MINUTES UTILITY COMMISSION MEETING MARCH 8, Bernstein, Deloach, Fredericks, Groschen, McCune, Pehrson; Town

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1 MINUTES UTILITY COMMISSION MEETING MARCH 8, 2018 The meeting was called to order at 7:00 p.m. Present: Bernstein, Deloach, Fredericks, Groschen, McCune, Pehrson; Town Board Liaison: Kermes; Clerk: Short; Public Works Director: Reed. Absent: Hesse with notice. APPROVAL OF AGENDA (Additions/Deletions): Bernstein moved approval of the agenda as submitted. Deloach seconded. Ayes all. APPROVAL OF FEBRUARY 8, 2018 MINUTES (Additions/Deletions): Deloach moved approval of the February 8, 2018 meeting minutes. Bernstein seconded. Ayes all. CONSENT AGENDA: McCune moved approval of the Consent Agenda as follows: 4A) Receive Monthly Sewer & Water Report; 4B) Receive EDAB Minutes; 4C) Receive Republic Services Monthly Services Report. Pehrson seconded. Ayes all. 1

2 COMMISSIONERS REPORT: Water Meters: Staff is working with the manufacturer and vendor on settlement for replacing the meters which were registering inaccurately. Another meeting will be held on March 12 th. SWIPP Program/Utility Program Coordinator Position: The position which will handle work associated with complying with stormwater mandates will also include water conservation. Seventy percent of the services would be utility involved and funded. Currently the Town Engineer and Public Works Director have been handling these issues but as reporting requirements continue to grow it is becoming evident that an additional position needs to be created Preliminary Tax Levy: A preliminary tax levy of $3,868,742 will be presented for resident approval at the Annual Meeting on March 13 th. This levy will be an 8% increase. The preliminary levy can be lowered when presented for approval at the Budget Meeting in December, but it cannot be raised. Commissions/Board Terms: The Town Board had looked at various communities regarding commission and board appointment terms. Current policy states that if a member has three unexcused absences from regularly scheduled meetings in one year this could indicate cause for removal; and if a member misses five regularly scheduled meetings in one year, whether excused or not, this could indicate cause for removal. GIS Implementation: The Public Works Director is recommending the implementation of a Geographical Information System (GIS). Looking ahead staff would recommend the purchase of a GIS unit for locating and tracking activities and field services to provide appropriate street sections and ties cards associated with street addresses. These linked documents will give staff a general idea where a feature, such as hydrant, gate valve, curb stop may be located. 2

3 PUBLIC WORKS DIRECTOR REPORT: The Public Works Director reviewed the Public Works Department Activity for the month of February Lift Station Upgrades: TKDA will provide an engineering proposal for developing bid documents for Lift Station #10 in early The Public Works Director is working with Churchils, Vissers, and one other resident on a landscaping design to address resident concerns. Water Meter Repair/Reading: 1) A follow up meeting with Sensus representative and Core&Main representative was held regarding replacing the inaccurate registering residential water meters. 2) Commercial water meter testing will begin soon with information that has been provided by utility billing Capital Equipment/Capital Improvement Programs: The GIS request for bids has been placed on hold per staff s request to further investigate the use by departments other than Public Works. 2) A site survey for Town warning sirens needs to be completed by the Public Works Director to provide information to nstallation contractor, West Shore Services. The installation is scheduled for the end of March. Storm Water Program: Ramsey County has provided a draft cost-share agreement that has been reviewed by the Town Attorney and returned to Ramsey County for review and incorporation into the agreement. Water System Improvements/Issues: 1) Well #5 Treatment Plant #1 veneer project will be completed late spring, early summer. The acid wash of the exterior and other warranty work will be included. 2) An interconnect for area south of TH 96 with the City of White Bear Lake s water system is going to be proposed to the Town Board in The Town Engineer and Public Works Director will visit the possible interconnect locations in late spring to determine which is the most feasible. 3) 3

