CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)
BOARD OF MANAGERS’ REGULAR MEETING
Wednesday, April 4, 2018 –2:00 P.M.
CRANE LAKE CHAPEL FELLOWSHIP HALL
The meeting was called to order by Chairman Rob Scott at 2:05P.M.
Members present: Bruce Beste, Darrell Scott, and Rob Scott. Mark Anderson arrived at 2:10PM.
Members absent: Bill Congdon
Also present: Jason Chopp of S.E.H., Jim Orton of Orton Construction, Ron Rutchasky of Rutchasky Enterprises, Clerk/Treasurer Jo Ann Pohlman and 1 member of the community.
Minutes: A motion was made by B. Beste, supported by D. Scott, to approve the minutes of the 3/7/18 Board of Managers’ Meeting. All voted in favor and the motion carried.
Correspondence: The correspondence list was reviewed by the Board. A motion was made by D. Scott, 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 reviewed the Treasurer’s Report. The February 2018 Financial Statements were presented to the Board. March 2018 payroll: Admin – $1,786.75, Operating – $2,463.98, Fed. Tax Deposit – $1,027.66. Interest on the District loan increased from 4.50% to 4.75%. $7,371.00 was transferred from Checking to C.R. Savings; $45,900.00 was transferred from Checking to Service Connections and Operating Transfers Savings; $14,512.73 was transferred from Checking to S.A.R. Savings. The District Loan was renewed for 2018. Bills for payment: Administrative: Costin Group – $1,250.00; Fryberger, Buchanan – $383.86; and Quill – $176.07. Legacy Funds: Rutchasky Enterprises – $20,472.75 & $16,800.00; S.E.H. – $1,642.16 & $12,950.00; and Udovich – $3,892.50. Plant Operations: Lake Country Power – $1,474.97, $221.86, $414.71, $79.34, $245.00, & $68.00; MPCA – $505.00; MN Valley Testing Lab – $45.00; Northwoods True Value – $107.36; Pace Analytical – $532.00; Robert J. Scott – $71.82; and Terry’s Operational Services – $2,371.55. A motion was made by B. Beste, supported by R. Scott, to approve the Treasurer’s Report as presented and the payment of bills. All voted in favor and the motion carried.
Funding Balances: The Board reviewed the remaining Legacy Grant Fund balance.
JPB Update – State & Federal Grant Funding: There are no Legacy Grants this year; there will be Bonding Funds only. The JPB is asking for 2.4 Million for Ash River. After all bonding funds are attributed; there is a possibility of some leftover funds. Crane Lake may be considered for some of those funds.
Funding Balances: The Board has adopted the practice of partial contractor invoice payment with the retained amount being paid after the project is completed and reviewed.
Loan: The Board will discuss the payoff of the District’s matching funds loan of $60,500.00 at the May meeting.
Levy Early Pay Request: A motion was made by R. Scott, supported by M. Anderson, to decline early payment of levy funds due the first part of July. All voted in favor and the motion carried.
- CLWSD Advisory Rep. Update: There was no report.
- ISTS Ordinance Update & Review: There was no report.
- The District needs to plan the next expansion phases.
- VNP Comprehensive Plan: R. Scott reported that there will be a meeting on 5/16/18 at 1PM at the Fellowship Hall. Island View has begun work; Kabetogama is quiet, and Crane Lake has started construction.
- Kicker Blvd. Annex: The District will begin working on this in the summer.
- State and Federal Grant Funding: Discussed above.
CLWSD Meeting Minutes – April 4, 2018
S.E.H. Engineering Update
- Handberg Road Project (Phase II): Jason Chopp reported that Bougalis plans to resume work on the project the week of May 7th, weather permitting. Bougalis has requested an extension to their completion dates. A motion was made by R. Scott, supported by B. Beste, to approve a substantial completion date of 6/15/18 with a final completion date of 6/29/18. All voted in favor and the motion carried. Jason will provide the necessary paperwork.
- WWTP Maintenance Building: Mitchell Watkins Construction is unable to obtain the required performance bond for the project and requested to be relieved of obligations as the construction company for the project. They have requested that the bond security check be returned. The Board discussed their options. A motion was made by R. Scott, supported by M Anderson, to rescind the contract with Mitchell Watkins Construction Co. for the Waste Water Treatment Plant (WWTP) maintenance building project. All voted in favor and the motion carried. A motion was made by R. Scott, supported by M. Anderson, to return the $26,000 bond security check to Mitchell Watkins Construction Co. All voted in favor and the motion carried. A motion was made by R. Scott, supported by M. Anderson, to delay the WWTP building project until the Board can identify available funds for the project. All voted in favor and the motion carried.
- Survey Work: S.E.H. completed the survey work and flagged the property line between the Weiland and Soule properties.
- ISTS Construction Management Assistance: Jason provided an outline of the Scope of Services, Schedule, and Compensation to review properties prior to and after ISTS construction to assure that the scope of work is complete. Jason will formalize the proposal agreement.
O & M Update (Decentralized)
- CLWSD Initial Site Survey: There was nothing new.
- Management Program Status Report: A report was provided to the Board. Jim Orton stated that he will be ready to resume design work a couple of weeks after the ice is off the lake. Mr. Orton will meet with property owners near and beyond Anderson Outfitters to assist with determining the most likely place for an ISTS on their properties.
- ISTS Inspections and Maintenance: There was nothing new.
O & M Update (Centralized)
- Operations Report: Terry Jackson was unable to attend the meeting. Ron Rutchasky reported that everything at the plant was running well.
- MPCA Permit and Bio-Solids Options: Terry Jackson’s report provided an update on the land application site permit. Further soil tests are required. Terry believes the site will be accepted. Terry is waiting to hear from the MPCA as to whether or not a nitrogen test on sludge needs to be run. After that, the application process can be completed. The spring biosolids transport will need to go to Grand Rapids Utility as in the past.
- Plant Manpower and Operators: Rob J. Scott has taken the Class “C” Wastewater Operator License Exam and is awaiting the results.
- Water Infusion – Monitor Flows and Temps. The water temperature going into the plant is around 38 degrees and is monitored on a daily basis. The District is installing a water infuser at the Brenton property to relieve freezing issues.
PUBLIC COMMENTS (5 Minute Limit): Bonnie Caughey asked about the Management Program Status Report and the purpose of S.E.H. reviewing properties prior to and after ISTS construction.
The meeting was adjourned at 3:15PM.
Jo Ann Pohlman, Clerk
NEXT MEETING: BOARD OF MANAGERS’ MEETING – MAY 2, 2018 – 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.