CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)
BOARD OF MANAGERS’ REGULAR MEETING
February 4, 2009 – 7:30 P.M.
CRANE LAKE CHAPEL FELLOWSHIP HALL
The meeting was called to order by Chairman Rob Scott at 7:30P.M.
Members present: Managers Bill Congdon, Darrell Scott, Rob Scott and Mike White.
Members absent: Manager Dave Adams.
Also present: Jim Johnson of SEH, Inc., Sewer Maintenance Worker Jim Pohlman, Clerk/Treasurer Jo Ann Pohlman and a representative from the Cook News-Herald.
Opening Comments: R. Scott stated that a couple of Namakan Basin Area meetings had been held and more would be held in the future.
A motion was made by B. Congdon, supported by D. Scott, to approve the minutes of the Board of Managers’ Regular Meeting of January 7, 2009. All voted in favor and the motion carried.
The correspondence list was reviewed by the Board. A motion was made by D. Scott, supported by B Congdon, that the correspondence be placed on file and acted upon as required. All voted in favor and the motion carried.
Clerk/Treasurer J. Pohlman reviewed the Treasurer’s Report. January payroll expenses were as follows: Administrative – $241.97 and Operations – $1,746.90. A transfer in the amount of $241.97 was made from the Debt Service/Special Assessment Revenue Fund (SAR) to the SAR Savings Account. The December 2008 financial statements reviewed by Jennifer Hanson-Goulet of Glorvigen were presented to the Board as were her comments. Jennifer again stressed her concern of the District’s deteriorating financial position; positive actions by the Board to improve the situation include pursuing debt relief options and the increased levy request for the Administrative Fund. An insurance claim payment will also affect the Operating numbers in a positive direction. Invoices-on-hand were reviewed with the Board. A motion was made by M. White, supported by D. Scott, to approve the Treasurer’s report as presented and the payment of bills as follows: Administrative: Glorvigen – $100.00; Fryberger, et all – $1,211.14; RLK, Inc. – $2,726.18 & $1,225.00; Quill – $131.07; and RVS – $60.48. Operations: Lake Country Power – $1,597.15, $89.69, $60.71 & $116.82; Terry’s Operational Services – $1,395.00 & $64.60. All voted in favor and the motion carried.
Audit: The 2006 Audit has been received and distributed to the Board, Rural Development and Wells Fargo Insurance. Adjustments to the District books have been made to reflect the 2006 audit. The 2007 Audit is nearly complete.
Monthly review of books with Glorvigen: A motion was made by B. Congdon, supported by D. Scott to approve review of the District books by the Glorvigen accounting firm on a quarterly rather than monthly basis. All voted in favor and the motion carried. The District will be billed for the quarterly review and for any advice requested on an as-needed basis.
R. Scott reviewed the breakdown of the Special Taxing District portion of proposed property tax statements received by property owners in Crane Lake Township. The Special Taxing District comprises approximately 18% of the total proposed taxes. That 18% is divided as follows: CLWSD Administrative Levy – 8.2546%; Cook Hospital – 8.8841%; St. Louis County Housing Redevelopment Authority – .2378%; Arrowhead Regional Development Commission – .1560% and County Rail Authority – .7867%. The CLWSD portion increased by a large amount for 2009 because it had not been increased very much in the past two years. The Administrative Levy is used for administrative expenses of the District and is neither used for operating expenses of the sewer system in the Western Service Area nor for debt payments for the system.
- Identity Theft Program: The Board received a letter of time extension to May 1, 2009 for the ITP form completion.
- Minimum Volume Charges: Discussion on this item will be tabled until infiltration issues are resolved.
- MPCA/U of M Workshop Survey: B. Congdon will review and submit the survey.
- 2008/9 Rate Review-Analysis: No action was taken.
- RD Meeting Follow-up/ Loan Options: Work continues in this direction.
CLWSD Meeting Minutes – February 4, 2009
Namakan Basin Area Project (S.E.H., MFS, RLK, Costin)
- Jim Johnson of SEH updated the Board on the project progress. A conference call on January 26th involving Gary Cerkvenik, Bob Nevalainen, Rob Scott, Bill Congdon, Tim Watson, Chris Holbeck, Mike Larson, and Denny Reagan focused on the MPCA’s Project Priority List, the potential for stimulus package dollars, an update of the Joint Powers Authority, WRDA status, and the IRR funding.
- A meeting with VNP Superintendent Mike Ward assured the group that the park was in support of the JPA.
- A presentation of the project to Rep. Dill, Rep. Anzelc, and Sen. Saxhaug will occur on February 11th at 6PM at the State Office Building in St. Paul. R. Scott plans to attend the meeting.
Legal Issues (MFS, EFG, RLK)
- NTS Invoices: The District’s latest offer to settle unpaid invoices for the 06/07 Freeze will be sent to NTS.
- RLK Collection System Offer: A settlement offer will be sent to RLK.
Sewer Freezing Issue (RLK)
- SEH Collection System Analysis Proposal: The Board discussed the necessity of the analysis considering there is a settlement with RLK in progress. A motion was made by M. White, supported by B. Congdon to move forward with the analysis by approving SEH’s proposal of $12,775. M. White and B. Congdon voted in favor. D. Scott and R. Scott voted against. The motion did not carry.
- Elevated Pump Readings (ERP’s): Expense and procedure for ‘scoping lines’ to determine lateral line depth, which may be causing freezing issues, will be researched by B. Congdon. Tank infiltration will be addressed in the spring.
- Insurance Claim: R. Scott understood that a check was being sent to the District by Allied Adjusters. R. Scott will communicate with Steve Michalski of Allied regarding check receipt.
RLK Engineering Status Report (RLK)
- John Jamnick was not present to report.
- Service Connection Procedures: R. Scott’s draft outline for hook-up procedures includes four types of hook-ups: Initial, Modification, Expansion, and Interim. New user hook-up fees would include a capital buy-in to the system, grinder and grinder tank, engineering services and inspections, and up to 50 feet of lateral connection to the system. The fee is currently at $15,171. Permit fees to begin the hook-up process are currently at $350. License fees for the contractor approval for hook-up work are currently at $250. The Board will review and comment on potential change to our ordinance.
- Jim Pohlman reviewed Terry Jackson’s report with the Board. The wastewater plant continued to run well during January with all regulatory standards maintained throughout the month. Alum dosages have been reduced for the winter months.
- There continues to be a problem with the controller in the main lift station during sub zero temperatures. The station will be insulated.
- There is a leak in the end cap of the header pipe inside the plant that supplies secondary effluent through eight zone valves leading to the sand filters. A replacement cap will be installed.
- The Quarter Master electric valve actuator for zone 8 is inoperative. The valve has been removed and will be repaired. The valve is not essential for winter operations.
PUBLIC COMMENT (5 Minute Limit) – There was none.
The meeting was adjourned at 9:00PM
Jo Ann Pohlman, Clerk
NEXT MEETING: MARCH 4, 2009, 7:30PM, CRANE LAKE CHAPEL 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.