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CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR & REORGANIZATION MEETING

Crane Lake Chapel Fellowship Hall

Wednesday, January 8, 2025 – 1:00 PM

Rob Scott took the Oath of Office prior to the meeting.

The meeting was called to order at 1:03PM

Members present: Bonnie Caughey, Deena Congdon, and Rob Scott.  Also present: Maintenance Worker Jeff Truebenbach, Pumper Truck Driver Craig Campbell, and Clerk/Treasurer Jo Ann Pohlman.

Members absent:  Mark Anderson and Darrell Scott.

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

Minutes: A motion was made by B. Caughey, supported by R. Scott, to approve the minutes of the 11/6/24 Regular Meeting.  All voted in favor and the motion carried.  There was no meeting in December.

Correspondence:  The correspondence list was reviewed by the Board.  A motion was made by B. Caughey, supported by D. Congdon, 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 October-November 2024 Financial Statements to the Board.  November & December 2024 payroll:  Admin – $4,188.00 & Operating – $14,231.00.  Payroll Taxes:  PERA – $3,116.49, Fed Dep. – $4,982.98, & MN Dep. – $757.00.  October Tax Apportionments were received on 12/3/24.  A motion was made by B. Caughey, supported by R. Scott, to accept the Treasurer’s Report as presented and to approve the November & December bills as follows:  November: Admin – $2,675.00, Legacy Fund – $2,618.56, & Operating – $26,077.69. December:  Admin – $1,670.00 & Operating – $43,295.60.  $13,434.41 Capital Reserve Savings will be transferred to the Checking Operating Fund to cover two items (WWTP-Valve Replacement and Trailer Purchase) paid in November.  All voted in favor and the motion carried.

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

Levy Considerations (Admin/Operations): The Board is reviewing their account distribution within the District funds with the advice of their accountants.

Administration

  • Rate Study:  D. Congdon & Bonnie Caughey continue with the study.  The Board agreed that there would be no billing rate increase at this time.
  • Board Requirement – Reduce from 5 to 3 Managers:  Legislative action would be needed to do this.  The Board will continue their research.
  • McGuire Land Use Permit Application Approval:  A motion was made by D. Congdon, supported by R. Scott, that the McGuire land use permit application proposal may be issued as proposed by St. Louis County.  All voted in favor and the motion carried.
  • Auditor Engagement Letter:  A motion was made by B. Caughey, supported by D. Congdon, to approve and sign the agreement with Walker, Giroux & Hahne for 2024 audit services for $8,550.00.  All voted in favor and the motion carried.
  • DNR Special Use Permit:  A motion was made by D. Congdon, supported by R. Scott, to approve and sign the 2025 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 B. Caughey, supported by D. Congdon, 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.
  • Board Designates:  A motion was made by R. Scott, supported by B. Caughey, to approve the following for 2025:

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.

CLWSD Meeting Minutes –January 8, 2025

Administration – Board Designates (Cont.)

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. (Lance semi-retire in July)

Craig Campbell & Scott Halldorson remain as pumper truck drivers.

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 D. Congdon, to approve the following for 2025:

Crane Lake Chapel Use:  $500 for ½ of 2025. Meetings will then move to the new Visitor Center

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 – $30.00/hr + PERA, Jeff Truebenbach – $30.00/hr + PERA, Craig Campbell – $41.00/hr + PERA, Scott Halldorson – $41.00/hr + PERA, Jo Ann Pohlman – $36.00/hr + PERA, Traci Bak – $110.00/mo, Maintenance New Hires – $20.00/hr, Pumper Truck Driver New Hires – $30.00/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

  • State and Federal Grant Funding:  1.2Million has been approved by the Clean Water Council, per the JPB request. The amount that Crane Lake will receive to continue ISTS installations is yet to be determined.
  • WWTP Testing:  The expense of required testing at the plant is extremely high.  R. Scott requested that the JPB & St. Louis County help in the search for a remedy. 

S.E.H. Engineering Update 

  • District Update:  There was no update needed. 

O & M. (Decentralized)

  • Management Program Update:  A report of current ISTS activity was presented to the Board. Installations are complete for the season. A Committee Meeting is being planned to discuss the Schwanke Install expenses.
  • Yearly O&M Review:  There was no update.

O & M Update (Centralized)

  • Operations Report:  Rob Scott Jr. provided the following reports:  November: We met all the MPCA effluent limits for the month of October.  The plant is operating well. The influent volume is low and steady, which is typical for this time of year. All the grinder pumps are covered, and all the water infusions are turned on. We need to pay Lance Ulen for a flatbed trailer we have been using the last 10 years to haul our insulated blankets on. Please write him a check of $400 for the purchase of this trailer so we can continue to use it after he retires next May. December:  We met all the MPCA effluent limits for the month of November.  The plant is operating well. The influent volume is low and steady, which is typical for this time of year. All the grinder pumps are covered, and all the water infusions are turned on. Jeff also had to replace some batteries on the infusion systems. Lance has been and will be spending more time with Jeff as Lance gets Jeff ready for Lance’s retirement in May. We will keep Lance on at an hourly position once he retires from full time employment, to help with Jeff’s transition to being the main plant operator. Lance will also be training in Craig Campbell to learn the plant operations to assist Jeff as need be.

I have some updated information regarding the sludge truck repairs. As of now, the estimated cost for the new engine, new transmission, new front end, new PTO pump, new springs, new shocks, new hydraulic lines, hoses and valves will be approximately $130,000 to $150,000. This also includes a new DOT license. The truck should be ready to roll by March.

  • Maintenance Facility: There was no action.
  • Maintenance Vehicle:  There was no action.

CLWSD Meeting Minutes –January 8, 2025

O & M Update (Centralized) (Cont.)

  • Training:  Craig will be attending required training & certification to drive the pumper truck. (Scott is covered under Craig’s certification)
  • Land Application:  Craig is looking into sludge land application for the District.
  • Pumper Truck:  Repair information is listed above under Rob Scott, Jr.’s report. The team is looking into a temporary storage solution for the pumper truck to alleviate freezing.
  • Berling Grinder Installation:  The expenses and billing for the additional grinder tank at the Berling property – requested by the customer – will follow the District Ordinances.
  • WWTP Road Maintenance:  The District is communicating with the Aune’s regarding their road maintenance responsibilities.
  • Winterization:  Jeff will be checking the infusers in January/February.

Public Comments: There were none.

The meeting was adjourned at 2:15PM

Jo Ann Pohlman, Clerk

NEXT MEETING:   Board of Manager’s Meeting – February 5, 2025 – 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
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