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2024-05-20 Joint Power Water Board AgendaJoint Powers Water Board AGENDA Regular Meeting of May 20, 2024 Joint Powers WTP 11100 50t" Street NE Albertville, MN 6:00 PM Chairperson Engineer Ryan Gleason Chris Larson, SEH Board Members Operations Tom Dierberger John Seifert, Veolia Joe Hagerty Jennifer Thomas, Veolia Chris Kauffman Dustin Carlson, Veolia Rob Olson Bob Zagorski 1. Call to Order / Roll Call 2. Approve Agenda - Page 1 3. Consent Agenda - Page 2 3.1 Approval of April 22, 2024 Regular Board Meeting Minutes - Page 3 3.2 Approval of May 2024 List of Claims - Page 5 3.3 Approval of May 2024 Budget Report - Page 6 3.4 Approval of May 2024 Cash Balances Report - Page 7 3.5 Receipt of April 2024 Investment Summary Report - Page 8 3.6 Approval of April 2024 Monthly Operations Report - Page 10 3.7 ACH Payment Limit - Page 23 4. General Business - Page 24 4.1 Insurance Renewal- Page 25 4.2 2n6 Reading of Purchasing and Wire Transfer Policies and 1st Reading of Refund of Online Bill Pay Overpayments - Page 32 5. Engineer 6. Operations and Office 7. Other Business / Announcements / Correspondence 8. Adjourn Page 1 of 43 CONSENT AGENDA Page 2 of 43 Joint Powers Water Board Regular Meeting Minutes April 22, 2024 Page 1 1. Call to Order. The regular meeting of the Joint Powers Water Board was called to order by Chairperson Gleason, on Monday, April 22, 2024 at 6:00 p.m. at the Joint Powers Water Board Water Treatment Plant, 11100 50'h St NE, Albertville, MN 55301. Board present: Ryan Gleason, Joe Hagerty, Chris Kauffman, Rob Olson, Bob Zagorski. Board absent: Tom Dierberger. Staff present: John Seifert, General Manager. Staff absent: Jennifer Thomas, Office Manager; Dustin Carlson, Water Department Supervisor / Facilities Manager; Zac Foster, Project Manager. Engineering present: Chris Larson, Short Elliott Hendrickson, Inc. (SEH). 2. Approve Agenda. Hagerty moved, Zagorski seconded, to adopt the Agenda as presented. Motion carried 5-0. 3. Approve Consent Agenda. Zagorski moved, Hagerty seconded, to approve the Consent Agenda below. Motion carried 5-0. 3.1 Approval of March 25, 2024 Regular Board Meeting Minutes 3.2 Approval of April 2024 List of Claims 3.3 Approval of April 2024 Budget Report 3.4 Approval of April 2024 Cash Balances Report 3.5 Correction to January 2024 Investment Summary Report 3.6 Receipt of February 2024 Investment Summary Report 3.7 Receipt of March 2024 Investment Summary Report 3.8 Approval of March 2024 Monthly Operations Report 3.9 2023 Limit Reconciliation 3.10 MBI Pay App. No. 7 - Filter Rehabilitation 4. General Business. 4.1 First Reading of Draft Abdo Policies. During its 2023 audit of the Joint Powers Water Board, Abdo recommended that the Board put a purchasing policy, as well as an electronic funds transfer policy in place in 2024. Abdo's examples were given to the Board prior to the meeting. (a) Purchasing Policy. General Manager Seifert told the Board that after reviewing Abdo's draft purchasing policy, Staff has concerns over the section that states a Staff member will be held personally responsible for an expense if a payment is made that the Board doesn't feel is in the budget. Seifert told the Board that Staff requested a copy of the member Cities' purchasing policies for reference purposes. Page 3 of 43 Joint Powers Water Board Regular Meeting Minutes April 22, 2024 Page 2 (b) Wire Policy. The Board felt that Abdo's wire transfer policy example did not contain enough safeguards to ensure that funds are being wired to the correct beneficiary. Seifert suggested the policy requires an initial transfer of $1.00 to confirm funds are being transferred to the correct beneficiary. Kaufmann asked if Staff confirms with the bank that the funds are going to the correct beneficiary. Seifert did not know. Olson asked about how refunds of overpayments on customer accounts are being handled. Seifert suggested the Board look at possible thresholds that would allow Staff to refund overpayments after funds have been confirmed as having been deposited in the Joint Powers Water Board checking account at Community Development Bank. 5. Engineer. None. 6. Operations and Office. 6.1 May Board Meeting. The May Joint Powers Water Board meeting is scheduled for Memorial Day, Monday, May 27ih. Seifert recommended that the meeting be moved from May 27'h to Monday, May 20'h at 6:00 PM. Olson moved, Zagorski seconded, to move the May Board meeting from May 270 to May 20'h at 6:00 PM. Motion carried 5-0. 7. Other Business / Announcements / Correspondence. None. 8. Adjourn. Olson moved, Zagorski seconded, to adjourn the Joint Powers Water Board meeting at 6:23 PM. Motion carried 5-0. John Seifert, Recording Secretary Page 4 of 43 JOINT POWERS WATER BOARD MEETING DATE: 5I20124 Check M Vendor Check Dale Amount Comments 1795ge RED TECHNOLOGIES 5/7/2024 $275.00 Website Fees 17960e CITY OF ST MICHAEL 5R2024 $311.138.37 April 2024 Recoipl by Charge 1796le PAYMENT SERVICE NETWORK 5R2024 $5,564.17 April 2024 Web Pay Fees 17962e MN DEPT OF REVENUE 5/72024 $905.00 April 2024 Sales Tax 17963e CENTERPOINT ENERGY 5/7/2024 $860.29 April 2024 Invoices 21026 AE2S 5/17/2024 $1,158.11 Water Storage Tank& Trunk Watermain 21027 AMY CILCHRIST 5/172024 $137.20 Ref Or bal on 112 Canssa Ln SW 21028 B&B SHEET METAL & ROOFING 5/172024 $624.50 WTP Roof Leak 21029 BRITTANI HAAS 5/172024 $50.001 Ref mbat on 1277643rd St NE 21030 BUILDERS CARPET, INC 5/172024 $1.473.50 Locker Room Carpeting 21031 CITY OF HANOVER 5/172024 $54.013.62 April 2023 Receipts by Charge 21032 DARYLICHERYL PRATHER 5/17/2024 $132.89 Ref cr bat on 458 Laura Ln SE 21033 ELIJAH RINGATE/REBEKAH BOGEN 5/17/2024 $76.50 Ref cr bat on 106 Welter Cir SE 21034 GREAT NORTHERN LANDSCAPES 5/17/2024 $850.00 Landscape Fabric, Rock and Elec Box 21035 GREG EULL 5/172024 $81.30 Ref cr bat on 412 Butternut Ln SE 21036 HOMES PLUS INC 5/172024 $143.94 Ref cr bat on 9987 14th Cir NE 21037 JANE MINNEMA / CHARLES RYAN 5/172024 $139.85 Ref of bat on 4474 Napier Pkwy NE 21036 JOHN/GEOFF MORRISON 5117n024 $79.06 Ref cr bat on 2070 Langston Ln NE 21039 JP BROOKS BUILDERS 5/172024 $13.24 Ref cr bat on 315 Mallard St NE 21040 LEAGUE OF MN CITIES 5/172024 $29.948.00 2024 Insurance 21041 M.E. WEBER TILE INC. 5/17/2024 $1.200.00 Tile newbathroom WTP 21042 MARJORIE PETERSON/BENJAMINT 5/17/2024 $97.15 Ref cr bat on 4372nd St NW 21043 MAX KARELS 5/17/2024 548.77 Ref cr bat on 12762 43rd St NE 21044 PENNY/DAMES THRNE 5/172024 $141.88 Ref cr bat on 1039141st PI