The Board of Managers held the ANNUAL meeting plus the monthly BOARD meeting at the Garrison Sewer District Office THURSDAY, January 30, 2020 at 1:30p.m. Board present: Mike Timm, Duane Jedlicki and Ray Lasher. Absent: Dick Huff and Loren Larson. We have a quorum.
1. CALL TO ORDER: Chairman Timm opened the meeting with the Pledge of Allegiance at 1:30 p.m. Others present: Tim Houle (Engineer), Henry Brucker (Attorney), Robin Cowell (Financial Admin.), Linda Ryan (Admin Asst.), Mike Dirckx and David Huppler (People Service).
2. Results from the January 14, 2020 GKWMLL election meeting: Duane Jedlicki and Ray Lasher were each re-elected to 3 year terms.
3. OATH OF OFFICE: Duane Jedlicki and Ray Lasher
4. 2020 District Officers and appointments – 2019 appointments were reviewed to see if any changes needed to be made for 2020. The only change: IRS mileage reimbursement; the 2020 guideline is 57.5 cents per mile.
4A. RESOLUTION #2-2020 – 2020 OFFICER AND ADMINSTRATIVE APPOINTMENTS – The board members reviewed the appointments. Motion by Jedlicki S/Lasher to approve Resolution #2-2020. Motion is unanimous.
5. OTHER BUSINESS: NONE
6. Motion by Lasher S/by Jedlicki to adjourn the Annual Meeting. Motion is unanimous. (1:36 p.m.)
1. AGENDA: Motion by Lasher S/Jedlicki to approve the agenda. Motion is unanimous.
2. APPROVE MINUTES: Motion by Lasher S/Jedlicki to approve the January 8, 2020 work session minutes as presented. Motion is unanimous.
3. TENTATIVE BOARD SCHEDULE – FEBRUARY Work session on WEDNESDAY, FEBRUARY 12 at 9:00 a.m. and monthly board meeting THURSDAY, FEBRUARY 27 at 1:30 p.m. Scheduled with Board’s consent.
4. PEOPLESERVICE – Mike Dirckx and David Huppler — Went through his written report. David reported on the process of record flows; MLWW did not receive flow data early enough in the month, therefore, last year’s December flow was used plus an additional 10% was added. With this process, the recorded flows were significantly less than recorded flow for 2019.
Total Control moved radio from LS 3 to LS 20 due to communication errors. Radio was returned to LS 3.
LS 18 pump was repaired by Goetsch and returned.
Omnisite dialer system is activated and running properly. We now have an on call system that will dial out and be controlled via Omnisite.
I&I write up completed and issues with report have been discussed. Further discussion — There is still concern regarding the area behind St. Albans Bay where the area is basically a swamp area with ground water. Run times should be monitored more often in this area. Each individual pump should be checked to see if there is a significant increase in run times. Mike will look for the run times from a year ago.
OneDrive document sharing system is Active. Documents may now be shared on request. There is a lot of data that is kept within this system.
LS4 float was torn from cable weight.
LS 17 communication errors are persistent. Working with Total Control looking at antennae issues and voltages and they have not resolved the issue. The location is hindered by trees in close proximity.
LS 1 low alarm float has been continuing problem. Float weights have been ordered to fix the problem.
Bill Eno mentioned standing water in his area by LS #9. Discussion about using the camera in this area. Run times will be checked and have some information by work session on February 12th.
LS #19 had a pump fail. When cleaning, tons of wet wipes were found. Duane will talk to one of the neighbors. How many ways can we say do not flush anything but toilet paper?
5. LEGAL – HENRY BRUCKER – Henry summarized the latest request from Kowalski’s; she wrote “Involuntarily paid in good faith to avoid certification to taxes as my final payment I reserve my right to pray for all my money back as was collected involuntarily. Please file!” The issue is they believe they do not need to connect. A copy of the District’s response is being sent to the Office of Minnesota Attorney General Keith Ellison.
Henry wrote a letter to Frontier Communications regarding information provided to the District that we are financially obligated to them under a 3-year contract. The District has no knowledge about this contract. Frontier allegedly says we owe them money because of our cancellation of its services with Frontier.
