CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

January 4, 2017 – 2:00 P.M.

CRANE LAKE CHAPEL FELLOWSHIP HALL

The meeting was called to order by Chairman Rob Scott at 2:00P.M.

Members present: Bruce Beste, Bill Congdon, Darrell Scott and Rob Scott

Members absent:  Mark Anderson

Also present: Jason Chopp of S.E.H., Jim Orton of Orton Construction, Ron Rutchasky of Rutchasky Enterprise, Sewer Operator Terry Jackson and Anne, Clerk/Treasurer Jo Ann Pohlman, and 3 members of the community.

Election of Officers:  A motion was made by B. Congdon, supported by D. Scott, to re-elect Rob Scott as Chairman.  B. Congdon, D. Scott and B. Beste voted in favor; R. Scott abstained and the motion carried.  A motion was made by R. Scott, supported by B. Congdon, to re-elect B. Beste as Vice-Chairman and J. Pohlman as Clerk/Treasurer.  R. Scott, B. Congdon, and D. Scott voted in favor; B. Beste abstained and the motion carried.

Minutes: A motion was made by B. Congdon, supported by B. Beste, to approve the minutes of the 12/14/16 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. 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’s Report:  Clerk/Treasurer J. Pohlman reviewed the Treasurer’s Report. The November 2016 Financial Statements were presented to the Board. December 2016 payroll:  Admin – $683.55; Operating – $1,961.41. The $59,461.00 Rural Development Loan payments were made on 1/2/17.  Bills for payment:  Administrative:  Costin Group – $1,000.00.  IRRRB Fund:  S.E.H. – $1,163.00. Legacy Fund:  Rutchasky Enterprises – $29,800.00. Plant Operations:  Lake Country Power – $781.77, $120.35, $6.51, $45.10, $46.00, & $52.00; DVS Renewal – $20.00; Pace Analytical – $445.00; Rutchasky Enterprises – $680.00; and Terry’s Operational Services – $1,343.20. Payment for the MPCA-NPDES permit application fee for $2,480.00 was made on 12/28/16.  A motion was made by B. Beste, supported by D. Scott, to approve the Treasurer’s Report as presented and the payment of bills.  All voted in favor and the motion carried.

Fund Transfers:  A motion was made by B. Congdon, supported by R. Scott, to transfer $1,500.00 from the Operating Fund to S.A.R. Savings and $1,500.00 from the Operating Fund to C.R. Savings. All voted in favor and the motion carried.

MPCA/PFA Funding:  The Board reviewed the grant funding status report.

Administration

• CLWSD Advisory Rep. Update:  There was no update.

• Hook-up Notifications and Variances: The Board will review variance requests by properties wishing to be excluded from Ordinance required connection to the system on a case by case basis with input from District engineers and consultants.
• Yearly Usage Review: Yearly usage by individual properties was reviewed based on meter readings made the first part of September.  There will be increases in usage for some properties and decreases for others; some will remain the same.  Changes will appear on February bills.
• ISTS Contractor List: Anderson reported to the Clerk that he has made progress on the list of contractors to bid on ISTS projects and will email his findings to the Board soon.

JPB Update

• VNP Comprehensive Plan: The next planned meeting is for January 25, 2017 in Cook.
• Kicker Blvd. Annex:  A letter of support was received from Commissioner Rukavina.  R. Scott will request that the JPB approve a modification of the Comprehensive Plan to annex Kicker Blvd into the CLWSD.
• State & Federal Grant Funding:  Jason Chopp and B. Congdon continue to work on a list of future projects for grant funding.

S.E.H. Engineering Update

• Handberg Road Project (Phase II):  Jason Chopp will provide costs and feasibilities to the Board at a Committee level meeting prior to the February Board meeting.  Results of the Committee meeting will be presented at the February Board Meeting.

CLWSD Meeting Minutes – January 4, 2017

S.E.H. Engineering Update (Cont.)

• Plant Valve:  There was continued discussion about the butterfly valve at the plant that must be manually operated during high flow periods. A motion was made by R. Scott, supported by B. Congdon, recommending that Terry Jackson pursue modification of the valve for improved efficiency.  All voted in favor and the motion carried.  The modification expenses may be covered by Legacy Funds.
• Voyagaire Houseboat Station:  Changing to a duplex Flight Station would resolve the flow issues at the houseboat grinder station at a cost of between $35,000 and $40,000; however, the thick sludge problem would remain.  Conversation will continue.
• Mobile Generator:  There was no report.

O & M Update (Decentralized)

• CLWSD Initial Site Survey:  A list will be created for Jim Orton to inspect properties for compliance throughout the decentralized portion of the District.  Jason Chopp and Jim Orton will work together to prioritize the list, creating a map and map book for each property.
• Management Program Update:  The Board reviewed the status of ISTS installations in the Decentralized area of the District.  There are now four completed systems in the management area and four that the County has approved for construction.  Others have inquired and are in the application process.
• ISTS Inspections and Maintenance Program Establishment:  B. Beste and B. Congdon will work on a program to inspect and maintain newly installed or updated systems under the Management Program.

O & M Update (Centralized)

• Operations Report:  Terry Jackson reported that it appears that all effluent standards will be met for December.  Chemicals have been adjusted to meet the changes that occur during cold weather.  A new sludge judge was ordered, along with UV lamps and tubes.  Four sand filters are recirculating while four are not being used during the winter months.
• Centralized Program Update:  The Board reviewed the status of hook-up requests.
• Eyewash & Shower Head:  Terry will get quotes on installation of these OSHA required items.
• MPCA Permit and Bio-Solids Options:  Terry has sent in the application for the permit renewal with land spreading of bio-solids being included.
• Water Infusion:  Water Infusion began in late December.
• Manpower:  Terry suggested that both Lance and Nikki should attend the three day seminar in Brooklyn Park to prepare for the Class C test.  A motion was made by R. Scott, supported by B. Congdon, to approve expenses for Nikki and Lance to attend the seminar prior to taking the test and upon completion of classes.  All voted in favor and the motion carried.

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

The meeting was adjourned at 3:20PM

Jo Ann Pohlman, Clerk

NEXT MEETING: BOARD OF MANAGERS’ MEETING – FEBRUARY 1, 2017 – 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.