NE 21045 ROBERT THOMAS HOMES 5/17/2024 $41.21 Ref cr bat on 9706 46th St NE 21046 ROOF DOCTOR INC 5/17/2024 $269.27 Ref cr bat on 4606 Landmark Dr NE 21047 ROSA GATZIOS/JOSH HANSTOCK 5/172024 $140.71 Ref cr bat on 1191845th Cir NE 21048 SHERWIN WILLIAMS 5/17/2024 $94.21 Locker Room Paint WTP 21049 Short Elliott Hendrickson Inc 5/1712024 $11778.67 May 2024 Invoices 21050 TEGRETE 5/1712024 $462.00 May 2024 Invoice 21 O51 THE ESTATE OF TODD NORSTED 5/17/2024 $118.49 Ref cr bat on 1952 Lambert Av NE 21052 VEOLIA WATER NA 6/17/2024 $101,528.00 June 2024 Contract Maintenance 21053 WEBER LAWN & LANDSCAPE LLC 5/172024 $2,237.00 April 2024 Lawn Care 21054 WRIGHT COUNTY FINANCE 5/172024 $52.50 2023 Assessment Fees I $515,874AOI Ryan Gleason Rob Olson Joe Hagerty Bob 2agorski Chris Kauffman Tom Dierberger Page 5 of 43 Joint Water Board 05117/2410:12 AM Budget - 2024 JPWB Board Meeting Page 1 May 2024 Amount Desc, Butlaet 2024 Amt YID Amt FUND 101 GENERAL FUND E 101-40DOO-700 Advertising E 101-40DOO-702 Ucense/Fees E 101-0000D-704 Bank Charges E 101-4000D-712 Contract Maintenance E 101-0000D-730 Insurance E 101-4000G-734 Meeting Allowance E 101-0000O-748 Office Supplies E 101-40DOO-749 Credit Card Fees E 101-40DOO-752 Audit Fees E 101-40DOD-754 GIS Engineer fees E 101-4000D-755 Project Engineering Fe E 101-4000D-756 General Engineering F E 101-40000-757 Wellhead Protection En E 101-40000-758 Legal Fees E 101-40000-759 ASR-Mist E 101-40000-770 System Maintenance E 101-40000-771 Well Maintenance E 10140DOO-772 System Repairs E 10140DOD-773 Facility Mgmt E 101-40000-774 Utilities E 10140000-785 DNR Water Usage E 101-40000-795 Misc bpense E 1OIA0000-796 EDA/RR Fees FUND 101 GENERAL FUND $200.00 $0.00 $0.00 $375.00 $327.50 $1,177.50 $500.00 $0.00 $100.00 $1,247,D45.00 $101,528.00 $507,640.00 $28,000.DO $29,948.00 $29,948.00 $300.00 $0.00 $0.00 $500.00 $0.00 $203.73 $30,000.00 $2,404.28 $14,319.73 $24,000.00 $0.00 $18,090.00 $7,500.00 $0.00 $3,466.50 $2,500.00 $0.00 $15,780.93 $24,000.00 $0.00 $0.00 $400.00 $0.00 $0.00 $4,000.00 $0.00 $3,324.00 $1,000.00 $0.00 $1,136.00 $40,000.00 $1,620.11 $76204.34 $1001000.00 $0.00 $0.00 $35,000.00 $0.00 $2,423.00 $25,000.00 $6,479.21 $23,084.35 $330,000.00 $860.29 $30,802.22 $18,000.00 $0.00 $27,929.09 $2,500.00 $0.00 $0.00 $1,100.00 $0.00 $0.00 $1,921,920.00 $143,167.39 $1,442,109.39 $1,921,920.00 $143,167.39 $1,442,109.39 Page 6 of 43 a v $ g $ g v m m m m 0 N O P 10 P O N � W O N m N O �Np VI 4 u1 N Nj N w N O O O O N w O a' n m N b 0 o O w 9 � R y p u N a N un A m C R U C O n 0 � N m w N _ 4 P Ol n n 01 Yi w N r ry P N O L O j m d c LpLpmp_p 'z>zcz oz d l'L OI=L9LLgLL E m w a4aagaow v @wow—w c LLzrz�z3z 00�000'O Page 7 of 43 ~� \/ \ 22\222/ ! | ! \; }.... !§ .. . .............. § \\\ \ \\88.8 ))(§---- -- 15 !• M .- ) /2m # g R!3»! _ ............ 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Carlson - Supervisor & Facilities Manager Jennifer Thomas - Office Manager Ruth Klick - Project Associate Delena Dalsiden -Admin. -Finance Jan Stodola -Admin April 2024 Operators: Joseph Hill - Lead Operator Fred Hoilles - Operator Kyle Golby - Operator Executive Summary Joint Powers effectively produced 81.452,000 gallons of water in the report month. All baclenological samples were negative. The average fluoride concentration was 0.78 mg/L (Limits are 0.5 & 0.9). The total production to the distribution system was $0,603,000 gallons and actual consumer use was 61,893,000 gallons, an average daily amount of 2.06 million gallons per day. Operations The standard operations of the facilities include: O Daily testing of fluoride and chlorine in the system. 4 Monthly performance inspections on wells. O Monthly bacteriological sampling 25 samples). O Bulk chemical deliveries. O ERT missed reads/ meter checks. O Chemical feed systems adjustments & maintenance. 4 Laboratory equipment calibrations. O Safety and training meetings. O MC Lite meter reading routes for Hanover & St. Michael. 4 Regularly scheduled operations & maintenance meetings. O Routine daily rounds, inspections, and security checks of the water treatment plant. O Routine weekly off -site facilities inspections and security checks. O Regular backwashing of filters, reclaiming and pumping of backwash sludge. O Monthly performance inspections of emergency generators. O Monitoring & regulating access to the water towers for telecommunications companies to make repairs & upgrades. Major Activities Uncommon Operations and Major Corrective Maintenance: O Annual Nitrate sampling completed for the MDH. O Annual start-up of Big Woods' fountain completed. O Annual security/fire alarm inspections completed by WH Secunty. Page 10 of 43 Safety & Training Each month our staff performs inspections of all safety equipment such as fire extinguishers, eyewash stations, chemical showers, and emergency lighting. We also have safety meetings during the month that consist of both routine and non -routine topics. Call -Outs (After -Hours Emergency Calls) O None in April Regulatory Communications Our monthly regulatory communications were completed satisfactorily and on -time. These were: O The monthly fluoridation report to the MDH O The monthly bacteriological test results to the MDH O The monthly injection/recovery report to the EPA Major Client / Public Relations Issues O None in March Distribution System Statistics Total Hanover St Michael Joint Comments Powers Locates (GSOC) 376 89 282 5 Gopher State One Call, Tickets Received Hydrants Flushed 246 0 246 0 SpnnglFall(Joint Powers Are Albertville) Including water quality issues (Albertville), water Customer Service Visits 46 4 42 0 usage issues, curb slops ontoff,water main operations, special locates (not Through GSOC) 8 mist. issues. Inspections 34 5 29 NA These include outaf bounds read checks, leaking Meter/ERT Issues/Repalrs 52 16 36 NA meters, bad ERTslreplacements, wiring issues. missed reads, monthly meter reading, etc. Maintenance Work Orders 41 1 0 40 These include issues4epairs & regular maintenance for the disc. systems & JP facilities. Finals 75 18 57 WA YTD Reconcilable Limit Budget Budget Expenses Balance LIM $356,472 $ 51,224.10 $305,247.90 Final reconciliation will occur after year-end finances have been processed.'No updates on Actual available at time of report. Estimated Appendices Monthly Fluoride Report, Monthly Bacteriological Report, Monthly ASR EPA Report [C] Page 11 of 43 O P E W W m E E E E E E m C ' C4 OV �O O OC 9 O p 11pp1� W E2'YO i[ 3 Rit 33333 33 3 V _ m o w c g Marc $ of r�i aao 9 u m f x Q S S N N -p i p N N N N 3 L N N N N N' 0 1- N Q g y x m b m W 0 0 0 0 O W W a E e e e e e o 0 0 0 0 o e e e e of o 0 0 0 0 o e e c o 0 0 0 0 LL 9 0 0 N O b N O O O O O N N O O O O O O O O O O O O O O O i Q N N 1t! V V V Y 0 Yl YI O N Q N N YI V N Y q 10O . 