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HomeMy WebLinkAbout2019-07-18 BOWC MIN 204 Third Street N Stillwater, MN 55082 651-439-6231 MEETING MINUTES THURSDAY, JULY 18, 2019 President Speedling called the meeting to order at 8:00 a.m. Present: Commissioners Vania, Jensen, and President Speedling : Councilmember Polehna Staff Present: Board Manager Benson Supervisor of Distribution Tibbetts APPROVAL OF AGENDA Commissioner Vania requesting that the following items be added to the agenda: Well # 6 flow meter Main Break Data Rate Study Break Down Summary - White Bear Lake Commissioner Vania requested that Board Manager Benson gather costs from TKDA and attorney costs relating to the White Bear Lake issue for the August meeting. Board Manager requested the addition of a new pickup truck. Motion by President Speedling, seconded by Commissioner Vania to approve the agenda as amended. All in favor. APPROVAL OF BOARD MEETING MINUTES Commissioner Jensen stated that she received information from the City about her appointment and asked Mr. Benson if he knew anything about it. Mr. Benson responded that it was probably information on signing the Oath and it needs to be notarized. He suggested that Commissioner Jensen stop by City Hall. Motion by President Speedling, seconded by Commissioner Vania to approve the June 13, 2019 meeting minutes. All in favor. APPROVAL RESOLUTION NO. 1532, DIRECTING PAYMENT OF BILLS Commissioner Vania questioned the payment of $24,000 to the City on the County Road 5 project and the Miller Excavating invoice for $8,000. Board Manager Benson responded that was the Water Department’s responsibility of the project last year. The City paid the County and this is to reimburse the City. He stated that the Miller Excavating bill is not a new bill, it was missed at the last month’s meeting. Mr. Benson stated that there would be more invoices coming from the County. Board of Water Commissioners July 18, 2019 Commissioner Vania pointed out that revenue is down $168,000 from 2018. Mr. Benson explained that most of the difference is the WAC that was collected last year on the senior living project and $30,000 from the Ice Castles that did not happen this year. However, the expenses are in control and water consumption is down as well. Supervisor of Distribution Tibbetts stated on a question from Commissioner Jensen that he felt that residents are being more conservative in water usage. Motion by President Vania, seconded by President Speedling to adopt Resolution 1532, directing payment of bills. All in favor. SUPERVISOR OF DISTRIBUTION REPORT Supervisor of Distribution Tibbetts provided the Board with an update of street project work that is preceding well with the service renewals, replacement of a hydrant and valves on Oak Street. A couple service repairs were called in by Bell Trucking on West St, Croixwood, and Sandahl. Councilmember Polehna asked if there is a requirement on hydrant height. He mentioned a hydrant on Interlachen that the top was flush to the ground. Mr. Tibbetts did not know if there was a required height. COMMUNITY EDUCATION (INFOGRAPHIC) AND WEBSITE Commissioner Jensen provided an update on the website being completed by Dan Gustafson. She stated that he has provided a site for sharing for Mr. Benson and herself. She continued that Mr. Gustafson has started to the build the website based on the comments received and that she will be meeting with Mr. Gustafson to outline the website. She stated that it is anticipated the website be completed by September or October. The website will be stillwaterwaterboard.com and Mr. Benson arranged the web service. Commissioner Vania volunteered to assist. BEE HIVE WORK MANAGEMENT UPDATE Board Manager Benson provided the Board with an update on the Bee Hive Asset Management program and that it is anticipated that the City would be uploading the information the end of July and that Information Systems Manager would be loading the program to a couple of computers at the Water Department after that. Commissioner Vania asked if the above ground asset format was acceptable and in response Board Manager Benson responded that he felt it was because he has not heard otherwise. He requested that an email be sent to the commissioners once it is confirmed so that he can continue working on the above ground assets. BROWN’S CREEK WATERSHED EVENT - SEPTEMBER 14, 2019 – BOOTH Commissioner Vania stated that if the Commission would like a booth for the Smart Controllers and if the website is far enough along could promote that. It will be decided at