CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

Crane Lake Chapel Fellowship Hall

Wednesday, October 5, 2022 – 1:00 P.M.

Members present: Mark Anderson, Bonnie Caughey, Deena Congdon, and Rob Scott.

Members absent:  Darrell Scott.

Also present: Clerk/Treasurer Jo Ann Pohlman

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

Minutes: A motion was made by B. Caughey, supported by M. Anderson, to approve the minutes of the 9/7/22 Regular Meeting.  All voted in favor and the motion carried.

Correspondence:  The correspondence list was reviewed by the Board.  A motion was made by M. Anderson, 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 August 2022 Financial Statements to the Board.  September 2022 payroll: Admin – $1,877.00 & Operating – $7,374.50.  Payroll Taxes: PERA – $1,498.09, Federal Deposit – $2,598.40. A motion was made by M. Anderson, supported by R. Scott, to approve the Treasurer’s Report as presented and the payment of bills as follows:  Admin Fund – $3,369.00, Legacy III Fund – $7,291.70; Legacy IV Fund – $7,373.69; and Operating Fund – $10,974.17.  All voted in favor and the motion carried.

• Funding Balances:  A Report of current Legacy grant funding balances was presented to the Board.
• IRRR Grant.  Documents and information have been forwarded to Jeff Anderson of The Costin Group to complete the IRRR grant application.
• ARPA Grant:  The District was awarded the $200,000 ARPA grant to use as a partial match for the WWTP update grant. 

Administration

• Ordinance & Procedure Review:  The District will review their Ordinances and Procedures over the next few months.

Joint Powers Board

• VNP Comprehensive Plan:  R. Scott did not attend the September meeting.  The October meeting will be held in Crane Lake on October 26^th, at 10AM at the Fellowship Hall.  D. Congdon reported that Ash River is moving forward with easements, design, etc.
• State and Federal Grant Funding:  There was nothing new to report.

S.E.H. Engineering Update  

• District Updates: 

Plant Upgrade: Jason Chopp, S.E.H. provided the following report:  Rachel Contracting started earthwork the week of October 3^rd.  Rachel will continue construction through November, weather permitting; then stop work until Spring 2023.  There is a construction progress meeting on October 7^th.  There will be monthly meetings scheduled the first Friday of each month. 

Rachel Contracting Agreement:  Rachel Contracting agreed to the additions to the supporting contract documents provided by the District’s attorney, Mia Thibodeau.  A motion was made by D. Congdon, supported by M. Anderson, to approve signature of the Standard Form of Agreement Between the Crane Lake Water & Sanitary District (Owner) and Rachel Contracting, LLC (Contractor) on the Basis of a Stipulated Price – $961,395.29 – subject to final Unit Price adjustment.  All voted in favor and the motion carried.

O & M. (Decentralized)

• Management Program Update:  A report of current ISTS activity was presented to the Board.  St. Louis County required yearly inspections have been performed by Orton Construction. D. Congdon reported that Udovich Electric had been called to address an electrical issue at the Partridge property.  Rutchasky Enterprises will look into landscaping at the Cowden property. A motion was made by M. Anderson, supported by B. Caughey, to approve the installation of an ISTS at the Steve Bergerson property, which is outside of the District’s boundaries.  All voted in favor and the motion carried.

CLWSD Meeting Minutes – October 5, 2022

O & M. (Decentralized) (Cont.)

A variance request addressing the additional expense for installation was received from Emily and Michael Schwanke in September for an additional ISTS at their property to accommodate four yurts.  The Board determined that more discussion was needed and tabled the issue to the October meeting. The Schwankes submitted an updated variance request agreeing to pay the initial $7,500, as required for all ISTS installations, and an additional $8,000 toward the expense above $30,000 to complete their project.   A motion was made by R. Scott, supported by M. Anderson, to approve Emily and Michael Schwanke’s variance request agreeing to pay the additional $8,000 above the $7,500 for their project.  All voted in favor and the motion carried. 

• Rate Study:  B. Caughey continues to work on the project.

O & M Update (Centralized)

• Operations Report:  Rob Scott Jr. provided the following report:  We met all the MPCA effluent limits for the month of August.  The influent flow volume coming into the plant is low, which is common for this time of year. The plant is operating well. Rachel Contracting moved some equipment on site last week. We have an onsite meeting Friday October 7with myself, Rachel Contracting and SEH to make sure everyone is on the same page.

• New Hook-up:  Jason Chopp is reviewing the feasibility and expense of providing service to a property owner on the east side of CSAH 24.  The pipe runs on the west side, and a service line would need to be bored under the highway.
• D. Tufte RV Site:  There was nothing new to report.
• Twp. RV Site:  Don Hinzmann of S.E.H. has asked the District for information on sewer requirements for the Township Visitor Center and RV site.  The District will ask Jason Chopp of S.E.H. to provide the needed information.
• Job Descriptions:  A job description for the maintenance workers was provided by Rob Scott, Jr. with additions made by M. Anderson.  The maintenance workers are providing their input.  A rough draft should be ready by the next meeting.  M. Anderson will be away for a few months.  Rob Scott Jr. will be asked to communicate directly with team members on a weekly basis in Mark’s absence. 
• Winterization:  The team will begin the process of placing blankets, turning on heat tapes and starting the infusers.

Public Comment:  There was none.

The meeting was adjourned at 2:10PM

Jo Ann Pohlman, Clerk

NEXT MEETING:   Board of Manager’s Meeting – November 2, 2022, 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.