6. WSN ENGINEERING – Tim Houle – He has nothing specific today.
7. ROBIN COWELL A. CONSTRUCTION FUND REPORT: – Received another deposit from Mn State MMB and we do not know what this is. Chairman Timm looked it up and it is Mn Management Budget, 651-201-8000. Motion by Lasher Second by Jedlicki to approve the JANUARY 2020 construction revenues of $3.08 interest in checking and revenues of $123,483.76 in savings of which $230.71 is interest, $28.19 from State Mn – MMB , 3 assessments were paid off totaling $1806.96 and a tax settlement of $121,417.90. M/ Lasher S/Jedlicki approving the disbursement of $15,739.90 for PFA Loan payment. Motion is unanimous.
B. OPERATING FUND REPORT: Robin presented the Board with the most recent financial statements for January 2020. M/Lasher S/Jedlicki accepting and approving the JANUARY 2020 operating fund balance in revenues of $128,177.46 and disbursements of $51,007.76. Motion is unanimous. The revenue includes items that came in after our December 19, 2019 board meeting. Some charges that do not show up every month: Radio license renewal of $95, PFA loan payment of $469.80 and $1065 from WSN working on the GIS. January SPC receipts: $34,187.60. Sales Tax revenue: CWC $11,000 & MLC $3150.62.
THE TOTAL COLLECTED IN 2019 FROM THE SALES TAX = $189,204.56!! Money Market: $2,589,393.28.
C. ACCOUNTING – Robin shared the levy and special assessment dollars from the two counties.
Mille Lacs County will be $5437.76; Levy portion is $2,536.56 and Special Assessments is $2,901.20. The Crow Wing County has not sent in the breakdown of what is levy and what are special assessments. The total from CWC is $16,498.43. Wrap up will be next month.
Robin shared the email regarding Excavator DP meetings being held the next couple of months. It will be sent to Paul to see if he receives this information.
Someone stopped in with LED light bulb flyers; a plug for his product.
8. APPROPRIATIONS – Robin talked with Caitlin from Senator Mathew’s office. She is writing our Bond bill; it may be ready for this session. Robin also talked to Tim Korby letting him know this information.
9. Districts MLWW Representative – Loren Larson not present.
10. WATERSHED DISTRICT REPRESENTATIVE: Ray Lasher – Nothing to report.
11. WRITTEN QUESTIONS – None
12. OTHER BUSINESS: NONE
13. ADJOURN: M/Lasher S/Jedlicki to adjourn the meeting. Motion is unanimous. (2:15 p.m.)
Board approved meeting minutes on:
Mike Timm, Chairman Linda Ryan, Admin Asst.
The Board of Managers work session meeting convened at 9:00 a.m. Wednesday, January, 08, 2020 at the Garrison Sewer District Office. Board present: Mike Timm, Loren Larson, Duane Jedlicki, Ray Lasher and Dick Huff.
1. CALL TO ORDER: Chairman Mike Timm opened the meeting reciting the Pledge of Allegiance at 9:05 a.m. Others present: Henry Brucker (Legal Counsel), Robin Cowell (Financial Administrator), Linda Ryan (Admin Asst.) and Mike Dirckx (PeopleService).
2. AGENDA: Motion to approve the agenda as presented. M/S/C Larson/ Huff.
3. APPROVE MINUTES: Motion to approve the December 19, 2019 board minutes as presented.
M/S /C Huff/Larson.
4. PEOPLESERVICE: Mike Dirckx
Along with the help/training from David Huppler, the following items were worked on:
Tested new dialer system Omni site and it is active.
Chloride sampling write up and the I&I write up done.
Worked on One Drive
Met with David Sam at MLWastewater, Inc.
The November flow report was finalized and finalized One Drive.
LS 19 alarm. Upon arrival the alarm was off and pump was working. Found no irregularities. Recorded in Daily Reads.
Total Control on site and swapped radio from LS3 to LS20 due to radio error on 20; radio for 3 returning on January 9, 2020.
Communication error on LS 17 but cannot find a fix.
Pump was returned for LS 18, Recorded in daily readings.
Mike was in training on December 20th.
A broken float was found at LS4 which is probably the reason for alarm. Need to return with tools.
5. LEGAL – HENRY BRUCKER Henry has nothing to report.
6. DISTRICT’S MLWW REPRESENTATIVE – LOREN LARSON The next MLWW meeting is scheduled for Friday, February 13, 2020. Mike will attend with Loren.
