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2019-06-24 Joint Powers Water Board MinutesJOINT POWERS WATER BOARD MINUTES Regular Meeting of June 24, 2019 6:00 PM Joint Powers WTP 6:03 PM CALL TO ORDER by Chairperson Jillian Hendrickson Board Members Present: Jillian Hendrickson, Chris Kaffman, Nadine Schoen, Jim Zajicek Board Members Absent: Joe Hagerty, John Vetsch Staff Present: Larry Cook, Jennifer Thomas, Andy Ahles, Delena Daleiden - Veolia Water Staff Absent: None. Engineering Present: Chris Larson - SEH Engineering Absent: None Visitors Present: Justin Nilson - Abdo, Eick & Meyers 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• MAY 13 2019 REGULAR BOARD MEETING: Motion by Zajicek, second by Schoen, to approve the Minutes of the May 13, 2019 Regular Board Meeting. Motion carried unanimously. 4. CONSENT AGENDA: Motion by Zajicek, second by Kauffman, to approve the Consent Agenda below. Motion carried unanimously. A. RECEIPT OF JUNE 2019 BUDGET REPORT B. RECEIPT OF APRIL 2019 INVESTMENT SUMMARY REPORT C. RECEIPT OF MAY 2019 INVESTMENT SUMMARY REPORT D. RECEIPT OF JUNE 2019 CASH BALANCES E. RECEIPT OF MAY 2019 MONTHLY OPERATIONS REPORT NEW BUSINESS: A. 2018 AUDIT REVIEW: Justin Nilson of Abdo, Eick & Meyers presented Joint Powers Water Board's 2018 Audit. Abdo, Eick & Meyers gave Joint Powers a clean unmodified opinion, which is the best audit opinion an organization can receive. Nilson told the Board that Abdo is required to give an opinion based on the Minnesota Legal Compliance for Joint Powers. He directed the Board to the Management Communication document in the Board packet and made the Board aware that it is responsible for the preparation of financial statements even though Abdo, Eick & Meyers prepared them. He also pointed out there was one ping against Joint Powers on the separation of duties, which is normal for organizations of Joint Powers' size. Nilson went over Joint Powers' cash flow activity and said that Joint Powers operational receipts compared to operational costs look good. Kauffman asked if Joint Powers is overfunded or underfunded. Larson said that there is enough cash to cover planned capital expenses. Cook told the Board that one thing that is not in the capital improvement plan is a softening plant which Larson said the MPCA has not determined is necessary at this time. Thomas asked the Board to accept the findings of the December 2018 audit as presented. Motion by Schoen, second by Zajicek, to accept the findings of the December 2018 audit as presented. Motion carried unanimously. Justin Nilson left the meeting. UNFINISHED BUSINESS: A. JOINT POWERS WATER BOARD (" JPWB") RETENTION SCHEDULE: Thomas told the Board that most boxes have been gone through by several staff to determine those that can be shred versus those to scan based on the League of MN Cities retention schedule. There are currently 36 boxes to scan and 23 boxes to shred; however, those numbers will increase slightly as additional boxes are gone through. Two bids JOINT POWERS WATER BOARD MINUTES Regular Meeting of June 24, 2019 6:00 PM Joint Powers WTP were obtained for shredding documents on -site: Eco Shred MN ($338) and Shred -It ($230). Thomas recommended going with Shred -It's bid of $230. Thomas also obtained 3 quotes for the scanning portion of this project: Business Data Record Services ($11,535); Microfacs ($5,484) and the City of St. Michael (intern costs only). After discussion, the Board felt it was best to have an outside company handle the preparation of documents. Given that, Thomas recommended moving forward with Microfacs quote of $5,484 to handle the scanning of documents. Motion by Zajicek, second by Schoen, to award the onsite shredding project to Shred -It for $230 and motion by Schoen, second by Zajicek, to outsource the scanning project to Microfacs for $5,484. Motions carried unanimously. NEW BUSINESS (con't): A. FILTER MEDIA DISPOSAL: Larson discussed the filter media captured in a sand trap in Joint Powers backwash handling processes. Larson attempted to get quotes from USA Ecology and Waste Management to dispose of the filter media; however, repeated attempts were unsuccessful. Larson obtained 2 bids to have filter media mixed and hauled to Dem-Con in Savage. Those bids were from Magney Construction ($5,900) and Rice Lake Construction ($7,250). Larson has worked with Magney Construction on several projects and recommends awarding the filter media mixing and hauling project to Magney Construction in the amount of $5,900. This does not include the bill from Dem-Con which should be around $2,500. Motion by Schoen, second by Zajicek, to award the filter media disposal project to Magney Construction for $5,900. Motion carried unanimously. B. ASR PERMIT RENEWAL: Larson told the Board that the ASR Permit Renewal application was submitted to the US EPA on September 11, 2018. The US EPA recently requested additional information and Larson provided that information on June 14, 2019. No further action needed. 8. ENGINEER: None. 9. OPERATIONS/OFFICE: A. WATER MAIN REPAIRS: Cook gave an update on the June 4, 2019 water main break. He explained that the break occurred at a location that had previously been repaired and showed the Board the breaks on the piping that had been brought to the Board Room. Cook told the Board that Joint Powers staff, as well as staff from the Cities of St. Michael and Hanover, will be getting together to discuss what went right and what went wrong and how to better deal with situations like this in the future. Schoen suggested there be better customer notification and that water be made available to customers by other means should a similar event occur in the future. Kauffman asked how much of this repair would be covered by insurance. Cook told the Board that 2 claims have been submitted to Middleton Insurance for customer water softeners that imploded. Cook will work with Middleton Insurance to see what, if any part of this repair is covered by insurance. B. WRIGHT COUNTY SHERIFF ANTENNA DISCUSSION: Cook told the Board that he will be meeting with the Wright County Sheriff to discuss possible placement of their antennas on one of the water towers. He will provide an update at a future meeting. 10. APPROVE LIST OF CLAIMS: Motion by Zajicek, second by Schoen, to approve the June 2019 Claims as presented. Motion carried unanimously. 11. OTHER BUSINESS / ANNOUNCEMENTS / CORRESPONDENCE: There was nothing new to report under Other Business / Announcements / Correspondence. JOINT POWERS WATER BOARD MINUTES Regular Meeting of June 24, 2019 6:00 PM Joint Powers WTP 12. ADJOURN: Motion by Zajicek, second by Kauffman, to adjourn the meeting at 6:46 PM. Motion carried unanimously. Je ifer Tho s, Recording Secretary