CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)
BOARD OF MANAGERS’ REGULAR MEETING
October 7, 2015 – 7:30 P.M.
CRANE LAKE CHAPEL FELLOWSHIP HALL
The meeting was called to order by Chairman Rob Scott at 7:30P.M.
Members present: Managers Bruce Beste, Bill Congdon, and Rob Scott.
Members absent: Managers Mark Anderson and Darrell Scott.
Also present: Steve Overom of Maki & Overom; ESA Representative John Connaker; Ron Rutchasky of Rutchasky Enterprises; Clerk/Treasurer Jo Ann Pohlman; a reporter from the Cook News-Herald; and four members of the community.
Opening Comments: Chairman Rob Scott stated that the meeting would begin with the ISTS Management Project Update by reviewing documents with Steve Overom followed by the variance requests.
BUSINESS:
ESA Expansion & ISTS Management Project
- ISTS Management Program Documents: Steve Overom of Maki & Overom reviewed the following documents with the Board and adjustments were made: Managed ISTS System Procedures, ISTS Construction and Managed System Agreement, Application for ISTS Managed System, and Sewer Service Payment Agreement. Final copies, showing changes made, will be forwarded to the Board. Mr. Overom presented a resolution for the Board to adopt establishing the above mentioned finalized documents. A motion was made by B. Congdon, supported by R. Scott, to adopt Resolution No. 2015-07 Establishing Procedures for the Managed ISTS System of the CLWSD and Approving Form of Agreements for Administration of the Managed ISTS System. All voted in favor and the motion carried.
- St. Louis County Agreement: R. Scott relayed his recent conversations with St. Louis County to arrive at an agreement between the County and the District on ISTS sewer management. Steve Overom and Mia Thibodeau will begin work with the County to arrive at agreement.
Minutes: A motion was made by B. Congdon, supported by B. Beste, to approve the minutes of the Board of Managers’ Regular Meeting of September 2, 2015 and the Special Meeting of September 15, 2015. 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 B. Congdon, that the correspondence be placed on file and acted upon as required. All voted in favor and the motion carried.
Treasurer/Accountant Report: Clerk/Treasurer J. Pohlman reviewed the Treasurer’s Report. August 2015 payroll expenses: Admin – $1,108.50; Operating – $3,453.25. September 2015 payroll expenses: Admin – $876.75; Operating – $2,729.75. $38,461.26 in Bonding Money was received to be applied to invoices previously paid. The August 2015 Financial Statements were presented to the Board. R. Scott stated that in reviewing revenue and expense projections to 2018, his initial findings are that the usual 3% billing increase at the beginning of 2016 will be sufficient. The Board discussed the Electric Pump invoices for labor and travel time related to the removal and install of a pump under warranty. A motion was made by B. Congdon, supported by B. Beste, to write a letter to Electric Pump sating that the District would pay no more than $1,000. All voted in favor and the motion carried. A motion was made by B. Beste, supported by B. Congdon, to approve the Treasurer’s report as presented and the payment of bills as follows: Administrative: Costin Group – $1,059.80; League of MN Cities – $1,775.00; and Quill – $156.75. ESA Legacy Fund: Fryberger – $1,450.25; and Maki & Overom – $3,400.90. Operations: Lake Country Power – $459.75, $144.12, $65.81, $82.14, $46.00 & $46.00; Aqua-Pure – $3,875.00; Citi-Lites – $279.00; Randy Clemmer – $100.00; Gopher State One Call – $13.05; Indelco – $21.95; L&M – $97.98; Mountain & Co. – $960.00; Pace Analytical – $296.00; and Terry’s Operational Services – $1,679.00. All voted in favor and the motion carried.
Fund Transfers: A motion was made by B. Congdon, supported by R. Scott, to transfer $2,000.00 from the Operations Fund to Capital Reserve Savings and $2,000.00 from the Operations Fund to Special Assessment Savings. All voted in favor and the motion carried.
Administration
- Variance: District Ordinance 1 allows for variances. A motion was made by B. Congdon, supported by R. Scott, to approve the variance requests made by Jeff and Lori Sanborn to partially hook-up their property at this time. All voted in favor and the motion carried. They wish to hook-up the store only at this time.
