CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

Wednesday, October 4, 2017 – 6:00 P.M.

CRANE LAKE CHAPEL FELLOWSHIP HALL

The meeting was called to order by Chairman Rob Scott at 6:05P.M.

Members present:  Mark Anderson, Bruce Beste, Darrell Scott and Rob Scott.

Members absent:   Bill Congdon.

Also present: Jason Chopp of S.E.H., CLWSD Advisory Rep. John Connaker, Clerk/Treasurer Jo Ann Pohlman, and 3 members of the community.

Comments:  Chairman Rob Scott stated that the District was moving forward with the Handberg Road Extension –Phase II and the Management Program. Legacy Funding would be discussed and there were a number of letters requiring response.

Minutes: A motion was made by M. Anderson, supported by B. Beste, to approve the minutes of the 9/6/17 Board of Managers’ Meeting and the 9/21/17 Special Board of Managers Meeting.  All voted in favor and the motion carried.

Correspondence:  The correspondence list was reviewed by the Board.  A motion was made by B. Beste, supported by M. Anderson, that the correspondence be placed on file and acted upon as required.  All voted in favor and the motion carried.  The Board reviewed the letters needing response.  An email would be sent to Andy Casareto immediately requesting permission to access his property to do necessary clean-up lean up work following ISTS installation.  The Leech property also needs some follow-up work that will be addressed as soon as weather permits.  An email will also be sent to them right away.  Other letters will be addressed within the next week or so.  A Board member will inspect each property after the work has been completed.

Treasurer’s Report:  Clerk/Treasurer J. Pohlman reviewed the Treasurer’s Report. The August 2017 Financial Statements were presented to the Board. September 2017 payroll:  Admin – $2,048.68; Operating – $4,037.86. Bills for payment:  Administrative:  Costin Group – $1,250.00 and League of MN Cities – $1,860.00. IRRRB Fund: Cook News Herald – $41.40 and S.E.H. – $32,700.00. Legacy Fund:  Great Northern Environmental – $212.87 and Udovich Electric – $485.00. Legacy Annexation Fund: Fryberger, Buchanan – $658.26. Plant Operations:  Lake Country Power – $527.18 $200.43, $72.50, $45.10, $46.00, & $50.00; Gopher State One Call – $2.70; Mountain & Co. – $2,880.00; Pace Analytical – $355.00; Robert J. Scott – $359.10; Sunrise Construction – $175.00; and Terry’s Operational Services – $1,373.08.  A motion was made by M. Anderson, supported by R. Scott, to approve the Treasurer’s Report as presented and the payment of bills.  All voted in favor and the motion carried.

MPCA/PFA Funding:  The Board reviewed the fund balances and discussed the needs of the plant and the collection system to be considered following the Handberg Road Expansion Phase II.

Debt Relief:  Later in the meeting R. Scott related that he and B. Congdon had provided information to Congressman Nolan to assist him in possible debt relief for the District.

Administration

• CLWSD Advisory Rep. Update:  John Connaker recommended that the Board consider replacing him as the Advisory Rep. or appointing an alternate as he would be unable to attend meetings throughout the winter months. The Board requested that John find an alternate.
• ISTS Ordinance Update & Review:  The Board needs to look at alternate fees for ISTS’s. There should be options for those that have existing compliant systems that wish to be included in the Management Program.
• Management Program and St. Louis County:  The District is working with the County to complete the Permitting process.  The District will look into doing its own inspections in the future.

JPB Update

• VNP Comprehensive Plan: R. Scott reported that the meeting was held at Ash River for the second time.  Ash River is looking at fewer members for its board; JPB members may be on the board initially to assist with transition and change.  Island View is boring holes and Kabetogama has completed phase 1.
• Kicker Blvd. Annex:  Future funding will be considered for this project.
• State and Federal Grant Funding:  Gary Cerkvenik continues to work for more funding for the JPB.

CLWSD Meeting Minutes – October 4, 2017

S.E.H. Engineering Update

• Bid Process:  Wagner Construction questioned the Board’s action of not going with the lowest bidder for the Handberg Road – Phase II Project.  The District attorneys advised that the Board could go with the lowest responsible bidder.  The Board has concerns about the quality of Wagner’s work from past experience.
• Handberg Road Project (Phase II):  Jason Chopp reported that the bid had been awarded at the previous meeting and documents had been presented to the Board.  A motion was made by B. Beste, supported by M. Anderson, approving signature of the Agreement between Owner (CLWSD) and Contractor (George Bougalis & Sons) for the Handberg Road Phase II Project.  All voted in favor and the motion carried.  Jason will provide the Notice to Proceed to the contractor tomorrow.  The construction schedule would be reviewed at the Pre-Construction Meeting scheduled for Monday, October 9^th at 11AM at the S.E.H. office in Virginia.  Jason presented an agreement for construction related engineering services to the Board for approval.  A motion was made by M. Anderson, supported by D. Scott to approve signature of the Agreement for Professional Services for the Handberg Road Phase II Construction Related Services between the CLWSD and S.E.H. All voted in favor and the motion carried.  Mobilization by Bougalis and Sons will occur near October 16^th.

O & M Update (Decentralized)

• CLWSD Initial Site Survey:  Jim Orton was not present to report.
• Management Program Status Report:  A report was provided to the Board.  The Board discussed future action and requested that the Clerk contact the County for an update on when Permits to Construction would be released and to contact Jim Orton for an update on designs that will be sent to the County for Permit consideration.

O & M Update (Centralized)

• Operations Report:  Terry Jackson provided a report stating that the new UV tubes were placed into the effluent trough for disinfection of the discharge.
• All effluent limitations were met during September.  Preparation for winter operations is in progress.
• The new influent and effluent samplers have been installed and placed into service.  They meet all current and anticipated regulatory requirements for sampling.
• The eye wash/shower combination has been delivered and will be installed.  The eyewash, shower and heater meet the requirements of OSHA.
• Robert J. Scott will be required to test for the Class IV MPCA solids License.  Three days of training will be required.
• Soil samples for land spreading of biosolids have been sent to the U of M.  When results are received a soil scientist will be contact to help determine if the soil profile is adequate for land spreading of biosolids.
• There is a pump in the plant that is ‘making noise’.  A backup pump is needed.

PUBLIC COMMENTS (5 Minute Limit): Carl Anderson expressed his concern on large equipment being used to access properties for ISTS installation and stating that smaller equipment would decrease damage to customer property.

The meeting was adjourned at 7:20PM.

Jo Ann Pohlman, Clerk

NEXT MEETING:  BOARD OF MANAGERS’ MEETING – NOVEMBER 1, 2017 – 2:00PM, 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.