1q p O Yl < Yf N A LL 8 O A N W A W A V N O N b N l0`1 0 N Q A M y 0y 0 N N 0 N SI �Op p 1` b N � q l� F y N N N N N N N lV N N e�j N N N C! N N M N N N IV N y N N m N a pphpp yy p pNp P Y N 0 pp pp P P 0 CC gq 0 b 0 P 0 Y 00 n b O a m^ d N N 0 Q pO q b P V R .... OOO O O .... OOO .. 3 q a a ��0000ee00000eee00000eee00000eeo 00 3O R O 0 0 0 0 0 0 0 e 0 0 0 0 O O QN (j O N O N N V W�OAPO Y O b N Y e' O O N 0 0 0 N 0 0 0 q P 3 gb^00-�O PNP -P P -0 -A W00-'-1� 4 � N N Y N W n W P I N Y N O n 0 � N N NNN a N N N 0 0 0^ JS �a m Page 12 of 43 - s= a o n c o s i xg m d m e` m � « ❑ ❑ y � o m e P Xd � =O = E 8 E V m O a 5 y g O — C 5F� E ROi g goy o ; Y e 38f 8 m e „� •-• _ _ m �5� r v iJ C < G Eg $ C $ E n €€€€€€€€€€€€ �'bS4id 4`d `dtl�k &D4E c�EE� y F FFFKKY 1=1= M .ME .M Me a aaaaaa��a �ssseaa_a �3 G UUGUVVVVUVV CCG�cccCCC[�G €€€€€€€€€€€€€ E E�E��€EeE E4fiE K F`FFF rr�rK�r AMMIAAAM �BoaeR -�e� oee ��aaaaaaa�aaa s ssss9�p. s.s'�� c z�x�z �rYkdrca V VUEEUVVVVUUU Page 13 of 43 Year: 2024 (2024 Cycle) Month: U.S. ENVIRONMENTAL PROTECTION AGENCY MONTHLY MONITORING REPORT FOR CLASS V INJECTION WELLS UIC PERMIT NUMBER: OPERATOR NAME: ADDRESS: CITY/STATE/ZIP: PHONE: MN-171-5R21-0002 Joint Powers Water Board 11000 50th St NE WELL NAME: Well 9 Albertville, MN 55301 WELL COUNTY: Wright (763)497-3611 MONTHLY REQUIREMENTS Injection (Gallons) Total Injection Period YTD Volume Total Report Month Volume Total Injection Period Volume 61,285,000 18.710,000 63,931,000 Injection Pressure & GPM Average Highest Value Lowest Value Monthly Injection Pressure (psig) 0 0 0 Monthly Injection Flow Rate (GPM) 430.37 438 423 Total Recovery Period Total Report % of Injection Period Total Recovery (Gallons) YTD Volume Month Volume Volume 0 0 0.00% COMMENTS: The 2023 ASR cycle began in December 2023, with the injection phase. Test well 6 and ASR well 9 were flushed to waste and background testing & sampling was performed on both wells and the injection source, the Joint Powers distribution system, before injection was begun. CERTIFICATION I certify under the penalty of law that I have personally examined and am familiar with the information submitted in this document and all attachments and that, based on my inquiry of those individuals immediately responsible for obtaiing the information, I believe that the information is true, accurate, and complete. I am aware that there are significant penalties for submitting false information, including the possibility of fne and punishment. (Ref. 40 CFR Section 144.32) & Facilities �LDate Signed: Page 14 of 43 m `o � mJ in rc 3a � n a m i E bC2p fL p � b K m � Z O � U i � � w a E U O y J V N � W G p O O O m r G o n 2 m O U Z uU a E C d o M d N Q a r r 2 0 0 E N N n fro N i m r r r E a N < u> Lq ap N = O O O O O O (J O � d � N OJ 2 j t7 r N m U N h fn O O O n r A E F Hill <7 LL03NvE m O O N N om a n N N [h N fh V es Ts 3 3 3 3 3 3 Page 15 of 43 E o m m $ 0J E m 3n @p E m 0 r rc a� 5i 0= 00 E o 0 0 0 Q^Q d d w i w E ^ o 0 0 0 Q p N {h Ci t6 a w ro q O N G N 0 d � W E o 0 0 0 ^ R 0 0 0 0 o m N 0 0 0 0 0 Q a w 0 0 0 0 ^ N _ O W O O M < V V V W m c� N 1r LQ Lq 0 0 d o 0 o v o w E o O o 0 0 O Q O O F m Q M N O 6 Y 0 o 0 0 0 0 w E ^ E� V M V N Qa a' W dE x_as Will °'j I .�1. w v; 0 0 m J Page 16 of 43 \ \� \ k\ ;})E� ! 5 § ! ] !Ea` S § ) v } !d#7 * E ! ) ;•� r § /|E` ]E 2 \ 5 3 2 E� v ) ( \ ) )2~ ) ) ) ) k ( §E ! ! \ § )�)� )\$)| Page 27ee ! a� 05 :{ /k 0 )«� \ / ) § ) CO 12 ° ) CO )!)* Page 18,e ! | ;j!< a ¥ |! 2 vvvv § ! H, C4 4fi / )7§v \ !E §2)/ CO )|t;=:!! \ itt)m !, )|�»=e!§ / ass- - 2Q ~- ! :� �)(§( !!!i; —ji .!!/!\.! !/2g\/gd Page 19,43 L C O 2 w z m w O Z Z Q O J � Q J W K a w 2 U � O U) N N N N N N N N N N N 0 ? V' L N �O i0 i0 i0 d i Q aaaaa Q Q Q Q Q aadaaa Q Q Q Q Q w w w w w w w w w w w m m f0 3 m C fn .0 O U N N t0 J o> U 0 K 9 c � o N O1 � U N N am c g'E nNNN m J m G 00 m OI OI � OI Ol � OI OI � m U f0 m mU v,v_ C C L N Cp Q U L 9 U E E'c QQ" QNU '� O O _ ) E E 5Ot O E 0 O 0E w Q'tR 5um m _ o o oO aL oc 0— mmU0 1-0E j5 OmHFUo Page 20 of 43 Year: 2024 (2024 Cycle) UIC PERMIT NUMBER: MN-171-5R21-0002 OPERATOR NAME: Joint Powers Water Board ASR PTC-3 SAMPLE LOCATION: Well 9 (Mt. Simon) Month: April Constituent Units Detection Limit Well 5% Recovery Well9 30% Recovery Well9 60% Recovery Well9 100% Recovery Federal Drinking r Standard Method Date Temperature °C H Std Units Conductivity us/cm ORP mV Dissolved Oxygen DO mq1L Chlorine, Total Residual m /L 0.01 1 HACH 8167 5th ED 2008 Aluminum U911. 4 200 EPA 200.8 Arsenic u 0.5 10 EPA 200.8 Calcium u /L 400 EPA200.8 Copper u /L 0.5 1000 EPA 200.8 Iron u /L 50 300 EPA 200.8 Lead u L 0.1 EPA 200.8 Magnesium u /L 100 EPA 200.8 Manganese u /L 0.5 50 EPA 200.8 Potassium u /L 20 EPA200.8 Sodium u /L 50 EPA 200.8 Alkalinity, Total as CaCO3 m /L 5 SM 2320E Chloride m /L 2 250 SM 4500-CI E Fluoride m /L 0A 2 SM 4500F/C Nitrogen, Ammonia m /L 0.04 EPA 350.1 Phosphorous m /L 0.4 EPA 365A Silica, Dissolved m /L 1 EPA 200.7 Sulfate m /L 2.5 250 ASTM D516-02 Total Hardness by 2340B m /L 1420 EPA200.8 Nitrogen, 'eldahl, Total m /L 1 EPA 3512 Total Organic Carbon m /L 2 EPA9060 Gross Alpha pCJL EPA 900.0 Adjusted Gross Alpha pCVL 15 Ra-226 Cif- 5 EPA903.1 Ra-228 pCiA. 5 EPA 904.0 Ra-226+Ra-228 pCJL 5 Total Uranium 238 pCJL 0.5 EPA 200.8 Bromodichloromethane u /L 0.5 EPA 524.2 Bromoform u /L 4 EPA 5242 Chloroform u L 0.5 EPA 5242 Dibromochloromethane u /L 0.5 EPA 524.2 Total Trihalomethanes (Calc. u /L 80 EPA 624.2 Dibromoacetic Acid u /L 1 EPA 552.2 Dichloroacetic Acid u L 1 EPA 552.2 Monobromoacetic Acid u /L 1 EPA 552.2 Monochloroaccetic Acid ug/L 1 EPA 552.2 Tnchloroacetic Acid u /L 1 EPA 5522 Total Haloacetic Acid u /L 60 EPA 5522 Uranium -234 pCJL HSL300 Uranium -235 pCJL HSL300 Uranium -238 Pa HSL300 Year. 2024 (2024 Cycle) Month: UIC PERMIT NUMBER: MNA71-5R21-0002 OPERATOR NAME: Joint Powers Water Board ASR PTC3 SAMPLE LOCATION: Test Well (Mt. Simon) Constituent Units Delecoon Limit Test Well6 Background Injection Test Well6 95% Injection Test We116 100% Recevery Federal Drinking Staner dard Method Date 1/2/2024 Temperature °C 10.0 H Bid Units 6.47 Conductivity us/cm 0.441 ORP mV -68.10 Dissolved Oxygen DO mg/L 1.81 Chlorine, Total Residual u91L 0.01 0.00 HACH 8167 5th ED 2008 Alummum u L 4 <1.7 200 EPA 524.2 Arsenic u /L 0.5 1.00 10 EPA 524.2 Calcium u /L 400 77.000 EPA 5242 Copper U911. 