CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

June 4, 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, Bruce Beste, Bill Congdon, & Rob Scott

Members absent:  Darrell Scott

Also present: Sewer Operator Terry Jackson and Anne, Sewer Maintenance Worker Jim Pohlman, Clerk/Treasurer Jo Ann Pohlman, a reporter from the Cook News-Herald and 6 members of the community.

Opening Comments:  Chairman Rob Scott stated that the July meeting would be held on July 9^th rather that July 2^nd with a Public Meeting scheduled for 6:30PM on the same date.  Rob updated those present stating that the District is researching a Management System and the District continues to pump properties as a result of the freezing this winter.  The Legislature approved the Bonding Bill, of which $750,000 should be coming our way.  There is still an opening for a representative from the ESA in an advisory capacity to the Board.

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 May 7, 2014.  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/Accountant Report:  Clerk/Treasurer J. Pohlman reviewed the Treasurer’s Report. May 2014 payroll expenses: Administrative – $1,022.13 and Operations – $1,466.40. $41,780.10 has been submitted for approval on the 2014 Freezing Insurance Claim to date.  The April 2014 Financial Statements were presented to the Board.  A motion was made by B. Beste, supported by M. Anderson, to approve the Treasurer’s report as presented and the payment of bills as follows:  Administrative:  Costin Group – $2,546.80; Glorvigen – $245.00; Lutefisk Tech. – $33.00; and S.E.H. – $1,314.75.  Insurance Claim Fund:  Aqua Power – $2,976.63; The Lake Country – $940.00; Ferguson Waterworks – $513.19, $42.17, & $1,049.27; Rutchasky Enterprises – $6,760.00; Viita – $1,925.00 & $1,000.00. Operations:  Lake Country Power – $814.21, $619.06, $64.76, $87.40 & $129.00; A-1 – $53.44; Citi-Lights – $50.00; Ferguson Waterworks – $5,882.19 & $1,028.48; Gopher State One Call – $2.90; LMCIT – $56.00; Pace Analytical – $296.00; and Terry’s Operational Services – $1,688.80.  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.

Administration

• Hoff Account: A motion was made by M. Anderson, supported by R. Scott, to compose a delinquency letter to the attorney handling the property for the bank with a copy to the County.
• Staff & Manning Requirements:  Rutchasky Enterprises will continue the pumping work and repairs related to the freezing issues of the collection system.
• Seigley Driveway:  Mike Seigley inquired as to the status of the RLK settlement as it relates to the settlement of his driveway.  The Board recalled that RLK had agreed to work directly with Mr. Seigley.  Mr. Seigley requested that the issue be included with the Mediation process with RLK.  A motion was made by B. Congdon, supported by R. Scott, to compose a letter to Mr. Seigley stating the percentage amount received from the settlement by the District compared to the amount requested and stating that Mr. Seigley will be due an equal percentage amount of what he requested upon receipt of documentation of work completed on his driveway.  All voted in favor and the motion carried.

JPB Update

• VNP Comprehensive Plan: Rob Scott did not attend the May meeting and minutes have not been received.
• State and Federal Grant Applications:  The Bonding Bill was approved by the Legislature with Island View receiving 7.4 to 7.5 million and the CLWSD receiving $750,000.  Rob Scott, Randy Jenniges and Sara Heger are putting together the paperwork to submit for the proposal for the approved Legacy Funds.

CLWSD Meeting Minutes – June 4, 2014

ESA Expansion & Management (Bear Island, Handberg Road)

• Sara Heger of the U of M joined the meeting via telephone at 8:15PM.
• Sara and the Board agreed to provide information to the public on the Bear Island Report, even though it is not complete.
• The four Request for Proposals (RFP) for the Community Assessment Report (CAR) were discussed at great length. A motion was made by R. Scott, supported by B. Congdon, for the Board, Sara, and Randy to continue review of two of the proposals – Wench and Orton – for further clarity in preparation for a decision at the July business meeting. All voted in favor and the motion carried.
• Sara will send a draft of the subjects she will address at the Public Meeting on July 9^th for Board input.
• Sara will be sending an invoice for payment approval at the July meeting.
• A motion was made by B. Congdon, supported by B. Beste, to proceed with submitting the proposal for Legacy Funds to the MPCA.  All voted in favor and the motion carried.

Sewer Freezing

• Chronology of Events:  Randy Jenniges supplied the District with a large map for addressing the freezing facts designated to each property.
• Insurance Claim.  Information is being forwarded to the insurance adjustor as it is received.

Treatment Plant and Operations Report

• Terry Jackson reported that all effluent standards were met during May.
• Plant influent continues to be intermittent based on pumping into the main lift station.  Tests will be run on the plant influent when flow levels out to optimize chemical treatment and solids settling in the primary clarifier.
• The MPCA will be doing a routine review soon.
• Arrangements are being made to dispose of bio-solids so the clarifiers can be repaired.
• Effluent pump #2 failed and will be replaced by Quality Flow Systems for $6,690.00.
• Pumping of individual grinder stations continues.
• B. Congdon and Terry continue to research bio-solids disposal options for the District.  If a site near the VRT is approved, the cost to modify the District’s MPCA NPDES Permit will be $1,240.00.  The savings for bio-solids disposal for the District would be significant.

PUBLIC COMMENTS (5 Minute Limit):  The following issues were discussed:

Clarification of Bartell payment was requested. Confirmation of the number of sites on Bear Island and Handberg Road was requested. Clarification of CAR (Community Assessment Report) and cost per site was requested – $500 to $1,000 per site.  Which Bear Island report will be made public?  The Bartell report will be made public with a cover letter of explanation.  Clarity on where the CAR will be done was requested.  Suggestion was made that the CAR be done for the complete ESA.  Concern of the Public Meeting being only 1 hour long – the Board of Manager’s meeting will follow the completed Public Meeting, the necessarily at 7:30PM.  Will every system be assessed for integrity?  Does high water level have any impact on the system?  Feelings were expressed that progress was being made to move forward.  What is the average depth of sewer lines?  A suggestion was made to visit information on the web about the freezing of the city of Oslo, Norway in the 1990’s.

The meeting was adjourned at 9:35PM

Jo Ann Pohlman, Clerk

NEXT MEETING: PUBLIC MEETING – JULY 9, 2014, 6:30PM, CRANE LAKE FELLOWSHIP HALL

BOARD OF MANAGERS’ MEETING – JULY 9, 2014, IMMEDIATELY FOLLOWING

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.