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HomeMy WebLinkAbout2019-11-14 BOWC MINBOARD OF WATER COMMISSIONERS pm' MEETING MINUTES THURSDAY, NOVEMBER 14, 2019 204 Third Street N Stillwater, MN 55082 651-439-6231 President Speedling called the meeting to order at 8:00 a.m. Present: Commissioners Vania, Jensen, and President Speedling Absent: Councilmember Polehna, Supervisor of Distribution Tibbetts Staff Present: Board Manager Benson 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 Commissioner Jensen noted a spelling error of her name. Motion by President Speedling, seconded by Commissioner Vania to approve the October 10, 2019 meeting minutes as corrected. All in favor. APPROVAL RESOLUTION NO. 1536, DIRECTING PAYMENT OF BILLS Commissioner Vania asked about a refund of $1,100. Mr. Benson explained that when residents request large water bill refunds, it is usually because automatic payments are larger than what is due and overtime the credit becomes large then they request a refund. Commissioner Vania asked about Hilde payment. Mr. Benson explained that it is an actuarial that works with the auditors regarding post retirement information. Commissioner Vania inquired about the $32,000 to McGarry -Kearney. Mr. Benson responded that this is for the annual insurance premium for all the buildings, auto as well as the Board's insurance. Commissioner Vania asked about the credit card fee of $500 and how many transactions are covered by that fee. Mr. Benson informed the Board that this fee covers between 600-700 transactions. Motion by President Speedling, seconded by Commissioner Vania to adopt Resolution 1536, directing payment of bills. All in favor. Commissioner Vania asked about the revenue and if WAC estimate would need to be lower next year. Mr. Benson explained that it will be lowered because it will not include the large WAC charge from the senior center that was done. Expenses are like last year. He stated that there is still the expense for Nelson Street for approximately $50,000 and other street work. Board of Water Commissioners November 14, 2019 SUPERVISOR OF DISTRIBUTION REPORT Mr. Benson provided the department report in Mr. Tibbetts' absence. He reported that flushing hydrants are done, doing hydrant repairs and service repairs with contractors. Commissioner Jensen asked if insurance is contacted if a car damages a hydrant. Mr. Benson explained that depending on the repair it will be determined whether to contact the insurance companies. He continued by stating that winter preparations are being completed. He also provided an update on the new pickup truck. JEFF PRATT- 7960 MINAR AVE WELL APPROVAL Mr. Benson informed the Board of a request from the City and Jeff Pratt has been received for Board approval to drill a new well in the Minar neighborhood. Mr. Benson stated that the City will not bringing sewer and water into the neighborhood. Mr. Pratt is subdividing his lot and selling off 1 acre or so, which will be for a new home in the future and requires a new well. After checking the location of the property, it was noted that this property did not have water and sewer available to it. Motion by Commissioner Vania, seconded by President Speedling to approve the installation of a well but that the new property will have to connect to water when it becomes available upon the sale or transfer of the title. All in favor. COMMUNITY EDUCATION (INFOGRAPHIC) AND WEBSITE COMMISSIONER JENSEN Commissioner Jensen provided an update on website content. She will be sending out suggested content to the Board next week to help with the information. She continued by stating that she watched the "Value of Water" and captured their slides as it provided some basic information to enhance your brand or building a foundation and outreach to the community. She felt that participating in next October's "Imagine a Day without Water" would be a good communication tool for the community as well as the website. NEAL AVENUE WATER MAIN EXTENSION $85,000 BOARD TO PAY 25,000 Mr. Benson stated that the City is extending watermain on Neal Avenue from north of Boutwell to the south of Walnut Creek Drive approximately 750 feet and that the City is requesting that the Board pay $25,000 to help offset the cost to the seven (7) residents. He stated that the assessments would be too high for those residents affected by the extension. He provided the Board information regarding past precedents regarding subdivision and hookup requirements and recommended approval. Motion by Commissioner Vania, seconded by Commissioner Jensen to approve the $25,000 payment to the City of Stillwater for the watermain extension on Neal Avenue from north of Boutwell 750 feet to the south end of Walnut Creek. All in favor. ICE CASTLES Mr. Benson informed the Board that Ice Castles will not be held in Stillwater this year. President Speedling noted that the St. Croix, north of Stillwater, is impaired, Commissioner Vania stated that it has always been impaired, but testing was never done in that area. Page 2 of 4 Board of Water Commissioners November 14, 2019 SMART CONTROLLER- COST SHARE AGREEMENT Mr. Benson informed the Board that the Smart Controller Cost