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2002-09-23 JPWB Minutes JOINT POWERS WATER BOARD MINUTES Regular Meetmg of September 23, 2002 7:00 PM JPWT Plant Board Room Present Kessler, Paulhn, Wallace, Hagerty, Kottke Absent Vetsch The meetmg was called to order at 7 00 PM Cathn requested we add Warranty Deed & CertIficatIOn of Real Estate Value Browmng requested we add the Quahty SIte DesIgn letter MOTION BY PAULLIN, SECONDED BY HAGERTY, TO ADOPT THE CHANGED AGENDA MOTION CARRIED UNANIMOUSLY No one present for the CItIzen forum MOTION BY HAGERTY, SECONDED BY PAULLIN, TO APPROVE THE MINUTES OF THE AUGUST, 2002 REGULAR MEETING MOTION CARRIED UNANIMOUSLY MOTION BY PAULLIN, SECONDED BY WALLACE, TO ACCEPT THE CONSENT AGENDA MOTION CARRIED UNANIMOUSLY Browmng explamed that after the 9/11 terronst attacks there IS a new law WhICh reqUIres us to do a vulnerabIhty assessment Our deadhne to comply IS June 30, 2004 Browmng explamed that anyone domg these assessments have to be tramed at the SandIo NatIonal Laboratory US FIlter IS domg these assessments and Brownmg would hke to gather further mformatIon as to cost and who else IS quahfied to do the assessment She Will then bnng that mformatIon back to the Board and possIbly make a recommendatIOn at that tIme Browmng explamed that Jomt Powers Water Board pohcy over the years has been that all water servIces be abandoned back to the water mam, because If the servIce were left mtact you would need to momtor and keep track of It m case there was a leak When the servIce IS abandoned back at the mam then there IS no servIce hne to momtor & no mImmum bIll Scott Dahlke IS requestmg to abandon both of these propertIes m the "nght of way" We would prefer they dId not do tills, but followed pohcy Smce we have not been able to get an exact locatIon as to where these two servIces are hooked up, Browmng IS recommendmg that we make our best guess, mark that pomt, and ask them to dIg up to 10' on eIther SIde of that pomt If they stIll cannot locate the connectIon, then we would allow them to move the curb stop to the "nght of way" and abandon It there The CIty of St MIchael Will be dIggmg up hIghway 241, and everythmg Will be exposed, by 2004 MOTION BY HAGERTY, SECONDED BY PAULLIN, TO APPROVE THIS RECOMMENDATION MOTION CARRIED UNANIMOUSLY JOINT POWERS WATER BOARD MINUTES Regular Meeting of September 23, 2002 7:00 PM JPWT Plant Board Room MOTION BY KOTTKE, SECONDED BY PAULLIN, TO APPROVE CBI PAY REQUEST #8 MOTION CARRIED UNANIMOUSLY Cathn explamed that lus recommendatIOn, to award the project ofthe test hole for Well #6, at the last meetmg was m error He explamed that there was a mIsplaced bId from Traut Wells that had arnved timely, but dId not get opened Tlus would actually be the low bId and he IS now recommendmg that the bId be gIVen to Traut Wells mstead of Keyes MOTION BY HAGERTY, SECONDED BY KOTTKE, TO RECIND THE MOTION TO AWARD THE BID TO KEYES DRILLING MOTION CARRIED UNANIMOUSLY MOTION BY PAULLIN, SECONDED BY WALLACE, TO AWARD THE BID TO TRAUT WELLS MOTION CARRIED UNANIMOUSLY MOTION BY PAULLIN, SECONDED BY HAGERTY, TO ACCEPT CHANGE ORDER #2, ELECTRICAL SERVICE FOR WELL #5 MOTION CARRIED UNANIMOUSLY Cathn explamed that smce we're beyond Excel Energy's current servIce area, at Tower 2, we wIll have to pay to have the servIce brought out there We have three options Excel could do a temporary servIce by takmg off the overhead servIce for the mIddle school at a cost of $13,19500 We don't really know how long that would last as temporary before the road goes m & It could be put underground The second option IS to dIg a 3' deep trench and put the servIce m underground for $20,000 00 The tlurd and final optIOn would be to put It m underground, but to put It m deep enough that It would not be affected when the road goes m and some of the lulls are chopped offand dropped down lower The cost oftlus optIOn IS $36,000 00 Just today Excel made an offer to put m temporary overhead servIce for $8,90400, for one year, and then take three years worth of our electnc bIll and apply It toward the ultImate pnce ofhavmg the servIce done permanently Hagerty was a httle leery of domg anythmg other than a temporary as the lay of the land IS not set m stone yet Kessler thought the $8900 optIOn seemed to be the