2019-02-25 Joint Powers Water Board MinutesJOINT POWERS WATER BOARD MINUTES
Regular Meeting of
February 25, 2019
6:00 PM
Joint Powers WTP
6:02 PM CALL TO ORDER by Vice -Chairperson Chris Kauffman
Board Members Present: Rob Olson (for Jillian Hendrickson), Joe Hagerty, Chris Kaffman, Nadine
Schoen, John Vetsch
Board Members Absent: Jillian Hendrickson, Jim Zajicek
Staff Present: Larry Cook, Jennifer Thomas, Ruth Klick, Andy Ahles - Veolia Water
Staff Absent: None
Engineering Present: Chris Larson, SEH
.Engineering Absent: None
City Administrator. Adam Nafstad, City of Albertville
1. CALL TO ORDER/ROLL CALL: Vice -Chairperson Kauffman called the meeting to order.
2. ADOPT AGENDA: Motion by Schoen, second by Hagerty, to adopt the Agenda as
presented. Motion carried unanimously.
3. MINUTES: JANUARY 28, 2019 REGULAR BOARD MEETING: Motion by Hagerty, second by
Schoen, to approve the Minutes of the January 28, 2019 Regular Board Meeting.
Motion carried unanimously.
4. CONSENT AGENDA: Motion by Schoen, second by Hagerty, to approve the Consent
Agenda below. Motion carried unanimously.
A. JOINT POWERS INVESTMENT SUMMARY REPORT - No Investment Summary Report
was presented due to a death in the preparer's family.
B. RECEIPT OF FEBRUARY 2019 CASH BALANCES
C. RECEIPT OF JANUARY 2019 MONTHLY OPERATIONS REPORT
5. UNFINISHED BUSINESS:
A. JOINT POWERS WATER BOARD PROPOSED 2019 BUDGET: Cook presented the
proposed 2019 budget and explained that he arrived at the numbers by taking the
average of the past 4 years actual spend. The proposed budget reflects a decrease of
27% from 2018. Cook explained that the previous years' web pay fees were budgeted
low, so that category was increased slightly; the 99 Water Rev Bond has been paid in
full, so that budget category is now at $0; and $259,428 was added to the proposed
budget for the CSAH 19 Water Main Replacement Project. Cook asked the Board to
approve the Joint Powers Water Board proposed 2019 budget. Motion by Vetsch,
second by Schoen, to approve the Joint Powers Water Board 2019 proposed
budget as presented. Motion carried unanimously.
6. NEW BUSINESS:
A. CUSTOMER BILLING CONCERN: William Krause, a Hanover annual storm water
resident, attended the meeting and asked the Board to have return envelopes
available at the front counter to make things easier for customers to pay their bills.
Thomas provided Krause with return envelopes and put envelopes at the front
counter. Krause left the meeting. There was additional discussion regarding sending
full size bills with self -address return envelopes versus postcard bills. The Board
determined that it will continue to send postcard bills and provide self-addressed
return envelopes at the front desk. While on this topic, Kauffman asked Thomas why
there was an issue with the "pay to" message on the Hanover storm water fee bills.
Thomas explained that she didn't know why this happened and that someone would
have had to physically go into the billing program and change the message. That
change would then show up in the system log, which it did not. Cook verified that
nothing was in the log to represent this change and told the Board that the billing
system provider had been contacted and a new download had been done. Thomas will
watch for similar happenings on future billings.
JOINT POWERS WATER BOARD MINUTES
Regular Meeting of
February 25, 2019
6:00 PM
Joint Powers WTP
B. COMMUNITY DEVELOPMENT BANK - NEW SIGNATURE CARDS: Thomas explained that
updated signature cards are required since Schoen was being added as a signer to the
Community Development Bank account. Signature card documents were signed.
