CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

Crane Lake Chapel Fellowship Hall

Wednesday, September 6, 2023– 1:00 P.M.

Members present: Mark Anderson, Deena Congdon, and Rob Scott.  Also present: Clerk/Treasurer Jo Ann Pohlman and one community member.

Members absent:  Bonnie Caughey and Darrell Scott.

The meeting was called to order by Chairman Rob Scott at 1:08PM.

Minutes: A motion was made by M. Anderson, supported by D. Congdon, to approve the minutes of the 8/2/23 Regular Meeting.  All voted in favor and the motion carried.

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 July 2023 Financial Statements to the Board.  Aug. payroll:  Admin – $2,162.50 & Operating – $11,138.00.  Payroll Taxes: PERA – $1,355.35 and Federal Deposit – $2,825.50.  A motion was made by M. Anderson, supported by D. Congdon, to accept the Treasurer’s Report as presented and the payment of bills as follows: Admin Fund – $4,266.95; Legacy Fund – $13,951.00; and Operating Fund – $18,882.19. All voted in favor and the motion carried. 

Funding Balances:  The balances were reviewed with the Board.

Revenue Forecast Requirements:  The Board will begin reviewing the 10-year forecast, taking a hard look at the revenue and expense stream that is changing due to the Rural Development loan forgiveness.  This will create a baseline for rate modifications.

Administration

• Ordinance & Procedure Review:  The District is reviewing their Ordinances and Procedures over the next few months. 
• Township Easement:  A motion was made by R. Scott, supported by M. Anderson, to approve the Pipeline Easement Agreement between the Town of Crane Lake and the CLWSD subject to final edits approval by the Board as Fryberger and S.E.H. are working through some edits to the legal description.  All voted in favor and the motion carried.  The easement agreement will be forwarded to the Township attorney for consideration and then signature by the Township.
• MPFA Grant Agreement Resolution: The District is required to enter into a grant agreement with the State of Minnesota to receive funds to pay off the Rural Development loans.   A motion was made by R. Scott, supported by M. Anderson, to adopt Resolution #2023-02 Authorizing the CLWSD to Submit Information to the Minnesota Public Facilities Authority (MPFA) and to Enter into a Grant Agreement with the MPFA.   All voted in favor and the motion carried. 

Joint Powers Board

• JPB Update:  The September JPB meeting will be held in Crane Lake on September 20^th, 10AM at the Fellowship Hall. 
• State & Federal Grant Funding:  R. Scott will request additional funding due to increased interest in ISTS installations.   

S.E.H. Engineering Update  

• District Updates:  Plant Upgrade:  John Friel and Cameron Bruce provided the following report:  The following is a summary of the construction work completed by the General Contractor, Rachel Contracting and their subcontractors as part of the Crane Lake Wastewater Treatment Facility Flow Equalization System Project.  1. Settling and Equalization Tanks – Buried plug valve is uncovered and repaired. The valve is verified to be working and the system works as designed with the use of clean water.  2. Influent Sampler Shelter – New influent sampler moved into shelter 3.   The Board considered construction of a sludge loadout pump for the settling tank and decided to table a decision on going forward until the current upgrades have been observed. S.E.H.’s Agreement Amendment and quotes for the added work are also tabled.

CLWSD Meeting Minutes – September 6, 2023

 O & M. (Decentralized)

• Management Program Update:  A report of current ISTS activity was presented to the Board. 
• Rate Study:  B. Caughey continues to work on the project.
• Yearly O&M Review:  B. Caughey is contacting people for the Yearly O&M Reviews.

O & M Update (Centralized)

• Operations Report:  Rob Scott Jr. provided the following report:  We met all the MPCA effluent limits for the month of July.  The plant is operating well, and the influent volume is a little above normal for the season.  Rachel replaced the gate valve going from the equalization tank to the plant that was faulty. The new valve works well. Once we get the go ahead from the board to proceed with the additional work to add sludge pumps to the settling tank, we should hopefully get these installed this fall and all the work will be complete on the flow equalization project.
• D. Tufte RV Site & Twp. RV Site:  The Tufte Site is on hold.  The Twp. RV Site work is in process.

• Road Maintenance:  The Cowdens have responded to the Board’s request for $50 per month as their share for regular road maintenance, to be reviewed annually.  The Cowdens wish to attend the October meeting to discuss.  The Board will advise the Cowdens that they may request a variance, as stated in District ordinances, to the Board’s decision of $50 per month.
• Maintenance Building:  The Board discussed a storage/maintenance building to be placed near the WWTP.  Area clubs/associations may share the space.

• Collection System Bridge Repair: Rutchasky Enterprises will be reminded to complete the repair. 
• Job Descriptions:  D. Congdon provided an update on job descriptions for Board review.

Public Comments: There were none.

The meeting was adjourned at 1:55PM

Jo Ann Pohlman, Clerk

NEXT MEETING:   Board of Manager’s Meeting – October 4, 2023, 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.