Share Agreement and the Safe Water Agreement has been reviewed and signed by the City Attorney. He stated the next step is up to the contractors. Commissioner Vania suggested that the contractor provide a schedule to the Board at the January meeting and a communication plan with Browns Creek. Mr. Benson stated that the budget will need to be approved at the January meeting which may be postponed by a week, he will provide dates for 2020 at the December meeting. PURCHASING POLICY Mr. Benson reviewed the purchasing policy. Commissioner Jensen requested that Section 1.2 Executive Director should be changed to General Manager. Commissioner Jensen suggested that Mr. Benson continue to inform the Board on large purchases under the $50,000. Motion by President Speedling, seconded by Commissioner Vania to approve the Purchasing Policy. All in favor. WHITE BEAR LAKE - UPDATE Mr. Benson provided an email update from Attorney David Sienko that stated that The Minnesota Supreme Court granted the petition to review the Court of Appeals' decision regarding the White Bear Lake case. He informed Mr. Benson that he would contact the Board with any further updates. BEE HIVE - UPDATE Commissioner Vania reviewed the BeeHive update and he felt that the staff is accepting of this program. Mr. Benson stated that he has not been informed of the startup date. Commissioner Vania recommended that the focus be on Events (Contractors term for Work Orders) related to main breaks, equipment and instrumentation failures, and service failures to keep it simple. This data will give us the most value because it will be charged to Assets likes pipe, pumps, drives, sensors, etc. It will require the collection of time, materials, and contractor costs against an asset. He continued that the system also tracks Activities, through the Time Sheet Process, which are not asset based such as inspections, lawn care, snow removal etc. and suggested this process be implemented in the future. A discussion came up on where the Below Grade Asset Data will be maintained - in GIS or in Bee Hive. We need to do further research on how Bolton Menk GIS and Bee Hive Data is transferred back and forth between the two software applications. All agree the data in both systems need to be consistent over time. He stated that it was agreed that all Above Ground Asset Data be maintained only in the Bee Hive Data Base. He requested that staff start documenting January 1, 2020 and he explained how the the GIS and Beehive data transferred between the two. SUSTAINABLE STILLWATER AND GREEN STEP CITIES - COMMISSIONER JENSEN Commissioner Jensen noticed that Sustainable Stillwater has stepped up and the City has joined Green Step Cities with the management being done by Sustainable Stillwater. She felt there is a component that affects the Water Department. She suggested inviting Sustainable Stillwater to the February meeting to learn more and help them on the water side. Page 3 of 4 Board of Water Commissioners November 14, 2019 HISTORIC DRINKING WATER FOUNTAIN - COMMISSIONER JENSEN Commissioner Jensen addressed a fountain that is in the pocket park across from the Lowell Inn which had a plaque stating that the Water Department installed it in the 1920s, but it is not working. Mr. Benson stated he will provide history and if it is working. GENERAL UTILITY REPAIR QUOTE REQUEST - REVIEW Commissioner Vania felt there was no sense of urgency in the proposal. Mr. Benson responded that the contractors will know the sense of urgency, if they do not respond in a timely manner the department can move to the next contractor. Motion by President Speedling, seconded by Commissioner Vania to approve the proposed quote form as submitted by Mr. Benson. All in favor NEXT MEETING DATE Next meeting is December 12, 2019 at 8:00 a.m. with Mr. Benson bringing the 2020 Schedule of Meetings to this meeting. Commissioner Jensen will be unable to attend. GENERAL INFORMATION Commissioner Vania informed the Board that he received $500 from Browns Creek for the water fountain and that the St. Croix Runners will be managing the GoFundMe page for the remaining monies for the fountain. Commissioner Vania requested information on the rate study. Mr. Benson stated that the rate study has started and the Board should receive the study prior to the April billing with a presentation to the Board possibly in January 2020. Commissioner Vania asked about the Organizational Study. Mr. Benson responded that he has not heard anything on it, but that he has spoken with Mr. McCarty and he was going to contact them. Commissioner Vania requested that this item be on the December agenda. Commissioner Jensen expressed concern about Council comments at a meeting that may have shown bias on the Organizational Study. It was the Board consensus to inform Mr. McCarty of the Boards concern of the comments and that the study should be unbiased. ADMINISTRATIVE ASSISTANT - UPDATE Mr. Benson introduced Tracy Anderson, the new Administrative Assistant, to the Board. ADJOURNMENT Motion by President Speedling, seconded by favor. ATTEST: Robert G. Benson, Board Manager issioner Jensen to adjourn at 9:28 a.m. All in te#ae Speedling, resident Page 4 of 4