CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

November 6, 2013 – 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 Mark Anderson, Bruce Beste, Bill Congdon, Darrell Scott & Rob Scott

Members absent:  None

Also present: Sewer Maintenance Worker Jim Pohlman, Clerk/Treasurer Jo Ann Pohlman, a reporter from the Cook News-Herald, and 10 members of the community.

Opening Comments:  Chairman Rob Scott welcomed everyone to the meeting and stated that the Board is still looking at all options for expansion. It now looks like the District would not be spending a lot of money on Bear Island; but would be spending some.  Greg Kimman of S.E.H. would participate in the meeting via telephone.

BUSINESS:

Minutes:  The following corrections were made to the October minutes:  Administration, ESA & WSA Advisory Representatives – Change the motion to exclude the WSA and the ESA and apply to the Township only.  JPB Update, VNP Comprehensive Plan – the next scheduled meeting will be December 4^th rather than November 4^th. A motion was made by M. Anderson, supported by B. Beste, to approve the corrected minutes of the Board of Managers’ Regular Meeting of October 2, 2013 and the Committee Meeting Minutes of October 18, 2013.  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 D. Scott, 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. The 3^rd Quarter Quick Books entries were reviewed by Jennifer of Glorvigen. October 2013 payroll expenses, including payroll taxes, were as follows: Administrative – $1,192.06 and Operations – $4,259.68.  The September 2013 Financial Statements were presented to the Board. Jennifer’s comments were that the District’s P&L was up $2,500 compared to the 3^rd quarter of 2012.  When comparing January through September to 2012, the District is down $20,000.  The Balance Sheet looks good to date.  A motion was made by B. Beste, supported by M. Anderson, to approve the Treasurer’s report as presented and the payment of bills as follows:  Administrative:  Costin Group – $1,022.60; Fryberger, Buchanan – $139.03; League of MN Cities Insurance Trust – $67.00; and S.E.H. – $3,832.84.  Operations:  Lake Country Power – $316.75, $101.53, $44.89, $44.89 & $45.00; A-1 Services – $1,049.40; Aqua-Pure – $3,150.00; Citi-Lites – $50.00; Ferguson Water Works – $5,617.14; Gopher State One Call – $1.45; Grand Rapids Public Utilities – $1,475.74; Lance Ulen – $51.80; League of MN Cities Insurance Trust – $1,710.00;  Pace Analytical – $452.00; Quality Flow – $312.04; Rutchasky Enterprises – $3,950.00 and Terry’s Operational Services – $1,608.50.  All voted in favor and the motion carried.  Bob Bartell’s invoice in the amount of $3,550.00 for inspections of ISTS’s on Bear Island is on hold until reports are received.  The District may need to transfer funds back to the Operating Fund from the Capital Reserve Savings to pay December bills.

• Fund Transfers:  There were no transfers approved.
• Budget Forecast:  Updated revenue & expense spreadsheets were presented to the Board for review prior to the December meeting where rate increases will be considered.

Administration

• Ordinance Review:  B. Beste has submitted final comments to Fryberger for Draft Ordinance 3 update completion.  R. Scott stated that our Ordinances need to be reviewed to change language from ‘failed systems’ to ‘compliant and non-compliant’ with attorney approval.  EDU descriptions also need review.
• ESA & WSA Advisory Representatives:  R. Scott reviewed the reasons for having a representative to the Board from each area as well as a representative from the Township Board.
• Delinquent Accounts:  There were no delinquent accounts to be submitted to St. Louis County for collection.
• CLWSD Board Appointments: The Township has posted the two terms that will be ending on December 31, 2013.
• Terry Jackson Contract Renewal:  An email will be sent to Terry to update his contract for renewal in December.

CLWSD Meeting Minutes – November 6, 2013

Administration (Cont.)

