CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)
BOARD OF MANAGERS’ REGULAR MEETING
Wednesday, March 4, 2020 –1:00 P.M.
CRANE LAKE CHAPEL FELLOWSHIP HALL
Members present: Bonnie Caughey, and Rob Scott. Darrell Scott (arrived at 1:18PM).
Members absent: Mark
Anderson, Bruce Beste.
Clerk/Treasurer Jo Ann Pohlman.
The meeting was called to order by Chairman Rob
Scott at 1:10PM.
Chairman Scott stated that the beginning of the meeting would be
informational only due to lack of quorum. When Board Manager Darrell Scott arrives –
providing a quorum, motions will be addressed.
Minutes: Wait for quorum
Wait for quorum
Manager Darrell Scott arrived at 1:18PM – providing a
quorum for the meeting.
Report: Clerk/Treasurer J. Pohlman
reviewed the Treasurer’s Report. The December 2019 & January 2020 Financial
Statements were presented to the Board. January
2020 payroll: Admin – $2,305.72, Operating
– $2,452.54, and Payroll Taxes -$1,961.94.
February 2020 payroll: Admin –
$1,488.07, Operating – $2,117.16, and Payroll Taxes – $2,437.81. Progress is being made on the 2018 Audit with
Walker, Giroux, & Hahne. The
District most likely will owe back payments on PERA and is now paying each
payroll period. Fourth quarter 2019
QuickBooks entries were reviewed with Jennifer of Glorvigen. $725.75 Tax Apportionment (Levy) and
$1,118.69 Special Assessment Revenue was received the end of January from St.
Louis County. The $1,118.69 S.A.R. was transferred from Checking to S.A. R. Savings.
Monthly transfers were made as follows: Transferred
$6,000 from Operating Fund to Debt Service Savings; and $3,000 from Operating
Fund to Capital Reserved Savings for the months of Aug., Sept., & Oct.,
2019. Transferred $7,850 from Operating
Connection Fee Fund to Debt Service Savings (Smerillo Connection Fees). A motion was made by B. Caughey, supported by
D. Scott, to approve the Treasurer’s Report as presented and the payment of bills
as follows: January: Admin:
Costin Group – $1,250.00; Fryberger, Buchanan – $1,380.80 & $404.60.
Operations: Lake Country Power – $1,633.69,
$199.13, $281.60, $72.71, $242.00, & $14.53; Aqua-Pure – $399.92; Gopher
State One Call – $50.00; Pace Analytical – $354.00; Rutchasky Enterprises –
$330.00; Robert J. Scott, Jr. – $1,947.38 and USIC Locating – $5.00. February:
Admin: Costing Group – $1,250.00
and Fryberger, Buchanan – $691.20.
Operations: Lake Country Power –
$1,665.95, $279.76, $282.66, $73.76, $246.00, & $66.47; Pace Analytical –
$329.00; Robert J. Scott, Jr. – $1,245.90; and Sertich Plumbing – $1,324.39. All
voted in favor and the motion carried.
Minutes: A motion
was made by B. Caughey, supported by R. Scott, to approve the minutes of the 1/8/20 Board
of Managers’ Meeting. All voted in favor
and the motion carried. There was no February
The correspondence list was reviewed by the Board. A motion was made by D. Scott, supported by B.
Caughey, that the correspondence be placed on file and acted upon as required. All voted in favor and the motion carried.
Balances: An accounting of the Legacy
III Funds was provided to the Board.
