CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

Wednesday, January 8, 2020 –1:00 P.M.

CRANE LAKE CHAPEL FELLOWSHIP HALL

Bonnie Caughey took the Oath of Office prior to the meeting.

Members present:  Bruce Beste, Bonnie Caughey, and Rob Scott.

Members absent:   Mark Anderson and Darrell Scott.

Also present:  Clerk/Treasurer Jo Ann Pohlman.

The meeting was called to order by Chairman Rob Scott at 1:10PM.

Election of Officers:  A motion was made by B. Beste, supported by R. Scott, that the officers remain the same with Rob Scott as Chairman and Mark Anderson as Vice-Chairman.  All voted in favor and the motion carried.

Opening Comments:  Chairman Scott welcomed Bonnie Caughey to the Board.  Bonnie said she was happy to be on the Board and will work to contribute to the community.

Minutes: A motion was made by B. Beste, supported by B. Caughey, to approve the minutes of the 11/6/19 Board of Managers’ Meeting.  All voted in favor and the motion carried.  There was no December meeting.

Correspondence:  The correspondence list was reviewed by the Board.  A motion was made by R. Scott, supported by B. Caughey, 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 reviewed the Treasurer’s Report. The October & November 2019 Financial Statcements were presented to the Board.  November 2019 payroll:  Admin – $1,996.85, Operating – $2,379.20, and Payroll Taxes -$1,023.50.  December 2019 payroll:  Admin – $1,538.96, Operating – $2,409.00, and Payroll Taxes – $953.56.  Progress is being made on the 2018 Audit with Walker, Giroux, & Hahne.  PERA requirements are being reviewed. October Tax Apportionments were received – Admin-$12,590.00 plus $506.00 advance payment for Dec., and S.A.R.-$10,704.00.  $59,41.00 was transferred from S.A.R. Savings to S.A.R. Checking for the 1/2/20 Rural Development Loan payment. Transfers made in December:  $58,940.00 transferred from Operating Fund Checking back to Debt Service Savings; $10,703.57 transferred from S.A.R Checking to S.A.R. Savings; $29,935.00 transferred from Operating Fund Checking back to Capital Reserve Savings; $54,950.00 Service Connections transferred from Checking to Debt Service Savings.  Transfers early January:  $6,000 from Operating Fund to Debt Service Savings and $3,000 from Operating Fund to Capital Reserve Savings as monthly transfers for May, June & July 2019.   A motion was made by B. Beste, supported by R. Scott, to approve the Treasurer’s Report as presented and the payment of November bills as follows:  Admin:  Costin Group – $1,250.00; CL Chapel – $250.00; Fryberger, Buchanan – $1,161.85; Glorvigen, Tierney, Lind – $4,836.00 and MN Rural Water Assoc. – $320.00.  Legacy Fund:  Deena Congdon – $11,250.00 and Udovich Electric – $361.47. Operations:  Lake Country Power – $915.94, $269.74, $58.27, $45.10, $46.00, & $51.00; Pace Analytical – $354.00; Pelican Bay – $306.42; Rutchasky Enterprises – $385.00; Robert J. Scott, Jr. – $1,637.84 and S.E.H. – $443.59.  All voted in favor and the motion carried.  A motion was made by B. Beste, supported by B. Caughey, to approve payment of December bills as follows:  Costin Group – $1,250.00; Fryberger, Buchanan – $1,363.68; and Range Office Supply – $17.18.  Operating Fund:  Lake Country Power – $1,229.18, $253.54, $232.70, $68.76 & $193.00; Aqua-Pure – $590.42; Gopher State One Call – $2.70; Grand Rapids Utility – $1,700.55; DVS Renewal – $23.25 & $19.25; Pace Analytical – $354.00; Rutchasky Enterprises – $330.00; Robert J. Scott, Jr. – $1,248.56; and USIC – $30.00.  All voted in favor and the motion carried.  R. Scott reminded the Board that Cowden’s would be responsible for expenses related to the land purchase and easements.

Funding Balances:  An accounting of the Legacy III Funds was provided to the Board.

Clean Water Partnership Loan Program:  The Board is pursuing the loan as an option for the Legacy III matches and payment of the current $60,500 loan, and understands that the interest rate would be zero.  A motion was made by B. Beste, supported by B. Caughey,  to adopt Resolution #2020-01 approving R. Scott to submit the proposal  and represent the District in all matters that do not specifically require Board action with the understanding that submittal of the proposal does not obligate the District to accept the loan, if offered.  All voted in favor and the motion carried.