7. APPROPRIATIONS – Per Robin, Senator Andrews is working on writing the bill. Robin will call Korby for more information.
8. OTHER BUSINESS – Robin talked about Tim Houle’s Engineering Services for 2020 letter. Chairman Timm made the recommendation that WSN remain as our Engineering firm along with Tim Houle as the Engineer. This appointment will be included in Resolution 2-2020 at the Board meeting on January 30th.
• Robin provided the PeopleService Contract to the Board for approval. M/S/C Larson / Huff to accept and approve the PeopleService contract for 2020.
• Resolution 1 -2020 Workers Compensation Coverage for Elected and Appointed Officials – The motion for adoption of the forgoing resolution was made by member Dick Huff and duly seconded by member Ray Lasher and upon a vote taken thereon, the following voted in favor: Loren Larson and Duane Jedlicki. Whereupon said resolution was declared duly passed and adopted by the Garrison, Kathio, West Mille Lacs Lake Sanitary District Board of Managers this 8th day of January, 2020. Motion is unanimous.
• Robin shared the information from Frontier Communication. They are now saying we need to reconnect to Frontier or pay the total bill from the contract that we did not know we had. After more discussion, Henry will write a letter and Robin will provide him the contact numbers.
• Paid Holidays versus non-paid holidays was brought to the Board by Robin. Minnesota Statute 645.44. Minnesota law states no public business shall be transacted on any holiday, except in cases of necessity. Holidays in which city halls are to be closed for business according to state law are:
New Year’s Day, Martin Luther King Jr.’s Birthday (3rd Monday in January), Presidents Day (3rd Monday in February), Memorial Day, Independence Day, Labor Day, Columbus Day (second Monday in October), Thanksgiving Day, and Christmas Day. After discussion, A Motion by Larson with a second by Jedlicki adopting this statute and to update within the Personnel Policy, effective immediately. Motion is unanimous.
• Robin received a letter from Minnesota Department of Revenue and shared it with the Board. After discussion, it was saying some things may be changing as it relates to the sales tax. At this time it was deemed the Board did not need to respond to this letter. If and when the changes are made, the District will receive the details.
9. ADJOURNMENT Motion to adjourn the meeting. M/S /C Huff/Jedlicki (9:45 a.m.)
Board approved meeting minutes on: January 30, 2020
/s/ Mike Timm /s/ Linda Ryan
Mike Timm, Chairman Linda Ryan, Admin Assistant
BOARD meeting held by the Board of Managers took place at the Garrison Sewer District Office on Thursday December 19, 2019, 1:30p.m. Board present: Mike Timm, Loren Larson, Duane Jedlicki, Ray Lasher and Dick Huff.
1. CALL TO ORDER: Chairman Timm opened the meeting reciting the Pledge of Allegiance at 1:30 p.m. Others present: Henry Brucker (Attorney), Tim Houle (Engineer), Robin Cowell (Financial Admin.), Linda Ryan (Admin Asst.), David Huppler and Mike Dirckx (People Service).
2. AGENDA: Motion by Lasher Second by Jedlicki to approve the agenda. Motion is unanimous.
3. APPROVE MINUTES: Motion by Lasher second by Jedlicki to approve the December 4, 2019 work session minutes. Motion is unanimous.
4. TENTATIVE BOARD SCHEDULE for January 2019: Work session on WEDNESDAY, January 8, 2020 at 9:00 a.m. and monthly board meeting THURSDAY, January 30, 2020 at 1:30 p.m. Dates approved by the Board.
5. PEOPLESERVICE – David Huppler and Mike Dirckx
David introduced Mike Dirckx as the new full time PeopleService technician for our district. David will be available to assist Mike on a weekly basis.
David asked if the Board wanted to see the Work Order sheets attached to the report each month. Answer: No it is easy to get if they want to start seeing them down the road.
David explained how the details of repairs at each lift station will be documented. The reports can be printed by individual lift stations or can be looked at online. All notes recorded in One Drive. Anything, anything done at a lift station will be documented and thus, history of events for each lift station begins.
The drawdown is still happening at Lift Station 1 until SCADA is fixed. A dialer system was installed.
Chloride discussion – not necessary right now. When MLWW starts testing, then we will follow.
LS#4 area is continuing to be monitored.
