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HomeMy WebLinkAbout2019-08-08 BOWC MIN 204 Third Street N. Stillwater, MN 55082 651-439-6231 Meeting Minutes Thursday, August 8, 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 Chris Knopik, CliftonLarsonAllen LLP APPROVAL OF AGENDA It was requested that the following items be added to the agenda: Backflow Preventor Shutoffs Position Description & Comments Motion by President Speedling, seconded by Commissioner Jensen to approve the agenda as amended. All in favor. APPROVAL OF BOARD MEETING MINUTES Motion by President Speedling, seconded by Commissioner Vania to approve the July 18 meeting minutes. All in favor. APPROVAL OF BOARD CLOSE SESSION MINUTES Motion by President Speedling, seconded by Commissioner Jensen to approve the July 18 meeting minutes. All in favor. APPROVAL RESOLUTION NO. 1533, DIRECTING PAYMENT OF BILLS President Speedling noted the payment for minutes by Diane Ward and Mr. Benson mentioned that is just for the minutes and he has not received a bill for the job position manual which he anticipates will come at another time. Motion by President Speedling, seconded by Commissioner Vania to adopt Resolution 1533, 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 proceeding well and the contractor is installing an insertion valve on Ramsey Street W to replace a faulty valve that was found after the contractor hit a service line during the street project. He continued by stating that street work should be conducted nd th in the next couple weeks in the area of North 2Street and Broadway and 6 Avenue and Walnut the department doesn’t have much work in that area. Mr. Benson stated they are still working with Bolton & Menk on the mapping. In the final process it will also address the small developments that came in last year. Consensus to have a finished map in the meeting room. Mr. Benson informed the Board of an issue with Well #11. After start up the pump would fault out. Automatic Systems came out and it is grounding out and that was fixed. Testing was done on the by-pass valve and it didn’t work, it has been fixed. Automatic Systems made the necessary corrections when they were out. CHRIS KNOPIK – 2018 AUDIT Chris Knopik provided a presentation on the 2018 Audit with the Board. Clean audit however segregation of duties is an issue because of only two people in the office. He reviewed the cash flow and receivables with the Board. Commissioner Vania reaffirmed that the water funds can not be used for anything but water operations because it is a designated enterprise funds. He asked about a cash flow limit. Mr. Knopik stated that with utilities it is difficult but would recommend that the cash flow be maintained quarterly to ensure that bills and payroll are met. Commissioner Jensen asked if a package of the audit could become a part of the website. Mr. Knopik stated that the entire audit (not excerpts) could be placed on the website or some communities have put the presentation on their website for their residents to view. Mr. Benson will contact Mr. Knopik for information for website. COMMUNITY EDUCATION (INFOGRAPHIC) AND WEBSITE Commissioner Jensen provided an update on the website being completed by Dan Gustafson. She stated she is aiming for October 2019. She continued that she will be meeting with Mr. Gustafson to outline the website. She stated that at the next meeting she would provide a shell for the website. Mr. Benson stated he would contact TKDA for White Bear Lake summary. It was suggested to contact Diane Ward to inquire if she is interested in providing assistance in placing content on the new website. WHITE BEAR LAKE As requested by the Board, Mr. Benson provided the costs to date for the White Bear Lake issue. Cost total is a little over $41,000 with $10,600 to TKDA, $11,800 to WSP and attorneys LeVander Gillian & Miller $16,200 and Dave Magnuson for $2,300. Mr. Benson stated that Mr. David Sienko with LeVander Gillian & Miller, is willing to meet with the Board to provide an update on White Bear Lake. The Board passed on this update for now. TKDA WHITE BEAR LAKE LIMIT The current billing limit is $22,000 and they are currently at $22,600 and they would like to bill up to $23,000. Mr. Benson suggested that the Board set the limit at $25,000 for future costs regarding the White Bear Lake issues. Page 2 of 4 Motion by Commissioner Vania, seconded by President Speedling to set the TKDA billing limit to $25,000. All in favor. BEE HIVE WORK MANAGEMENT UPDATE Mr. Benson updated the Board by stating that the City has downloaded underground assets to the computers but they have run into some hardware issues as well has a pop-up notice in the software, not just the Water Department computers. He stated he has used it; however, they are still having issues loading on different computers. The above ground information should work and he is waiting for confirmation on the format to be used. Commissioner Vania expressed that he would like the above ground assets on the ground running by January 1, 2020. He has the time to upload in September and October and would like answers on the viability to get it online by January 1. NEW TRUCK Rebid the new 2019 Colorado with Stillwater Motors and Merit Chevrolet and the bids were $21,191.61 and $21,387.25 respectively. Motion by Commissioner Vania, seconded by President Speedling to approve the purchase of the new truck from Stillwater Motors in the amount of $21,191.61 BROWNS CREEK WATERSHED EVENT – SEPTEMBER 14, 2019 Mr. Benson asked if the Board wants a booth. Consensus was to wait until next year to have a booth and information. OPERATIONAL REVIEW OF PUBLIC WORKS DEPARTMENT, INCLUDING BOARD OF WATER COMMISSIONERS OPERATION AND ST. CROIX VALLEY RECREATION CENTER OPERATIONS UPDATE Mr. Benson updated the Board on the operational review and they will need information from the department. He will gather information. There will be individual interviews in September after Labor Day. At this time, they will be meeting with employees and later with the Board. WELL #6 FLOW METER UPDATE Mr. Benson stated that they found a meter that will work and are in process of getting it installed. UNION CONTRACT REVIEW AND APPROVAL Motion by President Speeding, seconded by Commissioner Vania to approve the union contract as provided for 2019-2020. All in favor. BACKFLOW UPDATE Mr. Benson reviewed the various notices on Backflow Prevention Program for the testers and newspapers. He has been working with SafeWater Commission on the notices. SHUT OFF UPDATE There were 6 properties shutoff with 2-3 properties were turned back on. Page 3 of 4 POSITION DESCRIPTION Mr. Benson requested comments be sent to him as soon as possible. He will talk to City HR about adding a 2-year degree under desired qualifications and see if this would change the classification/compensation points. NEXT MEETING Next meeting will be September 12, 2019. ADJOURNMENT Motion by President Speeding, seconded by Commissioner Jensen to adjourn the meeting at 9:36 a.m. All in favor. _____________________________________________________ Steve Speedling, President ATTEST: ________________________________________________ Robert G. Benson, Board Manager Page 4 of 4