CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

July 1, 2009 – 7:30 P.M.

CRANE LAKE CHAPEL FELLOWSHIP HALL

The meeting was called to order by Chairman Rob Scott at 7:38P.M.

Members present:  Managers Dave Adams, Bill Congdon, Rob Scott and Mike White.

Members absent: Manager Darrell Scott.

Also present:  Sewer Maintenance Worker Jim Pohlman, Clerk/Treasurer Jo Ann Pohlman, a reporter from the Cook News-Herald and 6 members of the community.

BUSINESS:

Minutes:  A motion was made by B. Congdon, supported by D. Adams, to approve the minutes of the Board of Managers’ Regular Meeting of June 3, 2009. All voted in favor and the motion carried.

Correspondence:  The correspondence list was reviewed by the Board.  A motion was made by M. White, supported by D. Adams, 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.  June payroll expenses were as follows: Administrative – $807.89 and Operations – $1,767.14. The May 2009 financial statements were presented to the Board. Invoices-on-hand were reviewed with the Board. A motion was made by D. Adams, supported by B. Congdon, to approve the Treasurer’s report as presented and the payment of bills as follows: Administrative:   Costin Group – $1,000.00; Crane Lake Chapel – $180.00; Fryberger, et al – $202.50; Glorvigen – $115.00; LMCIT – $39.00; and SEH, Inc. – $12,519.00. Operations:  Lake Country Power – $1,045.04, $79.45, $67.54 & $110.86; A-1 Services – $1,960.00; Gopher State One Call – $7.25; Hawkins – $1,075.44; Nelson’s – $35.43; Northeast Tech. – $234.75; Quality Flow – $1,665.39; and Terry’s Operational Services – $1,395.00.  All voted in favor and the motion carried.

Administration

• Insurance Claim 2009:  A list of invoices to be submitted to Allied Adjusters for consideration for the 2009 Freeze was supplied to the Board members for review prior to sending to Allied.
• Service Connection Procedure:  A motion was made by B. Congdon, supported by D. Adams to request Fryberger, et al to draft an addition for Ordinance #3 to reflect a minimum charge of 1 EDU per grinder pump. All voted in favor and the motion carried.  Other items to be considered for Ordinance #3 are Interim connection billing, interim hook-ups and possible changes required by USDA-Rural Development.
• Culvert:  The County was advised of Board action approving funding for maintenance of the main line during culvert construction this fall.  The County will be sending an agreement to the Board.  An agreement has not been received to date.
• EDU Valuations:  EDU verification letters requesting property owners to verify their EDU valuations were sent with the May billing statements.  The majority of the letters have been returned with no changes. The letter will be sent again with the July billing statements to those that have not responded.  Those questioning their EDU valuations were:

o        Susan Pfeifer questioned the .5 EDU charge for her Park Model on her property.  Ms. Pfeifer verified via telephone that the Park Model is connected to the system; the charge will continue.

o        Mike Seigley disputed the additional .5 EDU charge for the second building on his property, which is connected to the system; the charge will continue.  A response will be sent to Mr. Seigley including previous documents concerning this issue and a copy of Ordinance #3.

o        Voyageur Lakes Development’s request to reduce their EDU’s from 15 to 1 will be discussed during Public Comment.

USDA-RD Debt Service Update

• USDA-RD wishes to complete the workout plan by August 15^th.  The 2008 Audit needs to be completed and sent, as well as information on the last rate change.

CLWSD Meeting Minutes – July 1, 2009

JPA Update

• The monthly meeting of the Namakan Basin Joint Powers Board (JPB) was held at the Cook Land Department on June 25, 2009.  Julie Kennedy of S.E.H. Engineering provided an update on the JPB Comprehensive Plan. A survey letter requesting parcel data for the Crane Lake, Ash River and Kabetogama areas was approved.  The letter will be for informational purposes and not compliance to any ordinances or standards. Mike Larson provided  an update on project funding.  A request will be submitted to IRRB for an additional $50,000 in planning funds after July 1.  Mike discussed the state bonding bill process and the request for an additional $385,000 for pre-design planning funds to be used for testing and analysis of alternatives developed in the comprehensive plan.  Commissioner Nelson provided an update on the status of the Joint JPA comprised of two commissioners from St. Louis County and two from Koochiching. It is anticipated that the new JPA will establish an Advisory Board made up of representatives from each of the four areas.

Legal Issues

• RLK and Freezing Issue:  The analysis of the collection system has been received from SEH, Inc. and has been forwarded to Fryberger, et al for their input.

Collection System

• Collection System Analysis & Corrective Action Plan:  A memo was received from Donald Lutch of SEH prioritizing the repairs for the collection system.  A motion was made by B. Congdon, supported by D. Adams to approve the list and to send the list to Terry Jackson to solicit proposals from local contractors to provide repair of the collection system.  All voted in favor and the motion carried.

ESA Expansion

• Interim Connections:  Chairman Scott stated that a process for interim connections needed to be in place by August; both an application process and a billing process.

Treatment Plant and Operations Report

• Jim Pohlman reviewed Terry Jackson’s report with the Board. The plant maintained State and Federal effluent limitations throughout the month.
• A-1 Services pumped and disposed of the solids inventory to the Virginia Wastewater Treatment Facility.  All tests were well within acceptable limits.
• Zielger is being contacted to appraise the overheating problem with the emergency generator.
• The actuator for one of the Series 94 quarter master zone valves was ordered and will be installed when received to accommodate pumping through all 8 zones over the filters.
• The capacitors are scheduled to be installed at the main lift station.
• Short circuiting in the recirculating sand filters has been noticed. This does not impede operation, but will be reviewed.
• The annual inspection of the plant by Rural Development was conducted 7/1/09.
• Jim requested that the housing for the main lift station be modified to accommodate changes being made to eliminate the low temperature issues.
• The 911 sign will be moved from its current location near the White Pine Way road sign to a location near the building.

PUBLIC COMMENT (5 Minute Limit)

Bob Braaten and Robin Heim of Voyageur Lakes Development discussed their options for EDU reduction and a requested refund for past years with the Board.

Oliver Eggen of Virginia requested a refund of the Special Assessment paid on the Stahnke property.

The meeting was adjourned at 8:55PM

Jo Ann Pohlman, Clerk

NEXT MEETING:  AUGUST 5, 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.