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1998-10-26 JPWB Minutes JOINT POWERS BOARD OCTOBER 26, 1998 Hanover City Hall 7:00 PM BOARD MEMBERS PRESENT: Kottke, Irvine, Bruner, Gundersen, Packa, Vetsch BOARD MEMBERS ABSENT: Chairperson Irvine opened the meeting at 7:00 pm. The minutes of the September 28, 1998 meeting were approved on a motion by Packa, seconded by Gundersen. All present voted aye. The minutes of the October 7, 1998 special approved on a motion by Vetsch, seconded by Kottke. voted aye. meeting were All present The September financial statements and budget approved on a motion by Packa, seconded by Gundersen voted aye. report were All present Kipka asked for direction on if the Board would like to reduce the rent check another $50.00 since the office is still under construction. Kipka stated that the rent amount is $500.00 and has already been reduced $50.00 for the construction A check $64.00 Packa, motion to approve the October bills with the for petty cash of $38.78, a check for US and a check for Cheryl Radzwill of $450.00 seconded by Kottke. All present voted aye addition of Postmaster was made a of by Jackson stated that flushing was completed last week in Albertville and Berningwood and they are currently in St. Michael Jackson stated that the hydrants are clearing up quickly but they are having to keep the hydrants open longer to increase the chlorine residuals in areas, but after the hydrant is open they leave to take care of some other work Jackson stated that flushing should be completed by mid November if no problems and then the tower levels would be lowered and the chemicals levels adjusted. Jackson discussed the October 6, 1998 letter from Olson and Sons regarding the purchase of a pigtail adapter with bare wires for connecting up any generator at a cost of $3,148.00 to minimize the down time during emergencies. Jackson explained the problems with hooking up any generator during the tower and ground storage reservoir inspection. A motion to purchase the pigtail adapter for the generator as discussed in the October 6, 1998 Olson and Son's letter was made by Packa, seconded by Bruner. All present voted aye. JPB OCTOBER 26, 1998 Meeting PAGE 2 Surbaugh discussed his letter dated October 21 & regarding the plans and specifications for Highwoods 2nd and recommended approval. 23, 1998 Addition A motion to Highwoods 2nd as seconded by Bruner approve the plans and recommended by Surbaugh All present voted aye. specifications for was made by Packa, Surbaugh discussed his regarding the record drawings one of the bacteriological recommended approval upon the letter dated October 21 & 23, for Center Oaks 3rd and stated tests had to be re-tested, bacteriological test passing. 1998 that but A motion to authorize the engineer to approve the record drawings and tie cards after receiving a passed bacteriological test for Center Oaks 3rd Addition was made by Packa, seconded by Gundersen. All present voted aye. Surbaugh discussed his letters dated October 21 & 23, 1998 regarding the record drawings and tie cards for Cedar Creek North and recommended approval of all except for the section under the golf course that is not currently connected with the water system. A motion to approve the record drawings and tie Cedar Creek North as recommended by Surbaugh was made seconded by Bruner. All present voted aye. cards for by Packa, Surbaugh discussed his letters dated October 21 & regarding the plans and specifications for Psyk's 7 & 8 and recommended approval. 23, 1998 Additions A motion to approve the plans and specifications for Psyk's 7 & 8 addition as recommended by Surbaugh was made by Bruner, seconded by Kottke. All present voted aye. Dan Haugen was present to request direction regarding the hook on fee for his second building which will be cold storage only and wants to extend his 6" service line to the second building for the dry sprinkler system. The Board discussed the difference of this building with Albertville Elementary and Pat's 66. Bruner stated that second building is only cold storage with no bathrooms and similar to residential extending water to the garage. the the is A motion to waive the hook on fee, but to require deposit and inspection as for any large service on Lumber Company second building was made by Bruner, Vetsch. All present voted aye. plan review the Haugen seconded by JPB OCTOBER 26, 1998 Meeting PAGE 3 Surbaugh discussed the October 21, 1998 fax from LaTour Construction regarding the gate valve inspection of St Michael I-94 Business Center and stated that the record drawings showed a 6" service when in fact it is only a 1.5" service Catlin discussed the preliminary comprehensive water plan and executive summary and recommended proceeding with a water treatment plant and another water tower and well in the very near future since monies are available for the water treatment and the system is deficient on storage and beyond capacity according to the health department. Catlin stated that the water treatment plant discussed in the comprehensive plan is larger than previously discussed and expandable in 10 years and includes office space, storage space and lab space Catlin stated that he recommends the Board, staff and cities review the preliminary plan so fine tuning can be incorporated in the final draft The Board directed Catlin provide a copy of the preliminary comprehensive water plan to the three city engineers and requested that all parties bring back suggestions to the November meeting Catlin recommended that a re-circulation pump be placed on watermain on River Road to Hanover to keep the water fresh. Catlin asked for direction on if the Board looked at other communities hooking on for another supply or backup and backup power. A motion to authorize Catlin to proceed with the backup power and contact Otsego regarding connecting to the system was made by Bruner, seconded by Vetsch All present voted aye. Gundersen stated that he talked with Psyk and he is open to selling land to the Board. Gundersen stated that Psyk stated he would get back to Gundersen with a price. Kipka discussed the list of delinquent water bills which needed to be placed on the tax rolls, but questioned all the bills related to the Kangas matter and asked for direction on what expenses should be added for Kangas. The Board directed Kipka to contact the attorney to find out what expenses relating to Kangas can be placed on the tax rolls. A motion to authorize Kipka to place the delinquent list plus Kangas on the tax rolls was made by Packa, seconded by Bruner. All present voted aye. The Board discussed the list of customers whose water readings has been estimated for at least the last four quarters and have been sent a letter. Kipka stated that she received 30 meter cards and sent PSG out to read 15 touch pads which $15.00 was charged instead of the $10.00 late meter card fee. JPB OCTOBER 