CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

May 7, 2014 – 7:30 P.M.

CRANE LAKE CHAPEL FELLOWSHIP HALL

The meeting was called to order by Chairman Rob Scott at 7:35P.M.

Members present:  Managers Mark Anderson, Bill Congdon, & Rob Scott

Members absent:  Bruce Beste & Darrell Scott

Also present: Randy Jenniges of S.E.H., Sewer Operator Terry Jackson and Anne, Sewer Maintenance Worker Jim Pohlman, Ron Rutchasky of Rutchasky Enterprises, and Clerk/Treasurer Jo Ann Pohlman.

Opening Comments:  Chairman Rob Scott stated that a call had been received asking if there had been any volunteers to be an ESA advisory representative to the Board.  There has not.  The Chairman also stated that inquiries are being directed to other quadrants then the Board for answers to District related questions.

BUSINESS:

Minutes:  A motion was made by B. Congdon, supported by M. Anderson, to approve the minutes of the Board of Managers’ Regular Meeting of April 2, 2014 with the following correction – Administration:  Change the word tank to stop in the ‘motion made by B. Congdon, supported by R. Scott, to pay employees using their own vehicles for pumping work $5 per stop pumped beginning April 1, 2014 and continuing until the District has their own vehicle’.  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/Accountant Report:  Clerk/Treasurer J. Pohlman reviewed the Treasurer’s Report. April 2014 payroll expenses: Administrative – $763.27 and Operations – $5,254.27.  The Taconite Production Grant of $689,586.00, which must be used as matching funds for the Legacy and State Bonding Grants, has been moved from the ESA Fund to two sub-funds of the ESA Fund.  $375,000 was moved to the newly created ESA sub-fund named the Legacy Grant Fund and is the required 1/4 match for the anticipated $1.5million Legacy Grant administered by the MPCA.  The remaining $314,586 was moved to the newly created ESA sub-fund named the State Bonding Fund and is a partial amount of the required $750,000 match for the anticipated $750,000 State Bonding Grant.  The remaining balance of $435,414 (needed to match that grant) will probably need to be funded by a loan.  Charge accounts have been opened at Menards and L&M.  The 1^st Quarter 2014 QB entries were reviewed with Jennifer of Glorvigen.  $3,500 was transferred out of the Capital Reserve Savings to Checking to purchase the Ranger. The March 2014 Financial Statements were presented to the Board.  Jennifer commented that the District is doing better than last year at this point; however, it is too early to judge at this time.  A motion was made by R. Scott, supported by B. Congdon, to approve the expenditure of up to $83.00 for the AVG internet protection program for the District Computer.  All voted in favor and the motion carried.  A motion was made by B. Congdon, supported by R. Scott, to approve the Treasurer’s report as presented and the payment of bills as follows:  Administrative:  Fryberger, Buchanan – $440.00; Lutefisk Tech. – $29.95; Quill – $89.73 and S.E.H. – $555.75.  Operating Reserve Fund: Walker Power Equip. – $3,500.00. Insurance Claim Fund:  Anderson Outfitters – $832.00; Rutchasky Enterprises – $500.00, $1,000.00, $3,700.00, $265.30, $1,980.00 & $1,250.00; Viita – $775.00. Operations:  Lake Country Power – $972.40, $101.53, $60.49, $77.98 & $113.00; Anderson Outfitters – $2,364.32; A-1 Services – $106.88; Citi-Lites – $25.00; Gopher State One Call – $1.45; Handberg’s Marine – $8.49; Pace Analytical – $296.00; Rutchasky Enterprises – $500.00; and Terry’s Operational Services – $1,359.10.  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 was not paid as recommended by S.E.H.

