CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

Wednesday, September 2, 2020 – 5:45 P.M.

Members present: Mark Anderson, Bruce Beste, Bonnie Caughey, and Rob Scott. 

Members absent:  Darrell Scott.  

Also present: Mia Thibodeau of Fryberger, Buchanan; ESA Rep. John Connaker; and Clerk/Treasurer Jo Ann Pohlman.

The meeting was called to order by Chairman Rob Scott at 5:45PM.

Opening Comments:  Thank you to Board Manager Bonnie Caughey for all her work on the Kicker Blvd. annexation and for putting the program together.

Minutes: A motion was made by M. Anderson, supported by B. Caughey, to approve the minutes of the 8/5/20 Regular 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 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 July 2020 Financial Statements to the Board.  August 2020 payroll:  Admin – $1,797.79, Operating – $6,202.08 plus Payroll Taxes – PERA – $885.85 and Federal Deposit – $2,218.86.  A motion was made by B. Beste, supported by R. Scott, to approve the Treasurer’s Report as presented and the payment of bills as follows:  Admin:  Costing Group – $1,250.00; Glorvigen – $332.50; and Lutefisk Tech. – $16.95. Annexation Fund: Cook News-Herald – $335.00; Fryberger, Buchanan – $669.60; and Quill – $59.00.  Operations:  Lake Country Power – $871.32, $226.71, $45.53, $45.10 $46.00, & $52.00; Anderson Outfitters – $16.19; Handberg’s Marina – $139.58; Pace Analytical – $576.00; Robert J. Scott, Jr. – $1,943.50; and Rutchasky Enterprises – $1,650.00. All voted in favor and the motion carried. 

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

Administration

• User Rate Discussion:  The District will be taking a hard look at the rate structure this fall.  Information from other sewer districts is being compiled to assist the Board in a possible rate structure change. 
• Bonner Variance: A variance request letter for 2020 was received from Joe Bonner.  A motion was made by B. Caughey, supported by M. Anderson, that Joe Bonner would have a final five-year variance before hooking up to the system.  There was discussion, Mark removed support and the motion died.  A motion was made by R. Scott, supported by B. Beste, to extend Joe Bonner’s variance for the next 3 years, 2020 – 2022 with hook-up being required in 2023 with billing beginning January 1^st of that year; the $7,500 connection fee is required at that time, or the District’s loan program could be used.  All voted in favor and the motion carried. A letter will be written to Mr. Bonner.
• Levy Discussion:  The District needs more time to work on the levy and has been granted an extension by the County to submit the levy on October 8^th after the October 7^th meeting
• Legacy III Change Order:  A motion was made by M. Anderson, supported by B. Beste, to approve the Change Order moving $200,000 from ISTS’s to Plant Upgrades and to include the next Legacy Grant making the new total of the Grant $575,000 ($25,000 removed for Covid-19 reasons) plus $143,750 match. All voted in favor and the motion carried.   

Joint Powers Board

• VNP Comprehensive Plan: The Board met at Crane Lake.  Each area is submitting input for the update of the Comprehensive Plan.  Crane Lake has submitted their input.  Ash River is entering into a land swap. 
• Kicker Blvd. Annex:  Based on input from the Annexation Hearing prior to this meeting, the Board will table the resolution recommending the annexation until the JPB has time to review. 
• State and Federal Grant Funding:  The District is in line for potentially $600,000 more in grant funding. 

S.E.H. Engineering  

• District Update:  There was no report sent to the Board.  S.E.H. is working on permitting for plant upgrades. 

CLWSD Meeting Minutes – September 2, 2020

O & M. (Decentralized)

• Management Program Update:  Deena Congdon was not present to report.  Cerkvenik’s ISTS has been installed.  Doug Anderson’s project has been awarded to Rutchasky Enterprises and will begin soon.  Repairs are being done where needed.  Yearly inspections are being done by Orton Construction. 
• Cowden ISTS and Land Acquisition Request:  A motion was made by R. Scott, supported by B. Caughey, to approve signature of the purchase agreement for $7,500 and Easement following title company procedure and signature of any other documents related to the land purchase. All voted in favor and the motion carried. 
• Peat Systems vs. Mound Systems:  There was no new information.

 O & M Update (Centralized)

• A motion was made by R. Scott, supported by B. Beste, to prepare an Agreement between the District and the Cowdens to provide a user/maintenance agreement for the plant road.  All voted in favor and the motion carried.
• A motion was made by R. Scott, supported by B. Beste, that the Cowden’s pay $5,000 towards the upgrades made to the plant road to approach their property.  All voted in favor and the motion carried.
• Operations Report:  Rob Scott Jr. provided the following report for August:  The MPCA effluent limits were met.  The influent flow amounts to the plant are still high, but the plant is operating well and is able to handle the demand.  We are making lots of trips to Grand Rapids to keep up with the sludge levels.  I have been in contact with S.E.H. to discuss and review the plant modifications that we hope to start implementing next spring.  Next week we plan on replacing the old effluent pump with a new one.  This will enable us to rebuild the old one to be used as a backup.
• M. Anderson reported that pumping will continue at VHB and more transports will be made to Grand Rapids.  The walls inside the tanks in the plant will be pressure washed this fall.  Things are going well with no new issues.
• A back-up plan for customer emergencies needs to be put in place for when Ron Rutchasky is not available.  M. Anderson will look into.

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

The meeting was adjourned at 6:45PM

Jo Ann Pohlman, Clerk

NEXT MEETING:          Board of Manager’s Meeting – October 7, 2020 – 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.