the next meeting. DELINQUENT NOTICES & 24 - HOUR SHUT-OFF NOTICES President Speedling stated that 254 delinquent notices were sent with a total amount of $54,948.28 Page 2 of 4 Board of Water Commissioners July 18, 2019 Board Manager Benson explained the water shut off processes. He stated that this amount is typical. He informed the commission that this was done three times a year in the past but is now done once a year. The department is now in the process of hanging 210 shut off notices. Councilmember Polehna asked Mr. Benson how it is determined the gallons leaking. Mr. Benson provided a scenario explaining how it could happen. ANNUAL BOARDS AND COMMISSIONS PICNIC Board Manager Benson informed the Commission of the City’s Boards and Commissions Picnic on August 22, 2019. DIANE WARD – CONTRACT UPDATE Motion by President Speedling, seconded by Commissioner Vania to waive the insurance requirements for the contract. All in favor. MET COUNCIL WATER EFFICIENCY GRANT Board Manager Benson and Commissioner Vania stated that at this time it would not be feasible and maybe in the future. Commissioner Jensen will get information from her contacts. OPERATIONAL REVIEW OF PUBLIC WORKS DEPARTMENT, INCLUDING BOARD OF WATER COMMISSIONERS Board Manager Benson reviewed the City Council process for the Request for Proposals for the Operation Reviewed. It is anticipated that the operational review will take approximately three months. Commissioner Vania will work with Mr. Benson to give the consultant information. This update should be on the agenda every month. REVIEW CITY OF STILLWATER PURCHASING POLICY For the Commission information. Mark up for the Commission review at the August meeting. INFORMATION FOR COUNCIL MEETING Items for Council would be continuation of the Water Board Website, Smart Controllers and White Bear Lake. 2019 AUDIT BY CLIFTONLARSONALLEN LLP Board Manager Benson stated the audit is complete and that Chris Knopik will be at the next meeting. Discussion was held on the Board’s policy on payments, deposits, and payment options. WELL # 6 FLOW METER Board Manager Benson stated that nothing has changed and he is still working with the contractor. MAIN BREAK DATA Commissioner Vania presented update information, up to April 2019, on watermain break costs for contractors and Water Department personnel and materials used. He continued by stating that the costs up to April 2019 is $153,000 and normal for the year is approximately $70,000- $80,000 over the past few years. The department has experienced some high cost main breaks, Page 3 of 4 Board of Water Commissioners July 18, 2019 rd 3 Street main break cost $60,000 and the cold and shift in temperature had an impact on the breaks. The large costs are not budgeted for. Mr. Benson explained that the pipes that usually break were installed in the 1960s – 1970s. The older 1900s pipes were sand cast and the newer ductile iron pipes there has not been trouble with those. RATE STUDY START DATE Board Manager Benson stated he that will be working with CliftonLarsonAllen on the date to start the Rate Study. BREAK DOWN SUMMARY - WHITE BEAR LAKE Board Manager Benson stated he will gather the information earlier requested by Commissioner Vania for the August meeting. NEW TRUCK Board Manager Benson stated that the new truck is budgeted for $31,000 within Capital Outlay however they are not making the trucks we currently have with the short box. He continued that they have looked at the Chevrolet Colorado which would fit the department needs. Truck and trade would be approximately $24,000. It was the consensus of the Board to proceed with a second quote. NEXT MEETING DATE Next meeting is August 8, 2019 at 8:00 a.m. ADJOURNMENT Motion by President Speedling, seconded by Commissioner Vania to adjourn at 9:06 a.m. to closed session for labor negotiations strategy pursuant to Minnesota Statutes 13D.03. All in favor RECONVENED President Speedling reconvened the regular meeting at 9:19 a.m. Commissioner Vania asked if Ms. Ward has started the project and a timeline for the filling of Ms. Knowles position. Mr. Benson stated that Ms. Ward has begun the position review and that he will email the draft job description to the Board. He will provide the Board with a timeline at the next meeting. ADJOURNMENT Motion by President Speedling, seconded by Commissioner Vania to adjourn at 9:23 a.m. All in favor. _____________________________________________________ Steve Speedling, President ATTEST: ________________________________________________ Robert G. Benson, Board Manager Page 4 of 4