CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

Crane Lake Chapel Fellowship Hall

Wednesday, July 6, 2022 – 1:00 P.M.

Members present: Mark Anderson, Bonnie Caughey, Deena Congdon, and Rob Scott

Members absent:  Darrell Scott

Also present: Clerk/Treasurer Jo Ann Pohlman

The meeting was called to order by Rob Scott at 1:07PM.

Minutes: A motion was made by M. Anderson, supported by B. Caughey, to approve the minutes of the 5/4/22 Regular Meeting.  All voted in favor and the motion carried. (There was no June meeting)

Correspondence:  The correspondence list was reviewed by the Board.  A motion was made by M. Anderson, 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’s Report:  Clerk/Treasurer J. Pohlman presented the April – May 2022 Financial Statements to the Board.  April & May, 2022 payroll: Admin – $3,982.00, Operating – $13,122.00.  Payroll Taxes: PERA – $1,997.84, Federal Deposit – $3,237.96 & MN Tax – $816.00.  The District paid $15,119.98 for pumper truck repairs on 5/11/22 and a $1,500 expense check was issued to Craig Campbell for a trip to Mpls. for pumper truck repair.  (He did not use all of the expense check; will use for training expenses in June & July).  A motion was made by B. Caughey, supported by M. Anderson, to approve the Treasurer’s Report as presented and the payment of bills as follows:  June: Admin Fund – $9,662.09; Legacy III Fund – $10,587.79; and Operating Fund – $8,537.33. July:  Admin Fund – $1,943.11; Legacy III Fund – $3,861.20; and Operating Fund – $6,050.01.   All voted in favor and the motion carried.

·       Chairman Comment:  Looking ahead – due to the increase in expenses and the District’s reluctance to increase rates or levy during the past pandemic years, the District will need to review increasing rates and increasing the levy.  

• Funding Balances:  A Report of current Legacy grant funding balances was presented to the Board. 

Administration

• Short-Term Rentals:  A letter was received from St. Louis County Planning requesting a discussion with the District on forming a memorandum of understanding on determining the occupancy for proposed short-term rentals that are within the CLWSD.  The District will consider and communicate with the County.
• Ordinance & Procedure Review:  The District will review their Ordinances and Procedures over the next few months.

Joint Powers Board

• VNP Comprehensive Plan:  R. Scott attended the June meeting.  The Comprehensive Plan is completed. 
• State and Federal Grant Funding:  The receipt of Legacy IV funds was verified with Jeff Anderson of the Costin Group. The District will be receiving $600,000 in Legacy IV funds.
•  A request was made by the District to Sen. Amy Klobuchar and Sen Tina Smith for Congressionally Directed Spending (“CDS”) money to upgrade our water treatment and sanitary sewer system.  The request has been recommended to the Senate Appropriations Committee for further consideration.  It was recommended by Jeff Anderson of the Costin Group that Senator Amy Klobuchar and Senator Tina Smith be invited to Crane Lake to show appreciation for their support of the area.  A motion was made by D. Congdon, supported by R. Scott, to draft a letter, with the support of the Costin Group, to both Senators inviting them and/or their representatives to Crane Lake to show appreciation for their support.  All voted in favor and the motion carried.  

S.E.H. Engineering Update  

• District Updates: 

Plant Upgrade: Jason Chopp provided the following action items for the Board:   Recommendation of Rachel Contracting, LLC as the contractor for the WWTF Flow Equalization System project; and their Professional Services Agreement.  Prior to taking action, the Board discussed funding availability for the WWTF upgrade.   A motion was made by D. Congdon, supported by M. Anderson, to approve S.E.H.’s recommendation of Rachel Contracting, LLC as the contractor for the WWTF Flow Equalization System project.  Their bid was $961,395.29.  All voted in favor and the motion carried.  A motion was made by D. Congdon, supported by M. Anderson, to approve signature of the Agreement between the CLWSD and S.E.H. authorizing and describing the scope, schedule, and payment conditions for work on the WWTF Flow Equalization System Construction Phase Services for $102,700.00.  All voted in favor and the motion carried. 

CLWSD Meeting Minutes – July 6, 2022

O & M. (Decentralized)

• Management Program Update:  Deena reported on ISTS work that was completed at the Crain property on Bear Island.  M. Anderson clarified that property owners that have an operational system can contract with the District for services by contacting the Clerk. A report of current ISTS activity was presented to the Board. 
• Rate Study:  B. Caughey continues to work on the project. 

O & M Update (Centralized)

• Operations Report:  Rob Scott Jr. provided the following reports:    June 1, 2022 Report:  We met all the MPCA effluent limits for the month of April. The plant is operating well despite all the high water affecting the Crane Lake area. The influent volume coming into the plant has seen record highs with the high lake levels seeping into the collection system. However, despite all the high volume coming into the plant, everything is working well and keeping up with the high volume coming in. The guys are constantly keeping an eye on the pumps, valves and tank levels to ensure proper treatment. One thing I have noticed in the sample results is they are showing a big decrease in concentration. Meaning the high water is diluting the influent so much it’s like we are just treating pure water.    I spoke with SEH yesterday and they will be sending over a letter of recommendation regarding the award of the contract of the plant upgrade project with Rachel Contracting.

July 6, 2022 Report:  We met all the MPCA effluent limits for the month of May. The plant did very well with all the high water in the district during the flood event. SEH and Rachel Contracting is looking forward to the signing of the contract documents by the board so they can start getting their ducks in a row for the upcoming construction project.

• Mark Anderson Report:  Employment:  The District Board will work on creating a job description for operational employees.   Mark reported that the plant and collection system survived the flood with no incidents.    

Public Comment:  There was none.

The meeting was adjourned at 1:45PM                                       Jo Ann Pohlman, Clerk

NEXT MEETING:   Board of Manager’s Meeting – August 3, 2022, 1:00PM, 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.