CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)
BOARD OF MANAGERS’ REGULAR MEETING
November 8, 2006 – 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 Dave Adams, Bill Congdon, and Darrell Scott. Manager Harvey Parvi arrived at 7:35PM
Members absent: Darrell Scott
Also present: Jim Pohlman of NTS, Clerk/Treasurer Jo Ann Pohlman, reporters from the Cook News-Herald and Voyageur Sentinel, and 2 members of the community. John Jamnick of RLK-Kuusisto arrived at 8PM.
Opening Comments: Chairman R. Scott stated that Laurie Brown of the U of M Extension Service would be unable to attend the meeting as anticipated and John Jamnick of RLK-Kuusisto would be arriving at around 8PM.
A motion was made by B. Congdon, supported by D. Adams, to approve the minutes of the Regular Meeting of October 4, 2006 with the following correction under Eastern Service Area, Bullet No. 3: The minutes state, “A question of cost was raised. The Committee did not consider cost at this point.” The response was changed to “The recommendations reflect what the committee believes is the most cost effective solution for the Eastern Service Area.” All voted in favor and the motion carried.
The correspondence was presented to the Board. A motion was made by D. Adams, 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 presented the Financial Statements for September 2006 as reviewed by the Glorvigen Accounting Firm. Glorvigen is still working on the audit. J. Pohlman advised the Board that the loan payment amount of approximately $87,337.50 to be paid on January 1, 2007 would be presented for approval at the December meeting. The following items were pointed out on the September Financial Statements: P & L changes included the creation of the ESA Class to track ESA expenses. Amounts were transferred from the Admin. Class to the ESA Class. A deposit correction was made for August changing from the Special Assessments Receivable Account to the AR/RVS Summary Account with the amount remaining the same. Invoices on Hand were presented for payment as follows: Administrative: Quill – $126.71; Midwest Captions – $50.00; Glorvigen – $100.00; Fryberger – $759.60; Environmental Financial Group – $1,080.00 & $168.75; and V.T.S.I – $2,500.02. Plant Operations: Lake Country Power – $15.20, $196.50, & $581.81; NTS – $3,697.75; LMCIT – $1,295.00; Lighthouse Power Systems – $510.46; and V.T.S.I. – $515.26. Flood: NTS – $766.20; and RLK – $1,040.00. Gold Coast Project: RLK – $800.00; and Rice Lake Construction – $11,000.00. Special Assessment Revenue: Rob Scott – $415.20. A motion was made by B. Congdon, supported by D. Adams, to approve the Treasurer’s Report as presented and the payment of bills. All voted in favor and the motion carried.
- I.S.T.S. Grant: D. Adams reported that he was currently working on the issue with Jim Anderson of the MPCA and is waiting for a response from Mr. Anderson.
- Bank Signature Approval: Tabled until next meeting as two Board members present would need to abstain from voting.
- Late Payment Fees: A motion was made by D. Adams, supported by B. Congdon, to begin late payment fees with the December billing at 1 ½% for accounts with unpaid balances 30 days and more past due.
- Delinquent Charges Resolution: A motion was made by H. Parvi, supported by B. Congdon, to submit all billing accounts 90 days past due to the County to be included with their property taxes the following year. All voted in favor and the motion carried. A motion was made by B. Congdon, supported by H. Parvi, to approve the documents submitted to the Board by Fryberger, et al to provide past due billing account information to the County. All voted in favor and the motion carried. A motion was made by D. Adams, supported by B. Congdon, to adopt Resolution No. 2006-04 stating that unpaid and delinquent sewer charges of benefited property owner, Voyageur Lakes Development (VLD), shall be certified to the County Auditor with taxes against VLD certified for collection as other taxes are collected. All voted in favor and the motion carried.
- Emergency Response Plan: RLK & NTS are reviewing the ERP to include the recent updates to the plant.
- Clean Air Act: R. Scott has been corresponding with MN Rep. David Dill requesting his assistance in CLWSD debt reduction via phosphorus grant money or any other alternative grant funds that may be available to the District.
- Capital Asset Plan: The Glorvigen accounting firm is currently reviewing the plan and will submit with the completed 2005 audit.
