CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

Wednesday, February 7, 2018 –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:  Mark Anderson, Bruce Beste, Bill Congdon, and Rob Scott.

Members absent:   Darrell Scott

Also present: Jason Chopp of S.E.H., Jim & Kim Orton of Orton Construction, Terry & Anne Jackson of Terry’s Operational Service; Clerk/Treasurer Jo Ann Pohlman, a reporter from the Cook News-Herald, and 1 member of the community. Ron Rutchasky of Rutchasky Enterprises arrived during the S.E.H. report.

Minutes: A motion was made by B. Beste, supported by B. Congdon, to approve the minutes of the 1/3/18 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. Congdon, 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 December 2017 Financial Statements were presented to the Board. January 2018 payroll:  Admin – $1,778.40, Operating – $2,441.05, Fed. Tax Deposit – $1,027.58. The IRRRB and Bond monies have been expended.  All future reimbursement requests will go to the Legacy Fund.  The current balance of the Legacy Fund is $824,984.86.  The yearly transfer from the Base/Volume Fund to the WIF Fund in the amount of $176.00 was made.  The 4^th Quarter 2017 Quick Books entries were reviewed with Jennifer of Glorvigen.  Mia of Fryberger, Buchanan is reviewing our $60,500 matching funds loan structure. A new savings account will be started for the Connection Fee funds to keep them separate from the S.A. Revenue funds at the request of Mia & Mary Frances of Fryberger, Buchanan.  In future, all of Jo Ann’s and Traci’s payroll checks will be from the Admin Fund rather than partially from the Operating Fund.  Bills for payment:  Administrative:  Costin Group – $1,250.00; LMCIT – $855.00; and Range Office – $12.89.  Legacy Funds:  Fryberger, Buchanan – $1,173.90; Dave Hancock – $2,000.00; Minnesota Pump Works – $6,014.84; Orton Construction – $54,000.00 & $4,000.00; S.E.H. – $2,235.00 & $14,592.18.  Plant Operations:  Lake Country Power – $1,344.64, $191.07, $367.46, $79.47, $242.00, & $20.00; Citi-Lites – $31.00; Community Electric – $104.00; Gopher State One Call – $50.00; LMCIT – $3,919.00; Marty’s Heating – $488.00; Northwoods True Value – $12.87; Pace Analytical – $481.00; Robert J. Scott – $264.46; Rutchasky Enterprises – $450.00; Udovich – $780.81; and Terry’s Operational Services – $2,297.66.  A motion was made by B. Congdon, supported by R. Scott, to approve the Treasurer’s Report as presented and the payment of bills.  All voted in favor and the motion carried.

MPCA/PFA Funding:  Stated above.

Administration

• CLWSD Advisory Rep. Update:  There was no report.
• ISTS Ordinance Update & Review:  There was no report.
• Connection Fee Loan:  The Board discussed Jennifer’s opinion of the Board offering customers a loan option for paying the $7,500 connection fees and the risks that are involved.  The Board agreed to continue as is.
• Rates (Usage, Future Structure):  R. Scott explained that the meter readings of September 1^st were reviewed with a few increases and a few decreases being made to customer usage fees, which will appear on the February billing.  R. Scott mentioned that the Board should begin discussion of a flat fee rather than separate base and volume charges going forward.

JPB Update

• VNP Comprehensive Plan: R. Scott reported that he did not attend the last meeting. He did speak to Gary Cerkvenik regarding the District’s debt service and the possibility of future funds to continue expansion efforts.

• Kicker Blvd. Annex:  The District will begin working on this in the spring.
• State and Federal Grant Funding:  Jason Chopp and Mike Larson of S.E.H. confirmed the amount of the District’s future Legacy Grant to be $300,000.

S.E.H. Engineering Update

• Handberg Road Project (Phase II):  The construction crew of Bougalis and Sons has pulled off site for the winter months and will complete construction in the spring.  Jason Chopp estimated that approximately $140,000 would be needed to complete the project.

CLWSD Meeting Minutes – February 7, 2018

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

• WWTP Maintenance Building:  Draft building drawings were provided for review.  The building will be 70’ x 55’.  Jason is working with M. Anderson on the building project.  It was confirmed that 1-phase 120/240 volt service to the building would be sufficient.  It was also confirmed that punch code locks would be needed for the building.  It was decided that there would be no grinder at the new building, but rather two holding tanks for different sewage usages.  A motion was made by M. Anderson, supported by B. Beste, to approve the advertisement for bids on February 15^th and open bids March 6^th at 1PM at the S.E.H. Virginia Office.  All voted in favor and the motion carried.
• Legacy Spending Tracker:  An estimate is as follows:  Maintenance Building – $500,000; Pump Trucker – $41,000; Handberg Road-Phase II completion – $140,000; Skid Loader – $61,600, ISTS Material $30,000.  A motion was made by B. Beste, supported by R. Scott, to purchase the pumper truck for $41,000.  All voted in favor and the motion carried.
• S.E.H. provided a quote to survey the property line between Weiland and Soule for $1,600.00.  A motion was made by R. Scott, supported by B. Beste, approving survey work to be completed by S.E.H. at the Weiland property and any other properties requiring property line clarification prior to ISTS installation.  All voted in favor and the motion carried.

O & M Update (Centralized)

• Operations Report:  Terry Jackson reported that all effluent limitations were maintained during January, 2018.  Chemical dosage was adjusted in accord with flow and loading rates.  A spare electric control valve will be ordered.
• MPCA Permit and Bio-Solids Options:  The permit application is in process.  A soil scientist’s report is needed and will be obtained either from St. Louis County or S.E.H.
• Plant Manpower and Operators:  Rob J. Scott has applied to take the Class “C” Wastewater Operator License Exam in March.  Terry recommends that he also apply for the Type 4 Solids License.
• Water Infusion – Monitor Flows and Temps.  The water temperature going into the plant is good and is monitored on a daily basis.

O & M Update (Decentralized)

• CLWSD Initial Site Survey:  Jim Orton provided a report of work completed and what remains for 2018.
• Management Program Status Report:  A report was provided to the Board.  The Board discussed updating the Application Letter to better explain that privies must be abandoned by the District unless customers wish to upgrade their privy to County code.  This upgrade would be at their expense and within a required timeline. The Application Letter will need to clarify that customers are responsible for the electrical and sewer hook-up from the newly constructed ISTS to their house; this work would need to be coordinated with the ISTS construction so the County could inspect everything at one time.  A motion was made by B. Congdon, supported by M. Anderson, that all ISTS construction invoices will be paid minus 25% retainage, to be paid to the contractor upon receipt of the County Certificate of Completion and assurance of home owner’s connection to the new system.  All voted in favor the motion carried.
• ISTS Inspections and Maintenance:  The 2018 servicing of newly installed ISTS’s was discussed.
• The Board discussed specific customer questions needing Board response.

PUBLIC COMMENTS (5 Minute Limit): Bonnie Caughey commented that upgrading outhouses to County rules and connecting the ISTS’s to the customer’ building may take time and require the County to inspect twice.  She suggested that an estimate of electrical and sewer hook-ups to the ISTS be included in the packets sent to customers.  She asked about future costs to customers should the District require all to participate in the Management Program.  She also inquired about property owners doing their own systems.

The meeting was adjourned at 4:10PM.

Jo Ann Pohlman, Clerk

NEXT MEETING:  BOARD OF MANAGERS’ MEETING – MARCH 7, 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.