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HomeMy WebLinkAbout2019-10-10 BOWC MIN 204 Third Street N Stillwater, MN 55082 651-439-6231 MEETING MINUTES THURSDAY, OCTOBER 10, 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 Motion by President Speedling, seconded by Commissioner Jensen to approve the agenda as presented. All in favor. APPROVAL OF BOARD MEETING MINUTES Board Manager Benson noted a spelling error of Commissioner Jensen’s name and will have that corrected. Motion by Commissioner Jansen, seconded by President Speedling to approve the June 13, 2019 meeting minutes as corrected. All in favor. APPROVAL RESOLUTION NO. 1535, DIRECTING PAYMENT OF BILLS Commissioner Jensen questioned the deferred compensation plan and Safe Water Commission Back-flow letters amounts. Mr. Benson responded that the deferred compensation is solely contributed by the employees, the Water Board does not contribute. He stated that the back- flow letters amount included postage and time for the letters going out. Motion by President Speedling, seconded by Commissioner Jensen to adopt Resolution 1535, directing payment of bills. All in favor. SMART CONTROLLER CONTRACT – RICK ELLIS Mr. Benson reviewed the proposed changes suggested at the last meeting and introduced Rick Ellis of Safe Water Commission to answer any of the board’s questions and information on the program such as work orders and response times. He stated that there will be a support number on the equipment for the homeowners. Commissioner Jensen mentioned the use of Hunter Systems and asked if homeowners are required to have Wi-Fi. Mr. Benson responded in the affirmative. Commissioner Vania asked Mr. Ellis how many residents will be notified of the smart controllers for irrigation systems and Mr. Ellis responded that there were 800 and stated the contact for the program will be via the water bill looking for volunteers for the pilot program. Board of Water Commissioners October 10, 2019 Mr. Benson stated that this pilot program has to have 50% of the controllers in Browns Creek Watershed District because they are paying for half the controllers. Mr. Benson stated that the contract is being reviewed by the City Attorney. Commissioner Vania expressed concern on the paying for the costs prior to January 2020. President Speedling explained that the program cost is $10,000 payable 30-days after signing which will get the program started. Mr. Ellis stated that the next payment would not be until spring when they start installing the controllers. It was noted by Councilmember Polehna that the contract stated an annual contract. Mr. Ellis explained it is just for this pilot program and that it is hoped it will continue into the commercial areas, however that this contract is only for one year. Motion by President Speedling, seconded by Commissioner Jensen to approve the controller contract contingent upon City Attorney review and approval. All in favor. SUPERVISOR OF DISTRIBUTION REPORT Supervisor of Distribution Tibbetts updated the Board on the street improvement and that they would be getting the valve boxes up to grade for the winter. Flushing will be completed in the next few weeks. Commissioner Jensen requested pictures of the flushing for the website. The Water Department and Fire Department make notes on repairs. It was the consensus of the board to get cost estimates for raising the hydrants that are very low to the ground for long term budgeting. Mr. Tibbetts stated that Bolton Menk came out to collect data for GIS which will be ultimately loaded into Beehive. Mr. Tibbetts provided an update on the new truck. COMMUNITY EDUCATION (INFOGRAPHIC) AND WEBSITE Commissioner Jensen provided an update on the website. She stated that she will be sending assignments out this month. ICE CASTLES Mr. Benson stated that the City Council approved the Ice Castles agreement on October 1, 2019 which would be in Lowell Park pending review of Public Works Director Sanders and Ice Castles to determine the location. Councilmember Polehna stated he brought up the filtering of the water. Mr. Benson stated that he brought up the filtering option to City Administrator. Commissioner Vania suggested that TKDA do a study on how to filter and ask the Ice Castles to pay for it. SMART CONTROLLER – COST SHARE AGREEMENT Mr. Benson stated that this item will have to be tabled until the next meeting as he is waiting for the City Attorney to review and approve along with the 10% rather than 20%. PURCHASING POLICY Mr. Benson stated that this item will be tabled to the next meeting. BROWNS CREEK Commissioner Vania stated that the water fountain was approved by the Parks Commission and he provided an update as well. Page 2 of 3 Board of Water Commissioners October 10, 2019 ADMINISTRATIVE ASSISTANT UPDATE Mr. Benson informed the Board that a candidate has been chosen and in the process of contacting references and preparing an offer letter. BEE HIVE /ABOVE GROUND ASSETS Mr. Benson provided an update on the above ground assets changes with Beehive. He also stated that training will be coming up. ACCOUNT BALANCE QUESTION Councilmember Polehna questioned the account balances listed. Mr. Benson explained what the account balance were listed on the agenda which were not customer non-payment related. Mr. Benson explained that the Water Board does not assess unpaid bills. He stated that the department does have some water service repairs that will be assessed and those will be coming before the City Council shortly. CURRENT LEAK SURVEY & BID CONTACT Mr. Benson explained that he is in the process of preparing bid document and getting quotes for contractor work for water leaks and stated that it could be a couple of months before that process is complete. He requested that the Board consider using Miller Excavating to repair the leaks that were addressed in the leak survey. It was consensus of the board that the bid document and quotes would take effect in January and directed Mr. Benson to proceed with the leak repairs with Miller Excavating. NEXT MEETING DATE Next meeting is November 14, 2019 at 8:00 a.m. ADJOURNMENT Motion by President Speedling, seconded by Commissioner Jensen to adjourn at 8:48 a.m. All in favor. _____________________________________________________ Steve Speedling, President ATTEST: ________________________________________________ Robert G. Benson, Board Manager Page 3 of 3