Water Partnership Loan Program: The District
was awarded a CWP Loan for $1,110,500.00 at 0% interest. The loan will be used to pay off the current
match loan for the Legacy I Grant and current and future Legacy Grant matches
plus additional ISTS installations and other approved District expenses. The District will begin loan payments on a
ten-year term beginning in 2024. The loan payment terms may be adjusted upon
review when funds are fully disbursed, the Project has been fully completed or
the Project Implementation Period has expired. The loan may be extended by one
year. A motion was made by D. Scott,
supported by B. Caughey, to adopt Resolution #2020-04 designating Robert Scott as
Project Representative for the implementation of the CLWSD Management and
Expansion Program Project, and designating Robert Scott as Project Sponsor and
Loan Sponsor for the District to enter into the MN CWP Loan Agreement with the
MPCA, and authorizing Chairman Robert Scott to execute the CWP Loan Agreement,
and authorizing Jo Ann Pohlman as Clerk/Treasurer to execute loan disbursement
requests. D. Scott and B. Caughey voted in favor, R. Scott abstained and the
motion carried. The District will apply
for $60,500 (Legacy 1 match) and $75,000 (Legacy III match) money as soon as
all loan documents are executed.
Audit Agreement: A motion was made by R.
Scott, supported by B. Caughey, to approve signature of the 2019 Audit
Agreement with Walker, Giroux and Hahne.
All voted in favor and the motion carried.
CLWSD Meeting Minutes – March 4, 2020
- A motion was made by D. Scott, supported by B. Caughey,
to approve Plant Operator Rob Scott Jr. to do any necessary work needed by
the District to maintain operation of the sewer system without waiting for
Board approval at the next meeting, unless bids are required. The Board will be updated on any issues/expenditures
that arise. D. Scott and B. Caughey
voted in favor, R. Scott abstained and the motion carried.
- Bonner variance: A motion was made by B. Caughey,
supported by D. Scott, to draft a letter to Joe Bonner regarding his past
variances and possible future connection to the force main. All voted in favor and the motion
- Eggen Connection: A motion was made by R. Scott, supported
by B. Caughey, to draft a letter to the District attorney regarding the inclusion
of the Eggen property in the District’s Management System. All voted in favor and the motion
- By-Laws Revision: The Board is amending the By-Laws to
allow Board Manager meeting attendance via interactive television. Revisions have been sent to Board Managers
for review prior to approval at the April meeting.
- User Rate
Discussion: The User rates have
been reviewed and applied for the 2020 season. The Board will be reviewing possible future
rate structure changes. A Committee
has been formed consisting of two Board members – R. Scott and B. Caughey –
and the Clerk/Treasurer to work on rate change options to present to the
Joint Powers Board
- VNP Comprehensive
Plan: R. Scott did not attend the last meeting. There was no new report.
- Kicker Blvd. Annex: The Board has reactivated the project.
- State and Federal
Grant Funding: Crane Lake is
included in the State Bonding bill request for funds.
- District Update:
Jason Chopp emailed the following:
Mia Thibodeau of Fryberger requested that S.E.H. make minor changes
to the Kicker Blvd. legal description.
When complete, the results will be sent to Mia. Rob Jr. requested a Proposal from S.E.H.
to evaluate the potential need for an equalization tank upstream of the
sand filters at the WWTP. S.E.H. plans
to provide the proposal by the April Board meeting.
O & M. Decentralized
- Management Program Update: There
were minor updates of new applicants.
- Cowden ISTS and Land Acquisition Request: The process continues with an appraisal
being required before land purchase can be completed.
- Peat Systems vs. Mound Systems: There was no discussion.
& M Centralized
- Operations Report: Rob
Scott Jr. provided the following reports: February – There was not
much new to report. All MPCA
effluent limits were met and the new chemical pump seems to be working fine. March – All MPCA effluent limits were
met. The phosphorus levels from the
analytical results are showing a steady increase. Changes in the plant operations were
made to lower the phosphorus levels.
The increases are due to increased usage during the snowmobile
season. Rob Jr. has been working
with S.E.H. to make modifications and improvements to the plant to help
with high influent flows and keep phosphorus levels down. Upgrading is due because of the plant
- Other Agenda items
were not addressed.
PUBLIC COMMENTS (5 Minute Limit): There were none.
meeting was adjourned at 2:15PM
Jo Ann Pohlman, Clerk
BOARD OF MANAGERS’ MEETING – APRIL 1, 2020 – 1:00PM, FELLOWSHIP HALL
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.