Flows are UP. Discussion about possible I & I around lift stations located in the swampy areas behind Twin Pines, Gregory’s, etc. A lot of water can be found in this area. The run times should be monitored more often in this area; possible to see spikes in run times. Will start looking into the runtimes. Linden Street I & I reports are still pending. Manhole numbers used by Nelsons do not correspond to the maps.
David has posted Generator sheets on each generator.
6. LEGAL – HENRY BRUCKER –
Henry sent out a letter to Kowalski requesting all questions be addressed in writing. Thank you for bringing the fruit basket.
7. ENGINEERING – TIM HOULE – Tim brought along the WSN 2020 calendar to hang in the conference room. Thank you. Also, thank you for bringing in the candy.
8. SEWER DISTRICT ELECTION MEETING SCHEDULED FOR JANUARY 14TH AT 5:15 P.M. City of Garrison and Kathio Township have agreed to the date. Garrison Township is having their meeting tonight and I will hear back from them afterwards. NOTE: GARRISON TOWNSHIP IS IN AGREEMENT WITH THE DATE. I will send out a reminder after the New Year.
9. ROBIN COWELL – A. CONSTRUCTION FUND REPORT: – Motion by Larson Second by Jedlicki to approve the DECEMBER 2019 construction revenues of $2.33 in CHECKING which is all interest and $2,147.58 in SAVINGS account with interest of $232.15, paid off assessments of $1,915.43 (2 parcels). Disbursement of $70,502.50 loan payment to Northland Trust Services (This payment was approved at December 4th work session meeting). Motion is unanimous.
B. OPERATING FUND REPORT: Motion made by Larson Second by Lasher accepting and approving the December 2019 operating fund balance in revenues of $185,799.51 and disbursements of $61,046.27. Motion is unanimous. Deposits from the Property Tax Settlement; CWC= $94,014.96 & MLC = $58,165.31. League of Mn Cities dividend was $213. Some additional expenditures this month includes HR GREEN’s $1135.16, cost of pump at LS #18 is $2377.09 and Total Control invoice of $1142.10 for changing IP for VPN. Construction savings: CWC portion of Tax Settlement is $89487.70 and MLC’s portion is $31,930.20.
In Revenue, we had a deposit of $15,000 from CWC Sales Tax and $3,121.41 from MLC. Robin has not heard anything from MLWW. Still holding a payment of $13,000.
The Money Market fund balance is $2,588,996.06. Year to Date SPC receipts: $102,413.01.
1% Sales tax revenue received to date is $175,844.95.
C. ACCOUNTING Robin received a question from Roberta, CWC, about the special assessments on Joe Wentzell properties. This was addressed back in 2017 via Resolution 3-2017; however, Crow Wing County never executed what was laid out in the resolution. After discussion with Roberta, it was decided to do new special assessment records with the amortization record starting in 2020. Instead of getting the money earlier, we will get the same amount going forward.
o Robin reported on the latest information she received from Senator Andrews. He agrees that meeting with Senator Senjem was a good first step to get the bonding bill proposal through. Robin will send him a copy of the billing language once the bonding bill is signed; the next step is to draft a copy of the bill. Kayla, from Andrews’ team, will be involved in writing the bill.
o Frontier billing issue: Since we cancelled our services with Frontier for connection of fiber, we received a bill for $8899.39 because contract terms were not fulfilled. Number 1, Robin never knew we had a 3 year contract and when we upgraded in August with internet needs per Total Control, Robin was never informed that task started a new beginning for a contract. After discussion, the District agreed to pay $160 per month for 2 years. Document when this 2 year contract ends. MOTION by Huff and second by Jedlicki to reinstate a 2 year contract with Frontier and pay them $160 per month for not fulfilling the original 3 year contract. Motion is unanimous. Discussions regarding what are they offering us – 3G or 4G? And what are we paying for?
10. AMENDMENT TO ORDINANCE 13 – MOTION BY JEDLICKI TO APPROVE ARTICLE IX IN ORDINANCE 13 SECOND BY LASHER. MOTION IS UNANIMOUS.
11. APPROPRIATIONS – RESOLUTION 9-2019 SUPPORTING THE PROPOSED GKWMLL BONDING BILL – MOTION BY LARSON WITH A SECOND BY HUFF TO APPROVE THE BONDING BILL RESOLUTION 9-2019. MOTION IS UNANIMOUS.