CLWSD Meeting Minutes – October 7, 2015
ESA Expansion & ISTS Management Project
- ESA Sewer Requests: The USFS met with recreational residential property owners in East Bay advising them that a special use permit can be created to include them in the District ISTS Management System. The District will send documents to the USFS so they can draft a special use permit. The USFS will send a letter to property owners advising them of the special use permit. Then the District can send a letter to East Bay property owners offering inclusion in the District ISTS Management System.
Administration
- Ordinance (ISTS Management): No discussion
- Advisory Representative Update: John Connaker reported that people had questioned the road clean up on Handberg Road and whether or not the $80 monthly fee for management service by the District would every increase. The answer is yes, that fee would increase along with any other billing fee increases in the District.
- DNR Agreements: The District has begun the review process with the DNR for the renewal of the agreement for the Public Access on Bayside Drive and a new agreement for the Public Access on Handberg Road which will commence upon completion of the tank installation at that site.
- User Fees: The Board agreed to continue with the current rates and increase when necessary. The Board agreed in 2014 to average user fees. A motion was made by B. Congdon, supported by B. Beste, to continue as is and to include any rate increases that may be needed in the future.
- Delinquency Letters: Delinquency letters were mailed to those in the District that are three months or more behind in billing payments. The Board will determine which accounts will be certified to the County to be included with property taxes at the November meeting.
JPB Update
- VNP Comprehensive Plan: The JPB continues to look at additional funding for the VNP Clean Water Project with a focus on Federal funds. The Kabetogama and Island View projects are on hold pending additional funds. Ash River land exchange with DNR is ongoing. Rob provided an update on the CLWSD efforts.
- State and Federal Grant Funding: The JPB is requesting funding through the Army Corps of Engineers. R. Scott will discuss the DNR Agreement for the Public Access on Handberg Road at the next meeting.
ESA Expansion & ISTS Management Project
- Engineering Update (S.E.H.): Handberg Road Extension: Randy Jenniges provided a written report for the meeting. USA has made progress on restoration issues and continues to complete the forcemain connections, flushing stations, and lift station installation. Two more week of construction is anticipated. Service Connection Requests: Quotes were requested for the additional service connections. Costs were received from USA and Rutchasky Enterprises for connecting Handberg’s Marina and Shirley Sanborn’s residence. A motion was made by B. Congdon, supported by R. Scott, to approve the Rutchasky Enterprises quote as the low bid. All voted in favor and the motion carried. Rutchasky Enterprises will provide a contract for the work. The contract should have the following conditions: Property owners sign permanent easements; Nancy Johnson with the PFA gives approval of the contract for reimbursement with bonding dollars; Brian Fitzpatrick with the MPCA provides approval of the addition to the plans. If approval for use of bonding funds is not approved, the District will request legacy funds for the project.
- ISTS Management Projects Update (U of M): Sara Heger was not contacted for an update as the CAR is on hold awaiting Jim Orton’s recovery.
Sewer Freezing
- Repair Work: Repair is needed at the Brenton property and the Stahnke property prior to this winter.
- Beckmann Freezing Issue: The District will install a 4” pipe to the building at the Public Access for water infusion purposes during the winter.
- DeFries Property: The DeFries’ will be contacted for possible water infusion during the winter from their property to eliminate freezing.
CLWSD Meeting Minutes – October 7, 2015
O & M Update
- Operations Report: Terry Jackson’s emailed report stated that all State and Federal effluent limitations were met during the month.
- A tanker load of sludge was disposed of at the Grand Rapids WWTP. Remaining sludge will be disposed of in October. Annual bio-solids reports will be submitted to the MPCA.
- A polymer is being added to the influent stream to act as a coagulant aid to accomplish better settling of primary solids.
- Winterization of the plant has begun and will soon be completed.
- Both sludge transfer pumps and the Flyght recirculation pump are working well.
PUBLIC COMMENTS (5 Minute Limit): There were none.
The meeting was adjourned at 9:30PM
Jo Ann Pohlman, Clerk
NEXT MEETING: BOARD OF MANAGERS’ MEETING – NOVEMBER 4, 2015 – 7:30PM, 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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