CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)
BOARD OF MANAGERS’ REGULAR MEETING
February 2, 2005 – 7:30 P.M.
CRANE LAKE CHAPEL FELLOWSHIP HALL
The meeting was called to order by Chairman Michael White at 7:30 P.M.
Members present: Managers Bud Bystrom, Deena Congdon, Darrell Scott, Rob Scott, and Michael White.
Members absent: None
Also present: Jim Pucel of RLK-Kuusisto, Jim Pohlman of NTS, Rodney Flannigan of Benchmark Engineering, Clerk Jo Ann Pohlman, reporters from the Cook News-Herald and the Voyageur Sentinel, and 3 members of the community.
A motion was made by B. Bystrom, supported by D. Scott, to approve the minutes of the Regular Meeting of January 19, 2005. Motion carried.
M. White will prepare a Treasurer’s Report to be distributed to the Board next week. M. White pointed out three items that needed to be addressed. 1) There are three delinquent accounts; M. White will write letters to each. 2) The Minnesota Public Facilities Authority provided a Wastewater Infrastructure Fund (WIF) grant to the CLWSD. A component of that financing requires that a wastewater replacement fund must be established at a minimum of $0.10 per 1,000 gallons of flow. The fund will be established upon receipt of the volume flow numbers from NTS. 3) Plant operation costs are intended to be covered by the rate charged for volume. The rate forecast established 31,000 gallons per day as the amount of volume needed to meet those expenses. That number was reduced to 13,000 gallons per day for the winter months. The gallons per day of volume are currently at less than 5,000 gallons per day, which does not cover expenses. A proposal has been submitted by Scott Harder of Environmental Financial Group to revisit the rate forecast.
M. White presented the invoices on hand for payment approval. A motion was made by D. Scott, supported by R. Scott, to approve the payment of the following bills. Administrative: V.T.S.I. – $1,481.09 and RLK-Kuusisto – $240.00. Plant Operations: Hawkins, Inc. – $110.99, and Lake Country Power for $26.97 and $591.65. Gold Coast Project: RLK-Kuusisto – $1,402.50. Motion carried.
The correspondence was presented to the Board. A motion was made by B. Bystrom, supported by D. Congdon, that the correspondence be placed on file and acted upon as required. Motion carried.
Rodney Flannigan of Benchmark Engineering, on behalf of Lawrence Keller of Voyageur Lakes Development, asked for approval to connect an additional 27 residential units to the sanitary sewer system. They currently have 15 EDU’s for the property. A motion was made by D. Congdon, supported by B. Bystrom to authorize the increase from 15 EDU’s to 42 EDU’s for the Voyageur Lakes Development property and that a letter be written to St. Louis County with copies to Lawrence Keller and Benchmark Engineering authorizing the increase. Motion carried.
RLK-Kuusisto Project Status Report
- Flow Meter Advantage/Disadvantage & WWTF Improvement Quote – Requested information and price quotes have not been received from suppliers yet. RLK will prepare a written report on both issues when information is received.
- WWTF Heating – RLK has contacted GAP Engineering for an additional heater for the plant.
- Grinder Pumps – There have been some grinder pump failures. Quality Flow has assessed some of the failed pumps and has found that sand in the basins has affected the stators. This is a warranty item; RLK will determine responsibility.
RLK-Kuusisto Project Status Report (cont.)
- A letter was sent to Wagner Construction regarding the problem with the well at the Jim Mohr property. No response has been received to date.
NTS Project Status Report
- Jim Pohlman reported that four pumps had been replaced in the last two weeks – one at Bob Mohr’s, one at the Church, and two at Hamblin’s. Three rebuilt pumps arrived yesterday for future replacements.
- A new heater was installed in the lift station control box.
- There is now a sump pump at the plant.
- There was discussion by the Board regarding future pump failures. RLK will communicate with Quality Flow and Wagner to determine the best approach.
- Jennifer of Glorvigen, Berg, Theis, Lind & Company will begin working on the 2004 audit when year-end information is received from the CLWSD. Clerk Jo Ann, Terrie Hoff and Mike White are currently collecting documents to send to Jennifer.
- The Glorvigen agreement letter will be signed and returned.
- A bill payment procedure was discussed at the last meeting. D. Congdon and M. White will work with Scott Harder of EFG to establish a standard procedure for the Board.
- M. White has requested that Scott Harder of EFG provide a financial reporting procedure for the District.
Eastern Service Area Plan Update/Capacity Allocation Plan
- M. White met with John Jamnick of RLK and Gary Cerkvenik of Costin Group to discuss a plan as to wastewater capacity allocation information requested by the County and the MPCA.
- As a result of that meeting, RLK-Kuusisto has presented a quote of $2,700 to update the plan for the ESA. The update will provide the information to be presented to the County and the MPCA and enable Gary Cerkvenik to research funding options.
- A motion was made by D. Congdon, supported by B. Bystrom, to approve RLK-Kuusisto’s request for $2,700 to update the Preliminary Engineering Report and attend meetings for same. Motion carried. RLK will provide information to the Board and to Gary Cerkvenik by March 1st so Mr. Cerkvenik can begin the funding process.
Board Designates – Newspaper
- There was discussion with the Board and the two represented newspapers; the Cook News-Herald and the Voyageur Sentinel. The Voyageur Sentinel presented documentation related to their Crane Lake circulation.
- A motion was made by R. Scott, supported by D. Congdon, to designate the Cook News-Herald as the official paper for the CLWSD. The vote was as follows: B. Bystrom – yes, R. Scott – yes, D. Congdon – yes, D. Scott – yes, and M. White – no. Motion carried.
A motion was made by B. Bystrom, supported by R. Scott, to approve Environmental Financial Group’s proposal of $2,310 to complete five tasks – Develop Connection Permit and Approval Process, Approval Process for Bills, Financial Statements, Changes in REU Assignments, 2005 User Charge Forecast and Rate Adjustment – with input from D. Congdon and M. White. Motion carried.
OTHER BUSINESS (Cont.)
R. Scott asked if invoices had been sent to properties requesting easement changes. Clerk Jo Ann responded that they had not as the billing amount was not clear. A motion was made by R. Scott, supported by D. Congdon to bill at the estimated amount of $500 for requested easement changes. There was discussion. The motion and second were withdrawn. M. White will consult Scott Harder for his opinion on billing for easement change requests.
Dorothy Mohr asked how many service connections were completed and how may were in use. Jim Pohlman responded there are 73 completed connections and approximately 50 are in use.
Ruth L. Carlson suggested that Board members that would be required to pay for easement changes should abstain from voting on the issue.
It was requested that RLK set a date for the plant dedication.
Clerk Jo Ann will not be available from February 9 until March 1. The agenda and minutes for the February 16 meeting will not be posted on the website or mailed until March.
There being no other business the meeting was adjourned at 9:00PM
J. Pohlman, Clerk
NEXT MEETING: FEBRUARY 16, 2005, AT THE CRANE LAKE CHAPEL FELLOWSHIP HALL AT 7:30 P.M.