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1998-11-23 JPWB Minutes l~ ~{~ JOINT POWERS BOARD NOVEMBER 23, 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 7.02 pm. The m1nutes of the October 26, 1998 meeting were approved on a motion by Packa, seconded by Bruner. All present voted aye. The October financial statements and budget approved on a motion by Packa, seconded by Bruner voted aye. report were All present A motion to approve the November bills as presented was made by Packa, seconded by Gundersen All present voted aye The agenda was approved by consensus with the addition of the INH letter as item E under new business The Board acknowledged rece1pt of the Oakley National letter regard1ng insurance coverage for trees and shrubs Board recommended that their legal name be changed to reflect deletion of Frankfort Township and San1tary Sewer. Agency The the Vetsch 1n at 7 04 pm The Board acknowledged receipt of the Steve Bouressa letter dated 11-2-98 regarding the water quality and took no act10n The Board discussed LaTour Construction opening a gate valve prior to the 9 am scheduled time for flush1ng to re-test for the bacteriological and flushing the sanitary sewer. The Board d1scussed the flush1ng of the sanitary sewer mains with fire hoses and/or a jet truck, but requiring a backflow preventor and temporary meter to be used with the hydrants. A motion directing Kipka to contact the three member cities and request that they include a paragraph in all developer's agreements stating that contractors will need to use a jet truck or hydrant with a backflow preventor and temporary meter from the Board for flushing the sanitary sewer mains with a deposit requ1red was made by Vetsch, seconded by Packa. All present voted aye. A motion directing Kipka to send LaTour Construction a bill for $1,000.00 for unauthorized use of the hydrant in the Center Oaks 3 addition was made by Packa, seconded by Bruner. All present voted aye. JPB NOVEMBER 23, 1998 Meeting PAGE 2 The Board discussed the 1999 Budget proposal Kipka stated that the plan review and construction deposits will be returned after receiving the bills for December since the cities will be taking over administration of the developments. The Board discussed the Karston Cove addition and was made aware of the Board's inspector not inspecting the water mains as of January 1, 1999 if the committee recommendations are approved The following items were changed on the 1999 Budget proposal plan review -engineer bills reduced to 0.00 plan review - refund increase construction - eng1neer bills reduced to 0.00 construction - refund increase builder deposit - refund reduced to 0.00 advertising expense - increased to 750 00 for newsletters customer news - added with 7,000 00 (since 1999 is when the consumer confidence reports are required) contract ma1ntenance - increased to 167,000.00 system water tests - increased to 2,000.00 due to 7 test samples compared to 2 system water treatment - increased to 40,000.00 water treatment feasibi11ty - decreased to 0 00 office/treatment design - increase to 200,000.00 office/treatment const - increase to 4,300,000 00 well #4 construction - increase to 340,000.00 tower #2 design - increase to 125,000.00 land purchases - add with 70,000 00 permit income - decreased to 0.00 due to cities 1nspecting meter sales - decreased to 0.00 due to cities handling pressure reducing valve sales - decreased due to cities handling drinking water loan - add with 3,000,000.00 bond 1ncome - add with 1,750,000 00 Browning from PSG requested direction from the Board for 1nput on whether to increase from 1.5 people to 2.5 people as suggested from the guys in the field due to growth. Browning, also, discussed starting a meter replacement program which would benefit the Board with money being lost with bad meters due to age Browning stated that the annual fee with the addition of one full person would be $167,000.00. The Board d1rected Browning to bring back some figures to the December meeting to discuss their contract. Catlin discussed the low interest (approximately 2% to 3%) loan approved for a water treatment plant and stated that a water treatment pLant and well #4 could be constructed and on line by fall 1999 if the Board proceeded. Catlin stated that no land costs were included in his capital costs outline, but stated that the low interest money is available May 1, 1999. JPB NOVEMBER 23, 1998 Meeting PAGE 3 Catlin suggested wo~king on the towe~ #2 design and ~equesting bids in August 1999. Gunde~sen discussed his conve~sation with Psyk and stated that Psyk is not th~illed with selling the pa~cel to the Boa~d, but would conside~ selling the back po~tion (250' pa~allel to 50th St~eet by 500' pa~allel to the depth of the pumphouse p~ope~ty) app~oximately 2 3 ac~es. Gunde~sen stated that Psyk could then sell the f~ont abutting 50th St~eet since it has sewe~ and wate~ imp~ovements. A motion to accept the changes to the 1999 Budget p~oposal as discussed w~th the exception of the pe~sonnel expenses was made by Packa, seconded by B~une~ All p~esented aye The Boa~d d~scussed the INH lette~ dated Novembe~ 23, 1998 ~ega~ding the high wate~ bill fo~ phase 2 of the Count~yside Cottages K~pka explained that the wate~ was used, but