0.5 <0.57 1000 EPA 5242 Iron U91L 50 1,700.00 300 EPA 524.2 Lead u 0.1 <0.13 EPA 5242 Magnesium u L 100 28.000.00 EPA 524.2 Manganese u L 0.5 220.00 50 EPA524.2 Potassium u L 20 2,300.00 EPA 524.2 Sodium ugtL 50 5.200.00 EPA 524.2 Alkalinity, Total as CoCO3 m /L 5 270 SM 2320B Chlorine mg1l. 2 0.59 250 SM 4500-CI E Fluoride m /L 0.1 2 SM 4500F/C Nitrogen. Ammonia m /L 0.04 0.14 EPA 350.1 Phosphorous /L 0.4 <0.021 EPA 365.4 Silica, Dissolved /L 1 9.70 200.7 MET ICP Sulfate mg1L 2.5 16.00 250 ASTM D516-02 Total Hardness by 2340B m /L 1420 310.00 EPA200.8 Nitrogen, Kjeldahl, Total m /L 1 0.38 EPA 3512 Total Organic Carbon m /L 2 0.682 EPA 9060 Gross Alpha pCi/L 17.70 EPA900.0 Adjusted Gross Alpha pCi/L 15.52 15 Re-226 pCUL 4 5 EPA 903.1 Ra-228 pCVL 2.14 5 EPA 904.0 Ra-226+Ra-228 pCUL 6.17 5 Total Uranium u L 0.5 1.00 EPA200.8 Bromodichloromethane ugtL 0.5 <0.10 EPA 524.2 Bromoform u9tL 4 <0.20 EPA 524.2 Chloroform u L 0.5 <0.20 EPA 5242 Dibromochloromethane ug/L 0.5 <0.10 EPA 5242 Total Trihalomethanes Cale. u L <0.20 80 EPA524.2 Dirbomoacetic Acid ugtL 1 <0.60 EPA 5522 Dichloroace0c Acid ugtL 1 <0.60 EPA 552.2 Monobromoacetic Acid u 1 <0.60 EPA 552.2 Monochloroaccetic Acid u L 1 <1.2 EPA 552.2 Trichloroacetic Acid u L 1 <0.50 EPA 552.2 Total Haloacatic Acid u L <1.2 60 EPA5522 Uranium-234 CVL 1.710 HSL300 Uranium-235 CVL 0.056 HSL300 Uranium -238 1 pCVL 1 1 0.410 1 1 1 1 HSL300 Page 22 of 43 JOINT POWERS WATER BOARD t% !ll%L-pl"'(LfF HANOVEi; • 57. NfPHAC-L Joint Powers Water Board Tel.: 763497-3611 11100 M. st NW Fax: 76349749N Albertville MN 55301 www.lointpo"Bsmterboard.org ■MEMO TO: Joint Powers Water Board FROM: Jennifer Thomas DATE : May 16, 2024 SUBJECT: ACH Payment Limit Joint Powers Water Board's current depository is Community Development Bank in St. Michael. At this time the Board's current ACH limit is $300,000, which is considered a "soft" limit by Community Development Bank. When an ACH payment is over the $300,000 limit, Staff contacts the bank to have the ACH pushed through. Over the past year, the Board has made monthly ACH payments that range from $288,927.52 to $434,662.19 to the City of St. Michael. With continued growth in the member Cities, It is likely future payments will exceed the $434,662.19 payment that was made in August of 2023. In the fall of 2024, Deerwood Bank will be acquiring Community Development Bank. Deerwood Bank will have a "hard" ACH limit that will be a set amount. ACH payments over that amount will not go through. If the Board keeps its current $300,000 ACH limit and it becomes a "hard" limit with Deerwood Bank, we will far exceed that limit during most months. Staff and Community Development Bank recommend that prior to the acquisition this fall, the Board increase its ACH limit to ensure payments can continue to be processed without interruption. Recommended Motion: Staff recommends increasing the Board's ACH limit from $300,000 to $500,000. THISTRANSMINS CCNTAINSCCNFIDEMW.INFM"TI IMENOEDFMUSEONLYBYMEABOVENPAIEDRECIPIEM. REXNNG. g5C115SHNH NETRIBUT". OR COPYING W TIRE MESSAGE I$ STRICTLY RRWKI ED BY ANYONE OTHER THAN THE NFMED REOPIEM OR NIS OR NER EMROYEESOR AGENTS. IFYW HAVE RECENEDTNIS FMIN ERROR. PIfASE IMMEDNTEIW IFY U$ BY TELEPHONE (CMLECT). MDRETIIRN THEORIRNNLL MESSAGE TO USAT THE PHOVE AOORESSNAUS. FOSTKSERNCE. Page 23 of 43 GENERAL BUSINESS Page 24 of 43 X)INT POWERS WATER BOARD \\ , ALKF VMV • HANOV[f; • ST. M(CHfIEL Joira Pawera Water BoarE Tel.: 768 97-3611 1110050^St NW Fax:76 974908 NberMlle MN M01 www.julntpowerawatert oard.orq ■MEMO TO: Joint Powers Water Board FROM: John Seifert DATE: May 16, 2024 SUBJECT: 2024 Insurance Renewal Dan Zachman with Zachman Insurance Agency will provide a 2024 insurance update to the Board and will ask for Board approval to adopt the renewal as presented. By way of communication for an accounting of the 2023 insurance premium and rebate afforded from League of Minnesota Cities Insurance Trust ("LMCIT). The 2023 premium of $28,513 was paid in June 2023 and the Board received a rebate check from LMCIT in the amount of $1,136 netting our insurance costs to be $27,377. Although rebates are not guaranteed, our LMCITs claims history has provided JPWB a rebate for the last five years. Recommended Motion: • Staff recommends approving the 2024 insurance renewal in the amount of $29,948. THIS TRPNSMISSpN LONTNNSCIXIFIBENTI INFDR"TCNIN71NDEDFOR USE pRY BY THE NI NAKED RECIPIENT RFA➢ING, g5CUSSICS p0TRIBUTICIN g1CWYING OFTHIS MESUGE ISSTRICTLY PaCHIBREDBY NIYONE DINER THNN THE IUME0 RECIPIENT CIRNISCRNEREMPLOYEESDRAGENTS. IFYOU.A RECENEDTIISF.INERROR,PLEISEIMMEMTELYNOTIFYUSSYM.PNQE SC ECT1. MD RETURN THE ORIGNI MES54GE TOUS kTTHE ABJYS RWRES5.I.IS 0.'l T.SERYILE. page 25 of 43 Insurance Review By Dan Zachman Zachman Insurance Agency, Inc For Joint Powers Water Board From League of Minnesota Cities Insurance Trust Berkley Risk Services, Incorporated 145 University Avenue West St. Paul, Minnesota 55103 Policy Dates 05/17/2024 — 05/17/2025 Page 26 of 43 Section I Property LOCATION 1- 11100 SOTH STREET, Albertville, MN 55301 Building 8,103,348 Contents 6,562,597 Property in the Open 32,533 LOCATION 2 - LOT 1, BLK 1, TOWER ADD'N, Albertville, MN 55301- WATER TOWER & PUMPHOUSE Building 2,877,442 Contents 87,403 Property in the Open 10,844 LOCATION 3 - E OF NABER AVE & SOTH ST, Albertville, MN 55301- WATER TOWER Building 4,875,067 LOCATION 4- 3052 LANDER AVE, Albertville, MN 55301- PUMPING BOOSTER STATION Building 342,104 LOCATION 5 - CITYWIDE, Albertville, MN 55301— 80 Fire Hydrants Property in the Open 444,359 LOCATION 6 - 101 TERRACE ROAD E, Albertville, MN 55301 - WELL # 5 Building 305,402 LOCATION 7 - 376 IVORY AVE NE, Albertville, MN 55301- WELL #6 Building 230,934 LOCATION 8 - 376 IVORY AVE W, Albertville, MN 55301- WELL #7 Building 299,568 LOCATION 9 -10690 15TH ST NE, Albertville, MN 55301- WELLHOUSE & WELL #9 Building 1,309,743 Contents 472,115 Property in the Open 8,277 Total Blanket limit 25,961,736 Replacement cost $1,000 deductible (Up 1,358,516 from last year) Page 27 of 43 Section II Comprehensive General Liabilit Limits Each Occurrence Limit 2,000,000 Per person Limit 2,000,000 Products / Completed Operations Annual Aggregate 3,000,000 Failure to Supply Annual Aggregate 3,000,000 Fire Damage Liability 50,000 Limited Pollution Liability Aggregate 2,000,000 Land Use, Development or Franchise Litigation 1,000,000 Claims Made Forms $500 deductible — All Claims Section