26, 1998 Meeting PAGE 4 The Board discussed the importance of obtaining a reading at least once per year on all accounts for sewer billing, more accurate usage information and to minimize large credited accounts The Board discussed what charge should be added to having a meter reading scheduled on the 55 accounts whether a set fee or based upon time spent on each one. A motlon to charge $20 00 per account where the meter has been estimated for at least the last four quarters and PSG is sent out to read was made by Packa, seconded by Irvine All present voted aye except Bruner. Kipka discussed the September 30, 1998 letter from Pilot Land Development and stated that they were called so that the $.20 would be included with the next check which precipitated the letter. Kipka stated that situations like this would continue until the three communities and the Board can work together instead of blaming the other. The Board discussed the October 23, 1998 letter from ARY regarding the requirements of the Board taking over ownership of the STMA hydrants. The Board agreed to require information regarding type of pipe, maintenance records and if an auxiliary valve is on the hydrant lead. The Board agreed to schedule up a time to have PSG operate the hydrants and directed Kipka to send a follow up letter. Kipka asked for direction on the payment of meeting fees for the secretary and engineer for the committee meetings and special joint city meeting. Kipka stated that the Board does not pay for the engineer coming to the meetings, but it is divided between the developers on the agenda. The Board agreed to pay the secretary and engineer fees for the committee and joint city meetings The Board discussed the staff memo regarding the charging of watermains for developers during the construction of the watermain and service leads. The Board discussed the water quality, extra work and expense for the developer and the possible contamination. Kipka stated that this is currently being done for the County Road #19 and Middle School projects A motion to try the staff recommendation of not charging the watermains for developers during the construction unless for flushing for testing or placing the development on the system to begin January 1, 1999 was made by Bruner, seconded by Vetsch. All present voted aye except Packa and Gundersen. Catlin stated that everything is completed on the pumphouse improvements for well #3 and a payment release was recommended. 3PB OCTOBER 26, 1998 Meeting PAGE 5 Catlin stated that the restoration of the lawn is complete for the well #3 project Staff and PSG disagreed as as the restoration. The Board agreed that the contractor need to come back in the spring to finish the restoration. not far will Catlin stated that the chemical feed equipment has been working for approximately two weeks but will recommend payment if the equipment continues to work and there are still some electric items that still need to be taken care of. Surbaugh stated that the watermain construction on County Road 19 is completed, but there are some valve and curbstop items that were damaged that need to be repaired Surbaugh stated that the gate valves and hydrants will need to be check next year. The Board directed Kipka to send a copy of the updated watermain ownership amendment to the three cities for review. The Board discussed the letter from Wright County regarding the sentencing of the three suspects for the hydrant vandalism. Bruner stated that the STMA Hockey Association is made up of three entities two of which are the cities of Albertville and St Michael and stated that the hook on fee for the hockey arena is $3900.00. Bruner requested that 2/3 of the hook on fee be waived since the cities are not required to pay hook on fees. A motion to approve waiving $2,600.00 of the STMA Hockey Association hook on fee as requested was made by Bruner, seconded by Vetsch. All present voted aye. Surbaugh discussed his letter dated October 14, 1998 regarding the sketch plans for Savitski Car Wash and recommended approval. A motion to approve the sketch plans for the Wash as recommended by Surbaugh was made by Packa, Kottke. All present voted aye. Savitski Car seconded by Surbaugh discussed his letter dated October 21, 1998 regarding the plan revision for Karston Cove and stated that everything has been received for the revision, but reminded the Board that the services were already installed without the Board's inspector on site. A motion to accept the plan revision for Karston recommended by Surbaugh and notify the developer that the revisions for Karston Cove where watermain was installed inspected by the Board's inspector needs to be dug up for inspection by the Board was made by Vetsch, seconded by All present voted aye. Cove as last two but not a visual Kottke. 3PB OCTOBER 26, 1998 Meeting PAGE 6 Kipka discussed the October 2, 1998 letter from Kenco Construction regarding the placement of the curbs top for 5551 Kahler Dr NE, Albertville and stated that the curbstop has been taken care of. Surbaugh discussed his letter dated October 23, 1998 and the request made from Munitech, Inc regarding the use of the Canadian gate valve from Domestic Foundry Limited since the availability of the Tyler gate valve box is minimal for the Highwoods 1st Addition. Surbaugh stated that the Canadian gate valve box meets the same standards as Tyler equipment and is interchangeable, but the Board's standards require they be manufactured in the United States. Surbaugh permitted enough Canadian valve boxes as not to delay the project until the Board could make the determination. A motion to approve the use of the Domestic Foundry gate valve boxes for Highwoods 1st Addition only was Bruner, seconded by Packa. All present voted aye Limited made by The Board directed Surbaugh to do some research on the availability of domestic valve boxes. The Board discussed Kingman Builder's request for refund of the $250.00 pressure reducing valve fee and to be permitted to keep the pressure reducing valve they purchased since one was back ordered for the Board. Surbaugh stated that the pressure reducing valve has the same standards as the one the Board purchases A motion to refund Kingman Builders $250.00 for the reducing valve and to keep the one in that they purchased by Packa, seconded by Bruner, Vetsch & Gundersen. All voted aye. pressure was made present Irvine questioned the rescheduling of the December meeting. The Board agreed to keep the meeting the same day Kipka stated that she will finish the budget and send it out for at least a two week review for the Board Packa questioned if new business and old business could be placed on the agenda prior to reports since the meetings get changed. A motion to adjourn the meeting was made by Packa, seconded by Gundersen All present voted aye. The meeting was adjourned at 9:34 pm Respectively Submitted, Donna Kipka, Secretary