12. DISTRICT’S ML WASTEWATER REPRESENTATIVE – Loren Larson – Has not received any information regarding any meetings.
13. WATERSHED DISTRICT REPRESENTATIVE: Ray Lasher – nothing new to report.
14. WRITTEN QUESTIONS – NONE
15. OTHER BUSINESS: Linda asked the board regarding Funeral Pay for 3 days for death of ex Husband. Chairman Timm asked Robin what Mary Reedy, Audit Manager said. She said we should follow the policy. However, the policy leaves it up to a couple of interpretations; in paragraph one it says ‘immediate’ family and in second paragraph says the Board will determine based upon the individual circumstances such as ‘closeness’ of relative, etc. MOTION BY LARSON TO GRANT LINDA RYAN 3 DAYS OF FUNERAL PAY WITH A SECOND BY JEDLICKI. MOTION IS UNANIMOUS. ……. Thank you very much…..
16. MOTION TO ADJOURN: M/Jedlicki S/Lasher to adjourn the meeting. Motion is unanimous. (2:25p.m.)
Board approved meeting minutes on: JANUARY 8, 2020
/s/ Mike Timm /s/ Linda Ryan
Mike Timm Chairman Linda Ryan, Admin Assistant
The Board of Managers work session meeting convened at 9:00 a.m. Wednesday, December 4, 2019 at the Garrison Sewer District Office. Board present: Mike Timm, Loren Larson, Duane Jedlicki, Ray Lasher and Dick Huff.
1. CALL TO ORDER: Chairman Mike Timm opened the meeting reciting the Pledge of Allegiance at 9:00 a.m. Others present: Henry Brucker (Legal Counsel), Robin Cowell (Financial Administrator), Linda Ryan (Admin Asst.), David Huppler and Tom Bohnert (PeopleService).
2. AGENDA: Motion to approve the agenda as presented. M/S/C Larson/Huff.
3. APPROVE MINUTES: Motion to approve the November 21, 2019 board minutes as presented.
M/S /C Huff/Jedlicki.
4. PEOPLESERVICE: David Huppler shared SCADA is not calculating the run times therefore it will have to be done manually. David shared the report where he will be doing the calculating and he met with David Sam and he was alright with this procedure. Talked about the I&I on Linden Street but David has to do some more research – the MH numbers used by Nelson’s do not match the MH number on the maps.
Chlorine sampling was discussed. No problem at this time. When to start the chloride testing program was discussed. It was decided that the district will use test strips at the time sampling is required.
LS#4 – there is still a concern regarding frost issues; David and Tom dumped snow around the structure with a focus on pushing it towards the swamp.
ACTION LIST – Items #1 & 2 are in a holding pattern. Robin did receive one electric bill. Still holding a payment of $13,000. Per the Board, the payment will be withheld until the next meeting with MLWW or when a valid response is received.
Item #5, the 7 potential issues mentioned from Nelsons’ jetting and cleaning report. Leave on for spring. Item 6 will be looked at again in the spring; Beaver Bend road condition.
David Sam called looking for Chairman Timm’s approval of the November 13, 2019 — Approval to release funds from Equipment Replacement Escrow Fund Letter. An email was sent to David Sam with a positive response.
5. LEGAL – HENRY BRUCKER – Henry will be sending a letter to Wendy Kowalski requesting all of her questions need to be sent to him in writing.
6. APPROPRIATIONS – There may not be any new information at each meeting but I will keep this item on future agendas. Loren needs to provide Suzy’s contact information to Robin so she can send Suzy Loren’s and Timm’s contact information. Discussion about who is assigned to write the bill for our Bonding request. Robin will contact Tim Korby regarding this information.
7. DISTRICT’S MLWW REPRESENTATIVE – LOREN LARSON: He knows of no meetings scheduled at this time.
8. OTHER BUSINESS: Motion by Huff to approve the PFA annual loan payment of $70,502.70 with a second by Lasher. Motion is unanimous.
• If Joe Wentzell is going to develop his parcel, he needs to bring his plans to the table for discussion and details on how it can be accomplished.
• Sanitary District elections: Duane Jedlicki and Ray Lasher will each be running for another 3 year term. The date of January 14, 2020 is being proposed; the meeting can be at 5:15 p.m. and then City of Garrison can continue into their monthly meeting. Linda will be sending out a letter to Kathio and Garrison Townships plus to City of Garrison. The requirement is to have a quorum from each entity.