III -Comprehensive Auto Limits Uninsured motorists $200,000 Underinsured motorists $200,000 Hired and Non owned Auto $2,000,0000 Section IV Commercial Comprehensive Catastrophe Liabilit Limits $1,000,000 with $10,000 Retained Limit Coverage to follow form, including Public Official Liability ("Does Waive" the monetary limits on Tort Liability established by Minnesota Statues 466.04 up to the limits written by the policy.) Section V Public Employees Blanket Bond Limits $250,000 Blanket Employees Dishonesty & Faithful Performance $1,000 deductible/occurrence Page 28 of 43 Section VI Equipment Breakdown Coverage Limits $25,961,736 $1,000 deductible/Per Accident Page 29 of 43 Premium Recap 2013-2014 2014-2015 2015-2016 2016-2017 Section I Property 12,360 12,571 12,187 11,847 Section II Municipal Liability 1,618 1,295 1,101 850 Section III Comprehensive Auto 78 78 78 78 Section IV Commercial Comprehensive 900 855 855 855 Catastrophe Liability Section V Public Employee's Blanket Bond 336 336 366 400 Section VI Boiler & Machinery 2,812 2,860 2,753 2,790 Totals $18,104 $17,995 $17,310 $16,820 Premium Recap 2017-2018 2018-2019 2019-2020 2020-2021 Section I Property 11,524 11,886 12,586 11,109 Section II Municipal Liability 850 850 850 850 Section III Comprehensive Auto 78 78 78 78 Section IV Commercial Comprehensive 855 855 855 855 Catastrophe Liability Section V Public Employee's Blanket Bond 400 380 380 342 Section VI Boller &Machinery 2,724 2,815 2,928 3,052 Totals $16,431 $16,864 $17,677 $16,286 Page 30 of 43 Premium Recap 2021-2022 2022-2023 2023-2024 2024-2025 Section l Property 11,372 15,681 22,105 23,312 Section It Municipal Liability 850 850 850 882 Section III Comprehensive Auto 82 82 83 87 Section IV Commercial Comprehensive 855 855 1200 1,200 Catastrophe Liability Section V Public Employee's Blanket Bond 342 342 321 321 Section VI Boiler& Machinery 3,124 3,314 3,469 3,661 First party Cyber - 485 485 485 Totals 16,627 $21,609 $28,513 $29,948 Page 31 of 43 jmiilT POWERS WATER BOARD \t, ALSF:gVfL(F HIiNOVGr: • ST. MICHAEL Joint Powers Water Board Tel.: 763497-3611 1110050^St Nw F. 76349749M AbeTMIle MN 55301 www.jeinPoN,Eo;m RE* rJ.org MEMO TO: Joint Powers Water Board FROM: John Seifert DATE: May 17, 2024 SUBJECT: 2ne Reading of Purchasing and Wire Transfer Policies and 151 Reading of Refund of Online Bill Pay Overpayments As the Board may recall at the April meeting, Staff introduced two new financial policies recommended by Abdo, the Board's accounting and auditing firm. At this meeting the Board provided the direction for areas of concern and possible risk to be addressed by new policies. The attached policies have been updated to reflect the recommendations provided by the Board. Staff researched all three member Cities for examples of existing policies and consistent language. In addition, Staff revised the wire transfer policy to include safeguards to address two step verification. From the April meeting, the Board also brought up an additional policy to address overpayment of utility bills. Staff has drafted a similar policy to help define the levels of refunds authorized at a Staff level. The document is open ended to survey the Board for their direction on the limits prior to having additional oversight by the Board before refunding overpayments. Recommended Action: Staff recommends sending the revised documents, as directed by the Board, for final review by the Abdo accounting firm and will bring the policies back for final approval at the next Board meeting. il$TRPN$MIS$ fANTAINSC FIOEWI INFORM MtMNMDFORUSEQLYWY EABOVENWEOREGIPIEM. READING, C SCU551GN, DISTRIBUTION, OR COPYING CF TNIS MESSAGE IS STRI IPRORIBITEO BY ANYONE OTHER THAN THE NANO) RECIPIENT ORHISCNHEREMPLOYEESCRAGENTS. IFYWHAVERECENEOTHIS.INERR ,Pt EASEI.MEMTELYWTlFYUSSITELEPHME IOGLLE ,ANORETURNTHEOIGINALME GETOU$ATTHEPHOVEAB ES MAUS. POSTA SERVICE Page 32 of 43 JOINT POWERS WATER BOARD PURCHASING POLICY Section I. Purpose The purpose of this policy is to establish the procedures for purchases made on behalf of Joint Powers Water Board (JPWB). This policy has the following objectives: 1. To ensure that purchases comply with all applicable laws; 2. To provide clear and consistent guidelines for contractors to follow; 3. To provide clear and consistent guidelines for authorized JPWB employees (Staff) /purchasers to follow; 4. To limit the discretion of Staff and thus limit the possibility of fraud or favoritism. Section 11. Purchasing Oversight The General Manager is the Purchasing Agent for JPWB and is responsible for purchasing items within the JPWB budget. All contracts, bonds, and instruments of every kind to which JPWB is a party shall be signed by the JPWB Chairperson (Chair) and/or the General Manager on behalf of JPWB and shall be executed in the name of JPWB. All credit applications must be submitted to and approved by the JPWB Board (Board). Section III. Conflict of Interest Any employee, appointed, or elected official who has a family or personal relationship with a vendor must disclose that relationship to the Board. The Board on a case by case basis shall determine the level of involvement a representative of Staff or the Board may have in dealing with a vendor, in which a family or personal relationship has been disclosed. Section IV. Purchasing Levels The General Manager shall have the authority to authorize and/or approve purchases up to $5,000 based on appropriations contained in the JPWB Budget (Budget). The Board shall approve all purchases over $5,000 based on appropriations contained in the Budget, or items not appropriated through the annual Budget. For purchases or contracts in excess of $5,000, quotes or sealed bids shall be received and presented to the General Manager and Board for official action. The General Manager shall advise the Board on the advantages or disadvantages of contract and bid proposals. If quotes are received, they will be kept on file for at least one year. Minnesota §471.345, Subd. 15 requires municipalities to consider the Cooperative Purchasing Venture (CPV) for contracts estimated to exceed $25,000. For these contracts, a municipality must consider the availability, price and quantity of supplies, materials, or equipment available through the state's CPV before purchasing through another source. Purchases or contracts exceeding $175,000 require formal sealed bids solicited by public notice in accordance with Minnesota §471.345, Subd. 3. The competitive bidding law applies to: • Contracts for the purchase or rental of supplies, materials or equipment. • Contracts for the construction, alteration, repair, or maintenance of real or personal property. GAShmd drivaWN6-ORttl6oard of DirecmrsNoliciaUoinl Powcm Purchuing Policy 2024d= Pu gc Jl of5 Page 33 of 43 The purchaser shall prepare or cause to be prepared, the specifications, the advertisement to solicit sealed bids, the opening and tabulation of bids, and any necessary investigation of the bids. The General Manager shall recommend to the Board the lowest responsible bid and the Board shall accept such bid. In all cases, the Board reserves the right to accept or reject any or all of the bids, and waive informalities therein. Exclusions from Competitive Bidding Requirements It is not legally necessary to advertise for bids for: • Non -contracts or certain agreements (Minn. §471.345, Solid. 