ENGINEER:
A. I-94 WATER MAIN WORK: Larson told the Board that he has been in discussions with
Adam Nafstad, Albertville City Administrator, regarding upgrades to I-94 between the
Cty Rd 241 and Cty Rd 19 exits. Larson explained that when there are utility conflicts
in MN Department of Transportation ("MN DOT") projects, they contact involved Cities
to relocate utilities at MN DOT's expense. There will not be constructions costs for
Joint Power Water Board, but there could be minor costs if additional inspections are
required. When MN DOT does projects like this, they enter into a Master Utility
Agreement ("Agreement") with Cities. Since a lot of this project will be done in
Albertville, the City has entered into an Agreement with MN DOT. Larson suggested to
the Board that Albertville serve as its representative for this project rather than the
Board entering into its own Agreement with MN DOT. Nafstad told the Board that
since this is a design/build project they do not know the extent of the conflicts or
relocation that will be required. If the Board agrees, Nafstad will bring a Memorandum
of Understanding for Board authorization to acknowledge Albertville as its
representative for this project
8. OPERATIONS/OFFICE:
A. OPERATIONS: Ahles updated the Board on items Operations has been working on:
(1) AT&T completed upgrading its antennas on the West Tower. (2) Well 4 is back
online and all production wells are up and running. (3) The ground storage tank is
drained weekly. Operations found ice in the tank that scraped the sides resulting in
dirty water. The piping was rerouted to run it through the plant and the tank will be
left empty until spring when it will be cleaned. (4) Improvements were made to the
SCADA program which helps all facilities talk to one other and enables the facilities to
run electronically. Safeguards have been put in place in case of communication errors,
lack of communication, or sensors within towers that fail. When a tower fails,
everything stays the way it is, so wells could potentially keep running and the tower
could overflow. Safeguards will send out alarms when things aren't right. A safeguard
was also put in the generator so we are able to tell if it is running remotely. (5)
There was a water main break in Albertville. (6) There were two service line leaks in
St. Michael. (7) Two hydrants were hit, because the snow was so deep it covered the
flag indicators. (8) There was a fire in Albertville.
B. OFFICE: Thomas told the Board that: (1) The Office ran for 2.5 weeks with one
person. (2) Our new Administrative Assistant, Amy, started and a lot of training is
being done. (3) Billing, annual bills and collections were done.
C. OFFICE CONSTRUCTION INVOICE: Thomas asked for Board approval to pay the City
of St. Michael's invoice in the amount of $2,617.54 for materials purchased for the
construction of Cook's Office. Motion by Hagerty, second by Schoen, to approve
payment of $2,617.54 to the City of St. Michael for materials purchased for
the construction of Cook's Office. Motion carried unanimously.
D. WELL GENERATORS: Cook told the Board that he met with Klick, Ahles and the MN
Department of Health to go over the Wellhead Protection Plan. Wells 1-4 on -site
generator needs to be replaced due to age. There is also a need for a backup
generator for Wells 5-7. Cook suggested that a portable generator be purchased and
stored at one of the towers, so it is available if needed. It would also be available to
the Cities if needed. Cook is looking at repurposing Wells 1-4 generator and turning it
into a second generator for Wells 5-7.
JOINT POWERS WATER BOARD MINUTES
Regular Meeting of
February 25, 2019
6:00 PM
Joint Powers WTP
WELLHEAD PROTECTION PLAN MANAGER: Klick asked for Board approval to remove
her as the Wellhead Protection Plan Manager and name Cook in her place. Motion by
Hagerty, second by Schoen, to approve the removal of Klick as the Wellhead
Protection Plan Manager and name Cook in her place. Motion carried
unanimously.
BOARD ROOM TABLES AND CHAIRS: Cook told the Board that he and Thomas will be
looking at new Board tables and chairs in the corning month and will have samples
available at the March 25, 2019 meeting.
G. INTERNET ISSUES: Thomas told the Board that there were internet issues and she
was unable to print the checks on the list of claims. Thomas will reach out to two
Board members to sign checks once they are printed.
APPROVE LIST OF CLAIMS: Motion by Schoen, second by Olson, to approve the
February 2019 Claims as presented. Motion carried unanimously.
10. OTHER BUSINESS / ANNOUNCEMENTS / CORRESPONDENCE: There was nothing new to
report under Other Business / Announcements / Correspondence.
11. ADJOURN: Motion by Schoen, second by Hagerty, to adjourn the meeting at
approximately 6:54 PM. Motion carried unanimously.
Jen Thomal, recording Secretary