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2019-04-22 Joint Powers Water Board MinutesJOINT POWERS WATER BOARD MINUTES Regular Meeting of April 22, 2019 6:00 PM Joint Powers WTP 6:03 PM CALL TO ORDER by Chairperson Jillian Hendrickson Board Members Present: Jillian Hendrickson, Joe Hagerty, Chris Kaffman, Nadine Schoen, John Vetsch, Jim Zajicek Board Members Absent. None Staff Present: Larry Cook, Jennifer Thomas, Andy Ahles - Veolia Water Staff Absent. None Engineering Present. Chris Larson, SEH Engineering Absent., None City Administrator(s). None Visitor(s). Arlan Middleton, Middleton Insurance Agency 1. CALL TO ORDER/ROLL CALL: Chairperson Hendrickson called the meeting to order. 2. ADOPT AGENDA: Motion by Schoen, second by Zajicek, to adopt the Agenda as presented. Motion, carried unanimously. 3. MINUTES: APRIL 22, 2019 REGULAR BOARD MEETING: Motion by Schoen,, second by Zajicek, to approve the, Minutes of the April 22, 2019 Regular Board Meeting. Motion carried unanimously. 4. CONSENT AGENDA: Motion by Hagerty, second by Schoen, to approve the Consent Agenda below. Motion carried unanimously. A. RECEIPT OF APRIL 2019 BUDGET REPORT B. JOINT POWERS MARCH 2019 INVESTMENT SUMMARY REPORT C. RECEIPT OF APRIL 2019 CASH BALANCES D. RECEIPT OF MARCH 2019 MONTHLY OPERATIONS REPORT 5. UNFINISHED BUSINESS: A. INSURANCE RENEWAL - Arlan Middleton, with Middleton Insurance Agency presented Joint Powers Water Board's ("JPWB") insurance renewal. Middleton reviewed the insurance renewal with Cook prior to the Board meeting. He explained that the only change to the insurance renewal with the League of Minnesota Cities ("LOMC") is an aipproximate 5% increase on property insurance. Kauffman asked Middleton to send him a copy of Section 6 (equipment breakdown) of the insurance renewal and Middleton will do so once he receives it back from LOMC. Hagerty asked why comprehensive auto is only $78? Middleton explained that JPWB has a $200,000 coverage limit with an umbrella over and above that and that JPWB does not have any autos to cover by the policy. The only thing JPWB is concerned about is an employee getting into an accident while using their personal vehicle to do work related duties. Motion by Vetsch, second by Hendrickson, to approve the 2019 League of Minnesota Cities insurance renewal as, presented. Motion carried unanimously. B. BOARD ROOM TABLES AND CHAIRS: At the March 25, 2019 meeting the Board asked Thomas to readdress the Board Room tables and chairs. Pricing for the tables and chairs is 9 chairs at $221.43/chair, a 2 year warranty on 9 chairs at $7.99/chair and 6 tables at $374.11/table for a total of $4,309.44. Hagerty asked about the warranty on the chairs and Cook explained that it was an option the Board could choose to purchase. Motion by Schoen, second by Zajieck, to approve the purchase of 9 chairs at $221.43/cha!ir, a 2 year warranty on 9 chairs at $7.99/chair and 6 tables at $374.11/table for a total of $4,309.44 Motion carried unanimously. JOINT POWERS, WATER BOARD MINUTES Regular Meeting of 6:00 PM Joint Powers WTP 8. NEW BUSINESS: A. : Larson told the Board that Verizon|supgrading its equipment on the West Tower. The normal upgrade procedure is to chargeVehznn $8,280todo a plan review and inspection. Verizen has already issued the $8,2OD check. Kauffman asked ifthis could result in nonegotiai1ingthe lease? Larson said it does not and Cook explained that typically equipment upgrades do not warrant renegotiations since they are not taking up additional real estate. Hagerty asked how many leases are on the West Tower and: AhKes told him there 4. Cook also told the Board that]PVVB has been approached by the Wright County Sheriff's Department to put their communication equipment on top of one of JPWB's towers to replace equipment currently untop of the Elk River energy plant. Larson asked for Board approval to have 5EH do the Ver|zmn / West Tower plan review and