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

November 24, 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, October 27, 2003 starting at 10:00 a.m.  Chairman Frank Engels called the meeting to order with Commissioners Ken Buysse, Earl DeWilde, Jerry Lonneman, Charlie Simonson, Rod Spronk, Henry Van Dyke, Joe Weber, and Bill Ufkin present. Commissioner Leonard Swenson was absent.  Also present were LPRW Attorney, Dan McDonald; DGR Engineers, John Madden and Darin Schriever; Field Superintendents, Don Drietz and Tom Muller; Director of Finance and Administration, Dennis Healy; and visitors Mike Brunner, Gary Geihl and Dale Hinz.

 

Agenda:  The Agenda was approved with the addition of Board candidate interviews at 10:30; 1:00 and 2:00.  Rod Spronk asked to put a discussion of radio advertising policy on the agenda, but agreed to discuss it at the next meeting.

 

Minutes:  M/S/P Ufkin/Lonneman to approve the minutes of the October 27, 2003 Regular Board meeting.

 

Treasurer's Report:  M/S/P Van Dyke/Simonson to approve the Treasurer’s report as presented.

 

Bills:  M/S/P Lonneman/Buysse to approve the following bills for payment:

·   DeWild Grant Reckert and Associates Company: Minneota Tower #39 = $1,428.75; NE Phase #36 = $27,785.93; Lynd Area #35 = $2,080.00;

·   McDonald, Gudmestad & Schramel: General Legal Services = $583.82; Northeast Expansion = $260.00

·   Caldwell Tanks, Inc.: NE Phase Minneota Tower-Pay Estimate #10 = $55,558.80

·   Ervin Well Co.: NE Phase Wells #8, #9 & #10-Pay Estimate #3 = $24,636.19

·   Robert L. Carr Co.: NE Phase Green Valley Booster-Pay Estimate #3 = $133,177.65

·   Eatherly Constructors, Inc.: Purchase of excess Northeast Phase materials for inventory or resale = $457,930.40

·   USDA Rural Development: GO Water Systems Bond of 1999 = $130,893.75

 

Attorney’s Report:  Dan McDonald discussed procedures concerning appointment of a new Board member from the Northeast Expansion area, and assessment procedures for new hookups.

 

Candidate Interview:  Michael J. Brunner from Hazel Run Township met with the Board to interview for an open position on the LPRW Board of Commissioners.

 

Attorney’s Report continued:   M/S/P Ufkin/Lonneman to authorize the use of special assessments for new hookups in 2004.  The cost will remain at $8,900 in addition to membership fees of $300-$350.  Limitations and fees on large water users were also discussed.

 

Regional Water Development:

 

•  Adrian:  The well driller will begin exploration in the next few weeks, and if water is found we may not need to proceed with an early Lewis & Clark pipeline project.

 

•  Rock County Rural Water:  The RCRW proposal to provide water depends entirely on the cost of that water.

 

•  Dawson:  We can start negotiations with Dawson in anticipation of an expansion project.

 

The Board directed staff to begin plans for expansion projects based on the availability of water supplies and interest.

 

 

Candidate Interview:  Dale Hinz from Posen Township met with the Board to interview for an open position on the LPRW Board of Commissioners.

 

Director of Operations Report:  Don Evers was not available so other staff gave the report.

·   Don Drietz reported that work at the Affinity Hills subdivision is complete and new hookups are being installed.  Northeast progress and meter services were discussed.

·   Tom Muller reported on activities in the south part of the system.

·   Dennis Healy reported on the progress of the Lewis & Clark project.

·   Healy and Joe Weber reported on the CREP benefits at the Verdi and Holland wellheads and recommended that LPRW support implementation of the program.  M/S/P Spronk/Buysse to provide $300 to support CREP in the region.  The Red River Basin Commission is the managing agency and Cottonwood SWCD is the coordinator in this region.

 

Candidate Interview:  Gary Geihl from Normania Township met with the Board to interview for an open position on the LPRW Board of Commissioners.

 

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

 

•  Lynd Project:  We are still waiting for lien waivers so the Underground Developers contract can be closed out.

 

•  Minneota Tower and Booster:  The project is nearly complete and is now in service.  The Caldwell contract is completed except for minor punch list items.  M/S/P Spronk/DeWilde to approve Change Order #2 to extend the Caldwell contract by 46 days, subject to USDA Rural Development concurrence.  Several punch list items remain to be completed on the KHC contract.  The SCAD system is working and US Filter is completing startup items.