• Motion by Lasher to approve the Meter Policy with the updated rate for 10 Tiers based upon the EDU base of $58.75, with a second from Huff. Motion is unanimous.
• Our first work session will be on Wednesday, January 8th, 2020 at 9:00 a.m. versus January 15th, 2020.
• Ordinance 13 will be amended at the Board meeting for the updated table of Tier Rates.
• Robin received approval from the Board to use the Debit Card to purchase the 2019 Tax forms, paper products for the office and miscellaneous items.
10. ADJOURNMENT – Motion made by Lasher second by Huff to adjourn this meeting. Motion is unanimous. (09:30 am)
MEETING MINUTES APPROVED: DECEMBER 19, 2019
Mike Timm Linda Ryan
Mike Timm, Linda Ryan
CHAIRMAN ADMINISTRATIVE ASSISTANT
The Board of Managers held their Board meeting Thursday, November 21, 2019 at 1:30 p.m. at the Garrison Sewer District Office. Board present: Mike Timm, Loren Larson, Ray Lasher. ABSENT: Duane Jedlicki and Dick Huff.
1. CALL TO ORDER: Chairman Timm opened the meeting with the Pledge of Allegiance at 1:35 p.m. Others present: Henry Brucker (Legal Counsel), Robin Cowell (Financial Admin.), Linda Ryan (Admin Asst.) and David Huppler (PeopleService).
2. AGENDA: Motion to approve the agenda. M/S/C Lasher/ Larson. Motion is unanimous.
3. APPROVE MINUTES – Motion made to approve the work session minutes of November 13, 2019 as presented. M/S/C Lasher / Larson. Motion is unanimous.
4. TENTATIVE DECEMBER MEETINGS: Work Session on Wednesday, December 4, 2019, 9:00 a.m. and
1:30 p.m. Board meeting on Thursday, December 19, 2019.
5. PEOPLE SERVICE – DAVID HUPPLER is the temporary technician from Duluth until a new full time employee is hired. Tom Bohnert is helping David and Tom has agreed to do the weekend on call duty.
The October monthly report information was taken from notes that Kirk had made and David used what he found for this report. Discussed the testing of chlorides; this will be done going forward. I&I was discussed and there may be some and David wants to go take a look at certain locations.
Change: the run times will be listed on every single pump and reported. The Board will be able to have access to this report.
Still have communication errors that Total Control is working on.
Lift Station #4 and Rice Lake Construction. David stated there is a lack of dirt out there; Tim H is working on it with RLC and his latest email provides additional information. The weather did not cooperate when the backfilling was to be completed.
Weather data information: not sure what Kirk was using but David uses NOAA. He would be interested in having a rain gauge onsite; this can be further discussion when new hire starts.
Packet: The first page will be a call out sheet. Next page == will be an instant report (excel document), if anybody gets called it and if anything happens at all it should be recorded so you can ask questions about it. Next sheet is the Drawdown document showing all of the formulas – just an FYI. Next page is a report showing actual information. This example uses numbers that were manually input because SCADA, right now, is not collecting the run times. He needed to change run times and the number of gallons. The last page will be used for recording data in a vertical format. “This is going to be how we record our weekly run times when we actually go to the location of the lift stations”. We go to make sure everything is looking alright and working well. This report will be accessible on EXCEL.
DEMO: All of the sheets that were just shared, the same information can be found on the techs’ phones.
He focused on pulling up lift stations. The area can be expanded and show what time someone logged in and out. Notes of what was done while at the site. Photos can also be added to each location.
There is a whole lot of information to be had and to utilize the techs time more efficiently.
Action List – did not discuss at this time.
6. WSN – TIM HOULE – Tim was not able to attend today but sent in a written report. RLC – He has been in contact with RLC regarding the backfill issue. RLC is obligated to come back in the spring should there be any settlement. There is still a concern if the backfill does not happen prior to frost conditions. Chairman Timm talked to Tim and he is still working with RCL on this issue and leaves it in his capable hands.
A decision needs to be made on the amount of restoration of the portion of bituminous access drive they removed (for 2020).
Appropriation Funding Request– He is providing time on this effort at no direct charge to the District. He has been in on the meetings with two local MN representatives, two local MN senators and with MN Senator Senjem, Chair of the Senate’s Capital Investment Committee in St. Paul.
