CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)
BOARD OF MANAGERS’ REGULAR MEETING
December 2, 2015 – 7:30 P.M.
CRANE LAKE CHAPEL FELLOWSHIP HALL
The meeting was called to order by Chairman Rob Scott at 7:35P.M.
Members present: Managers Bruce Beste, Darrell Scott, and Rob Scott
Members absent: Managers Mark Anderson and Bill Congdon
Also present: Jeff Janiksela of Electric Pump, Sewer Operator Terry Jackson and Anne, Ron Rutchasky of Rutchasky Enterprises, and Clerk/Treasurer Jo Ann Pohlman.
Opening Comments: Chairman Rob Scott expressed condolences on behalf of the Board to the Ulen family for the loss of their mother, Pat Ulen. Rob stated that over the past year the plant was in compliance each month, the District is finding solutions to the freezing issues, the levy was reduced again for the fifth consecutive year, the ISTS Management Plan is on line, and work on the Handberg Road CAR and Bear Island CAR will continue.
Minutes: A motion was made by D. Scott, supported by B. Beste, to approve the minutes of the Board of Managers’ Regular Meeting of November 4, 2015. All voted in favor and the motion carried.
Correspondence: The correspondence list was reviewed by the Board. A motion was made by D. Scott, 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/Accountant Report: Clerk/Treasurer J. Pohlman reviewed the Treasurer’s Report. November 2015 payroll expenses: Admin – $640.50; Operating – $2,046.50. October 2015 Tax Apportionment was received on 12/1/15 as follows: Levy – $29,484.85 & $602.12, Special Assessment Revenue – $19,100.14, and Delinquency payment – $320.15. The first pay request for legacy fund reimbursement was submitted for approval. A transfer of $59,461.00 from Special Assessment Revenue Savings to Special Assessment Revenue Checking to pay the Rural Development loan payment on January 1st will be requested. The October 2015 Financial Statements were presented to the Board. Chairman Scott asked Jeff Janiksela of Electric Pump to speak about the two outstanding invoices for travel time and installation of a warranty pump at the plant that are in question by the Board. He also asked Terry Jackson and Ron Rutchasky for their input. The Board and Mr. Janiksela agreed the District would pay $1,139.10. A motion was made by B. Beste, supported by D. Scott, to approve the Treasurer’s report as presented and the payment of bills as follows: Administrative: Costin Group – $1,000.00; Crane Lake Chapel – $350.00; The Watering Can Garden Center – $53.28; and MN Rural Water – $250.00. Settlement Fund: Sunrise Construction – $225.00. Insurance Claim Fund: Ferguson Waterworks – $55.15; Menards – $261.50; Rutchasky Enterprises – $6,998.00; and Sunrise Construction – $750.00. ESA IRRRB Fund: Fryberger, Buchanan – $6,374.10; and S.E.H. – $5,606.70. ESA Legacy Fund: Fryberger, Buchanan – $2,923.00; Maki & Overom – $619.52; and Rutchasky Enterprises – $26,500.00. Plant Operations: Lake Country Power – $705.01, $119.23, $45.10, $45.10, $46.00, & $46.00; Citi-Lites – $516.00; Gopher State One Call – $5.80; Pace Analytical – $296.00; Rutchasky Enterprises – $208.00; Electric Pump – $1,139.10; and Terry’s Operational Services – $1,343.20. All voted in favor and the motion carried.
Fund Transfers: A motion was made by D. Scott, supported by R. Scott, to approve transfer of $59,461.00 from Special Assessment Revenue Savings to Special Assessment Revenue Checking to pay the Rural Development loan payment on January 1st. All voted in favor and the motion carried.
- Ordinance (ISTS Management): B. Beste and J. Connaker continue review of Ordinance 3 changes needed to address ISTS Management.
- DNR Agreements: A motion was made by D. Scott, supported by B. Beste, to approve signature of the Crane Lake Public Water Access Cooperative Agreement between the State of Minnesota and the Crane Lake Water and Sanitary District for 2016 for funding assistance to the District for access and connection to the District facilities at the Public Water Access on Bayside Drive. All voted in favor and the motion carried. The newly installed tank at the DNR Public Water Access at the end of Handberg Road will be tested on December 7th. Billing will begin in January.
- Advisory Representative Update: There was nothing new to report.
CLWSD Meeting Minutes – December 2, 2015
- Board Designates and Administration: A motion was made by B. Beste, supported by R. Scott, to approve the following for 2016:
Fryberger, Buchanan Law Firm remains as primary council for the District with Cope & Peterson and Maki &Overom as needed.