inspection at m cost of$8,2OD. Motion bySchoen, second byHagerty, toapprove SEH~s proposal to handle Verizmm's West Tower plan review and inspection at a cost mf$8,200.Motion carried unanimously. B. WATER SALESMAN EQUIPMENT REPLACEMENT:Thomas told the Board that she was notified that the current water salesman equipment located on the outside of the Water Treatment Plant and used by contractors to purchase water is no longer going to be serviceable due to new technology. This new technology allows customers to purchase water using credit cords and cosh instead of quarters, cash and smartcands. Kauffman asked what annual sales have been and Thomas told the Board they have been between $4,000and $7,000. Ah|esand Thomas feel it is best to replace the current equipment iolate fall when itisnot being used asoften. Kauffman asked about pricing and Larson said the starting point would be around $10,0,00�. No action |sneeded atthis time. C. JOINT POWERS WATER BOARD RETENTION SCHEDULE: Thomas told the Board that there are approximately 150 boxes ofpaperwork in the back storage room. Some contain documents and agreements that are fragile and should, be saved digitally. Others contain items that could be destroyed if the Board followed the League of Minnesota Cities (~LOMC°) retention schedule as adopted years ago. Thomas told the Board that the cost to have documents scanned and saved digitally is around $.045 per page. Hagerty asked if everything is digitally saved at this time and Thomas hold him they are. Thomas also told the Board that all boxes are labeled with the contents and dates and the date they can be destroyed per the LOM,C retention schedule. Vetsoh recommended that each City ask their respective attorneys their opinion on how tohandle the retention ofdocuments, Thomas told the Board that she reached out to the Board's attorney and was told the LOMC retention schedule is the schedule to follow. Cook said that once wehave the Board's approval tnadopt theLOM[ retention, schedule, staff will bring the list of documents to the Board for their approval tndispose ofprior todoing anything. Hendrickson asked for Board approval toupdate 3P\N8's retention schedule tnthe L0MC retention schedule. Motion by Schoen, memmmd byZaj|mek, tmadopt the LOMC retention schedule. P0oUom carried unanimously. D. MAY 27, 2019 BOARD MEETING: Thomas told the Baord that the May Board meeting falls on Memorial Day and asked if the Board would like to reschedule or cancel that meeting. Larsom said he would like to present the repaving of the Joint Powers Water Board parking lot at the May meeting. The Board decided to move the May Board meeting tmMay 13,ZO19nt5:3OPM. Motion byZejiceh,second by Schoen, to move the May 27, 2019 meeting to May 13, 2019mt 5:30 PM. Motion carried unanimously. JOINT POWERS WATER BOARD MINUTES Regular Meeting of April 22, 2019 6:00 PM Joint Powers WTP 7. ENGINEER: Larson told the Board that he will have quotes for the parking lot repaving at the May Board meeting. He also said that the CSAH 19 street and watermain project is out for bids. In addition, Larson said there is a chance that Verizon may be ready to sign the East Tower lease. 8. OPERATIONS/OFFICE: Cook told the Board that the corporate safety audit took place last week and that there were only small issues that will be quickly addressed. The lead safety auditor told Cook that 3PWB's project is not going to be very well liked by the rest of the organization based on the safety and cleanliness of its facilities. 9. APPROVE LIST OF CLAIMS: Motion by Schoen,, second by Zajicek, to approve the April 2019 Claims as presented. Motion carried unanimously. 10. OTHER BUSINESS Z ANNOUNCEMENTS / CORRESPONDENCE: There was nothing new to report under Other Business / Announcements / Correspondence, 11, ADJOURN: Motion by Schoen, second by Zajicelk, to adjourn the meeting at 6:37 PM. Motion carried unanimously. ,mas, Recording Secretary