LINCOLN PIPESTONE RURAL WATER SYSTEM

East Highway 14, P.O. Box 188, Lake Benton, MN 56149

                (507) 368-4248 or (800) 462-0309        fax (507) 368-4573 email:  lprw@itctel.com

 

 

 

 

 

 

 

MEETING MINUTES

March 31, 2003

 

 

The regular scheduled meeting of the Lincoln Pipestone Rural Water (LPRW) System Board of Commissioners was held at the LPRW office in Lake Benton on Monday, March 31, 2003 starting at 10:00 a.m.  Chairman Frank Engels called the meeting to order with Commissioners Ken Buysse, Jerry Lonneman, Charlie Simonson, Rod Spronk, Leonard Swenson, Bill Ufkin, Henry Van Dyke, and Joe Weber present. Commissioner Roger Gilliland was absent.  Also present were LPRW Attorney, Dan McDonald; DGR Engineers, John Madden and Darin Schriever; Field Superintendents, Don Drietz and Tom Muller; and Director of Operations, Don Evers.

 

Agenda:  The Agenda was approved with the addition of the Tuesday meeting with the City of Cottonwood and a 3:00 p.m. interview with Earl DeWilde.

 

Minutes:  Van Dyke/Simonson to approve the minutes of the February 24, 2003 Regular Board meeting.

 

Treasurer's Report:  Bill Ufkin indicated that no formal Treasurer's Report would be presented because the audit has not be completed yet. Karen Petersen will attend a training session with Redwing Accounting to work with the new accounting software.  The Board will visit with the auditor about completing the audit earlier next year.

 

At 10:30 a.m. Eric Petersen met with the Board to discuss his interest in the pending open Board position.

 

Bills:  M/S/P Ufkin/Buysse to authorize final payment to LTP Enterprises on the Burr Well #8 project subject to completion of final project paperwork, and despite numerous delays and pump test problems that resulted in unnecessary expense for LPRW.  M/S/P Weber/Lonneman to have Evers document the problems and costs associated with the LTP and forward that information to USDA-RUS, and request that Liesch Associates do the same.  M/S/P Ufkin/Buysse to approve the following bills for payment:

·   DeWild Grant Reckert and Associates Company: Minneota Tower #31 = $398.80; NE Phase #28 = $13,871.20; Lynd Area #27 = $1,482.00; General Services #24 = $312.00

·   McDonald, Gudmestad & Schramel: General Legal Services = $631.32; Northeast Expansion = $20.00

·   Eatherly Constructors, Inc.: NE Phase Schedule 1B Mainline-Pay Estimate #5 = $340,682.33

·   KHC Construction, Inc.: NE Phase Minneota Booster-Pay Estimate #3 = $73,147.00

·   Liesch Associates, Inc.: Well #8 Invoice #8 = $9,427.60

·   LTP Enterprises:  Well #8 Pay Estimate #1 = $35,915.00

·   US Filter: Ghent Booster/Lynd Standpipe Control Panels and SCADA = $29,200.71

·   Winter Brothers Underground:  Lynd Schedule1 Payment #3 as approved 11/25/02 = $31,889.54

·   Lewis & Clark Rural Water System: FY 2003 3rd quarter fee = $14,117.00

 

Don Evers reported that Troy Larson has been hired as the Executive Director of Lewis and Clark Rural Water.  The Lewis and Clark project environmental assessment has been completed by the Bureau of Reclamation with a “finding of no significant impact.”

 

Attorney’s Report:  LPRW Attorney, Dan McDonald reported that there are people requesting changes in assessments on the Northeast Phase project, and he will prepare a list for Board review.  McDonald recommended that the Board adopt a resolution recommending a candidate to fill the Pipestone County vacancy on the LPRW Board.

 

 

 

Don Evers reported on the following items:

 

•  Lynd Project:  The Lynd Standpipe and Booster project is complete and on line except for the SCADA controls that will be installed when the Minneota Booster in ready.

 

•  Northeast Phase Mainline and User Additions Projects:

•   Signups are at a standstill now.

•   Eatherly Constructors, Inc. is ready to resume trenching next week.

 

•  Minneota Tower & Booster Project:  KHC plans to have the Booster Station portion of the project completed by May 15th, and Caldwell Tanks should be back soon to complete the tank.