• Fund Transfers:  There were no transfers approved.
• R. Scott reviewed the 2005-2017 Revenue and Expense Projections with the Board

Administration

• Hoff Account:  The Hoff Account has been paid.
• The Board called Sara Heger at 8PM to discuss ESA Expansion & Management.  See below.
• Staff & Manning Requirements:  Terry Jackson supplied information on MPCA licensing requirements for operation of the collection system and plant operations.  The licensing requires education and experience. The Board is considering future staffing requirements as the District expands. The Board discussed current staffing requirements.  A motion was made by R. Scott, supported by B. Congdon, to contract with Rutchasky Enterprises to continue the pumping work and repair the freezing issues related to the collection system. All voted in favor and the motion carried.

    CLWSD Meeting Minutes – May 7, 2014

JPB Update

• VNP Comprehensive Plan: The meeting was held on April 16, 2014. S.E.H. is reviewing freezing corrective action for both Crane Lake and Rainy Lake.
• State and Federal Grant Applications:  Work continues with the Bonding Bill for Crane Lake and Rainy Lake.

ESA Expansion & Management (Bear Island, Handberg Road)

• Sara Heger of the U of M joined the meeting via telephone at 8PM.
• Sara presented her comments on the Bear Island Extension Report.  Her main concern was that the bulk of the report is a record/permit search, which provides limited usefulness and is only a first step of a CAR. There is very little summarization of the information.  Further information on each property is needed.  Recommendations on the future of empty lots and buildings and unoccupied homes should be addressed for long term planning.  Recommendations for the future of the island including an economic evaluation should be included.  The document will not be made available to the public until completion.
• Randy had previously supplied a list of parcel codes for Bear Island and Handberg Road along with maps to both the Board and Sara.
• A draft Request for Proposals (RFP) to investigate wastewater treatment options was supplied to the Board by Sara.  A motion was made by B. Congdon, supported by R. Scott, to finalize the RFP investigating wastewater treatment options for Bear Island and Handberg Road and authorizing S.E.H. to advertise the request.  All voted in favor and the motion carried.
• Randy Jenniges of S.E.H. reviewed the funding sources and matches with the Board.  He also reviewed a possible spending pattern should all anticipated funds become available.
• Randy discussed the advantages of having a LIDAR, which includes contours, base map creation, and aerial images within the District.  This would be useful for the entire District, not just the current expansion efforts.  A motion was made by R. Scott to do the LIDAR work at a cost of $55,000.  There was discussion and the motion died for lack of support.  The LIDAR will be considered again in the fall.  A LIDAR is best performed when the deciduous trees are bare.

Sewer Freezing

• Chronology of Events:  Randy Jenniges advised the Board that a large map with notes addressing the freezing facts designated to each property has been an effective tool to determine corrective action at other locations with similar freezing issues this winter.  A map will be supplied to the District.  All Board members and Terry Jackson will compile the information so the District can move forward with repair work.
• Insurance Claim.  An insurance claim has been filed for the freezing issue.  Information will be forwarded to the adjustor.
• Corrective Action Plan:  Randy Jenniges will confer with other areas for recommendations to the Board.  Ways to automatically shut the grinder pumps off to prevent them from burning up was discussed.
• Ron Rutchasky supplied a quote to the District for a 2HP Liberty grinder to fit in existing grinders at $4,220.00.  He explained the operation of the pump and will order for the District.  He also supplied a list of issues with grinder stations caused by freezing.

Treatment Plant and Operations Report

• Terry Jackson reported that all effluent standards were met during April.
• Once the system is thawed, jar tests on the plant effluent will be run to determine optimum dosage of a second coagulant aid to enhance solids settling and increase solids density.
• Work is being done to get the appropriate parties together to dispose of solids in the primary and secondary clarifiers, clearing the way to repair the broken scrapper chain links.  This should be done prior to accelerated flows to the plant. Costs for bio-solids transfer will be researched.
• The recirculation pumps should be installed this month.
• Pumping of individual grinder stations continues.
• B. Congdon continues to research bio-solids disposal options for the District.

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

The meeting was adjourned at 9:40PM

Jo Ann Pohlman, Clerk

NEXT MEETING: BOARD OF MANAGERS’ MEETING – JUNE 4, 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.