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HomeMy WebLinkAbout2019-09-12 BOWC MIN 204 Third Street N. Stillwater, MN 55082 651-439-6231 Meeting Minutes Thursday, September 12, 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 requested that the following items be added to the agenda: Above Ground Asset Collection Bee Hive Status Water Fountain – Browns Creek Motion by Commissioner Vania, seconded by President Speedling to approve the agenda as amended. All in favor. APPROVAL OF BOARD MEETING MINUTES Motion by Commissioner Vania, seconded by President Speedling to approve the August 8, 2019 meeting minutes. All in favor. APPROVAL RESOLUTION NO. 1534, DIRECTING PAYMENT OF BILLS Commissioner Vania asked about the frozen water line, if it was left over from last year. Board General Manager Benson responded that was correct. Motion by President Speedling, seconded by Commissioner Vania to adopt Resolution 1534, directing payment of bills. All in favor. Revenue Commissioner Vania stated that the department is down approximately $250,000. He wanted the Board to keep this information in mind. Should be discussed at the next meeting. Board of Water Commissioners September 12, 2019 Expenditures Commissioner Vania asked about the labor for meter reading. Mr. Benson explained that it will vary because the labor for meter reading includes readings for final bills, not just quarterly readings. Commissioner Vania asked about the increase in telephone. Mr. Benson responded that last year there was a mix-up in tracking and now it is more in line with the cost. Commissioner Vania asked about the increase in dental bills, Mr. Benson reminded the Board that it was changed a couple of years ago with the City to be self-insured rather than pay a monthly premium. Commissioner Vania inquired about the increase in repairs and supplies. Mr. Benson responded that is in relation to watermain breaks. SUPERVISOR OF DISTRIBUTION REPORT Supervisor of Distribution Tibbetts provided the Board with an update of street project work which is not going well due to the weather, but that the water departments stuff nd basically done with one service left for replacement on Walnut Street. North 2 and Broadway should not be much and hydrant flushing begins next week with the Fire Department. Leak Survey came back and found 3 hydrant leaks, 5 service leaks and 5 main leaks. He informed the Board that they would be in contact with the residents with leaks and work with contractor for the main leaks. Mr. Benson explained how the leaks are found as part of the department’s preventative maintenance program. The survey is done every other year. Commissioner Vania asked if the work on Martha will be treated like a main break. Mr. Tibbetts responded yes; however, it is probably a joint that is leaking. Mr. Benson explained the reasons for using Miller Excavating. Councilmember Polehna expressed concern as he is hearing that they are so slow in getting things done. COMMUNITY EDUCATION (INFOGRAPHIC) AND WEBSITE Commissioner Jensen stated that she is not quite done with the shell of the website and asked if Ms. Ward would be able to assist. Mr. Benson stated that she is not available this year but would check with her for next year. Ms. Jensen stated that she hopes to bring information to the next meeting and will use the TKDA information that was in the packet for the site. ICE CASTLES General Manager Benson informed the Board that Ice Castles is requesting to come back to Stillwater in the same area it was before. He stated that that event application is going through the City’s processes. Councilmember Polehna stated that they are trying to get them to the Bridgeview Park. Page 2 of 5 Board of Water Commissioners September 12, 2019 It was discussed to use the river water and that Ice Castles should fund a study to see if that is feasible. Councilmember Polehna stated that there may be other activities coming for the winter season trying to get Stillwater to be a 4-season community. 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 that interviews with various department heads has taken place as well as the water department. No other news on that yet. SMART CONTROLLER – COST SHARE AGREEMENT Mr. Benson stated that there are three small changes by the Browns Creek Watershed District to the cost share agreement that were approved by City Attorney Land. He reviewed the changes with the Board. Commissioner Vania asked for verification of fees. It was the consensus of the Board that the City Attorney should sign off on the contracts that are reviewed by her. Motion by Commissioner Vania, seconded by Commissioner Jenson to approve three changes by the Brown’s Creek Watershed and the addition of a signature of approval by the City Attorney. SAFE WATER COMMISSION SMART CONTROLLER CONTRACT Mr. Benson reviewed the Safe Water Commission Smart Controller Contract which has been reviewed by the Board and the City Attorney. Commissioner Vania stated that the term date should be pushed off to April 30, 2021. He also questioned the calculation and would like to see the basis of the calculation as an addition to the contract. He asked how the ticketing works he would like that changed to work order than ticket. Councilmember Polehna stated that the statutory insurance limits have changed and should be checked with the City Attorney and have her sign off as well. Mr. Benson will bring the revised contract for approval at the next meeting. WHITE BEAR LAKE SUMMARY TO DATE TKDA provided a summary for the website and it was the Board consensus to put this on the site. PURCHASING POLICY Mr. Benson reviewed the draft purchasing policy. Changes should be Executive Director to General Manager should be referenced as well as the President as the deputy treasurer. Page 3 of 5 Board of Water Commissioners September 12, 2019 Commissioner Jensen questioned if Miller Contracting had a contract. President Speedling suggested that it be bid every year – put together a draft bid for work to protect the Water Department with the auditor. Mr. Benson explained how the auditor helps with the segregation of duties. Councilmember Polehna suggested a service contract and Mr. Benson stated he would check with Mr. Sanders. ADMINISTRATIVE ASSISTANT UPDATE Mr. Benson provided an update and timeline on the administrative assistant position. He requested that Diane Ward be approved to assist in the recruitment of the administrative assistant. He stated that if the candidates do not meet the requirements we would have to advertise again for the position. Commissioner Vania insisted that Mr. Benson get the best possible candidate. WELL #6 FLOW METER UPDATE Mr. Benson stated that the meter has been installed however it is still not pumping as it should therefore, he will discuss what the next steps will be with the contractor. He stated that this well was televised. The pumped was rebuilt 6-7 years ago. He explained that wells are rehabbed every 10-15 years. NEW TRUCK UPDATE Mr. Benson stated that the new truck is in and Mr. Tibbetts will be working to get decals, light bar, etc. ABOVE GROUND ASSET COLLECTION Commissioner Vania provided information to the Board on the above ground asset collection which will be loaded into the Bee Hive Work Management Software. He stated he needs a meeting with the water department personnel. BEE HIVE STATUS Mr. Benson updated the Board on the Bee Hive Status. Commissioner Vania asked for a meeting with them in October and explained how it would work. BROWNS CREEK PARK FOUNTAIN Commissioner Vania reviewed how they would install a fountain in Browns Creek Park and that he is looking for funding. POSSIBLE INFORMATION FOR CITY COUNCIL FOR NOVEMBER  Smart Controller Program – Modified Schedule  Smart Controller  Leak Detection – Preventive Maintenance  Backflow Preventer Program  Website Update Page 4 of 5 Board of Water Commissioners September 12, 2019  Service Contract Bid for Main Breaks  White Bear Lake Update Mr. Benson stated that a resolution will need to be done on how the Smart Controller Program will be enforced for the November meeting NEXT MEETING Next meeting will be October 10, 2019. ADJOURNMENT Motion by President Speeding, seconded by Commissioner Vania to adjourn the meeting at 9:22 a.m. All in favor. _____________________________________________________ Steve Speedling, President ATTEST: ________________________________________________ Robert G. Benson, General Manager Page 5 of 5