CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS REGULAR MEETING

November 5, 2003 – 7:30 PM

CRANE LAKE CHAPEL FELLOWSHIP HALL

Regular Meeting

The meeting was called to order by Chairman Michael White at 7:30PM.

Members present: Managers Darrell Scott, Mike White, and Bud Bystrom. Deena Congdon arrived at 8:00PM

Members absent: Jim Sanborn

Also present: John Jamnick and Jim Pucel of RLK-Kuusisto Ltd., Clerk Jo Ann Pohlman, a reporter from the Cook News-Herald, a reporter from the Voyageur Sentinel and 4 members of the community.

BUSINESS:

Motion by B. Bystrom supported by D. Scott to approve the minutes of the Regular Meeting of October 15, 2003. Motion carried.

Chairman M. White reviewed the Treasurer’s Report and stated that a loan may need to be considered for administrative expenses. M. White and Scott Harder will review the budget and the submitted 2004 tax levy to determine if a decrease in the levy in December is possible. A motion was made by B. Bystrom, supported by D. Scott to approve the October Treasurer’s Report and the payment of the following Administrative bills as funds become available and the following Project bills. Administrative: Sterle & Co., – $315.00; League of MN Cities – $3,080.00; V.T.S.I. – $1,180.04; RLK-Kuusisto – $4,440.00 and Fryberger et al – $12,416.97. Project: NTS – $320.00; Environmental Financial Group – $1,290.00; Cope & Peterson – $4,013.50; Lake Country Power – $951.00 and RLK-Kuusisto – $20,260.08. Motion carried.

Correspondence

The correspondence was presented to the Board.
M. White pointed out that the Kuders have requested a $5,000 ISTS reimbursement for which they are qualified. The Clerk will process their request.
A motion was made by D. Scott, supported by B. Bystrom – with a question regarding correspondence from Oliver Eggen – that the correspondence be placed on file and acted upon as required. Motion carried.

RLK-Project Status Report

Construction-Wastewater Collection System – Wagner has completed all the mainline piping, installation of the gate and general punch list clean up items. The Contractor has shut down for the winter.
Construction-Wastewater Treatment System – Rice Lake installed the concrete roof panels, installed safety handrails, and performed site grading for drainage. The Contractor is scheduled to pour the concrete roof cap, grout the roof cap, grout the digester and storage tank floors and install the grating and stairway.
Partial Payment Estimates were prepared and sent to the Board for review.
Change Order No. 1 for the Wastewater Treatment System for additional rock excavation for the building and for a deletion of sand filter air relief valves was prepared, increasing the contract by $35,525.
Open issues include: Grinder pump approval, record the plat, power to lift station and treatment site, biosolids disposal, and easement/construction changes requested by homeowners.

RLK-Project Status Report (Cont.)

A motion was made by D. Scott, supported by B. Bystrom to authorize Partial Payment Estimates of Wager Construction for $279,331.26 and Rice Lake for $146,857.96 and to approve the Wastewater Treatment System Change Order No. 1 for $35,525. B. Bystrom asked if the extra 100 feet of force main was included in this pay request. It was not and will be included in the next request. Motion carried.
M. White had a concern about the gate, which will be taken care of on 11/6/03.

Grinder Pumps

A letter was sent to the Contractor on 10/17/03 by RLK stating that the grinder pump submittal is not approvable based on the fact that it did not meet the technical specifications and that the Contractor is to provide a grinder pump submittal that meets the specifications. A reply has not been received to date.
A written response is expected from the Contractor.
A grinder pump decision will be made this winter.

