Lake Emma Township Regular Board Meeting – December 6, 2016
Call to Order: The Lake Emma Township Board of Supervisors Regular Meeting of December 6, 2016, was called to order by Chairman, Brian Behrens at 7:00 PM, at the Town Hall. The Pledge of Allegiance was recited. Members present: Supervisors Behrens, Tony Platz and Irene Weis; Clerk, Lynne Erickson and Treasurer, Linda Ballou. Also Present: Terry Long, Justin Long, Jeff Adolphson.
Changes or Additions to Agenda: None.
Clerk's Report: Minutes of Township meetings are posted on the Township Website and distributed in advance to Board members. Motion by Tony seconded by Irene to approve minutes of the November 1, 2016 Regular Meeting. Motion carried.
Motion by Tony seconded by Brian to approve minutes of the November 14, 2016, Board of Canvass Meeting. Motion carried.
Treasurer's Report: Linda Ballou presented the Financial Report for the month ending November 30, 2016:
Total of all Accounts: $462,335.97 = General Fund--$97,230.77, Road & Bridge Fund--$365,104.70.
Northview Bank Money Market: $70,217.95.
Citizen's National Bank Accounts: Checking--$62.31, Money Market--$133,955.99, CD--$54,150.15, CD--$53,082.96, CD--$150,866.11.
Funds Available: $204,236.25.
December Checks: Payroll: #3676 - #3691- $6,028.37 (including Election personnel), Claims: #3681, #3692 - #3709 - $15,044.04. 3 additional checks were drafted for missed claims: #3710 – 3712 - $458.86.
Motion by Irene seconded by Tony to approve the Treasurer's report for month ending November 30, as presented. Motion carried.
Resignation of Treasurer: Treasurer Linda Ballou presented a letter of resignation effective December 31, 2016. Board members decided to act upon an appointment at the January meeting.
Road Report: Terry Long reported that they are in the winter season of plowing. They have some trees down, and some hanging over the roads and will continue to work on those trees.
A) Survey for Garnet Project at Ken Grob property. A survey is needed to positively identify whether trees to be removed are inside the Township ROW. Brian received quotes: Lindow Surveying - $2,850 (+ certificate of survey, if needed of $500 to $,1000); and Arro Surveying - $1,000 (+ $400 if certificate is needed). Arro has done a Center-Line survey of the road in recent years, and has records on file. Irene stated her opposition to hiring Arro, saying she wondered if Atro fully understood the scope of the survey when giving their quote. Brian advised that he gave both companies the same information when requesting a quote. Motion by Brian seconded by Irene to hire Arro Surveying to perform the survey on the area of Garnet designated for the project. All voting Aye: Brian, Irene. Abstain: Tony. Motion carried.
B) Long Construction 2-year Contract: Contract was presented for signing, after approval at the November meeting. Signatures were affixed and copies distributed to Long Construction and Lake Emma Township to file.
C) Alex Berg, 25612 Hope Drive, complaint of water runoff from Township Road onto his driveway causing washouts: His is the1st house at the top of the hill and water runs out of the ditch onto his property. Terry Long visited with Mr. Berg and observed the issue. Terry suggested lowering the ditch and putting in a culvert on Township ROW to create a catch basin, which would not impact properties down the line. This has been an ongoing problem and might be difficult to negotiate the cost.
Board members discussed adopting a formal policy regarding new entrances. Jeff Adolphson thought that Hubbard County had a flat fee for culvert installation. The Township wants this project to be done correctly. Brian will meet with Mr. Berg.
Two Board members had received an email from Bob Berdahl regarding the 2017 AIS Watercraft Inspection. Mr. Berdahl inquired whether Lake Emma Township planned to participate in the program and whether Lake Emma Township will be able to meet the April 30, 2017 grant contribution deadline. The Clerk will respond to the email, stating there would be no problem with the deadline. The check will be scheduled for payment at the April meeting.
Review of Compensation Resolution: Compensation of the Supervisor Chairman was reviewed Lynne stated that the Chair performs many tasks in addition to coordinating the meetings. Motion by Tony seconded by Irene to increase the Board Chairperson's stipend $50 to $200 per month. All voting aye: Tony and Irene. Nay: Brian. Motion carried. The compensation resolution will be revisited in a year.
Irene will do more research on the storage of Township documents.
Adjournment: Meeting adjourned at 8:10 PM.
Lake Emma Township
Board of Canvass
November 14, 2016
The Lake Emma Township Board of Supervisors convened at 8:17 A.M. at the Lake Emma Town Hall on Monday, November 14. The Pledge of Allegiance was recited. Board members present were Supervisors Brian Behrens, Irene Weis and Tony Platz (via FaceTime from The Villages, FL). Also present was Clerk, Lynne Erickson. The purpose of the meeting was to review and certify the results of the Township Election held on Tuesday, November 8, 2016.
