sulfate dosage was increased.  The effluent quality had improved by the end of July.
  • Elevated IPS Pump Readings:  Field work is required to be completed in August.

CLWSD Meeting Minutes – August 2, 2006

 

NTS Status Report (Cont.)

  • MPCA Required Operations & Maintenance Manual: The Preliminary O&M Manual has been submitted to the MPCA for review.  Copies were sent to the Board and to NTS.  The MPCA will submit any questions or concerns to RLK, RLK will make adjustments, then a final version of the O&M Manual will be produced.
  •  Preventive Maintenance:  July maintenance work was completed.

 

 EFG – Report

  • Eggen/Stahnke Special Assessment & Service Connection:  R. Scott drafted a notification letter to be sent to Mr. Eggen and Ms. Stahnke advising that the ISTS must be abandoned and the building must be connected to a grinder.  The letter sent previously to all WSA property owners regarding connection and abandonment will be sent as an attachment to the letter. The draft letter will be sent to Fryberger et al for review.  Scott Harder’s advice will be requested regarding the Special Assessments for the Eggen/Stahnke property.

 

 

PUBLIC COMMENT (5 Minute Limit)

 

Paul Hamblin asked if the Board would be reviewing service connection procedures for both residential and commercial properties.  He also stated his concern regarding the work being performed at Lake Shore Estates and stressed the importance of the District’s involvement in that process.  Mr. Hamblin questioned the Clerical account of the Operation Fund on the Balance Sheet.  Mr. Hamblin requested a copy of the working Budget for 2007, which was provided.

 

There being no other business the meeting was adjourned at 9:00PM

 

 

J. Pohlman, Clerk

 

NEXT MEETING:  REGULAR MEETING, SEPTEMBER 6, 2006, 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.