 

•  North Internal Users Project:  The Internal Users Expansion is being kept open until spring for final cleanup and for any additional users added over the winter.

 

•  City of Cottonwood:  Board representatives and staff will meet with the City of Cottonwood to discuss possible connection to the LPRW system as part of the Northeast Phase.

 

•        Representatives from the City of Edgerton will be invited to the next meeting, and Tom Muller will be getting water samples from wells in the Adrian area.

 

•   We will be meeting with Rock County Rural Water staff on April 10th to discuss interconnection of our systems, and purchase of supplemental water supplies.

 

•   The Leota Booster improvements seem to have resulted in a gain to 50-60 gpm.

 

•   The Edgerton well belonging to LPRW has been repaired, and it should be available to help meet peak demands at up to 100 gpm.

 

•   We have not received a proposal from the City of Dawson yet.

 

•   Don Evers presented a report from Lyon Lincoln Electric that shows the savings to date for the generators installed at Verdi and Burr.

 

•  Burr Well #8:   Water quality concerns with the Burr Well #8 resulted in discussion of further testing at other sites before new wells are installed.  M/S/P Ufkin/Swenson to authorize bids to finish Well #8 if water quality tests at other sites are acceptable.  Darin Schriever will prepare an estimate for improvements at the treatment plant for sulfate removal.

 

 

At 1:30 p.m. Mike Moeller met with the Board to discuss his interest in the pending open Board position.

 

 

Engineer’s Report:  John Madden and Darin Schriever reported on the following items:

 

•  Schedule 1B Mainline:  The Board discussed the Eatherly Constructors proposal for a $138,307 contract adjustment as a result of the proposed Change Order No. 3 deduction of $1,148,291.  A conference call discussion with Chris Penn and Shane Hastings from USDA-RD did not result in any decision, and Madden will contact Board Attorney, Dan McDonald, to get his interpretation of the specifications.  Another conference call is scheduled for 2:00 p.m. on April 7th.

 

•  Lynd Project:  The Winter Underground contract paperwork has been completed and final payment authorized.

 

•   Green Valley Booster Project:  Plans have been sent to agencies for review.  M/S/P Buysse/Simonson to authorize LPRW staff to set a bid opening date as soon as agency reviews allow.

 

 

Director of Operations Report:

·   Don Evers reported that he has had a request from an area farmer to put a repeater antenna on the Chandler Tower.  John Madden will send some sample policies on this issue for the Board to review.

·   The Wellhead hearings are scheduled for 10:00 a.m. and 1:00 p.m. on Friday, April 4th.  The Water Resources & Equipment Committee will represent the Board.  The Committee will also review quotes for new pickups.

·   Don Drietz reported that road crossings will be installed in the Affinity Hills Estates subdivision in Lynd this spring.

 

Director of Finance and Administration Report:

·   Healy was out of town so there was no report.

 

Committee Reports: The following committee reports were given:

Executive Committee: No report.

Budget & Finance Committee: No report.

Personnel Committee: M/S/P Swenson/Lonneman to approve the minutes of the March 21, 2003 Committee meeting.  M/S/P Ufkin/Swenson to adopt Section 104.05 EDUCATIONAL ASSISTANCE and add it to the Personnel Policy as follows:

Section 104:05

EDUCATIONAL ASSISTANCE

Policy:

            It is the policy of Lincoln Pipestone Rural Water to provide educational assistance to its employees in accordance with the guidelines established below.

Comment:

        1.     To be eligible for educational assistance, employees must have regular full-time status and at least one year of service with LPRW.

        2.     Eligible employees may be reimbursed only for courses of study that LPRW determines are directly related to the employee’s present job or that will enhance the employee’s potential for advancement to a position within LPRW and to which the individual has a reasonable expectation of advancing.  In addition, only courses that are offered by LPRW approved institutions of learning will be eligible for reimbursement.

        3.        Employees who want educational assistance must obtain approval from the Personnel Committee before enrollment.  This approval will not be granted without a positive recommendation by the employee’s supervisor.