Board members were sworn in as the Board of Canvass. Clerk, Lynne Erickson, provided the November 8, 2016 Election Canvass Report (on file). Township results are as follows:
Precinct Votes Absentee Votes Total Votes
Supervisor Seat A 521 124 645
Anthony L. Platz
Supervisor Seat B 497 116 613
Irene L. Weis
Clerk 515 119 634
Motion by Brian seconded by Irene to adopt the following resolution:
A RESOLUTION CANVASSING THE NOVEMBER 8, 2016, TOWNSHIP ELECTION RETURNS AND DECLARING RESULTS
Meeting adjourned at 8:25 AM.
Lake Emma Township Regular Board Meeting – November 1, 2016
Call to Order: The Lake Emma Township Board of Supervisors Regular Meeting of November 1, 2016, was called to order by Chairman, Brian Behrens at 7:00 PM, at the Town Hall. The Pledge of Allegiance was recited. Members present: Supervisors Behrens, and Irene Weis; Clerk, Lynne Erickson. Supervisor Tony Platz was present via FaceTime. Absent: Treasurer, Linda Ballou.
Also present: Alex Berg, Robb Swanson, Linda Meyer, Deputy Nate Stein.
Changes or Additions to Agenda: Add Road Report, Item C: Haakon Drive issue, and Alex Berg request.
Clerk's Report: Minutes of the October 4, 2016 Regular Meeting are distributed in advance and available on the Lake Emma Township Website. Motion by Tony seconded by Irene to approve the minutes of the October 4, 2016 Regular Meeting. Motion Carried.
Treasurer's Report: In the absence of Linda Ballou, Lynne Erickson presented the Financial Report for the month ending October 31, 2016:
Total of all Accounts: $474,789.08 = General Fund - $97,393.37 and Road/Bridge - $377,393.71.
Northview Bank Money Market: $70,206.44
Citizen's National Bank Accounts: Checking - $500.00, Money Market – 146,116.40, CD – 54,081.99, CD - $53,016.14, CD - $150,866.11.
Funds Available: $216,822.84
November Checks: #3670 through #3675 for $12,627.69. A typographical error was addressed.
Deputy Treasurer, Linda Meyer, informed the Board that Township Deputy Officers are not included on the CNB signature card and, therefore, cannot sign Township checks in the absence of the Clerk or Treasurer. To avoid future issues, the Board must authorize, by motion, the Deputy officers to be approved signers.
Motion by Brian seconded by Tony to authorize Deputy Clerk, Marianne Potratz and Deputy Treasurer, Linda Meyer, to sign the card at Citizen's National Bank and Northview Bank, giving authority to sign Township checks. Motion carried.
Motion by Brian seconded by Tony to approve the Financial Report for October 31, 2016 as presented. Motion carried.
Road Report: Alex Berg, 25612 Hope Drive, was present to discuss how the Township Road is directing water runoff onto his driveway, causing washouts. Mr. Berg introduced photographic documentation of the problems. Long Construction will review the site and make recommendations at the December meeting.
A surveyor has not been contacted to mark Right-of-Way boundaries on Garnet Drive for the site improvement project. Brian will contact a surveyor.
Brian received a call regarding a residence on Haakon Drive that was reviewed on the Fall Road Tour. The problem is water runoff, after the DNR project completion, which was not an issue prior to the project. The site was reviewed on the Road Tour and it appears that the landing is the cause of the problem, not the Township Road.
Justin Long reported that the Half Moon Drive turnaround is completed. Green Pines and Garnet have had shouldering, and grading continues.
Long Construction Contract Renewal: The contract updates were reviewed. Brian noted that the charges going forward are not the highest nor the lowest according to a contractor survey from 2 years ago. Motion by Irene seconded by Tony to renew the maintenance contract with Long Construction as presented, for the period 1-1-2017 to 12-31-2018, Motion carried. Copies will be presented for signing at the December meeting.
Zorbaz Liquor License Renewal: Robb Swanson was present to request approval of Zorbaz Liquor License for the coming year. Motion by Brian seconded by Tony to approve Resolution 16-03 Liquor License Renewal for Zhateau Zorbaz. Motion carried.
Annual Review of Township Road Status: David Olsonowski, County Engineer, sent copies of Lake Emma Township map and each road's status, whether paved, gravel, etc. No action was taken as the status of each road has not changed in the past year. The Clerk will return the information to the County Engineer by November 9, as requested.