Special Assessments

A suggested order of events for special assessments was sent from Scott Harder of Environmental Financial Group. After Board consideration the results are as follows:
A motion was made by D. Scott, supported by B. Bystrom adopting a policy that if grinder pump stations are shared, there is a minimum 1.0 assessment unit assigned to each parcel that is sharing a grinder. Motion carried.
Thirteen appeals were received and heard at the October 11 Assessment Hearing. The responses are attached and Board action on each is as follows:
- Michael Seigley. A motion was made by D. Congdon, supported by D. Scott to deny Michael Seigley’s appeal. Motion carried.
- Mike Harshbarger. A motion was made by B. Bystrom, supported by D. Congdon to deny Mike Harshbarger’s appeal. Motion carried.
- Paul Hamblin. A motion was made by B. Bystrom, supported by D. Congdon to deny Paul Hamblin’s appeal. Motion carried.
- Ollie Eggen. No response is required.
- Dave Adams. A motion was made by D. Congdon, supported by B. Bystrom to approve Dave Adams’s appeal as described in the attached response. Motion carried.
- Robert Scott. A motion was made by D. Congdon, supported by B. Bystrom to approve Robert Scott’s appeal as described in the attached response. Motion carried.
- Bernhard Lutz. A motion was made by D. Congdon, supported by B. Bystrom to deny Bernhard Lutz’s appeal. Motion carried.
- David Vorhees. A motion was made by B. Bystrom, supported by D. Scott to deny David Vorhees’ appeal. Motion carried.
- Kristi Wheeler. A motion was made by B. Bystrom, supported by D. Scott to deny Kristi Wheeler’s appeal. Motion carried.
- Allan McKie. A motion was made by D. Congdon, supported by B. Bystrom to deny Allan McKie’s appeal. Motion carried. Communication will be continued with Mr. McKie.
- G.W. Resorts, Inc. A motion was made by D. Congdon, supported by D. Scott to deny G.W. Resorts, Inc.’s appeal. Motion carried.
- Ejay Dawson. A motion was made by D. Congdon, supported by D. Scott to approve Ejay Dawson’s appeal as described in the attached response. Motion carried.
- Jim Janssen. A motion was made by B. Bystrom, supported by D. Scott to approve Jim Janssen’s appeal as described in the attached response and including J. Pucel’s response related to grinder pump locations. Motion carried.
A motion was made by D. Congdon, supported by B. Bystrom to adopt Assessment Resolution No. 110307. Motion carried.
A motion was made by B. Bystrom, supported by D. Scott authorizing the Clerk to sign the Assessment Certificate to be sent to the County Auditor. Motion carried.

Special Assessments (Cont.)

A motion was made by D. Congdon, supported by D. Scott instructing the Clerk to seek signatures on Waiver forms for Joseph O’Connell, Randall Stern, the Fire Department and the Chapel as they did not receive the Assessment Notice. Motion carried.
A motion was made by D. Scott, supported by B. Bystrom authorizing the Clerk and Scott Harder to proceed with mailing of final assessments. Motion carried.

Accounting System

Scott Harder has not been able to address the accounting system issue as other projects are requiring his attention.
M. White contacted the Glorvigen, Theis, Lind & Co. accounting firm in Grand Rapids for information on governmental accounting computer programs for consideration. They have requested information on the District’s loans and grant agreements to better address the question.
M. White requested that D. Congdon and J. Pohlman follow up on their request.

Eastern Service Area (ESA)

J. Jamnick presented Preliminary working documents for the holding tanks option for the Eastern Service Area.
Two of the nine areas of the ESA have been determined feasible for use of the collection system. The remaining seven could be considered for holding tank use.
J. Jamnick, M. White, and B. Bystrom will meet to discuss a facilities plan for the ESA.

NTS Contract

M. White talked to Mary Frances Skala and Mike Appelwick regarding the contract review and approval.
Mike Appelwick will be working on biosolids and transfer agreements next week.

OTHER BUSINESS

M. White stated that the MPCA is willing to amend the order creating the District transferring the Board Manager appointment process from the County to the Town Board. There is a fee of around $1,000 to do this. A motion was made by B. Bystrom, supported by D. Scott to approve payment to the MPCA to process the transfer. Motion carried.

The Rainy River Basin Plan formed by the MPCA to review water issues from the Minnesota/Canadian border to Itasca County remains an issue. A motion was made by B. Bystrom, supported by D. Scott to write a letter to the RRB Committee requesting placement on their mailing list so the Board can remain informed on their activities. Motion carried.

PUBLIC COMMENTS

Jim Janssen requested that J. Pucel’s response regarding grinder pump locations be included in his appeal response letter.

There being no further business the meeting was adjourned at 9:00PM.

J. Pohlman

Clerk

NEXT MEETING: NOVEMBER 19, 2003 AT THE CRANE LAKE FELLOWSHIP HALL AT 7:30PM.