most favorable at tlus time Hagerty asked If these proposals were m wntmg and Cathn's response was that Excel says they can't get a letter out to us He's even had a hard time gettmg a call back, gettmg these $$ figures over the telephone was the best he could do MOTION BY HAGERTY, SECONDED BY KOTTKE, TO ACCEPT THE $8,904 00 PROPOSAL MOTION CARRIED UNANIMOUSLY Cathn explamed that the Board dId everythmg m a correct fashIOn Motzko, the contractor, explamed m a letter that after the bId, lus pnce from the suppher went up by $4/foot Cathn has venfied thIS mformatIon WIth the suppher Catlm does not have a strong recommendatIOn one way or the other From the Board's perspective there IS no further value to be gamed by paymg another $4/ft for tlus project From Motzko's perspective, he dId everythmg he saId he'd do He dId the same amount of work that he was planrung on, but It cost lum an extra $4/ft whtch m a way IS unfaIr to lum Cathn has checked everythmg out and found that there IS no legal actIOn the contractor can take agamst the suppher, he can only hope that the Board would pay hIm the JOINT POWERS WATER BOARD MINUTES Regular Meeting of September 23,2002 7:00 PM JPWT Plant Board Room addItIonal amount Cathn remmded the Board that the amount we're talkmg about IS $9,880 00 and even tfthe Board approved tills addItIonal payment Motko's bId would stIll be low bId After much dIScussIon Hagerty stated that m preVIOUS dISCUSSIons It was hIS feehng that the Board was leamng toward reImbursmg Motzko and Kessler agreed statmg that the Board wanted to be sure the addItIonal payment wouldn't put Motzko over the next lowest bId Wallace dIsagreed statmg that "that's the cost of domg busmess" and although he wasn't there for any other dIScussIons, he doesn't feel the Board should gIve the money away He felt If he underbId the project he needs to understand that that's all he's gomg to be paId He feels $10,000 IS a lot of money and It wIll set a precedent Cathn explamed that Motzko Isn't askmg for more money because the project went slow or anythIng lIke that, It'S purely a cost mcrease from the supplIer Wallace stated that's an Issue between hIm and hIS suppher and we don't need to get mvolved m that Paulhn agreed that smce we've sIgned a contract and that was the agreed upon pnce legally we don't have to pay anythmg further and that that had been dIscussed prevIOusly as well Hagerty agreed that It had Kessler stated that there was no actIon reqUIred Ifthe Board wasn't gomg to do anytillng Cathn he heard from Scott Dahlke today statmg that they want to do a couple of closmg and they've requested that we complete the Warranty Deed and the CertIficatIon of Real Estate Value They want to close m mId-October and would hke the Board to authonze the ChaIrperson to SIgn documents that would be prepared by The Board's attorney Cathn explamed that we bought five lots or so and kept approxImately two lots, whIch IS what we needed, and sold the rest to Leuer/MunsterteIger In consIderatIOn for that Leuer/MunsterteIger put m the watermam for us and some sewer hne, dId some gradmg, and some tillngs hke that That whole transactIons wIll be finahzed next month, they've already submItted theIr documentatIOn on that recently and It WIll be reVIewed and Catlm wIll present a recommendatIon on that next month MOTION BY PAULLIN, SECONDED BY HAGERTY, TO AUTHORIZE THE CHAIRPERSON TO SIGN THE WARRANTY DEED MOTION CARRIED UNANIMOUSLY Braunwarth explamed that the front receptIon desk IS m need of repaIr or replacement The office staff has looked mto the optIons to accomplIsh tills Braunwarth IS recommendmg that The Board approve the purchase of a new counter/receptIOn desk The bId presented IS the lowest cost we've found and the work IS actually bemg done by one ofJomt Powers Water Board customers The Board VIewed the current receptIon desk MOTION BY PAULLIN, SECONDED BY KOTTKE, TO APPROVE THE PURCHASE AS RECOMMENDED MOTION CARRIED UNANIMOUSLY JOINT POWERS WATER BOARD MINUTES Regular Meeting of September 23, 2002 7:00 PM JPWT Plant Board Room MOTION BY PAULLIN, SECONDED BY HAGERTY, TO APPROVE THE LIST OF CLAIMS MOTION CARRIED UNANIMOUSLY MOTION BY PAULLIN, SECONDED BY KOTTKE TO ADJOURN THE MEETING AT 8 05 PM MOTION CARRIED UNANIMOUSLY ~~' / ~~ild~ r' Recordmg Secretary