 

•  Green Valley Booster:  The booster station is in place and startup is scheduled for December 8th.  M/S/P Lonneman/Weber to approve Change Order #2 to extend the Robert L. Carr contract by 85 days, subject to USDA Rural Development concurrence.

 

•  Schedule 1B Mainline:  The contractor is installing services, and  completing other work.  M/S/P Weber/Buysse to approve, subject to USDA-RD concurrence, Change Order #9 decreasing the Eatherly Contract by $232,425.70 for reduced quantities. 

 

•  GIS/GPS:  John Madden presented information on implementation of GIS/GPS mapping for the Northeast Phase project.  M/S/P Ufkin/DeWilde to authorize DGR to prepare a proposal for USDA-Rural Development consideration.

 

•  Burr WTP Improvements:  Darin Schriever presented preliminary feasibility information for the Burr Water Treatment Plant. M/S/P Buysse/Simonson to authorize DGR to prepare a proposal for USDA-Rural Development consideration.

 

•   Burr Wells:  The Ervin Well Company is making good progress, and they completed the Well #10 pump test at 100 gpm.  M/S/P Weber/Lonneman to approve Change Order #2 to extend the Ervin Well contract by 41 days, subject to USDA Rural Development concurrence.

 

 

Director of Finance and Administration Report:

·   Healy reported that LPRW and Marshall Municipal Utilities have issued a joint RFP for security planning services.  Security improvements to facilities are being completed with assistance through the Lincoln County Emergency Management Office.

·   A summary of hookups and reimbursements in the Northeast Phase Expansion Project was presented for Board review.

 

 

 

 

Committee Reports: The following committee reports were given:

Executive Committee: No report.

Water Resources and Equipment Committee: M/S/P Lonneman/Buysse to approve the minutes of the October 27th Committee meeting, and to approve the 2004-2009 Capital Improvement Program as recommended.

Personnel Committee: M/S/P Van Dyke/DeWilde to approve the minutes of the October 27th Committee meeting, and to approve the new pay tables for hourly employees as recommended. M/S/P Weber/Simonson to approve 2004 salaries as recommended.

Budget & Finance Committee: M/S/P Buysse/Van Dyke to approve the minutes of the October 27th Committee meeting, and to approve the 2004 Operating Budget as recommended.

Search Committee: The Board reviewed and discussed the qualifications of the Board candidates interviewed.  All 3 candidates were excellent chooses, and after multiple ballots the Board decided to adopt the following:

M/S/P DeWilde/Weber to adopt the resolution entitled RESOLUTION RECOMMENDING APPOINTMENT OF BOARD MEMBER FROM YELLOW MEDICINE COUNTY TO THE LINCOLN PIPESTONE RURAL WATER SYSTEM BOARD OF COMMISSIONERS as follows:

 

WHEREAS, Lincoln Pipestone Rural Water System has expanded its service area to the north and east, and a major portion of the expansion is located in Yellow Medicine County; and

WHEREAS, the Lincoln Pipestone Rural Water System Board currently consists of ten members but is authorized to have eleven members; and

WHEREAS, Lincoln Pipestone Rural Water System Board has solicited interested persons to fill the available Board seat 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 from Yellow Medicine County for consideration.

BE IT NOW RESOLVED that Lincoln Pipestone Rural Water System Board of Commissioners hereby recommends Michael J. Brunner to fill the open position from Yellow Medicine County and recommends that the Yellow Medicine County Board of Commissioners concur in said appointment to fill said open position for a term of four years commencing on January 1, 2004, all pursuant to and provided for by Minnesota Statutes 116A.

 

and to forward this recommendation to the Yellow Medicine 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.

 

Minnesota Rural Water Association, Board Representative:  No report.

 

Other: The Board was reminded that the election of officers for 2004 is scheduled for the December meeting.

 

Adjournment:  M/S/P Lonneman/Buysse to adjourn the meeting at 5:00 p.m.  The next Regular Board meeting will be Monday, December 29, 2003 at 10:00 a.m.

 

 

 

 

                                                                                     ______________________________________________

                                                                                                Rod Spronk, Secretary