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2004-05-24 JPWB Minutes I I JOINT POWERS WATER BOARD MINUTES Regular Meeting of May 24, 2004 6:00 PM JPWT Plant Board Room 6 00 PM Call to Order by Charrperson, Don Peterson Board Members Present Joyce Paullm, Wayne Kessler, Tom Hagerty, Gerhardt Kottke, Tom Fay Board Members Absent None Staff Present Chns Catlm, HR Green, Kelly Browmng, USFllter, Shelly Keyes, USFllter Staff Absent None Keyes added a Chent Representation Letter to the Consent Agenda and an Insurance ReView to New Busmess Browmng clanfied the Chent Representation Letter was a form letter the audItors proVided whIch reqUIred the charrperson to SIgn, stating that Jomt Powers proVided accurate and complete InformatIon MOTION BY PAULLIN, SECOND BY KESSLER, TO ADOPT THE REVISED AGENDA MOTION CARRIED UNANIMOUSLY There was no one present under the Citizen Forum MOTION BY PAULLIN, SECOND BY HAGERTY TO APPROVE THE MINUTES OF THE APRIL 26,2004 REGULAR MEETING MOTION CARRIED UNANIMOUSLY MOTION BY HAGERTY, SECOND BY FAY TO APPROVE THE CONSENT AGENDA AS PRESENTED MOTION CARRIED UNANIMOUSLY Under Unfinished Business, Browning updated Board Members on the Don Johnson clatm CopIes of the court documents state the case was dIsmISsed and the PlaintIff, Don Johnson, IS responsIble for fees assoCIated WIth the clatm Under New Business, Arlan MIddleton of MIddleton Insurance Agency presented a recap of the msurance polIcy and rates from the League ofMmnesota CItIes There was no major change in the program, the $1200 mcrease bemg for added property, along WIth rates changtng from 7 8 to 8 4 cents LIabIlIty rates are based on gross expendItures and total gallons pumped which is the same as preVIOUS coverage Middleton offered to answer any questIOns regardmg the Insurance ReView MOTION BY HAGERTY, SECOND BY PAULLIN TO ACCEPT THE INSURANCE REVIEW AS PRESENTED MOTION CARRIED UNANIMOUSLY Under the Engineer's Report, Catltn presented an analYSIS of the Non-ReSIdential Water AccesslbIl1ty Charges rw AC) fees from 2002 through 2004 submrtted by AlbertvIlle, Hanover and St Michael The CIty of Hanover dIdn't report any charges but Cathn stated both AlbertvIlle and St MIchael had some dIscrepanCIes from the MCES Procedure Manual whIch Jomt Powers had adopted as the standard Catltn saId some applIcations appeared to base WAC fees on water usage by SImIlar SIZe restaurants mother commumtles Peterson commented that AlbertVIlle had I I I JOINT POWERS WATER BOARD MINUTES Regular Meeting of May 24, 2004 6:00 PM JPWT Plant Board Room made some adjustments for restaurants and hotels but wasn't certaIn of the formula used, only that WAC fees here were apprmomately 3 tunes Ingher than some other citIes m the metro area Browmng explamed that user and WAC fees are Jomt Powers' only mcome for capItal Improvement wInch IS why consIstent and accurate reportmg IS so Important Browmng also noted that busmesses can approach the Board to request a reduction of fees Peterson agreed but thought the Board wouldn't allow a break for new busmess m one parttcular cIty Kessler questtoned how much current WAC fees are and Browmng responded that Jomt Powers' portton IS $1550 and each cIty also receIves a portton The fees are combmed and presented as one when the buddmg permtt IS pulled Cathn added that If a business IS on the EDA hne, Jomt Powers gets addItIOnal money, otherwIse the cIty where the busmess IS located gets the remamder of the WAC fee Hagerty suggested If a cIty WIshed to gIve an adjustment to a new busmess, Jomt Powers should be paId the correct amount and the crty should waIve therr own portton of the fee Cathn agreed but cautIoned that WAC fees are charged to cover renovatIon costs of the trunk hne in a partIcular CIty when necessary If cItIes contmue to WaIve therr fees, they won't have funds avaIlable when needed Kessler stated St Michael does have a separate fund for water mfrastructure set asIde Hagerty asked Peterson If AlbertvIlle had adjusted the fees m a couple of mstances and Peterson acknowledged they had and had also spread the payment ofW AC and SAC fees over a longer time penod AlbertvIlle CIty Engmeer Pete Carlson had the exact formula wInch had been set m response to Spectators Sportsbar's request for a reductton m fees Peterson explamed CIty lawyers and engIneers created Albertvtlle' s formula based on the Met Counctl guldehnes Board Members agreed the maIn Issue IS that Jomt Powers gets paId the correct fee regardless of cIty adjustments Cathn added the standardIzed WAC fee form would reduce errors m calculatIng the WAC fees and a meetIng WIth cIty engtneers will be planned to dISCUSS and clanfy the process Under Operations/Office, Brownmg explamed the Consumer Confidence Report WIll be gomg out m the next couple of weeks and a copy IS aVaIlable for Board Members to reVIew BrownIng added the spnnklmg restnctton letter was sent WIth 1 st quarter bIlls and a few VIolatIon warmng letters Issued Browmng also mentIOned the audrtors have submItted a draft of the 2002 audrt and antIcipate a final copy for the June meeting Kessler questtoned If new audItors had been obtaIned and Browmng rephed that several months ago the Board had agreed to WaIt for the 2002 audIt to be completed before sendmg out Request for Proposals, wInch wIll now be submItted to vanous firms Brownmg also noted that we would be treatIng for the rampant dandelton crop tIns year, so hopefully the lawn WIll Improve MOTION BY PAULLIN, SECOND BY KESSLER, TO APPROVE THE LIST OF CLAIMS AS PRESENTED MOTION CARRIED UNANIMOUSLY In Other Business or Announcements, Browning explamed the customer correspondence receIved was an example of notes from several customers who seemed to favor the new btll format MOTION BY PAULLIN, SECOND BY KESSLER TO ADJOURN THE MEETING AT 6 29 PM MOTION CARRIED UNANIMOUSLY