        4.     The Personnel Committee and supervisors normally should consider the following factors in evaluating requests for educational assistance:

a.     The nature and purpose of the course of study;

b.     The benefits to be derived by the employee and LPRW;

c.     The employee’s level of responsibility and length of service;

d.     The estimated cost; and

e.     Any potential lost time or productivity while the employee participates in the program.

        5.     Employee reimbursement for eligible educational assistance will normally be based upon the grade received for the course, as follows:

a.     For a grade of “B” or above, 100% of eligible reimbursable costs;

b.     For a grade of “C”, 75% of eligible reimbursable costs;

In addition, 75% of eligible reimbursable costs will be paid for passing a “pass-fail” course.  No reimbursement will be made for a grade lower than “C,” for classes that are audited, or for classes the employee does not complete.  Employees receiving reimbursement from any outside sources, such as the Department of Veterans Affairs or scholarships, may use the above formula, but LPRW’s portion may not make the total exceed 100% of the reimbursable cost.

        6.        Employees seeking reimbursement for educational expenses must submit a certified transcript of their grades and receipts for the expenses incurred to the Human Resources Manager.  LPRW then will reimburse to the employee the applicable percentage of the cost of tuition only.  However, employees who take courses at the specific request or direction of management may be reimbursed for all costs in advance.

        7.        Employees who are terminated during enrollment because of a reduction in force or job elimination will be reimbursed for the eligible reimbursable costs incurred up to the date of termination.  Employees will not be reimbursed for any eligible reimbursable costs associated with the course if they voluntarily leave LPRW or are terminated for reasons other than those listed above.

        8.        Employees seeking reimbursement for educational expenses must agree in writing to repay LPRW in full if they leave LPRW voluntarily or are terminated within one year from the date of reimbursement.

        9.        Employees are expected under normal circumstances to schedule class attendance and the completion of study assignments outside of their regular working hours.  It is expected that educational activities will not interfere with the employee’s work, and unsatisfactory job performance during enrollment may result in forfeiture of educational assistance and termination of employment.

      10.     Records of all education programs completed by each employee will be maintained by the Human Resources Manager.

 

Search Committee: No report.

Water Resources and Equipment Committee: No report.

Minnesota Rural Water Association, Board Representative:  Leonard Swenson reported that 1,170 people attended the MRWA Conference in St. Cloud.

 

At 3:00 p.m. Earl DeWilde met with the Board to discuss his interest in the pending open Board position.

 

Other Business:  The Board discussed and reviewed the qualifications of the 3 candidates for the pending open Board position.  M/S/P Buysse/Van Dyke to adopt the resolution entitled RESOLUTION RECOMMENDING REPLACEMENT BOARD MEMBER (PIPESTONE COUNTY REPRESENTATIVE) OF LINCOLN PIPESTONE RURAL WATER SYSTEM as follows:

 

WHEREAS, Lincoln Pipestone Rural Water Commissioner, Roger Gilliland, has represented the County of Pipestone on the Lincoln Pipestone Rural Water System board; and

WHEREAS, Roger Gilliland has become disabled due to medical reasons, and is no longer able to serve in his capacity as commissioner on the Lincoln Pipestone Rural Water System board; and

WHEREAS, Lincoln Pipestone Rural Water System board has solicited interested persons as a replacement and has met with and interviewed prospective candidates; and

WHEREAS, after the aforementioned process, Lincoln Pipestone Rural Water System board has narrowed its list of candidates for Roger Gilliland’s replacement to represent Pipestone County on its board.

BE IT NOW RESOLVED that Lincoln Pipestone Rural Water System Board of Commissioners hereby recommends Earl DeWilde to fill the vacancy on the board created by the incapacity of Roger Gilliland of Pipestone County and recommends that the Pipestone County Board of Commissioners approve said appointment to fill said vacancy until expiration of that term, all pursuant to and provided for by Minnesota Statutes 116A.

 

and to forward this recommendation to the Pipestone County Board of Commissioners.  All members present voted in favor of the resolution.  Dennis Healy was directed to prepare letters for the Chairman to notify the candidates of the Board’s recommendation.

 

Adjournment:  M/S/P Lonneman/Simonson to adjourn the meeting at 5:30 p.m.  The next Regular Board meeting will be Monday, April 28, 2003 at 6:00 p.m.

 

 

 

 

 

 

 

 

 

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                                  Rod Spronk, Secretary