2). • Electronic purchases through reverse auctions (Minn. §471.345, Solid. 16). • Professional services such as those provided by doctors, engineers, lawyers, architects, accountants, and other services requiring technical, scientific, or professional training. • The purchase or lease of real estate. • Insurance contracts (Minn. §471.6161). • Certain public safety equipment if the equipment is limited to a single source of supply (Minn. §471.3455). Section V. Purchasing Procedures Purchases may be made by the following methods: 1. Purchase orders 2. Auction or Government surplus 3. Emergency purchasing 4. Disaster purchasing Use of Purchase Orders These procedures apply to the purchase of supplies, materials, equipment, or the rental thereof, or the construction, alteration, repair, or maintenance of real or personal property. All purchases must be consistent with the approved annual budget. All telephone or verbal quotes must be followed with written confirmation. 1. Purchases of less than $5,000 The purchase may be made in the open market by the General Manager. The purchase should be based on a minimum of two (2) quotations. Quotations may be obtained by telephone or in written form via facsimile, delivery service, or Internet. Quotations must have a specific date and time period for which they are valid. All quotations should be kept on file for a minimum of one (1) year and include the names of vendors providing the quotations, the amounts of the quotations, and each successful quotation signed and dated. Quotations from unsuccessful bidders should be attached to the payment voucher of the successful bidder. A Purchase Order must be completed. General Manager approval is required. 2. Purchases from $5,001 to $175,000 The proposed purchase must be presented to Board for approval before the commencement of the purchasing process. The purchase may be made either via sealed bids or by obtaining three (3) or more written quotations, without advertising for bids or otherwise complying with the requirements of competitive bidding laws. Quotations maybe obtained by telephone or in written form via facsimile, delivery G]Shmed drivaVd 6-Oniccil4omd of Dircaon\Polo.sV.int Powers N.hazing Polic2024.docx Pau, 12 of5 Page 34 of 43 service, or Internet. Quotations must have a specific date and time period for which they are valid. All quotations should be kept on file for a minimum of one (1) year and include the names ofvendors providing the quotations, the amount of the quotations, and each successful quotation signed and dated. If quotations are obtained by phone, they must be followed up with a signed quotation to be considered a valid quotation. The quotations must be forwarded to the Board for selection and approval. This approval shall be accomplished by an agenda write-up submitted for consideration at a regularly scheduled Board meeting. A Purchase Order must be completed. 4. Purchases exceeding $175,000 The proposed purchase must be presented to the Board for approval before the commencement of the purchasing process. Purchases or contracts exceeding $175,000 require formal sealed bids solicited by public notice in accordance with Minn. §471.345, Subd.3. The purchaser shall prepare or cause to be prepared, the specifications, the advertisement to solicit sealed bids, the opening and tabulation of bids, and any necessary investigation of the bids. The General Manager shall recommend to the Board which bid is the lowest responsible bid. The Board shall accept such bid. In all cases, the Board reserves the right to accept or reject any or all of the bids, and waive informalities therein. The Board has reasonable discretion in determining the lowest responsible bidder. Not only must asuccessful bidder submit the lowest bid price and substantially meet the terms and conditions of the specifications, the low bidder must be considered 'responsible" and have the capacity to perform the proposed contract. 'Responsibility" includes such considerations as the bidders' financial responsibility, integrity, ability, skill, and likelihood of providing faithful and satisfactory performance. There is more latitude in purchasing items of equipment not capable of exact specifications. In making such a purchase, the Board may exercise reasonable discretion in determining the lowest responsible bidder. The Board may consider, in addition to the bid price, the quality, suitability, and adaptability of the article for its intended use. Exclusions from Competitive Bidding Requirements It is not legally necessary to advertise for bids for: 1. Professional services such as those provided by doctors, engineers, lawyers, architects,accountants, and other services requiring technical, scientific, or professional training.Before contracting any professional service over $4,999, Board approval is required. The Board will decide if quotations or bids are appropriate even thoughnot legally required; 2. The purchase or lease of real estate; 3. The purchase of non-competitive products patented or obtainable from only one source. Demonstration of this circumstance must meet statutory requirements for a "sole source vendor" purchase. GAShared drivcsWN6- ORcetBoud of DicctomTolicmVoint Powers Purchming Policy 2024.docx 11a,c Bois Page 35 of 43 Auction or Government Surplus Generally, purchases over $5,000 require prior Board approval. From time to time, opportunities to purchase at auction or from government surplus sites arise. These purchases can offer great discounts or reduced pricing. The time frame for taking advantage of the reduced pricing may be a small window. Therefore, the General Manager has the ability to