CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

April 2, 2014 – 7:30 P.M.

CRANE LAKE CHAPEL FELLOWSHIP HALL

The meeting was called to order by Chairman Rob Scott at 7:30P.M.

Members present:  Managers Bruce Beste, Bill Congdon, & Rob Scott

Members absent:  Mark Anderson & Darrell Scott

Also present: Randy Jenniges of S.E.H., Sewer Operator Terry Jackson and Anne, Sewer Maintenance Workers Jim Pohlman and Lance Ulen, Clerk/Treasurer Jo Ann Pohlman, and a reporter from the Cook News-Herald.

Opening Comments:  Chairman Rob Scott stated that Randy Jenniges of S.E.H. was here and Sara Heger of the U of M would join the meeting around 8PM via telephone to continue the discussion of a Management System as an option for the District. Manager Mark Anderson would also join the meeting via telephone throughout the meeting.  There would be a Closed Meeting following the Board of Managers’ Meeting.

BUSINESS:

Minutes:  A motion was made by B. Congdon, supported by B. Beste, to approve the minutes of the Board of Managers’ Regular Meeting and the Closed Meeting of March 5, 2014.  All voted in favor and the motion carried.

Correspondence:  The correspondence list was reviewed by the Board.  A motion was made by R. Scott, supported by B. Congdon, 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. March 2014 payroll expenses: Administrative – $453.25 and Operations – $3,640.14.  The RLK Settlement amount of $107,500 was received and placed in the newly created Infrastructure Settle Fund; a sub-fund of the G.C. Sewer Operating Fund. After conferring with Mary Frances of Fryberger Buchanan, it was agreed that the S.A. funds for the CSAH24 extension do not need to be applied to the RD debt.  They may be applied to the remaining $26,908.64 borrowed from the S.A. Savings to pay the contractor for the CSAH24 project.  The $14,112.73 CSAH24 S.A. for 2013 and the $12,541.66 CSAH24 S.A. for 2014 have been applied to the remaining amount borrowed.  $254.25 remains to be paid back.  This will be done in May when the County sends S.A. funds along with Levy funds.  The remainder and subsequent CSAH24 S.A. will go in the Debt Fund.  The February 2014 Financial Statements were presented to the Board. A motion was made by R. Scott, supported by B. Beste, to approve the expenditure of $49.00 for the LogMeIn program for the District Computer.  All voted in favor and the motion carried.  A motion was made by B. Congdon, supported by B. Beste, to approve the Treasurer’s report as presented and the payment of bills as follows:  Administrative:  Costin Group – $1,291.40; Fryberger, Buchanan – $1,374.64 & $286.57; RVS Software – $77.06; and S.E.H. – $901.25. Operations:  Lake Country Power – $1,744.84, $101.53, $70.47, $98.90 & $161.00; Anderson Barging – $115.00; Pace Analytical – $296.00; Rutchasky Enterprises – $1,020.00; Udovich Electric – $87.39; and Terry’s Operational Services – $2,855.06.  All voted in favor and the motion carried.  Bob Bartell’s invoice in the amount of $3,550.00 for inspections of ISTS’s on Bear Island will be addressed in S.E.H.’s report.

• Fund Transfers:  There were no transfers approved.

Administration

• Hoff Account:  The Board has received no word from the Hoff family.
• Staff & Manning Requirements:  Hours will be spread among the maintenance employees to keep overtime at a minimum while maintaining the pumping of frozen grinders and doing the plant readings.
• Payroll – Wages/OT/Vehicle Use & Gas:  M. Anderson joined the conversation via telephone.  The District is paying time and a half for hours worked over 40 hours per work week.  A motion was made by B. Beste, supported by B. Congdon to pay employees using their own vehicles for pumping work $70 per 8 hours for work performed prior to April 1, 2014.  All voted in favor and the motion carried.  A motion was made by B. Congdon, supported by R. Scott, to pay employees using their own vehicles for pumping work $5 per tank pumped beginning April 1, 2014 and continuing until the District has their own vehicle.  All voted in favor and the motion carried.
• VNP Visitor Center/Campsite:  R. Scott will compose a letter of support of a VNP Visitor Center/Campsite in Crane Lake.
• Electrical Inspection:  The Board discussed the report of a hazardous condition at the plant.  An electrician was hired by the District to inspect the condition; it was determined that there was not a hazardous condition; however, there was some corrosion that will need to be address in the future.

    CLWSD Meeting Minutes – April 2, 2014

JPB Update

• VNP Comprehensive Plan: The meeting was held on 3/19/14 at the Cook Land Department.  Koochiching: There was discussion regarding the DNR land within the Island View project area needed for a sewer storage tank and storage building. A 21-year lease vs. condemnation process was addressed.  A motion was passed to accept the lease option for the Island View and Puck’s Point projects.  Kabetogama:  The Township continues to work with easements for the project.  Ash River:  The DNR land requirements to build a sewer treatment facility were discussed.  Crane Lake:  An update on expansion efforts was provided.  Expansion will be directly related to grant monies received. Freezing challenges were also discussed.
• State and Federal Grant Applications:  The House of Rep. released their new version of the bonding bill to be voted on in committee and then sent to the House floor for a vote.  Crane Lake’s amount of $750,000 is in that bill.  Mr. Cerkvenik will be informed when the grant applications are available for completion.  There is little support for freezing from the Governor.

S.E.H. Update

• Sara Heger of the U of M joined the meeting via telephone.
• Randy Jenniges presented a preliminary Bear Island ITS Study Report (to be called the Bear Island Initial Assessment) compiled from Bob Bartell’s information, St. Louis County and S.E.H. research.  The report included an Executive Summary; exhibits of sewer generating properties, parcel ID numbers, property ownership; notes from St. Louis County’s presentation at Crane Lake; Bob Bartell’s hand written notes; field comments and County permitting information. Randy pointed out notes that may help with creating a management system.  The report will be forwarded to Sara Heger for her review to determine what additional information will be needed to create a CAR.  After Sara’s review, Randy will go back to Bob Bartell for further input.  In the next couple of months it will be decided what is required to complete the document and what resources will be needed.  The District will then need to decide if it wants to continue in that direction.  The document will not be made available to the public until completion.  A public meeting will be considered during the summer when the District has a more complete answer.
• Randy reviewed the Handberg Road Feasibility Study presented by S.E.H. in June 2013 and provided a time schedule should the District decide to move forward.
• Randy will provide a letter to the Board with his recommendation on payment of Bob Bartell’s remaining bill.

Treatment Plant and Operations Report

• Terry Jackson reported that all effluent standards were met during March.
• Laboratory jar tests on the plant effluent were run in March.  Initial results are promising that a coagulant aid can be effective in increasing density and reducing the volume of sludge disposal.  Further tests will be needed when the water warms.
• The District has spare plastic chain links for both the primary and secondary scrapper mechanisms.  The sedimentation tanks will need to be pumped down and cleaned to evaluate the repair of the chain.  This will be done in the spring prior to high flows through the plant.
• Pumping of individual grinder stations continues to be on-going.
• S.E.H. recommended that the District accept Electric Pump’s quote for recirculation pumps.  A motion was made by B. Congdon, supported by R. Scott, to accept S.E.H.’s recommendation to purchase recirculation pumps from Electric Pump for $21,726.25.  All voted in favor and the motion carried.
• The Board is still looking into purchase of a utility truck.

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

The meeting was adjourned at 9:25PM

Jo Ann Pohlman, Clerk

NEXT MEETING: BOARD OF MANAGERS’ MEETING – MAY 7, 2014, 7:30PM, CRANE LAKE 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.