CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

Crane Lake Chapel Fellowship Hall

Wednesday, November 3, 2021 – 1:00 P.M.

Members present:  Bonnie Caughey, Deena Congdon, Darrell Scott, and Rob Scott

Members absent:  Mark Anderson

Also present: Clerk/Treasurer Jo Ann Pohlman

The meeting was called to order by Chairman Rob Scott at 1:04PM.

Minutes: A motion was made by B. Caughey, supported by D. Scott, to approve the minutes of the 10/6/21 Regular Meeting.  All voted in favor and the motion carried.

Correspondence:  The correspondence list was reviewed by the Board.  A motion was made by B. Caughey, 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 September 2021 Financial Statements, which were Previous Year Comparisons and were reviewed with Jennifer of Glorvigen, to the Board.  October 2021 payroll: Admin – $1,940.00, Operating – $6,220.00.  Payroll Taxes: PERA – $1,368.52, Federal Deposit – $2,180.84, and Mn Rev. $1,119.00.    A motion was made by D. Congdon, supported by D. Scott, to approve the Treasurer’s Report as presented and the payment of bills as follows: Admin Fund – $1,622.90; Legacy III Fund – $1,354.22; and Operating Fund – $2,879.63.   All voted in favor and the motion carried.  There was discussion of creating a report that would show the income and expense of the Management System, separate from other Operating income and expense.

Funding Balances:  A Report of current grant funding balances was presented to the Board.       

Administration

• Delinquent Sewer Bills:  A motion was made by R. Scott, supported by D. Congdon, to adopt Resolution No. 2021-01 certifying unpaid and delinquent sewer charges to the St. Louis County Auditor to be collected as other taxes are collected.  All voted in favor and the motion carried.   
• Management Program Agreement:  The current Management Program Agreement is being revised to include property owners outside of the District.  It was agreed by the Board that an administrative fee should be included for property owners outside of the District.  A motion was made by R. Scott, supported by D. Congdon, to set the administrative fee at $8 per month to be billed annually and to be reviewed yearly.  All voted in favor and the motion carried.  A draft of the document will be sent to Mia Thibodeau of Fryberger for review and to see if physical boundaries need to be set.
• Board Positions:  FYI – The Town Board will be posting for two Manager position openings to be appointed at the Township December meeting.

Joint Powers Board

• VNP Comprehensive Plan: Progress continues in all areas.
• Grant Funding: $600,000 in Legacy Funds has been awarded to the CLWSD – $300,000 for 2021 and $300,000 for 2022.  $200,000 in Covid Relief Funds has been awarded to the District. Debt relief efforts have changed gears.  Previously the North Shore Sanitary District would receive relief first, with the CLWSD being considered after that. Now a Bonding Fund request is combining the two districts.  An application has been presented to the DEED for $500,000 for plant updates.  The DEED requires a 50% match.  The Covid relief funds would be used for the match.

S.E.H. Engineering  

• District Update:  Jason Chopp is meeting with Rob Scott, Jr. and others to discuss plant upgrades.

O & M. (Decentralized)

• Management Program Update:  A report was presented to the Board.
• Conflict of Interest:  One of the District Accountants suggested that Orton Construction may have a conflict of interest doing both design work of new ISTS’s and required inspections of those same ISTS’s.  A motion was made by B. Caughey, to look into the possible conflict.  The motion died for lack of support. 
• M Schwanke Property.  There was freezing at the M. Schwanke property last winter and efforts are being made to avoid the same this winter.  The Board agreed with the system installer and maintenance provider to place cement blankets on the pipe.

CLWSD Meeting Minutes – November 3, 2021

O & M. (Decentralized) (Cont.)

• M. Schwanke Sewer Expansion:  The Schwankes are considering an expansion on their property that would require an additional ISTS.  It is understood that they are considering whether to do the work independently or continue with the District’s Management System.  A letter will be written to the Schwankes asking what direction they wish to go.
• Invoicing:  The Board would like more detail on some invoices received by the District.  The Clerk will look into the concern.
• Barge/Pumping:  Rutchasky Enterprises will be asked for a cost estimate of fees for pumping none Management Program properties with his own barge vs. pumping with a District owned barge.

O & M Update (Centralized)

• Operations Report:  Rob Scott Jr. provided the following report:  We met all the MPCA effluent limits for last month. The influent flows are low which is typical for this time of year.  We are starting the preparations for the upcoming winter season.  I am meeting with S.E.H. next week to review the drawings and documents in regards to the upcoming plant upgrade.
•  Mark Anderson Report:  M. Anderson reported the following:  Everything at the plant is doing just fine.  We may have one more load to Rapids.  Having truck issues again.  When season is over it’s going to Manco Trucking in the Falls.  No one local will work on it, so it’s going north.  The Cowden’s system needs landscape attention.  Tanks are getting exposed and eroded.  I also want to keep moving forward on the vault tank at V. River bridge site.  Heat tapes will be going on in the next couple of weeks along with water infusion. 
• Winterization:  The Board agreed that cement blankets need to be placed in preparation for the winter season.  A list of those tanks needing and not needing blankets will be provided to the maintenance crew.

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

The meeting was adjourned at 2:35PM

Jo Ann Pohlman, Clerk

 NEXT MEETING:   Board of Manager’s Meeting – December 1, 2021 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.