CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

November 4, 2015 – 7:30 P.M.

CRANE LAKE CHAPEL FELLOWSHIP HALL

The meeting was called to order by Vice-Chairman Bruce Beste at 7:35P.M.

Members present:  Managers Mark Anderson, Bruce Beste, Bill Congdon, and Darrell Scott.

Members absent:  Manager Rob Scott.

Also present: Jim Orton of Orton Construction, ESA Representative John Connaker; Ron Rutchasky of Rutchasky Enterprises, Clerk/Treasurer Jo Ann Pohlman, and three members of the community.

Opening Comments:  Handberg Road expansion project is looking good.  Landscaping that has been done so far  is a nice improvement.  Thank you to Randy for working through the punch list.  Landscaping was being done today for the lift station at the DNR landing.

BUSINESS:

Minutes: A motion was made by B. Congdon, supported by M. Anderson, to approve the minutes of the Board of Managers’ Regular Meeting of October 7, 2015.  All voted in favor and the motion carried.

Correspondence:  The correspondence list was reviewed by the Board.  A motion was made by B. Congdon, supported by B. Beste, 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. October 2015 payroll expenses, including payroll taxes:  Admin – $1,743.86; Operating – $4,260.66.  3^rd Quarter Quick Books entries were reviewed with Jennifer of Glorvigen.  The 2014 Audit has been completed and will be emailed to the Board.  The September 2015 Financial Statements were presented to the Board.  A motion was made by B. Congdon, supported by M. Anderson, to approve the Treasurer’s report as presented and the payment of bills as follows:  Administrative:  Costin Group – $1,000.00; LMCIT-$1,195.00 & $71.00; and RVS – $73.27. Settlement Fund:  Mike Seigley – $2,050.00.  Insurance Claim Fund:  Rutchasky Enterprises – $7,708.00.  ESA IRRRB Fund:  U.S.A. – $104,599.75 and S.E.H. – $18,555.45.   ESA Legacy Fund:  Fryberger – $2,968.85 and Maki & Overom – $3,793.00.  Operations: Lake Country Power – $431.97, $131.06, $47.14, $48.74, $46.00 & $46.00; Citi-Lites – $62.00; Ferguson Waterworks – $403.25; Gopher State One Call – $5.80; LMCIT – $4,060.00 & $2,103.00; Menards – $1,295.52; Mountain & Co. – $4,800.00; Pace Analytical – $467.00; Rutchasky Enterprises – $400.00, $4,888.00, $1,165.00, & $725.00; Udovich Electric – $862.71; and Terry’s Operational Services – $1,343.20.  All voted in favor and the motion carried.  The two outstanding Electric Pump Invoices are still being reviewed.

Fund Transfers:  There were no fund transfers approved.

Administration

• Ordinance (ISTS Management): The drafts sent to the Board by Mia Thibodeau of Fryberger will be reviewed by B. Beste and J. Connaker.
•  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.  No word has been received from the DNR to date.  The Board will discuss with the DNR the option of leaving the building at the Bayside Drive Public Access rather than moving and storing it each year.
• Delinquent Accounts:  A motion was made by B. Congdon, supported by M. Anderson, to adopt Resolution No. 2015-08 Certifying Unpaid and Delinquent Charges of benefited property owners to the St. Louis County Auditor with taxes against each benefited property certified for collection as other taxes are collected as applicable on attached Exhibit A.  All voted in favor and the motion carried.
• User Fees:  The Board agreed to continue with the current rates and increase when necessary.  The Board agreed in 2014 to average user fees.  The Board will respond to a letter sent by Paul Hamblin asking for clarification of the Board billing procedure.  The Board will also continue to review the billing process.
• Advisory Representative Update:  John Connaker reported that he had received compliments for the Board on their ability to work together and with the public.

 CLWSD Meeting Minutes – November 4, 2015

JPB Update

• VNP Comprehensive Plan: R. Scott was not present to report.
• State and Federal Grant Funding:   R. Scott was not present to report.

ESA Expansion & ISTS Management Project

• ISTS Management Projects Update (U of M):  Jim Orton of Orton Construction is back to work and plans to communicate with Sara Heger about the CAR on the Handberg Road.  He is currently working in the field prior to freezing and will be addressing the Handberg Road CAR soon.  Sara was unavailable for a telephone conference.
• Engineering Update (S.E.H.): Handberg Road Extension: Randy Jenniges joined the meeting via telephone and reviewed his written report provided to the Board.  Randy reviewed the funding status, the project punch list, and USA pay request (for which payment was approved in the Treasurer’s Report).  The USA contract is nearly complete.  Electrical and control panel work needs to be done at the DNR list station, the force main has been pressure tested, and clean-up needs to be completed. He sees start-up of the system being possible in two weeks.   Service Connection:  Prior to Rutchasky Enterprises doing the connection work, the funding agency (PFA) needs to approve the work being done by a different contractor.  Randy suggested that this work be done in the spring because we are running out of construction time this fall.
• ISTS Management Projects Update (U of M) (Cont.):  Mr. Orton presented four invoices for septic design work and permitting to St. Louis County for property owners interested in the District’s ISTS Management System in the ESA.  A motion was made by B. Congdon, supported by M. Anderson, to approve payment of Orton’s invoice for septic design work and permitting by St. Louis County for the Niemeyer property as their application fee had been received.  All voted in favor and the motion carried.  Service Connections:  Lennart Ostberg, Nelson Road, reviewed his existing system and wishes to upgrade.  An application packet will be sent to Lennart.  Jim Baker, East Bay, has completed and returned his application and ISTS Management Agreement and expressed interest in a loan to pay the $7,500 amount minus the expenses he has already put into the system.  Amortization schedules will be sent to all interested parties.  A motion was made by B. Congdon, supported by B. Beste, to approve payment of Orton Construction bills for design work and St. Louis County permitting upon receipt of applications and application fees from the affected parties.  All voted in favor and the motion carried.

Sewer Freezing

• Insurance Claim Status:  Freeze 2014 Phase I has been completed.  One invoice needs to be submitted for Freeze 2014 Phase II prior to completion of that claim.
• Corrective Action Plan:  Water Infusion:  The District will begin water infusion in December from the same properties at last year plus the Beckmann property and possibly the DeFries property.  Letters will be sent to all property owners included in the infusion process.
• Repair Work:  Repair is completed at the Brenton property; work continues at the Stahnke property to resolve freezing issues. The District is pursuing three options for the Stahnke property:  Find a narrower, septic approved heat tape; punch a new well; or add an additional manhole next spring prior to road upgrade work by the County. The District has installed a 4” pipe from the Beckmann grinder to the building at the Public Access for water infusion.

O & M Update

• Operations Report:  Terry Jackson’s emailed report stated that he is waiting for final discharge results for October.
• Sludge was removed from both storage tanks at the plant and was disposed of at the Grand Rapids WWTP.
• The polymer addition initiated last month shows potential.
• Ron suggested purchase of a GPS and a blanket to cover the grates at the plant during the winter months.

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

The meeting was adjourned at 10:00PM

Jo Ann Pohlman, Clerk

NEXT MEETING:            BOARD OF MANAGERS’ MEETING – DECEMBER 2, 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.