CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

Wednesday, May 6, 2020 –6:00 P.M.

Via Zoom

Members present: M. Anderson, Bruce Beste, Bonnie Caughey, and Rob Scott. 

Members absent:   D. Scott.  

Also present:  District Liaison Deena Congdon and Clerk/Treasurer Jo Ann Pohlman.

The meeting was called to order by Chairman Rob Scott at 6:00PM.

Opening Comments:  Chairman Scott explained that the meeting was being conducted remotely via Zoom. 

Minutes: A motion was made by M. Anderson, supported by B. Caughey, to approve the minutes of the 3/4/20 Regular Meeting.  All voted in favor and the motion carried.  There was no April meeting.

Correspondence:  The correspondence list was reviewed by the Board.  A motion was made by B. Caughey, supported by B. Beste, 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 March 2020 Financial Statements, which were 1^st Quarter Previous Year Comparisons, were presented to the Board.  March 2020 payroll:  Admin – $1,432.46, Operating – $2,477.33, plus Payroll Taxes – PERA – $683.07 and Federal Deposit – $445.16.  April 2020 payroll:  Admin – $1,029.58, Operating – $2,382.04 plus Payroll Taxes – PERA – $1,862.47 (includes extra $220.88 as part of back payment) and Federal Deposit & 1^st Quarter Taxes – $1,586.64.  The 2018 Audit has been completed and has been sent to the Board.  The District has made one back payment to PERA 2017-2019 for $9,224.01.  First quarter 2020 QuickBooks entries were reviewed with Jennifer of Glorvigen.  The District Loan with American Bank was paid off and is now with the MPCA CWP Loan with no interest.  Monthly transfers were made as follows:  Transferred $4,000 from Operating Fund to Debt Service Savings; and $2,000 from Operating Fund to Capital Reserve Savings for the months of Nov, & Dec., 2019.  A motion was made by M. Anderson, supported by B. Beste, to approve the Treasurer’s Report as presented and the payment of bills as follows:  March:  Admin:  Costin Group – $1,250.00; Cole Appraisal – $850.00; Fryberger, Buchanan – $476.15, $777.60, & $162.00; Glorvigen – $455.00; and Quill – $258.50. Operations:  Lake Country Power – $1,596.53, $199.57, $269.25, $71.90, $236.00, & $65.00; MPCA – $505.00; Pace Analytical – $354.00; Robert J. Scott, Jr. – $1,557.38; Rutchasky Enterprises – $137.50; and Udovich Electric – $128.75. April:  Admin:  Costing Group – $1,250.00; Lutefisk Tech. – $469.90; Jo Ann Pohlman – $160.96; RVS Software – $88.25 and Walker, Giroux & Hahne – $7,100.00.  Annexation Fund:  S.E.H. – $145.06.  Operations:  Lake Country Power – $1,302.86, $189.88, $254.28, $71.08, $235.00, & $58.00; Dept. of Unemployment – $22.19; Gopher State One Call – $1.35; Pace Analytical – $551.00; Robert J. Scott, Jr. – $1,306.26; and Rutchasky Enterprises – $4,245.00.   All voted in favor and the motion carried. 

Funding Balances:  There was no change.

Clean Water Partnership Loan Program:  The District was awarded a CWP Loan for $1,110,500.00 at 0% interest.  The District closed out their loan with American Bank and transferred the remaining $52,594.82 to the CWP Loan. 

PERA:  The District owes back payments to PERA for 2017 – 2019.  One payment has been made and the amount of the next payment is unknown at this time.  The first payment of $9, 224.01 was made from the Admin Fund for back payments due for an Admin employee.  There is discussion among the District, the District’s attorney and auditors as to which fund should be used for the remaining back payments for an Operations employee.  There is also discussion if PERA retirement funds, going forward, should be paid entirely from the Admin Fund or divided between the Admin Fund and the Operations Fund dependent on the employee’s job description.

