CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

Wednesday, May 2, 2018 –6:00 P.M.

CRANE LAKE CHAPEL FELLOWSHIP HALL

The meeting was called to order by Chairman Rob Scott at 6:05P.M.

Members present:  Mark Anderson, Bruce Beste, Bill Congdon, and Rob Scott.

Members absent:   Darrell Scott

Also present: Clerk/Treasurer Jo Ann Pohlman and 2 members of the community.

Minutes: A motion was made by B. Congdon, supported by M. Anderson, to approve the minutes of the 4/4/18 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. Beste, 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’s Report:  Clerk/Treasurer J. Pohlman reviewed the Treasurer’s Report. The March 2018 Financial Statements were presented to the Board. April 2018 payroll:  Admin – $1,687.30, Operating – $1,988.11, Payroll Taxes – $1,553.36. S.A. Revenue Class was changed to Debt Service Class.  $50,000 was transferred from Checking to Capital Reserve Savings, $6,000 was transferred from Checking to Debt Service Savings, and $4,000 was transferred from Checking to Capital Reserve Savings. 1^st Quarter QuickBooks entries were reviewed with Jennifer of Glorvigen.  2016 audit adjustments were made to QuickBooks and the audit will be emailed to the District, Rural Development and the Insurance Agency. Bills for payment:  Administrative Fund:  Costin Group – $1,250.00. Legacy Fund:  Fryberger Buchanan – $370.40; S.E.H. – $5,850.00, $639.52 & $1,544.60; Sertich Plumbing – $3,525.78; and Udovich Electric – $845.73 & $1,729.50.   Plant Operations:  Lake Country Power – $1,254.92, $248.82, $223.43, $73.40, $211.00, & $58.00; Pace Analytical – $177.00; Robert J. Scott – $215.46;  Rutchasky Enterprises – $495.00; and Terry’s Operational Services – $1,355.91.  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.  A motion was made by B. Beste, supported by M. Anderson to move $627.34 from IRRRB Savings to Operating Checking.  All voted in favor and the motion carried.  A motion was made by R. Scott, supported by B. Beste, to increase the monthly loan payment to $600, including principal and interest.  All voted in favor and the motion carried.

Funding Balances:  The Board reviewed the remaining Legacy Grant Fund balance. Jason Chopp joined the meeting via telephone and confirmed that the approximate amount that would be owed to Bougalis to complete Handberg Road Expansion Phase II would be approximately $130,000.00.  Total Expansion expenses would be around $145,000.00.  The Board discussed sending a letter to Gary Cerkvenik outlining the District’s need for Rural Development Loan relief.

S.E.H. Engineering Update

• Handberg Road Project (Phase II):  Jason Chopp reported that he had met with Bougalis on-site today to discuss the remaining construction work.  Bougalis intends to resume work the week of May 7^th, weather permitting.  They will begin with the installation of grinders at the Carlson and Tomasko properties.  Property restoration will follow with completion by mid-June.  Rich will be onsite during the grinder installations, and off and on during property restoration and will communicate with home owners.
• System Mapping Discussion:  Jason proposed a GIS mapping system for the District.  They would provide a large wall map for the plant showing pipes, valves, etc. The map system could be edited and map books would be created for personnel to use at sites.  Projects could be added and updates could be made as they occur.  B. Beste will look into having a current set of drawings laminated for personnel use at sites.  A motion was made by R. Scott, supported by B. Congdon, approving the GSI mapping system creation by S.E.H.  All voted in favor and the motion carried.
• ISTS Construction Management Assistance:  Jason provided an agreement for ISTS Construction Management Assistance.

Administration

• CLWSD Advisory Rep. Update:  There was no report.
• ISTS Ordinance Update & Review:  The Board discussed the District’s requirement that properties within 300 feet of the mainline hook-up to the system and how that 300’ rule relates to the Management Program.
• Variance Review:  A motion was made by B. Congdon, supported by R. Scott, to extend Joe Bonner’s variance for 2018.  All voted in favor and the motion carried.

CLWSD Meeting Minutes – May 2, 2018

Administration (Cont.)

• Management Liaison Representative:  The District discussed the need of a liaison between ISTS customers and the designer and contractors.  A motion was made by R. Scott, supported by M. Anderson, to approve Deena Congdon as the District’s liaison for customers with Jason Chopp of S.E.H. as the alternate.  R. Scott, M. Anderson, and B. Beste voted in favor; B. Congdon abstained and the motion carried.  A motion was made by R. Scott, supported by B. Congdon, to approve signature of the S.E.H. agreement for Jason Chopp to provide liaison services.  All voted in favor and the motion carried.  A motion was made by R. Scott, supported by M. Anderson, to approve signature of Deena Congdon’s agreement for liaison services.  R. Scott, M. Anderson, and B. Beste voted in favor; B. Congdon abstained and the motion carried.

JPB Update

• VNP Comprehensive Plan: R. Scott reported that the May meeting will be in Crane Lake; the June meeting will be at Ash River, the July meeting will be in Kabetogama, and the August meeting will be at Island View.
• Kicker Blvd. Annex:  The District will begin working on this in the summer.
• State and Federal Grant Funding:  There was nothing new.

O & M Update (Decentralized)

• Management Program Status Report:  A report was provided to the Board.  The Board discussed property restoration work that needed to be done and the number of projects in line for construction this spring, once the ice is out.
• Management Program Liaison Representative Report:  This report and the Management Program Status Report will be combined in the future.

O & M Update (Centralized)

• Operations Report:  Terry Jackson submitted a report stating that the plant continued to run well for the month of April.  The influent after infused with clear water, results in lower than normal BOD’s and TSS in the influent.  This makes it nearly impossible to meet the 85% removal standard for BOD and TSS.  Solids would need to be added to the influent to comply with the 85% removal standard.
• Plant Computer:  A new plant computer has been installed and the old one was refurbished for future use when needed.
• MPCA Permit and Bio-Solids Options:  The application continues on course.  A sludge sample from the plant will be analyzed at Pace Labs in Virginia to predict loadings on the site.
• Plant Manpower and Operators:  Rob J. Scott can retest after three months.
• Water Infusion – Monitor Flows and Temps.  The infusers will be turned off.
• Winter to Summer Transition Work:  The tarps have been removed and stored, and the heat tapes will be turned off.

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

The meeting was adjourned at 8:10PM.

Jo Ann Pohlman, Clerk

NEXT MEETING:  BOARD OF MANAGERS’ MEETING – JUNE 6, 2018 – 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.