CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

Wednesday, November 7, 2018 –2:00 P.M.

CRANE LAKE CHAPEL FELLOWSHIP HALL

The meeting was called to order by Chairman Rob Scott at 2:10P.M.

Members present:  Bruce Beste, Nick Roth, and Rob Scott.

Members absent:  Mark Anderson and Darrell Scott

Also present: Attorney Mia Thibodeau of Fryberger, Buchanan, Engineer Jason Chopp of S.E.H., District Liaison Deena Congdon, Clerk/Treasurer Jo Ann Pohlman and 1 member of the community via telephone.

Minutes: A motion was made by N. Roth, supported by .R. Scott, to approve the minutes of the 10/3/18 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 N. Roth, 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 reviewed the Treasurer’s Report. The September 2018 Financial Statements, which were Previous Year Comparisons and had been reviewed by Jennifer of Glorvigen, were presented to the Board. October 2018 payroll:  Admin – $1,687.30, Operating – $3,110.76, Payroll Taxes – $1,936.08.  $8,000.00 was transferred from Checking to Debt Service Savings as monthly $2,000 transfers for March, April, May and June.  $3,000.00 was transferred from Checking to Capital Reserve Savings as monthly $1,000 transfers for April, May and June.  A motion as made by B. Beste, supported by R. Scott, to approve the Treasurer’s Report as presented and the payment of bills as follows:  Admin:  Costin Group – $1,250.00; LMCIT – $69.00; and Quill – $85.85.  Operating:  Lake Country Power – $485.25, $184.43, $51.32, $45.10, $46.00, & $49.00; Anderson Outfitters – $660.00; Aqua-Pure – $6,195.00; Citi-Lites – $31.00; Gopher State One Call – $4.05; LMCIT – $2,226.00; Pace Analytical – $506.00; Radko – $65.97; Rob J.Scott – $143.64; Rutchasky Enterprise – $100.00; Sunrise Construction – $700.00; and Terry’s Operational Services – $1,648.66.  Legacy Fund II invoices will be paid as funds are available:  Community Electric – $375.00 and Rutchasky Enterprises – $106,162.75.  All voted in favor and the motion carried.

Funding Balances: The grant fund balances were presented to the Board.  A meeting has been set for Friday, November 16^th at 9AM at the Fellowship Hall to review the funding balances and submittals with representatives from the MPCA.  R. Scott and J. Pohlman will attend.  Either N. Roth or B. Beste may attend also.

Administration

• CLWSD Advisory Rep. Update:  There was no report.
• DNR Co-op Agreement:  The DNR will be contacted to renew the Agreement for the coming year.
• Survey Letters Update:  Survey letters were sent out with the September billing and again with the October billing for those not responding.  Most have been returned.
• Delinquent Certification:  There were no accounts to be certified to the County for inclusion with property taxes.
• Professional Service Contracts:  The renewal process for 2019 will begin.
• CLWSD Board Appointments:  Rob Scott’s and Mark Anderson’s positions are up for appointment in December by the Town Board.
• ISTS Ordinance Update & Review:  Mia Thibodeau of Fryberger Buchanan was present to discuss the different options available to the Board for ordinance changes relating to the Management System.  Options for the Board for customers wishing to be part of the Management System while ISTS ownership remains with the customer were discussed. Expense of those systems, should repairs be needed, was discussed.  The Board discussed Phase II, voluntary inclusion in the Management System; and Phase III, mandatory inclusion.  Mia will continue to work with the Board options and communicate with St. Louis County on mandatory inclusion.

JPB Update

• VNP Comprehensive Plan: R. Scott did not attend the last meeting.  Jason Chopp did attend and said that there were the standard updates.  The next meeting is in International Falls on December 19^th.
• Kicker Blvd. Annex:  The District planned to address this summer; but now will address later in the year or next spring.
• State and Federal Grant Funding:  Application for 1.45 million is in process for Bonding Funds; between $600,000 and $800,000 would be for Crane Lake’s future ISTS systems and Kicker Boulevard work.

CLWSD Meeting Minutes – November 7, 2018

S.E.H. Engineering Update

• Handberg Road Project (Phase II):  Jason Chopp reported that the additional work on Rocky Road had been completed the last week of October.  Change Order No. 5 and Payment Application No. 6 were presented to the Board for approval.  The project is complete and S.E.H has requested the required closeout paperwork from Bougalis.  A motion was made by N. Roth, supported by R. Scott, to approve Change Order No. 5 for Rocky Road Restoration at $7,765.00 and the Lowering of the Rocky Road Air Release Manhole and Pressure Cleanout for $8,735.00 for a total of $16,500.00.  All voted in favor and the motion carried.  A motion was made by B. Beste, supported by R. Scott, to approve Bougalis & Sons Pay Application No. 6 in the amount of $16,170.00.  All voted in favor and the motion carried.
• GIS Sewer Map Update:  S.E.H. has provided draft collection system maps for District review.  The maps will be finalized and final hard copies and electronic copies will be provided upon Board comment and approval.  The maps will be updated periodically as changes occur.
• Land Application Assistance:  S.E.H. provided the District with a letter proposal dated 10/3/18 for Land Application Assistance, if desired.

O & M Update (Decentralized)

• Management Program Status Report:  Deena provided a report and discussed it with the Board.  There is no new construction in process and construction will begin again in the spring.  There are a few remaining issues to be resolved.  A meeting with the Forest Service regarding East Bay installations will be set sometime after the Holidays.

O & M Update (Centralized)

• Operations Report:  Terry Jackson provided a report to the Board:  All State and Federal regulatory standards were maintained in September.  Chemical dosage and recirculation ratios have been tweeked as needed for influent flow and biological loadings.  Recirculation zones 1-4 were shut down due to reduced flows.  This may change when water is added to the system to prevent freezing.
• MPCA Permit and Bio-Solids Options:  Transport of sludge with the District pumper trucker appears to be working well.
• Plant Winterization:  Provisions are being made for winterizing of the facility and collection system.  Blankets have been placed on grinders where necessary – a few more need to be placed.

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

The meeting was adjourned at 3.45PM

Jo Ann Pohlman, Clerk

NEXT MEETING:  BOARD OF MANAGERS’ MEETING – DECEMBER 5, 2018 – 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.