CLWSD Meeting Minutes – November 8, 2006
- Grinder Pump Capacity: The Board is reviewing grinder pump capacity for all properties. J. Jamnick provided a list of typical capacity amounts and an equivalent number of homes as follows: Pump 2010 – 700 gallons per day or 2 homes; Pump 2012 – 1,500 gallons per day or 6 homes; Pump 2014 – 3,000 gallons per day or 12 homes; and Pump 2015 – 5,000 gallons per day or 20 homes.
- EDU Equivalency Values: The current ordinance assigns 1 EDU to a residential user; regardless of the number of structures using water on a property. Commercial users have many breakdowns to determine EDU’s. The Board and RLK are reviewing EDU assignments for all properties.
- Initial vs. Modification Hook-up Definition: The Board needs to define modification vs. new hook-up using grinder pump capacity and EDU equivalency values for future changes/additions to properties.
- Service Connection Procedures: These procedures can be established when the above items have been determined.
- The Board Managers are charged with reviewing all information available and to provide J. Jamnick with their thoughts so Mr. Jamnick may present his recommendations to the Board.
Eastern Service Area
- R. Scott stated that the ESA Advisory Committee’s work is to be applauded. The Board has the Committee’s report to review.
- R. Scott requested that RLK provide their recommendation to include the Preliminary Engineering Report and the Committee’s report. R. Scott requested that H. Parvi as the Board representative on the Advisory Committee provide his recommendation to the Board. R. Scott will request that Laurie Brown of the U of M Extension Service also provide her recommendation to the Board. The Board will then have information to decide on the next step for the ESA.
RLK/NTS – Treatment Plant Update and Corrective Actions
· J. Jamnick reported that the plant is back in automatic operation and tests were run on the new equipment.
- The heaters still need minor corrections.
- The Board determined that the floor valve that senses when water is present is not needed.
· Insurance Claim: RLK has contacted Allied Adjusters and has not received a response.
- Punch List Items: Establishment of turf growth and placement of a property pin remain on the punch list. H. Parvi stated that the settling of Michael Seigley’s driveway is still a concern and requested that RLK and Wagner meet with Mr. Seigley to discuss a resolution to the problem. H. Parvi also stated that the rock pile on Hilltop Road is still an issue for Stuart McKie. The District Engineer and Attorney have both stated that there is no further action required from the Board about the rock pile situation. It appears that the crack in the DeFries basin was caused when the system was hooked up to the house and would not be a District responsibility. A letter will be written to Mr. DeFries asking who did the hookup work to his house. J. Jamnick will be meeting with D. Adams to resolve the easement issue on the Adam’s property. J. Jamnick will check into easement work at the Hoff property.
- Finance Meeting Report: A finance meeting was held on October 16, 2006 at the Fellowship Hall to discuss the WSA project finances. Grant monies, check book balance and outstanding invoices were considered and discussed.
RLK – Ongoing System Modifications
- Voyageur Lakes Development/Lake Shore Estates: J. Jamnick reported that he had not received a response to his communications with Voyageur Lakes Development. He will continue trying to communicate with them.
NTS Status Report
- Jim Pohlman reported that the plant was operated throughout October in automatic mode. All discharge standards were met for the month.
- MPCA – Compliance Monitoring Survey Report (O & M Manual): The NTS staff will review the O&M Manual and provide comment to RLK to include the treatment plant upgrades.
- Elevated IPS Pump Readings: NTS has discussed with RLK a recommendation to provide for intermittent flow and pumping in these locations during deep frost conditions. The Board stated their concern of the continuation of these conditions and the placement of responsibility.
- NTS is providing homeowner requested IPS winterization procedures.
- NTS is completing wastewater plant winterization procedures.
- A cost proposal for service to calibrate the main lift station influent flow recorder has been requested of Quality Flow.
CLWSD Meeting Minutes – November 8, 2006
EFG – Report
Stahnke/Eggen Service Connection & Special Assessment Adjustment: Abandonment of the ISTS on the Stahnke/Eggen property is in process. The Board is waiting for a response from EFG on the Special Assessments on the property.
PUBLIC COMMENT (5 Minute Limit) – There were none.
The meeting was adjourned at 9:15PM
J. Pohlman, Clerk
NEXT MEETING: REGULAR MEETING, DECEMER 6, 2006, 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.