CRANE LAKE WATER AND SANITARY DISTRICT: Responses to Special Assessment Appeals

OWNER NAME	PARCEL ID	RESPONSE TO APPEAL
Bernard Lutz	308-0030-03531	The CLWSD has adopted an ordinance requiring connection to the public sewer system when such system becomes available. The subject parcel is located within 300 feet of such available public sewer system and, therefore, connection is mandatory. The assessment will not require a bank loan, since it will be financed at 5.0% interest over 30 years. Appeal is denied.
David Vorhees	308-0030-03534	The subject parcel is located within 300 feet of such available public sewer system and, therefore, connection is mandatory. No evidence has been provided that there is no need for the sewer service, that the service demands have been in error, or that the assessment exceeds the benefit provided by the improvement. Appeal is denied.
Kristi Wheeler	308-0080-00200	The CLWSD has adopted an ordinance requiring connection to the public sewer system when such system becomes available. The subject parcel is located within 300 feet of such available public sewer system and, therefore, connection is mandatory. Adequate notice was provided, per state statute. No evidence has been provided that there is no need for the sewer service, that the service demands have been in error, or that the assessment exceeds the benefit provided by the improvement. Appeal is denied.
Allan McKie	308-0030-03537	The subject parcel is located within 300 feet of such available public sewer system and, therefore, connection is mandatory. No evidence has been provided that there is no need for the sewer service, that the service demands have been in error, or that the assessment exceeds the benefit provided by the improvement. Absence of an easement at the present time does not exempt this parcel from connection to the public sewer system, or inclusion in the special assessment program. Appeal is denied.

CRANE LAKE WATER AND SANITARY DISTRICT: Responses to Special Assessment Appeals (continued)

OWNER NAME	PARCEL ID	RESPONSE TO APPEAL
Michael Seigley	308-0150-00200	The subject parcel is located within 300 feet of such available public sewer system and, therefore, connection is mandatory. No evidence has been provided that there is no need for the sewer service, that estimation of the service demands have been in error, or that the assessment exceeds the benefit provided by the improvement. Appeal is denied.
Mike Harshbarger	308-0070-00250	The subject parcel is located within 300 feet of such available public sewer system and, therefore, connection is mandatory. No evidence has been provided that there is no need for the sewer service, that estimation of the service demands have been in error, or that the assessment exceeds the benefit provided by the improvement. Appeal is denied.
Paul Hamblin	308-0080-00120	The subject parcel is located within 300 feet of such available public sewer system and, therefore, connection is mandatory. No evidence has been provided that there is no need for the sewer service, that estimation of the service demands have been in error, or that the assessment exceeds the benefit provided by the improvement. Appeal is denied.
Ollie Eggen	308-0030-03570	No response required.
Dave Adams	308-0070-00150, 308-0070-00240	An appropriate adjustment in the number of grinders has been made.
Robert Scott	308-0070-00010, 308-0150-00010, 308-0150-00015, 308-0150-00030, 308-0150-00163	It is the Board’s understanding that parcel 308-0070-00010 will be served by a 2010 grinder and that parcels 308-0150-00010, 308-0150-00015, 308-0150-00030, and 308-0150-00163 will be served by a 2014 grinder.

CRANE LAKE WATER AND SANITARY DISTRICT: Responses to Special Assessment Appeals (continued)

OWNER NAME	PARCEL ID	RESPONSE TO APPEAL
G.W. Resorts, Inc.	308-0030-03530, 308-0030-03536, 308-0030-03543	The formula used to develop the assessments has been forwarded to the board. The subject parcels are located within 300 feet of such available public sewer system and, therefore, connection is mandatory. No evidence has been provided that there is no need for the sewer service, that estimation of the service demands have been in error, or that the assessment exceeds the benefit provided by the improvement. Appeal is denied.
Ejay Dawson	308-0080-00403, 308-0080-00407	An appropriate adjustment in the number of grinders has been made. The adjustment is compatible with the application of assessment policy toward other parcels.
Jim Janssen	308-0080-00401, 308-0080-00408, 308-0080-00415	An appropriate adjustment in the number of grinders has been made. The adjustment is compatible with the application of assessment policy toward other parcels.

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