CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

July 1, 2015 – 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, and Rob Scott

Members absent:  Manager Bill Congdon and Darrell Scott

Also present: S.E.H. Engineer Randy Jenniges, Sewer Operator Terry Jackson and Anne, Clerk/Treasurer Jo Ann Pohlman, a reporter from the Cook News-Herald, and seven members of the community.

Opening Comments:  Chairman Rob Scott referred to the recent comments in the Sunday Minneapolis Star Tribune related to the Handberg Road Extension project, noting that freedom of speech is alive and well.  A response will be submitted to the Star Tribune’s editorial page.

BUSINESS:

Minutes: A motion was made by M. Anderson supported by B. Beste, to approve the minutes of the Board of Managers’ Regular Meeting of June 4, 2015.  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 M. Anderson, 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. June 2015 payroll expenses: Administrative – $1,018.50 and Operations – $3,527.25. The May 2015 Financial Statements were presented to the Board.  A motion was made by M. Anderson, supported by R. Scott, to approve the Treasurer’s report as presented and the payment of bills as follows:  Administrative:  Costin Group – $1,000.00; Crane Lake Chapel – $300.00; Lutefisk Tech. – $275.40; Quill -$218.97; S.E.H. – $8,360.00; Regents of the U of M – $4,818.30; and Citi-Lites – $31.00.  Operations: Lake Country Power – $788.49, $128.25, $63.21, $80.45, & $46.00; Aquapower – $1,310.00; Citi-Lites – $82.00; Indelco – $485.88; Menards – $412.05; Mountain & Co. – $5,300.00; Pace Analytical – $296.00; Schlomka Septic Pumping – $150.00;  and Terry’s Operational Services – $1,343.20.  All voted in favor and the motion carried.

Fund Transfers:  A motion was made by R. Scott, supported by B. Beste, to transfer $2,000.00 from the Operations Fund to Capital Reserve Savings.  All voted in favor and the motion carried.

O & M Update

• Operations Report:  Terry Jackson reported that all State and Federal standards were maintained during the month of June.
• About 33,000 gallons of sludge were disposed from the plant, including solids in the storage tank and several feet of accumulation from the floor of the backwash basin.
• One of the sand filter zone valves failed.  A valve actuator was ordered and received.  When an adaptor to install the valve is received, it will be installed.
• One of the sludge pumps failed.  Ron Rutchasky is looking into ordering another Barnes pump replacement.
• Chemical dosages are being regulated based on flows and laboratory results.
• Bio-solids disposal options will be considered to reduce costs.
• Manpower:  Nikki Rutchasky is taking an on-line Class C Operator Course. It will be about two years before she can take the MPCA test.  Mark Anderson is looking into taking the class also.  The District is reviewing Operator options as Terry Jackson plans to retire in January.

Administration

• Ordinance (ISTS Management): B. Beste and J. Connaker continue to work on a rate structure for the management system.  R. Scott stated that there are a number of concerns that will need to be addressed soon and will email Mia Thibodeau and Mary Frances Skala of Fryberger, Buchanan for their advice.  Randy Jenniges stated he has concerns also.
• Insurance Waiver:  A motion was made by M. Anderson, supported by R. Scott, stating that the District Does Not Waive the monetary limits on municipal tort liability established by Minnesota Statutes, Section 466.04.  All voted in favor and the motion carried.

CLWSD Meeting Minutes – July 1, 2015

JPB Update

• VNP Comprehensive Plan: There was no June meeting.  The next meeting is planned for July 15^th at the Crane Lake Chapel Fellowship Hall at 10:00A.M
• State and Federal Grant Funding:  The JPB continues to work for both State and Federal level funds for all areas.  Federal funding will now be state sponsored by the DNR.

ESA Expansion & ISTS Management Project

• Engineering Update (S.E.H.): Handberg Road Extension: Randy Jenniges reported that of the 6,100 feet of construction 5,400 feet has been completed to date.  The rocky areas are mainly what need completion.  Substantial completion should be by next week.  Pay Request No. 1 was presented to the Board.  A motion was made by B. Beste, supported by M. Anderson, to approve U.S.A.’s Pay Request No. 1 for $227,516.45.  B. Beste and M. Anderson voted in favor, R. Scott voted against and the motion carried.  Change Order No.2 was presented to the Board.  A motion was made by R. Scott, supported by B. Beste to approve Change Order No. 2 for additional work beyond the contract for service stubs paid per unit items in bid, an increase of $53,540.00. All voted in favor and the motion carried.    Jobs Reporting Documents will need to be done throughout the project.  A revised General Obligation Compliance Checklist for the Sanborn Easement was presented for signature.  A motion was made by R. Scott, supported by M. Anderson, to approve and sign the Checklist.  All voted in favor and the motion carried.    The Board reviewed the Overall Service Area Map presented by S.E.H. depicting stub locations at properties on Handberg Road.  The Jeff Sokoloski property wishes to connect to the system.  The Board will review his connection with additional expense to the District due to distance from the main line to the house being over 100 feet.  Additional connection expenses may be considered depending on available project funding.  The Board also discussed an RV/Houseboat dump station near the private houseboat business on Handberg Road.  Jeff and Lori Sanborn submitted a letter to the Board requesting that the Board look into possible grants to fund a vessel pump out at that location.  The Board will consider this request. R. Jenniges stated that a public/private agreement would be needed.
• Funding:  The Bonding Fund contract should be completed soon. There was nothing new on the funding for the CAR beyond Handberg Road.
• ISTS Management Projects Update (U of M):  Sara Heger was not able to attend the meeting via telephone.  Jim Orton continues to recover from his recent illness.
• East Bay Sewer System Request:  A request has been made from a property owner in East Bay to be included in the District’s Management System.

Sewer Freezing

• Insurance Claim Status:  There is one more bill to submit to the adjuster for the insurance claim.  Work will be completed when the area needing a tank replacement dries enough to perform the work.
• New Insurance Claim:  There may be a new claim for the grinder damage at the Brenton property.  It is possible that the tank will be covered by warranty.  M. Anderson will look into this.  The labor may still need to be submitted for an insurance claim.
• Water Infusion:  The water infusion last winter was considered successful; the amount of water infused may be decreased next winter to decrease the amount of flow to the plant, which affects the chemical balance.

PUBLIC COMMENTS (5 Minute Limit):  Jerry Cornell informed the Board that 16 of the 25 properties in East Bay were newly installed since 2000.  His system was one of the first peat systems to be installed and it requires extensive work to initiate in the spring and shut down in the fall.  The newer systems do not require as much work.  He would like to see the District take over at the local level.  Sue Connaker questioned if the 100’ rule was overlooked for the Sokoloski property, would that set precedence for other properties in the District.  The Board responded no it would not as this situation would be related to the project only.

The meeting was adjourned at 8:55PM

Jo Ann Pohlman, Clerk

NEXT MEETING:            BOARD OF MANAGERS’ MEETING – AUG. 5, 2015 – 7:30PM, 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.