CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

March 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, Rob Scott and Mike White.

Members absent: Manager Dave Adams and Darrell Scott.

Also present:  Sewer Maintenance Worker Jim Pohlman, Clerk/Treasurer Jo Ann Pohlman and a representative from the Cook News-Herald.  Jim Johnson of SEH, Inc. arrived mid-meeting.

BUSINESS:

A motion was made by B. Congdon, supported by M. White, to approve the minutes of the Board of Managers’ Regular Meeting of February 4, 2009. All voted in favor and the motion carried.

The correspondence list was reviewed by the Board.  A motion was made by M. White, 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.  February payroll expenses were as follows: Administrative – $635.38 and Operations – $1,809.13. The January 2009 financial statements were presented to the Board. The Board requested that the Clerk/Treasurer confer with Jennifer of Glorvigen regarding proper accounting procedure for the possible disbursement of $9,266.00 to NTS should it be required as stated in the Settlement Agreement and Mutual Release. Invoices-on-hand were reviewed with the Board. A motion was made by B. Congdon, supported by M. White, to approve the Treasurer’s report as presented and the payment of bills as follows:  Administrative:  Glorvigen – $5,100.00; Fryberger, et all – $1,189.17; RLK, Inc. – $510.00; and Costin Group – $1,121.00.  Operations:  Lake Country Power – $1,931.51, $96.02, $59.98 & $115.81; Terry’s Operational Services – $1,116.00; Gopher State One Call – $100.00; Handberg’s Marine – $23.54; Hawkins – $727.61; Voyagaire – $750.00 and Jim Pohlman (Viking Ind.) – $1,819.67.  All voted in favor and the motion carried.

Audit:  Jennifer has advised that the 2007 Audit is nearly complete.

Administration (CLWSD)

• Identity Theft Program:  The ITP Compliance Model has been completed for retention in the District files.
• Minimum Volume Charges:  Discussion on this item will be tabled until infiltration issues are resolved.

Budget (CLWSD)

• 2008/9 Rate Review-Analysis:  No action was taken.
• USDA-RD Meeting:  A committee level meeting is scheduled for 10AM on Tuesday, March 10^th at the Fellowship Hall to outline an exception authority request and create a draft outline for a work out plan.  Those attending will be Rob Scott, Bill Congdon and Jo Ann Pohlman of the CLWSD, Gary Cerkvenik of the Costin Group, and Michael Monson and Jeffrey Streiffer  of the USDA-RD.  A meeting with the USDA-RD and the full Board will be scheduled in the future.

VNP Project (S.E.H., MFS, RLK, Costin)

• The project name is now Voyageur National Park Water Protection Project.
• The VNP Joint Powers Authority was approved by the St. Louis County Board’s Committee last week.  Appointments to that Authority include:  Katy Ebel – Ash River,  Rob Scott – CLWSD, Bob Nevalainen – Kabetogama Township, and County Commissioners Keith Nelson and Mike Forsman. The St. Louis County and Koochiching County Commissioners  are discussing a wider JPA to include the Rainy Lake side of the VNP. The JPA is a fiscal clearing agent.
• WRDA II – Mr. Cerkvenik met with both Senator Klobuchar and Rep. Oberstar about submitting a combined WRDA II request this year for the entire VNP project.  It will be written and submitted in April.  Congress intends to act on it this year, but the Senate indicates it may go into next year.
• FY 2010 Appropriation:  An additional federal request for FY 2010 planning dollars in the amount of $900,000 for the entire project was submitted to Senator Klobuchar and Rep. Oberstar.  It is now up to Senator Klobuchar and Rep. Oberstar to submit this request to the subcommittees.  The appropriation would be used for additional planning to build a comprehensive sewer treatment system for the VNP.  Additionally, St. Louis County and the IRRB are funding up to $200,000 in planning funds.

CLWSD Meeting Minutes – March 4, 2009

Legal Issues (MFS, EFG, RLK)

• NTS Invoices:  The NTS closeout has been completed.
• RLK Collection System Offer:  A response has not been received from RLK to the District’s  February 10, 2009 settlement offer.  A motion was made by B. Congdon, supported by M. White to hold on the February 10^th offer sent to RLK pending advice of the District’s attorney as to a course of action.  All voted in favor and the motion carried.

Sewer Freezing Issue (RLK)

• SEH Collection System Analysis Proposal:  A motion was made by M. White, supported by B. Congdon to move forward with the analysis of the collection system by approving SEH’s proposal of $12,775.  All voted in favor and the motion carried.
• The manhole for Bowser Court is frozen.  The affected residences are being pumped. SEH, Inc. was requested to address the issue.
• Insurance Claim:  A check was received from Allied Adjusters in settlement of the claim.  The Clerk and Chairman are reviewing the amount sent by Allied Adjusters.

RLK Engineering Status Report (RLK)

• John Jamnick was not present to report.
• Service Connection Procedures:  A motion was made by B. Congdon, supported by M. White to adopt the CLWSD Hook-up Procedure Outline presented by R. Scott at the February meeting.  All voted in favor and the motion carried.  Charges for hook-up will be as follows:  New User hook-up fees – Capital buy-in and up to 50 feet of lateral connection to the collection system for $15,171.00. Permit Fees – Initial request charge to start the hook-up process of $350.00.  License Fees – Contractor fee for approval of the proposed hook-up work of $250.00.

Operations Report

• Jim Pohlman reviewed Terry Jackson’s report with the Board. State effluent limitations were maintained during February.  The BOD percent removal did not meet the MPCA requirement in February; however, loadings to the lake were within state standards.  The MPCA assured Mr. Jackson that the plant has no control over the concentration of the influent and there is no problem.
• T. Jackson will be contacting Quality Flow to service and calibrate the main lift station.  Quality Flow will be able to do the work at a reduced cost to the District while in the area on another job.
• The main lift station has been insulated and the controller is operating better during sub zero temperatures.
• The service line froze on Bowser Court.  Grinders are being pumped on a regular basis.  Two rails were also damaged. The Board requested that Jim Pohlman order rails.

PUBLIC COMMENT (5 Minute Limit)  – There was none.

The meeting was adjourned at 8:40PM

Jo Ann Pohlman, Clerk

NEXT MEETING:  APRIL 1, 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.