GIS – Licenses are being worked on for the ‘server in the cloud’ that will still our data.
For the first year, we will have a “Creator” license, 2 viewer license, and a field worker (PeopleService) license.
The specialists will be working in the coming weeks to populate Sanitary District into the GIS, and then train personnel on using and navigating within the GIS.
Miscellaneous Assistance – He answers miscellaneous emails and phone calls from the office and the Board.
7. LEGAL – HENRY BRUCKER – Henry shared the information on Kowalski’s latest packet of information. We thought 2018’s assessment did not end up on the 2019 taxes but finding out that it did happen. Henry and Robin wrote a new letter advising Wendy Kowalski that the 2019 amount will not be recertified to 2020 taxes. Adding a sentence reminding them they still need to connect to the sewer. 2020 taxes will have $599.25, which includes the $75 penalty, certified.
She has called Henry and Robin. Wendy has questions for him and every phone conversation he has had with her last 30 minutes with no agreement. Henry is going to send her a letter requesting her that all questions must be sent to him in writing. Discussion between what an assessments is versus non-assessments.
8. APPROPRIATIONS COMMITTEE REPORT – Chairman Timm, Vice-Chair Larson, Tim Houle and Tim Korby attended a meeting with Senator Senjem on Tuesday November 19, 2019 in St. Paul, Mn. Tim Korby was very happy with the meeting and he thought they asked very good questions. Tim Houle also provided a written document sharing his notes from the meeting. So what happens next: a bill will be written to introduce it into legislation and see where it goes from there. Robin needs to send Suzy, contact person for Senator Senjem, contact information for Loren and Mike Timm. Loren will provide Robin with Suzy’s contact information.
9. RESOLUTION 8-2019 ADOPTING ASSESSMENT FOR UNPAID SANITARY SEWER CHARGES: Larson made the motion for the adoption of the recertification and seconded by Lasher. Motion is unanimous.
10. ROBIN COWELL: A: CONSTRUCTION FUND REPORT: Motion to approve the NOVEMBER 21, 2019 construction revenues of $2.70 interest in checking and revenues of $693.04 in savings of which $247.43 is interest; 1 special assessment payoff of $418.28; Zero Disbursements. M/S/C Lasher/ Larson. Motion is unanimous.
B: OPERATING FUND REPORT: Robin asked the Board to approve the revenues and disbursements for this month. A Motion to accept and approve the NOVEMBER 2019 operating fund balance revenues of $63,757.43 and disbursements of $94,334.82 M/S/C Larson/Lasher. Motion is unanimous. An expense for the Rice Lake Construction LS4 project was paid $40,600 this month, lift stations cleaned by Nelson’s was $1380 and $550 spent for postage for pending rate increase mass mailing and SPC invoices.
SPC total to date = $100,717.29 Monthly Sales Tax is: CWC = $17,000 and MLC = $3811.70;
SALES TAX to date = $157,723.54.
C: ACCOUNTING — Robin has updated the Tier Base Rate schedule based upon the new monthly rate of $58.75 for 2020. Each business will be getting their letter with their new Tier rate. Motion by Larson with a second by Lasher to approve the new Tier Rate Structure Table for 2020. Motion is unanimous. This Tier rate table is part of Ordinance 13.
11. Districts MLWW Representative – Loren Larson no meeting scheduled yet.
12. WATERSHED DISTRICT REPRESENTATIVE: Ray Lasher Nothing new.
13. WRITTEN QUESTIONS: none.
14. OTHER BUSINESS: Two board members, Duane Jedlicki and Ray Lasher, terms end this year and are up for reelection in January 2020.
Some costs provided by Mark Ritter: a mound system can cost anywhere from $12,000 – $15,000. To hook up to sewer, the sewer connection charge is $8250.
Loren led a discussion regarding cost adjustments to be addressed with a multi-unit development. It can be documented the in policy we have.
15. ADJOURN: M/Larson S/Lasher to adjourn the meeting. Motion is unanimous. (2:45 p.m.)
MEETING MINUTES APPROVED: DECEMBER 4, 2019
/s/ Mike Timm /s/ Linda Ryan
CHAIRMAN MIKE TIMM LINDA RYAN, Admin Asst.
