CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)
BOARD OF MANAGERS’ REGULAR MEETING
Wednesday, December 5, 2018 –1:00 P.M.
CRANE LAKE CHAPEL FELLOWSHIP HALL
The meeting was called to order by Chairman Rob Scott at 1:05P.M.
Members present: Bruce Beste, Nick Roth, Darrell Scott and Rob Scott.
Members absent: Mark Anderson
Also present: District Liaison Deena Congdon, Clerk/Treasurer Jo Ann Pohlman and 1 member of the community.
Minutes: A motion was made by N. Roth, supported by D. Scott, to approve the minutes of the 11/7/18 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 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 reviewed the Treasurer’s Report. The October 2018 Financial Statements were presented to the Board. November 2018 payroll: Admin – $1,827.70, Operating – $1,521.44, Payroll Taxes – $1,152.12. $12,183.82 Levy money and $10,567.93 Special Assessment money was received from St. Louis County. A motion as made by D. Scott, supported by N. Roth, to approve the Treasurer’s Report as presented and the payment of bills as follows: Admin: Costin Group – $1,250.00; CL Chapel – $300.00; Fryberger, Buchanan – $3,002.40; Glorvigen – $294.00; MN Rural Water Assoc. – $275.00; and Quill – $157.01. Legacy 2 Fund: St. Louis County – $520.00. Operating: Lake Country Power – $852.03, $177.09, $72.06, $53.88, $112.00, & $52.00; Bak Construction – $2,863.34; Chad Buchanan – $33.72; Citi-Lites – $64.00; Cover-Tech – $830.00; Gopher State One Call – $2.70; Grand Rapids Public Utilities – $153.15; Pace Analytical – $329.00; Pelican Bay Foods – $663.28; Rob J. Scott – $143.64; Rutchasky Enterprise – $100.00; Udovich Electric – $1,934.13; and Terry’s Operational Services – $1,380.91. All voted in favor and the motion carried.
Funding Balances: R. Scott & J. Pohlman met with MPCA funding representatives on 12/4/18 to review invoice reimbursement for Legacy 1 and Legacy 2 grant funds. The final submittal for Legacy 1 funds will be made soon, followed by submittals for Legacy 2 funds. The meeting went well.
2019 Rate Review: The Board discussed rates and a possible change to the rate structure to include an administrative fee. The Board also discussed beginning to raise rates gradually to meet Rural Development loan payments in the future. The District currently has funds to pay the Rural Development loan for the next three years. Efforts are being made to acquire debt relief. The Board agreed that rates would remain the same for 2019.
- CLWSD Advisory Rep. Update: There was no report.
- ISTS Ordinance Update & Review: There was nothing new to report.
- Levy Revisit: The Board did not change the $30,000 levy amount certified to St. Louis County in September.
- DNR Co-op Agreement: The DNR contract has been renewed for 2019.
- Professional Service Contracts: The renewal process for 2019 continues with most near completion.
- Board Designates & Administrative: A motion was made by N. Roth, supported by B. Beste to approve the following for 2019:
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.
Rutchasky Enterprises remains on contract with the District.
Jim Orton of Orton Construction remains as ISTS inspector.
Deena Congdon remains as Liaison for the District.
Lance Ulen, Jake Ulen, Nichole Rutchasky & Nick Roth remain as Maintenance Workers.
Chad Buchanan remains as pumper truck driver.
Traci Bak & Jo Ann Pohlman remain to provide Administrative Work.
CNH remains as the official newspaper for the District.
CLWSD Meeting Minutes – December 5, 2018
Board Designates & Administrative (Cont.):
Rental payment to the Crane Lake Chapel remains at $50 per meeting.
Meeting Date, Time & Location: (Date) First Wed. of each month (Time) 6:00PM – May through Oct. & 1:00PM – Nov. through April. (Location) Fellowship Hall.
Posting Places: Church, Post Office 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.
Salaries – 3% increase: Lance – $21.80/hour, Jo Ann – $24.10/hour, Traci – $68.85/month, Nikki Rutchasky – $17.20/hour, Jake Ulen – $17.20/hour, Nick Roth – $17.20/hour.
Mileage: Follow state guideline which fluctuates and is currently 0.540 cents per mile.
All voted in favor and the motion carried.
- VNP Comprehensive Plan: The next meeting will be at VNP Headquarters in International Falls on December 19, 2018. There have been no big changes.
- Kicker Blvd. Annex: The District planned to address this summer; but now will address 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.
S.E.H. Engineering Update
- Handberg Road Project (Phase II): Jason Chopp joined the meeting via telephone. The project is complete and S.E.H. has requested the required closeout paperwork from Bougalis and Sons Construction. Once these documents are received by S.E.H., the District can release the final contract retainage of $12,472.76. A motion was made by B. Beste, supported by R. Scott, to sign Bougalis and Sons’ final Pay Request #7 for $12,472.76 contingent upon receipt of final documents. 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 Board asked Jason to go forward with laminating and printing. S.E.H. will finalize the maps and email costs for laminating and printing and quantity recommendations to the Board. The maps will be updated periodically as changes occur.
O & M Update (Decentralized)
- Management Program Status Report: An email was received from Tim Lovich of the USFS regarding details of septic installations on USFS leased land. R. Scott responded to the email suggesting that a meeting should be set up to identify how the District can improve on installations and administrative requirements of the USFS.
O & M Update (Centralized)
- Operations Report: Terry Jackson provided a report to the Board. The plant is winterized and working well. The infused water into the collection system is helping to reduce the amount of solids and organic loading to the plant. Four zones have been turned off for the winter months, allowing them to rest. Effluent limitations were met in November.
- MPCA Permit and Bio-Solids Options: There was nothing new.
- Plant Winterization: More blankets are being purchased to place on grinders. Infusion will begin.
- Plant Manpower and Operators: Terry suggested that his replacement at the City of Winton utilities – Destin Anderson – be considered as a plant operator. Nick Roth volunteered to take the Class C operator test along with Robert J. Scott,. and Destin Anderson.
PUBLIC COMMENTS (5 Minute Limit): Bonnie Caughey reviewed some of her suggestions provided to the Board after the November meeting.
The meeting was adjourned at 2:10PM
Jo Ann Pohlman, Clerk
NEXT MEETING: BOARD OF MANAGERS’ MEETING – JANUARY 2, 2019 – 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.