make such purchases for up to $10,000 as long as funds are allocated in the budget for any equipment or item bought on auction or from a surplus site. Such purchases will be reviewed and approved by Board as soon thereafter as time permits. Emergency Purchasing When an emergency occurs that may jeopardize public safety or the health and welfare of employees or citizens, the General Manager may authorize a necessary emergency purchase. Emergency purchases and the reason for the purchase shall be reported to the Board within 24 hours. The General Manager will report to Board as quickly as possible. The Emergency Management Act (Minn. §12.37) gives cities the ability to declare an emergency for a limited period of time for "an unforeseen combination of circumstances that calls for immediate action to prevent a disaster from developing or occurring" or for a disaster ("a situation that creates an actual or imminent serious threat to the health and safety of persons"). During the declaration the Board is not required to use mandated contracting procedures. Disaster Purchasing The General Manager may declare a local disaster or emergency. The declaration shall not be continued for a period in excess of three (3) days except by, or with the consent of, the Board. A disaster may result from fire, flood, tornado, blizzard, destructive winds, or other natural causes, or fromsabotage, hostile action, or from hazardous material mishaps or catastrophic measures, or emergencies that are technological in nature. During a declared emergency, the Board may enter into contracts and incur obligations necessaryto combat the disaster by protecting the health and safety of persons and property, and providingassistance to victims of such disasters. The Board may exercise such power as deemed necessary without complying with purchasing procedures prescribed by law pertaining to the performanceof public work, entering into rental equipment agreements, purchase of supplies and materials, limitations upon tax levies, and the appropriation and expenditures of public funds, including, but not limited to, publication of resolutions, publication of call for bids, provisions of personnellaws and rules, provisions related to low bids, and requirement for budgets. Invoice Approval The General Manager shall review all invoices for expenditures and verify the validity of the charges. The General Manager shall sign and appropriately code invoices after ascertaining that the goods or services have been delivered to the Board in the quantities listed andthat the amounts charged are correct. The packing list or other documentation of receipt should be attached to the signed invoice. All purchases/payments shall be reviewed and ratified by the Board at their regular meeting before payments are released. G:'Shcod driyc V\MN6- ORcclaowd of DinctomToliciek],int Powers Purchasing Policy 2024.docx Pag, liofs Page 36 of 43 Payments will only be made from the original invoice; payments from statements are not allowed. Section VI. Procedures after Purchase It is the responsibility of the General Manager to ensure goods or services are delivered in an acceptable manner. An invoice must be procured for all goods or services for payment. Invoices must have the following items: • Date of service • Date of invoice • Description of goods or services • Amount • Name and address of vendor Invoices must also show JPWB as the paying customer. All invoices must be approved by the General Manager and forwarded to the Office Manager for payment. All purchases are approved by Board at each regularly scheduled meeting. Adopted by the Joint Powers Water Board on GAShn ddvcsN 16-ORcelaoad of nieectonTollcimVoint Poocm Purchasing Policy 2024.docx P i u< 1501`5 Page 37 of 43 JOINT POWERS WATER BOARD WIRE TRANSFER POLICY AND PROCEDURE Section I. Policy Statement This Wire Transfer Policy and Procedure ("Policy") outlines the guidelines and steps to be followed by employees of Veolia Water N.A. ("Employees") on behalf of the Joint Powers Water Board ("JPWB") when initiating or approving wire transfers. The purpose of this policy is to ensure the secure and accurate transfer of funds while minimizing the risk of fraudulent activities and errors. Compliance with this policy is mandatory for all Employees involved in the wire transfer policy. Section II. Scone This policy applies to all Employees who have the authority to initiate or approve wire transfers on behalf of JPWB. Section III. Wire Transfer Authorization 1. Authorized Personnel. The below Employees may initiate or approve wire transfers. The list of authorized personnel will be maintained and updated by the General Manager and approved by the JPWB. • General Manager • Office Manager • Finance Administrative Assistant • Other Employees designated by the JPWB may initiate or approve wire transfers. 2. Dual Authorization. All wire transfers must require dual authorization. This means that two authorized Employees must independently verify and approve each wire transfer. The first Employee initiates the transfer and the second Employee approves it. Section IV. Wire Transfer Request Process 1. Request Initiation. The Employee requesting the wire transfer must complete a Wire Transfer Request Form, including the following information and must ensure accuracy and completeness of the information provided: • Beneficiary's time and bank account details • Amount to be transferred • Purpose of the transfer • Any supporting documentation required. 2. Verification. The Office Manager will verify the request for accuracy and completeness and will validate the authenticity of the requestor's identity and authorization via phone call to the direct recipient and exact match payee information on file. 3. Dual Authorization. The first authorized Employee initiates the wire transfer using the JP WB's online banking system or designated wire transfer platform, after exact match verification of finance accounts payable information and phone call to the recipient by the Office Manager. The second authorized Employee independently reviews the wire transfer request of exact match finance payables information and phone call to the recipient, ensuring that it aligns with the JPWB policies and financial objectives. Both GMmil drivcsN4N6- OfbcAaoerd ofEirccmrs\Pcli,unVoint Powers Wire Transfer Policy 2024.docx 11e c Ilof3 Page 38 of 43 authorized Employees must sign off on the wire transfer request, confirming their approval. 