4 Water Tower Clean and Coat was unable to complete the cleaning of the South Water Tower in They will clean the tower in the late spring of ) The Town Board approved the specifications and advertisement for bids on February 5, 2018, for Well #1 rehabilitation in The work includes repair and replacement of well pump, shaft, and column piping. An electronic transducer will also be part of the rehab. This is the only well without a transducer in the system. 5) A concrete floor will be installed in the base of the Northeast water tower. Sanitary Sewer System Improvements/Issues: 1) The 2017 I&I project was awarded on October 2 nd to Visu-Sewer, Inc. The Public Works Director is in contact with Todd Stelmacher, the Visu-Sewer project manager to discuss the start of the I&I work. Work will be done in late March, early April because of the cold weather delays on other projects. 2) The televising has been awarded to Visu- Sewer for Cottage Avenue, Prospect Avenue and Lakeview Avenue. A small section of gravity line between the Bald Eagle Easement and Lift Station #3 will also be included. 3) Lift Station #10 will be rehabilitated in Street Improvement Program: 1) The Town Engineer has been directed by the Town Board to prepare a feasibility report on the Bellaire and Eastwood Manor neighborhoods. 2) 2018 Sealcoat project specifications and advertisement for sealed bids was approved by the Town Board. DNR/WBL LAWSUIT OVERVIEW: The Judge released a Court Order that demands that the DNR comply with the ruling. The DNR has met with the 11 affected communities within a five mile radius around White Bear Lake that are affected by the DNR s amendment of groundwater well appropriation permits. The amendment includes: 1) Enforcement of a residential irrigation ban when the level of White Bear 4

5 Lake is below feet, to continue until the lake has reached an elevation of 924 feet. The preparation and enactment of this process will be completed within 6 months; 2) Develop a plan to reduce per capita residential water use to 75 gallons per day and total per capita water use to 90 gallons per day; 3) Work with the Metropolitan Council to evaluate current conservation goals and update them as needed; 4) Contingency plan in water supply plans for conversion to total or partial supply from surface water sources. The Town will work with neighboring communities on surface water sources. The Town has provided amended information to the order with a report on calculations for reducing water consumption which were not accurate in the court order. The amendment process allows the Township to file an appeal within 30 days. The Town will wait until the last week in March. WATER CONSERVATION: 1) IRRIGATION RESTRICTIONS; 2) IMPLEMENTATION: Ordinance No. 12 dealing with sprinkling was reviewed. It was noted that regardless of the lake level lawsuit, water conservation still needs to be addressed. The Township is more restrictive in watering but does the odd/even days allowed for watering make a difference? There was discussion regarding the number of pools in the Township. It was suggested that a pool survey be done. There was discussion regarding adding water conservation to the Utility Commission s list of duties and having a water conservation group. It was the consensus that water conservation would fit in with the Utility Commission s interest. 5

6 Bernstein moved to recommend to the Town Board that water conservation be added to the list of duties and responsibilities of the Utility Commission. Pehrson seconded. Ayes all. STORMWATER PROJECTS REVIEW: The Public Works Director reviewed identified stormwater projects relating to repair of outfalls. The Utility Commission, at its February 8, 2018 meeting, moved to recommend to the Town Board that $100,000 of the Stormwater Utility Fund be available for stormwater projects as reviewed at that meeting. The Public Works Director reported that the outfall #5 located at West Bald Eagle and St. Anthony and outfall #6, located at Est Bald Eagle and Park Avenue were recommended to be repaired. He noted that since grant funding has been received the two projects will cost $27,500 ($70,000 without grant funding). This provides funding for additional stormwater projects. After review and recommendation by the Public Works Director it was the consensus that all the outfalls: numbers: 9, 3, 16, 17, and 35 be taken care of using the additional funding. It was the consensus that the Stormwater Project Listing is a very helpful tool for the Utility Commission in reviewing stormwater projects. NEXT MEETING DATE / AGENDA ITEMS: The next meeting date is scheduled for Thursday, April 12 th. Agenda items to include: Irrigation restrictions and implementation (continued discussion). 6

7 Deloach moved to adjourn the meeting at 8:55 p.m. Pehrson seconded. Ayes all. Respectfully Submitted, Joan J. Clemens Recording Secretary 7