CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)
BOARD OF MANAGERS SPECIAL MEETING
April 27, 2005 – 7:30 PM
CRANE LAKE CHAPEL FELLOWSHIP HALL
The meeting was called to order by Chairman Mike White at 7:35PM
Members present: Managers Deena Congdon, Darrell Scott, Rob Scott, and Mike White.
Members absent: Bud Bystrom
Also present: Scott Harder of Environmental Financial Group, Clerk Jo Ann Pohlman and a reporter from the Voyageur Sentinel.
Chairman Mike White announced that he would meet with Brett Ballavance of the Minnesota Pollution Control Agency (MPCA), Valorie Prax of the University of Minnesota Extension Division and Gary Cerkvenik of Costin Group, Inc. on Thursday, April 28th. The meeting would relate to formation of a Management District and other MPCA related items.
Chairman Mike White turned the meeting over to Scott Harder who reviewed the Agenda items.
A handicapped policy is required by Rural Development as part of our loan agreement. Mr. Harder explained that this would apply to our meeting place and not the plant. Since our meeting place is not our building, a statement of reasonable accommodation will be made. Mr. Harder will prepare the statement and forward to Roger Clapp of Rural Development for his approval. A statement of our policy will be included in meeting notices.
Accounting System/Management Reports
Mr. Harder provided a management report used by the Duluth/Northshore Sanitary District and NTS as an example. The Board agreed that the report should be a comparison of planned procedures and actual; including routine operation, emergency operation, accounting and supplies. A request will be made to NTS for an annual preventive maintenance plan at the next meeting. Scott Harder will provide a template for the management report with input from NTS, RLK and Glorvigen.
Different accounting programs were discussed. Scott Harder will create a template of procedures for accounting. Requirements would include integration with the Excel Program, budget and actual comparison reports, and reporting information for the State Auditor. Mr. Harder recommended that the District accountant review the books each quarter.
Capital Asset Policy
Mr. Harder distributed a draft form of a Capital Assets Policy to the Board. The policy would lay out the meaning of balance sheet asset items for the accountants. The cost of assets is available from the Engineer. Scott Harder will provide needed information to RLK to arrive at the list of assets.
Extension and Hook-up Procedure
An standard process is needed for connections to the system. The creation of a capital reserve fund and a carrier charge for reserved units was discussed. A length of time to hold allocation authorizations must be determined. Mr. Harder will revamp and resubmit his March 25th Connection and Extension Permit and Approval Process memo.
Current Year Forecast
The current forecast is considerably more than the real flows of the system. There are not enough volume charges being collected for operation and maintenance costs. The summer usage will provide much needed information. Raising the base charge, adding a service fee, or increasing the volume charge amount were discussed. Mr. Harder will review the forecast and report to the Board.
The meeting was adjourned at 10:00PM