4. Documentation. Copies of the Wire Transfer Request Form, authorization records, and any supporting documentation must be maintained for audit and recorded -keeping purposes. Section V. Security Measures 1. User Access Control. Access to the JPWB's online banking system or wire transfer platform is restricted to authorized personnel only. Multi -Factor Authorization must be used with passwords and access credentials must be securely managed and regularly updated. 2. Initial Transfer. The initial transfer to the beneficiary will be $1.00 to confirm funds are being transferred to the correct beneficiary. 3. Employee Training. Employees involved in wire transfer activities must undergo periodic training on wire transfer policies and procedures. Employees must be aware of common wire transfer fraud schemes and exercise caution. Section VI. Review and Compliance The Wire Transfer Policy and Procedure will be reviewed annually to ensure its effectiveness and compliance with regulatory changes. Non-compliance with this policy may result in disciplinary action, up to and including termination of employment. Section VII. Acknowledgment I, (Employee Name), acknowledge that I have read and understand the Wire Transfer Policy and Procedure of the Joint Powers Water Board. I agree to comply with all the requirements and guidelines outlined in this policy. Printed Adopted by the Joint Powers Water Board on G15hacd day.VdN6-oaiccV..dorDircclo.T.1ici.Voia Powers Wirt T,.fa PA,2024.dwx Pap, 12 of3 Page 39 of 43 Appendix: Wire Transfer Reauest Form • Requestor Information o Full Name: • Wire Transfer Details o Beneficiary Name: o Beneficiary's Bank Name:_ o Beneficiary's Bank Address:_ o Beneficiary's Account Numbe o Amount to be Transferred: o Purpose of Transfer: o Supporting Documentation (if • Office Manager Verification o Verified by Office Manager o o Date: • Dual Authorization o First Authorized Employee (Signature): o Second Authorized Employee G:1Shared drivaWlN6-Offcclaoard of Docct.rsToli,,WJoinl Powcrs Wire Transfer Policy 2024.docx Pa;.c 13 of3 Page 40 of 43 JOINT POWERS WATER BOARD REFUND OF ONLINE BILL PAY OVERPAYMENTS POLICY AND PROCEDURE Section I. Policy Statement This Refund of Online Bill Pay Overpayments Policy and Procedure ("Policy") outlines the guidelines and steps to be followed by employees of Veolia Water N.A. ("Employees") on behalf of the Joint Powers Water Board ("JPWB") when refunding customer overpayments. The purpose of this Policy is to ensure the secure and accurate refunding of overpayments to customers while minimizing the risk of fraudulent activities and errors. Compliance with this policy is mandatory for all Employees involved in making checking account refunds to customers. Section II. Scope This policy applies to all Employees who have the authority to refund overpayments to customers of the JPWB. This policy is for the refunding of overpayments to customers of the JPWB through its authorized online bill pay vendor's website (currently Payment Service Network) ("PSN"). Overpayments over $ shall require an emergency meeting of three (3) Board members to approve. Section III. Refund Authorization 1. Authorized Personnel. The below Employees may initiate or approve refunds of overpayments made by customers of the JPWB. The list of authorized personnel will be maintained and updated by the General Manager and approved by the JPWB. • General Manager • Office Manager • Finance Administrative Assistant • Other Employees designated by the JPWB may initiate or approve wire transfers. Section IV. Refund Request Process 1. Request Initiation. The Employee requesting the refund on the customer's behalf must complete a Customer Overpayment Refund Form, including the following information and must ensure accuracy and completeness of the information provided: • Beneficiary's name • Beneficiary's address • Beneficiary's account number • Amount to be refunded • Type of payment • Purpose of the refund • Any supporting documentation required. CAUsers%jennifer.thomaslDeskm,MP end ImuctionsVotnt Powers Refunds of Customer Overpayments 2024.doex Pa ce I of3 Page 41 of 43 Section V. Security Measures 1. Verification of Check Payments. After 10 business days, the Office Manager will obtain written email verification from PSN and JPWB's official depository ("Bank) that the overpayment was deposited in JPWB's checking account and that the overpayment can be refunded. 2. Verification of Credit Card Payments. After 10 business days, the Office Manager will obtain written email verification from PSN that the overpayment was deposited in JPWB's checking account and that the overpayment can be refunded. 3. Refund. After receiving verification from both PSN and the Bank that the overpayment was deposited in JPWB's checking account, the Office Manager will immediately process a check refund for the full amount of the overpayment. 4. Documentation. The overpayment refund will be documented on the Claims List presented to the JPWB at their next regularly scheduled meeting. Section VI. Review and Compliance The Refund of Online Bill Pay Overpayments Policy and Procedure will be reviewed annually to ensure its effectiveness and compliance with regulatory changes. Non-compliance with this policy may result in disciplinary action, up to and including termination of employment. Section VII. Acknowledgment I, (Employee Name), acknowledge that I have read and understand the Refund of Online Bill Pay Overpayments Policy and Procedure of the Joint Powers Water Board. I agree to comply with all the requirements and guidelines outlined in this policy. Printed Adopted by the Joint Powers Water Board on CAUsemsjennifecthonnwVJesktop\SOP and Ins"etionsVoint Powers Refunds of Customer Overpayments 2024.d.x Pa,, 12 ef3 Page 42 of 43 Appendix: Refund of Online Bill Pay Overpayments Form • Requestor Information o Full Name: • Refund Details o Customer Name: o Customer Address/City: o Customer JP W B Account Number: o Amount to be Refunded: o Purpose of Refund: o Supporting Documentation (if any):_ • Office Manager Check Deposit Verification o Office Manager (Name): o PSN Verification Date: o Bank Verification Date: • Office Manager Credit Card Deposit Verification o Office Manager (Name): o PSN Verification Date: • Refund o Amount Refunded: o Check Number: o Mailed To / Picked Up By Customer: o Date Refund Mailed / Picked Up: o Confirmation on Credit Card Refund: CAUwm\jenniferffiomas\ ktop\SOP and lnsUclionsUoint Powers Refunds ofCuslomer OwMaMenu2024do I'a.,e 13or3 Page 43 of 43