• Committee Meeting:  The language in the Ordinances was discussed as stated above.  District meeting procedures were discussed; i.e. whether to stay with the current format or change to an open format.  The Board members agreed to stay with the current format.  Sewer Management was discussed as an option for the District.  Ottertail County and the University of MN Extension Service have been contacted to present the Sewer Management concept to the District at a public meeting in December.

Legal Issues

• RLK Arbitration:  The District’s attorney, Stephanie Ball, is in court and has not provided any updates.  The most recent information is that RLK’s insurance company has communicated with Fryberger, Buchanan.

JPB Update

• VNP Comprehensive Plan: As stated above, the next meeting is scheduled for November 4^th.
• Engineering Services Grant Request & State and Federal Grant Applications:  The District did not qualify for the MPCA Wastewater Infrastructure Funds (WIF) program and will look to be reconsidered in 2014.
• District’s Purpose:  R. Scott has asked St. Louis County to clarify how their rules fit within a sewer district.  A draft letter has been prepared to Commissioner John Linc Stine of the MPCA asking for clarification and support as to their expectations from this District. The draft letter has been emailed to the Board, the District engineers, individuals in St. Louis County, District legal counsel, Gary Cerkvenik and Terry Jackson for input prior to sending to Comm. Stine.  A motion was made by B. Congdon, supported by D. Scott, to approve R. Scott’s continuation with the draft letter to be submitted to the MPCA.  All voted in favor and the motion carried.

S.E.H. Update

• Greg Kimman of S.E.H. was telephoned to participate in the meeting.
• Voyageur Lakes Development:  There was nothing new to report.
• Bear Island Expansion:  S.E.H. is working with Bob Bartell to complete the report to submit to the District following his investigation of the ISTS systems on Bear Island.
• Management Systems:  A motion was made by M. Anderson, supported by B.  Congdon, to approve expenses for Rollie Mann of Ottertail County to attend a Public Meeting on December 4^th at 6:30PM to discuss the management system in place at Ottertail County.  All voted in favor and the motion carried.  A motion was made by B. Congdon, supported by B. Beste, to approve expenses for Sara Hegen of the U of M Extension Service to attend the planned Public Meeting on December 4^th to discuss allowable systems.  All voted in favor and the motion carried.   R. Scott requested that Greg ask for handouts from both presenters for the Public Meeting.   Note:  Go to the following websites for information relating to small communities (http://septic.umn.edu/communities/index.htm) and management structures in Ottertail (http://septic.umn.edu/communities/organizationaloptions/index.htm).  Copies of Ottertail Water Management District Ordinances 1 and 2 (18 pages)  are available by contacting the Clerk at 218/993-1303 or info@clwsd.org.
• USDA-Rural Development is still a consideration for engineering service grant funds.

Treatment Plant and Operations Report

• Jim Pohlman reviewed the report that Terry Jackson submitted:  Effluent limitations were met during the month.
• The single air-cooled dry mount pump continues to be used to recirculate water on the sand filters.  Terry has contacted two pump vendors to help determine the best way to resolve the protracted problems with the recirculation pumps.
• The plant winterization has begun.
• Two Barnes grinder pumps were ordered and an E-One grinder station was ordered.

PUBLIC COMMENTS (5 Minute Limit):  Some public comments were as follows:  Rob was asked to repeat the opening comments.  Clarification of the difference between a public meeting and a business meeting was requested.  Disagreement with holding a public meeting in December when many summer residents are not here was expressed.  The current meeting structure is not conducive to community communication. It would be beneficial to allow public input throughout the meeting prior to decision making.  Would a representative to the Board from the ESA need to be a voting resident of Crane Lake?  Why is the District considering a Management System?

CLWSD Meeting Minutes – November 6, 2013

The meeting was adjourned at 8:45PM

Jo Ann Pohlman, Clerk

NEXT MEETING: PUBLIC MEETING –  DECEMBER 4, 2013, 6:30PM, CRANE LAKE FELLOWSHIP HALL

BOARD OF MANAGERS’ MEETING FOLLOWING

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.