Administration

• User Rate Discussion:  The District will be taking a hard look at the rate structure.  Different options will be reviewed with the possibility of a single user rate.
• Bonner variance:  Joe Bonner will be contacted to see if he plans to request a variance for 2020.
• Eggen variance:  Butch Eggen submitted a letter requesting a variance for 2020.  A motion was made by M. Anderson, supported by B. Beste, that the variance be denied and requiring Butch Eggen to sign the Agreement, and begin payments as of June 1, 2020.  M. Anderson, B. Beste, and R. Scott voted in favor, B Caughey voted against and the motion carried.
• Bylaws Revisions:  The revisions are still being reviewed.
• Early Levy Distribution:  A motion was made by R. Scott, supported by B. Caughey, to deny  requesting the early levy distribution.  All voted in favor and the motion carried.

CLWSD Meeting Minutes – May 6, 2020

Joint Powers Board

• VNP Comprehensive Plan: The Board met remotely and discussed funding at the Legislature.  Funding may be held up for a while.
• Kicker Blvd. Annex:  The Board has reactivated the project. 

S.E.H. Engineering  

• District Update:  Jason Chopp emailed an Agreement for Professional Services addressing the flow equalization and recirculating media filter evaluation at the plant as requested by Rob Scott Jr.  A motion was made by M. Anderson, supported by B. Beste, to sign the Agreement for Professional Services for $9,700.00. M. Anderson, B. Beste, and B. Caughey voted in favor, R. Scott abstained and the motion carried.

O & M. (Decentralized)

• Management Program Update:  Deena Congdon provided the following report:  For 2020 so far I have Cowden and Cerkvenik. I have emailed Jim Orton to see when he felt the ground would be ready so he can do designs. Work to be completed:  Dehaas crush tank; Fix and check Richter in narrows; finish McVeety; Check grass seed on 2019 installs; Get forest service approval if not done yet.

Partridge says thank you for the load and that is completed. He has a sheen of water when there are heavy rains and spring thaw. Wants to know why. This started with the new septic install. He is still has not done his cabin work so he is not on his final system.  Is his neighbor having any spring washouts? We will check on that system. Send engineer gps coordinates for 2019 installs. 

• Cowden ISTS and Land Acquisition Request:  The process continues with documents being sent to Rural Development for their approval prior to the sale.  Fryberger, Buchanan will be contacted to see if there is a way to expedite the process. 
• Peat Systems vs. Mound Systems:  The Board discussed the merits of each. M. Anderson and D. Congdon will work on a decision process for system type installation selection.

 O & M Update (Centralized)

• Operations Report:  Rob Scott Jr. provided the following reports:  March – we met all the MPCA effluent limits. Jason Chopp and I are continuing to work on some future improvements for the plant. There will be more on this soon.  April – Since there was no meeting last month, I just wanted to report we met all the MPCA effluent limits for February and March. It sounds like the sludge truck needs to get its DOT inspection done. We will be in need of it soon. Ron fixed the manhole cover on the driveway to the plant. The county plow truck pushed it off. We will be addressing this issue so it doesn’t happen again. A new recirculating pump was purchased last month. SEH is putting together a proposal for some modifications to the plant to help address some of the high influent flows we see in the summer months. This will help ensure we keep our effluent numbers below the MPCA limits.

• M. Anderson reported that two pumps were replaced at the plant. 
• Manpower:  M. Anderson will be finding a pumper truck driver for the 2020 season.
• Summerization:  Heat tapes have been turned off, infusers have been turned off, cement blankets have been removed and stored.

PUBLIC COMMENTS (5 Minute Limit):  Deena Congdon asked for a billing adjustment. R. Scott said it would be taken care of.

The meeting was adjourned at 6:55PM

Jo Ann Pohlman, Clerk

NEXT MEETING:  BOARD OF MANAGERS’ MEETING – JUNE 3, 2020 – 6:00PM, 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.