Bank Signature Process:  A motion was made by R. Scott, supported by B. Beste, approving the removal of Nick Roth from and the addition of Bonnie Caughey to the District’s following bank accounts:  Checking – #4440536 and Savings – #630000674, #630000057, & #2400680.  R. Scott and B. Beste voted in favor, B. Caughey abstained, and the motion carried.

CLWSD Meeting Minutes – January 8, 2020

Administration

• DNR Co-op Agreement & Professional Service Contracts:  The 2020 DNR Agreement has been signed and Service Contracts are being updated and signed.
• Board Designates & Administrative:  A motion was made by B. Caughey, supported by R. Scott to approve the following for 2020 and authorizing R. Scott and J. Pohlman to adjust contracts as required:

            Board Designates

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

            Glorvigen, Tierney, Lind remains as the accounting firm for the District.

            Walker, Giroux, Hahne provides auditing for the District.

            Any bank may be used with American 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 inspector.

            Deena Congdon remains as Liaison for the District.

            Lance Ulen, & Jeff Truebenbach remain as Maintenance Workers.

            Bradley Schofield remains as pumper truck driver.

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

            CNH remains as the official newspaper for the District.

            Administrative

            Rental payment to the Crane Lake Chapel will be $800 for the year.

            Meeting Date, Time & Location: (Date) First Wed. of each month (Time) 6:00PM – May through Oct. &        1:00PM – Nov. through April. (Location) Fellowship Hall.

            Posting Places:  Church, Post Office and area resorts when open with 1 posting annually.  Meeting   changes will be posted as they occur.

            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 – $24.00/hr. + PERA, Jeff Truebenbach – $20.00/hr., New-Hires – $17.75/hr., Brad Schofield – $35/hr., Jo Ann Pohlman – $26.50/hr. + PERA, and Traci Bak – $75.75/mo. 

Mileage:  Follow state guideline which fluctuates and is currently 0.575 cents per mile.

All voted in favor and the motion carried.

• PERA:  The District is looking into PERA requirements for employees of the District.
• Board Quorum via Phone:  The Board is making a Bylaws change to assist with meeting process should a quorum not be in attendance at the meeting site.  A motion was made R. Scott, supported by B. Caughey, to adopt Resolution #2020-03 updating the Bylaws of the Board to permit Board Members to attend Board meetings via interactive television/phones following required guidelines.  All voted in favor and the motion carried. 

Joint Powers Board

• VNP Comprehensive Plan: R. Scott did not attend the last meeting.  There was no new report
• Kicker Blvd. Annex:  The project has been temporarily on hold.  The Board is reactivating the project with B. Caughey taking the lead.  One goal is to coordinate a meeting of the JPB in Crane Lake with a public meeting.
• State and Federal Grant Funding:  There was no new report.

S.E.H. Engineering  

• District Update:  There was no new report.

CLWSD Meeting Minutes – January 8, 2020

O & M. Decentralized

• Management Program Update:  There are no updates.
• Cowden ISTS and Land Acquisition Request:  The Cowdens are in the process of a land purchase near the District’s waste water treatment plant and have requested road access and purchase of 3 acres of the District’s land. Mia Thibodeau of Fryberger, Buchanan is working on the easement and land purchase process. A motion was made by B. Beste, supported by R. Scott, to adopt Resolution #2020-02 resolving that the portion of property being sold is no longer needed by the District, the granting of an easement across a portion of the property will not interfere with the purposes of the District, and the form of Vacant Land Purchase Agreement and Right-of-Way Easement are approved in substantially the forms attached to the resolution as Exhibits 2 & 3, with edits and changes as may be approved by counsel to the Board, without changing the purchase price.  The Chair and Clerk are authorized to execute the Vacant Land Purchase Agreement and Right-of-Way Easement Agreement upon final approval by counsel to the Board.  All voted in favor and the motion carried.

O & M Centralized

• Operations Report:  Rob Scott Jr. provided the following report:  It looks like we met ALL the MPCA limits last month.  Santa delivered us a new chemical pump.  It is installed and is working splendidly.  Plant operations seem to be running smoothly. Mark Anderson provided the following report:  Things are going good at the plant.  Water temperature is warmer than last year.  It is sitting at 46 degrees.  Water infusers have been installed at both Brandon Anderson’s and the Ingebretsen’s. The lift station had a broken electrical wire on the Lake Country Power side; which has been repaired.  M. Anderson plowed the plant area with the skid-loader to open up the door entrance. 

PUBLIC COMMENTS (5 Minute Limit):  There were none.

The meeting was adjourned at 2:45PM

Jo Ann Pohlman, Clerk

NEXT MEETING:  BOARD OF MANAGERS’ MEETING – FEBRUARY 5, 2020 – 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.