The Board of Managers work session meeting convened at 9:00 a.m. Thursday November 13, 2019 at the Garrison Sewer District Office. Board present: Mike Timm, Loren Larson, Ray Lasher and Dick Huff. ABSENT: Duane Jedlicki.
1. CALL TO ORDER: Chairman Mike Timm opened the meeting reciting the Pledge of Allegiance at 9:00 a.m. Others present: Henry Brucker (Legal Counsel), Robin Cowell (Financial Administrator), Linda Ryan (Admin Asst.) Tom Bohnert (PeopleService).
2. AGENDA: Motion to approve the agenda as presented. M/S/C Lasher/Larson.
3. APPROVE MINUTES: Motion to approve the October 31, 2019 board minutes as presented.
M/S /C Huff/Larson.
4. PEOPLESERVICE: David Huppler, a temporary technician from Duluth, is working here until a new technician is hired. Tom is still the assistant technician and he will be covering weekend duties. Kirk resigned. David is creating EXCEL spreadsheets to document activities every time work is done at a lift station; noting the called out time, the issue and was the issue resolved. This documentation will provide a history of activity at each lift station. The technicians now have the map of the sewer system and lift stations available on their phones. When you get a call out for a LS problem, you can check out the details on the phone and verify the alarm.
David provided the monthly October report for the Board to review.
The Board looked at the high flows for October; the assumption is there must be a leak in the line. Run times can help pinpoint where the leak is.
Lift Station #18, WWGoetsch has been given the go ahead to rebuild the pump.
Action List items – The Nelson checklist from jetting and televising needs to be checked out and the Beaver Bend blacktopping issue ongoing. MLWW lack of information is still ongoing – no more responses ON ESCROW details. The District has held back over $13000 in payments. The monthly bill received this month was for a job trailer and not the LS#3 electric. Robin will send another email to see their response. Retroactive billing for 6047 Edgewater Circle has been paid in full.
David expressed a concern regarding the lack of fill around LS #4. Further discussion regarding the lack of fill on backside, towards the swamp, and what possible problems that could come from this.
Tim H. sent an email listing options for addressing this problem along with costs of each. Per the contract, there was nothing stated about bringing in ‘extra fill’ at the end of the job. Option #1 should be the only way to go. Chairman Timm left a message for Tim H. to call him. (Note: Tim H and Chairman Timm connected after the meeting).
5. LEGAL – HENRY BRUCKER – Nothing for today.
6. APPROPRIATIONS – Tim Korby sent Robin the updated Bonding Request Fact Sheet. After the Boards’ discussion it was decided to change the order of Request’s 1, 2, and 3 from the original.
Changes: Request 1 will be the $2,100,000 grant to complete the SCADA system instead of the 11 permanent generators.
Request 2 will be the $500,000 grant for 11 permanent generators instead of paying off existing debt. Paul did provide quotes for the generators cost.
Request 3 will be the $1,700,000 grant to assist in paying of existing debt instead of the request to complete the SCADA system.
This information will be presented at a meeting scheduled for Tuesday, November 19, 2019 in St. Paul. Chairman Timm and Vice-Chair Larson, along with Tim Korby, will be meeting with Senator Senjem.
7. MASS MAILING – INCREASE IN RATES FOR 2020. Linda is working on the 500+ pieces of mail going out with the 2020 rate increase information and flyers on the topics of what not to put down your drain/toilet and how to decrease chlorides from getting into the sewer system. The legal announcement will appear in the newspapers November 20, 2019.
8. DISTRICT’S MLWW REPRESENTATIVE – LOREN LARSON: He knows of no meetings scheduled at this time.
9. OTHER BUSINESS: Chairman Timm signed the Audit Engagement Letter for the 2019 audit to be done sometime in the June 2020 timeframe. There is an approximate 5% increase in costs for 2020.
Motion to approve the CLA Audit Engagement Letter for the 2019 audit to be scheduled in the spring of 2020. M/S/C Huff/Lasher. Motion is unanimous.
Chairman Timm signed the ESRI (Environmental Systems Research Institute) quote of $1046 for three (3) user licenses for the GSI project.
10. ADJOURNMENT – Motion made by Larson second by Huff to adjourn this meeting. Motion is unanimous. (09:35 am)
MEETING MINUTES APPROVED: November 21, 2019
Mike Timm Linda Ryan
Mike Timm, Linda Ryan
CHAIRMAN ADMINISTRATIVE ASSISTANT