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CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR & REORGANIZATION MEETING

Crane Lake Chapel Fellowship Hall

Wednesday, January 3, 2024 – 1:00 P.M.

Deena Congdon took the Oath of Office prior to the meeting.

Members present: Bonnie Caughey, Deena Congdon, Darrell Scott and Rob Scott.  Also present: Clerk/Treasurer Jo Ann Pohlman.

Members absent:  Mark Anderson

The meeting was called to order at 1:05PM.

Election of Officers:  A motion was made by D. Congdon, supported by D. Scott, that Rob Scott remain as Chair.  D. Congdon, D. Scott & B. Caughey voted in favor, R. Scott abstained and the motion carried.  A motion was made by D. Congdon, supported by D. Scott, that Bonnie Caughey remain as Vice-Chair.  D. Congdon, D. Scott & R. Scott voted in favor, B. Caughey abstained and the motion carried.

Opening Comments:  Chairman Rob Scott commented on the pay-off of the Rural Development loans, leaving the district without the yearly debt payment from Special Assessment funds.  This debt relief eliminates an annual payment of $60,000.00. This will afford the district the opportunity to take a serious look at reducing rates including our overall rate structure. The goal is to have this work completed this year with a target of 2025 for the rate changes to take effect.

Minutes: A motion was made by R. Scott, supported by D. Scott, to approve the minutes of the 12/6/23 Regular Meeting.  All voted in favor and the motion carried.

Correspondence:  The correspondence list was reviewed by the Board.  A motion was made by B. Caughey, supported by R. Scott, 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 presented the November 2023 Financial Statements to the Board.  December payroll:  Admin – $2,433.00 & Operating – $6,287.00.  Payroll Taxes: PERA – $1,292.85, Federal Deposit – $2,289.16.  A motion was made by R. Scott, supported by D. Scott, to accept the Treasurer’s Report as presented and the payment of bills as follows: Admin Fund – $1,250.00; Legacy Fund & ARPA Fund – $23,529.68; and Operating Fund – $6,017.70. All voted in favor and the motion carried.

 Fund Changes:  The Board discussed making fund changes resulting from the Rural Development pay-off.  A motion was made by D. Congdon, supported by B. Caughey, to rename the Debt Service Savings Fund to Reserve Fund, eliminate the Special Assessment Revenue Savings Fund, move S.A.R. savings to Capital Reserve Savings & move WIF Funds to Capital Reserve Savings – after review of changes with District Accountant Jennifer of Glorvigen.  All voted in favor and the motion carried.

Funding Balances:  The balances were reviewed with the Board. The MPCA-CWP Loan was also reviewed.

ISTS Rates: ISTS rates will be part of the District’s overall rate review. 

Administration

  • Ordinance & Procedure Review:  The District is reviewing their Ordinances and Procedures over the next few months. There was nothing new to report.
  • Rate Study:  There was nothing new to report
  • Auditor Engagement Letter:  A motion was made by D. Congdon, supported by B. Caughey, to approve and sign the Auditor Engagement Letter for the 2023 audit with Walker, Giroux & Hahne for $8,350.00.  All voted in favor and the motion carried.
  • DNR Special Use Permit:  A motion was made by B. Caughey, supported by R. Scott, to approve and sign the 2024 DNR Special Use Permit for the Bayside Drive Public Water Access water use.  All voted in favor and the motion carried.
  • Professional Service Agreements:  A motion was made by R. Scott, supported by D. Scott, to sign all Professional Service Agreements as presented with Board discretion to replace or augment as needed. All voted in favor and the motion carried.

CLWSD Meeting Minutes – January 3, 2024

Administration Cont.)

  • Board Designates:  A motion was made by R. Scott, supported by B. Caughey, to approve the following for 2024:

Fryberger, Buchanan Law Firm remains as primary council for the District with Cope & Peterson and Maki &  Overom as needed.

Glorvigen, Tierney & Co. remains as the accounting firm for the District.

Walker, Giroux, Hahne provides auditing for the District.

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

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

Costin Group remains as consulting firm for the District.

SEH remains as engineering firm for the District.

Robert Scott, Jr.  remains as Plant Operator.

Rutchasky Enterprises remains on contract with the District.

Jim Orton of Orton Construction remains as ISTS designer & inspector.

Lance Ulen & Jeff Truebenbach remain as Maintenance Workers.

Craig Campbell remains as pumper truck driver.

Traci Bak & Jo Ann Pohlman remain to provide Administrative Work.

CNH remains as the official newspaper for the District.

            All voted in favor and the motion carried.

  • Administrative:  A motion was made by R. Scott, supported by B. Caughey, to approve the following for 2024:

Crane Lake Chapel Use:  $1,000 for 2024.

Meeting Date & Time & Location:  First Wed of each month, 1:00PM – at the Fellowship Hall.  Changes will be posted.

Posting Places:  Church, Post Office and area resorts when open with 1 posting annually. 

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:  Lance Ulen – $28.00/hr + PERA, Jeff Truebenbach – $28.00/hr + PERA, Craig Campbell – $39.00/hr + PERA, Jo Ann Pohlman – $34.00/hr + PERA, Traci Bak – $105.00/mo, New Hires – $20.00/hr. 

Mileage:  Follow state guideline which fluctuates and is currently 0.67 cents per mile.

All voted in favor and the motion carried.

Joint Powers Board

  • JPB Update:  There was no update.

S.E.H. Engineering Update  

  • District Updates:  Plant Upgrade:  There was no report.

O & M. (Decentralized)

  • Management Program Update:  A report of current ISTS activity was presented to the Board. Applications for 2024 installations are in process. A motion was made by R. Scott, supported by D. Scott, to approve the Harlow request for an ISTS near Myrtle Lake, pending approval of grant funding near July 1, 2024.  All voted in favor and the motion carried.  Mr. Harlow will be asked to submit application paper work.

O & M Update (Centralized)

  • Operations Report:  Rob Scott Jr. provided the following report:  We met all the MPCA effluent limits for the month of November.  The plant is operating well, and the influent volume is low. The latest plant water temperature was recorded at 45 degrees.

Public Comments: There were none.

The meeting was adjourned at 2:10PM

Jo Ann Pohlman, Clerk

NEXT MEETING:   Board of Manager’s Meeting – February 7, 2024 – 1:00PM, 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.

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Crane Lake Water & Sanitary District
P.O. Box 306 · Crane Lake, Minnesota 55725
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