Glorvigen, Theis remains as the accounting firm for the District.
Any bank may be used with American Bank being designated as the financial institution for the District.
Carl Brown Consulting remains as a financial consulting firm on an as needed basis for the District.
Costin Group remains as consulting firm for the District.
SEH remains as engineering firm for the District.
Terry Jackson of Terry’s Operational Service remains as Plant Operator.
Lance Ulen & Nichole Rutchasky remain as Maintenance Workers.
Rutchasky Enterprises remains on contract with the District.
Traci Bak remains to provide Administrative Work.
CNH remains as the official newspaper for the District.
Rental payment to the Crane Lake Chapel remains at $50 per meeting.
Meeting Date & Time & Location: First Wed of each month, 7:30PM, Fellowship Hall
Posting Places: Church, Post Office, Fire Hall and area resorts when open with 1 posting annually. Meeting changes will be posted as they occur.
Minutes Distribution: On website and mailed by written request.
Copy and Information Request Policy: Charge of 25 cents per copy (includes labor) for copy requests and $25 per hour for other labor requests.
Mileage: Follow state guideline which fluctuates and is currently 0.560 cents per mile.
All voted in favor and the motion carried. Salaries will be reviewed in January.
- User Fees: The August 2015 meter readings were reviewed and compared to the current usage amounts being billed to customers. Adjustments were made to appear on the February bills reflecting January usage. Of the total accounts reviewed, 5 increased in usage fees, while 14 decreased. The total amount of revenue for the District will decrease approximately $3,000 as a result of the adjustments. A motion was made by R. Scott, supported by D. Scott, to include a letter to each customer with the December billing advising what their user fee will be each month for the coming year. All voted in favor and the motion carried.
- 2016 Rate Schedule/Budget: A motion was made by R. Scott, supported by B. Beste to increase both the base fee and the usage fee by 3% beginning with the February billing. All voted in favor and the motion carried.
- Levy Revisit: The levy collectible in 2016, set at $55,000 in September will remain the same.
- VNP Comprehensive Plan: R. Scott reported that Island View is waiting for Federal dollars and is looking into a Management Plan. Ash River is moving forward. Kabetogama is back on track and is moving ahead. Crane Lake is working with the USFS to arrive at a procedure for East Bay residence to qualify for the CLWSD ISTS Management System. The District is also looking into annexing Kicker Blvd so those customers may be included in the ISTS Management System. This is a very long and involved process.
ESA Expansion & ISTS Management Project
- Engineering Update (S.E.H.): Handberg Road Extension: Randy Jenniges sent an email stating that the contractor is ready to test and complete a lift station start up at the DNR Public Access at the end of Handberg Road. He requested that District personnel attend the start up to learn about the lift station operation. The test will be scheduled for Monday, December 7th at 1PM with Ron Rutchasky and Lance Ulen attending. Bruce Beste and other Board members may also attend.
- ISTS Management Projects Update (U of M): Jim Orton of Orton Construction sent an email stating that he plans to go over paperwork with Sara Heger of the U of M after the holidays. 23 existing septic systems were inspected on Handberg Road. His goal is to have a report by the February meeting. Service Connections: The Board agreed that they would get price quotes for the construction work at each property.
CLWSD Meeting Minutes – December 2, 2015
- Insurance Claim Status: Freeze 2014 Phase I & II have been completed. A new claim will be filed related to the Stahnke property freezing issues.
- Corrective Action Plan: The District will begin water infusion in December from the same properties at last year plus the Beckmann property when cold weather is anticipated. Cement blankets have been ordered to cover tanks where needed to prevent freezing.
- Repair Work: Repair is completed at the Stahnke property to resolve freezing issues.
O & M Update
- Operations Report: Terry Jackson reported that the plant continues to run well. Lance and Nikki are doing a good job in recognizing when the chemical feed needs to be changed.
- Nikki continues her studies to become a plant operator.
- Terry Jackson agreed to continue his contract for another year. A motion was made by B. Beste, supported by D. Scott, approving the Contract Agreement between Wastewater Treatment Operator and the CLWSD for 2016 and the Consultant Agreement by and between Costin Group, Inc. and the CLWSD for 2016. All voted in favor and the motion carried.
PUBLIC COMMENTS (5 Minute Limit): There were none.
The meeting was adjourned at 9:20PM
Jo Ann Pohlman, Clerk
NEXT MEETING: BOARD OF MANAGERS’ MEETING – JANUARY 6, 2016 – 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.