the office is continuing to wo~k with them on finding whe~e the wate~ was used. A motion to deny INH's ~equest fo~ ~elief fo~ phase 2 of the Count~yside Cottages wate~ bill was made by Packa, seconded by B~une~. All p~esent voted aye. Catlin stated that the chemical feed equipment is not wo~king p~ope~ly and some elect~ical wo~k still needs to be completed; the~efo~e, he ~ecommends holding payment on both. Catlin stated that the test well has been abandoned and eve~ything is complete except fo~ the ~esto~ation of the g~ass and ~ecommends hold~ng payment until completed SU~baugh stated that low bidde~ on the County Road 19 p~oject was 30,000 00 highe~ than the eng1nee~~ng estimate of 150,000.00. Su~baugh stated that a punch list has been p~ovided of items that need to be co~~ected Su~baugh discussed W~1ght County's lette~ dated Novembe~ 3, 1998 ~ega~d1ng the County Road 19 and County Road 37 p~ojects and that the 10% to W~ight County fo~ design pu~poses didn't included obtaining tie info~mation A mot~on to autho~~ze Howa~d R G~een to obtain tie 1nfo~mation and pass onto W~ight County to be added to the ~eco~d d~aw~ngs was made by Packa, seconded by Gunde~sen All p~esent voted aye. Catlin ~equested that all comments ~ega~ding the wate~ comp~ehens1ve plan be submitted by Decembe~ 1, 1998 The same ~equest was made of the cities' enginee~s. B~une~ stated that Canadian valves doesn't fall unde~ the NAFTA ag~eement fo~ the Boa~d since it only ~efe~s to fede~al jobs acco~ding to the atto~ney gene~al's office. JPB NOVEMBER 23, 1998 Meeting PAGE 4 The Board dlscussed the Haugen Lumber Company building 2 and Kipka questioned the hydrant coverage withln 250 feet service for not being A motion to table the decision on Haugen Lumber Company serVlce for bUlldlng two and let the Clty of Hanover handle was made by Packa, seconded by Gundersen All present voted aye. Kipka discussed the meter at Eull Concrete in Albertville which hasn't worked for approximately 11 years and is not accessible Kipka stated that she sent the out to get a reading since no reading had been received for a long time Jackson stated that a plumber will need to be present to do some modifications since the old meter is shorter than the new ones. Kipka asked for direction on how to blll for past usage and recommended basing the usage off of the next quarter's usage. A motion dlrecting Klpka to send a letter to Eull Products in Albertville stating that the meter must accessible and a plumber on hand to make the modifications within two weeks from this meetlng was Packa, seconded by Bruner All present voted aye Concrete be made necessary made by Jackson stated that the fall flushing was complete November 13, 1998 and a flushlng report wlll be turned lnto the offlce of the landscaping around the hydrants. Jackson stated that they trled to limlt the problems in customer's yards and that next fall they would start sooner Jackson discussed the estimate from Olson & Sons regarding tne repalr of a heater and replacement of another heater ln the chemical room. Jackson recommended just repairing the one heater at a cost of $100.00 Slnce a water treatment plant will be constructed in the near future Jackson discussed the watermain break at 3rd St and Ash Ave NW, St Mlchael that occurred November 21, 1998, but came over the locate request as NE which was taken care of November 22, 1998 Jackson stated that they have been experlencing electrical problems with well #1 which blows fuses in the control panel and stated that they will contact Olson & Sons to trace the problem Kipka stated that she received the well abandonment reports for the property which Ted Hagen purchased Klpka discussed the bill correctlons sent out due to the estimatlon of meter readings. Kipka discussed the problem with the chlorine at Leona Vetsch's property on 51st Street in Albertville Jackson stated that the residuals were low and that Kipka has gone with when testing their water - l JPB NOVEMBER 23, 1998 Meeting PAGE 5 A motlon to close the meetlng fo~ discussion of the pe~sonnel matte~s was made by Packa, seconded by Gunde~sen All p~esent voted aye The meetlng was closed at 8 53 pm The Boa~d discussed pe~sonnel pe~fo~mance and ~aises fo~ the Typist/Flle Cle~k and Cle~k T~easu~e~. hou~ aye A motion to inc~ease the Typist/File Cle~k's wage $ 75 pe~ was made by Packa, seconded by Vetsch All p~esent voted The Boa~d discussed keeping the office open f~om 8 am to 5 pm Monday th~ough F~iday and ag~eed to ~eevaluate the employee's hou~s in six months. A motion to inc~ease the Cle~k T~easurer's wage $1.00 pe~ hou~ was made by B~une~, seconded by Kottke All p~esent voted aye. A motion to close the closed meeting was made by Packa, seconded by Gunde~sen. All p~esent voted aye The closed meeting was opened at 9:17 pm The Boa~d dl~ected Kipka to adjust the 1999 Budget proposal to lncluae the wage inc~eases B~une~ questioned if minutes and ~ecommendations would be sent out a couple of weeks p~io~ to the next th~ee city meeting ~ega~ding the amendment to the ope~ating and autho~ization agreement and he was told that It would. A motion to adjou~n was made by Packa, seconded by Gundersen All p~esent voted aye The meetlng was adjou~ned at 9 18 pm. Respectively Submitted, Donna Klpka, Sec~eta~y