Concerns from the Floor: No Concerns from the floor. Brian stated that Mike Webster has not yet signed the revised easement for the turnaround on Half Moon West. The County Recorder rejected the first attempt to record the document due to clerical issues. The issues are now resolved and the easement will be recorded after Mike Webster's signature is obtained.
Board of Canvass: The Board will meet on Monday, November 14, 2016 – 8:15 AM, as the Board of Canvass to declare the results of the November 8 Election.
Storeroom Inventory: The need to purchase a fireproof safe or cabinet was briefly discussed. There may be other methods of preserving important documents and the matter was tabled to do further research.
Township Website: Lynne Erickson informed the Board that the current software used for the Website will not work on Windows 10, and that means the new computers cannot be used for updating the website. Brad Rittgers, the current website administrator, has been contacted and agreed to assist the Township with conversion to another website builder, such as WIX. More work is needed to construct a website design for Board approval.
Miscellaneous Items: The next Township Assn. Meeting is scheduled for November 21, 2016 at White Oak Township.
Regarding future Mail Ballot Elections: The County Auditor/Treasurer stated that the maximum number of registered voter will determine which jurisdictions may hold future elections by this means. Lake Emma Township currently does not qualify, as the number of registered voters exceeds the maximum of 400.
Adjournment: Motion by Irene seconded by Tony to adjourn. Meeting adjourned at 8:25 PM.
Lake Emma Township Regular Board Meeting – October 4, 2016
Call to Order: The Lake Emma Board of Supervisors Regular Meeting of October 4, 2016 was called to order by Chairman, Brian Behrens at 7:00 PM, at the Town Hall. The Pledge of Allegiance was recited. Members present: Supervisors Behrens, Tony Platz and Irene Weis; Clerk, Lynne Erickson and Treasurer, Linda Ballou. Also present: Justin Long, Curt Meyer and Deputy Nate Stein, arriving at 8 PM.
Additions or Changes to Agenda: None.
Clerk's Report: The minutes are available in advance of the meeting, on the Lake Emma Township website. Motion by Tony seconded by Irene to approve the minutes of the Regular Meeting of September 6, 2016. Motion Carried.
Motion by Irene seconded by Tony to approve the minutes of the Fall Road Tour on September 19, 2016. Motion Carried.
Treasurer's Report: Treasurer, Linda Ballou, presented the Financial Report for the period ending September 30, 2016:
Total in all Accounts: $433,317.42 – General Fund $97,248.57 and Road & Bridge $336,068.85.
Northview Money Market: $125,825.82.
Citizen's National Bank: Checking $500, Money Market $49,463.40, CDs $54,081.99, $53,016.14 and
Funds Available: $175,789.22.
The Treasurer informed the Board that she may be unable to attend the November Board meeting.
Motion by Irene seconded by Tony to accept the Treasurer's Report as presented. Motion carried.
Road Report: Justin Long, Long Construction presented the road report. They are trying to keep the grader running constantly with fall maintenance. They have finished mowing, fixed the culvert on Hector, grading Base 1 roads as it rains. They plan to do a lot of trimming this winter.
Garnet: Curt Meyer, WSN, left three copies of the pay estimate recap to be signed and distributed. He has spoken to Mike at Arago Township regarding the reimbursement to Lake Emma Township on the project. Mike indicated that Arago will handle the matter any way that Lake Emma Township decides. Irene would like an invoice sent to Arago Township. Board members agreed that the retainage amount will be held until the spring to see what happens to the road over winter. Curt will write a letter advising Central Specialties the retainage will be held. Brian wants to hear from Arago Township before releasing the retainage next spring. advising us they have no outstanding issues before finalizing the project. Curt asked when the Township wanted to do the infrared heating, now or wait to see if it reacts over the winter. Board members agreed to wait until spring to do the infrared. MNDOT research is showing that the resurfacing issues happen more during wetter years than dry years.
Half Moon Turnaround West—DNR would prefer NOT to do an easement because of the difficulties in getting all agencies to sign off on it. It takes up to 2 years to get the paperwork done. The DNR advised to use the turn around as is, unless they can do something to make it better. Tony is comfortable leaving the DNR turnaround as it is, if it's workable for the maintenance people.
Half Moon Turnaround East—WSN is going to mark the easement. Terry met with Mike Webster and Karen Onstadt to keep everyone advised on the project.
Motion by Irene seconded by Tony to ratify the payment to Central Specialties for $139,903.04 which was made on the Road Tour. Motion carried.
Road Tour Recommendations: Brushing to be done on 230th and Holly. Brian will call the surveyor who did the earlier Center Line Survey on Garnet to re-locate the R-O-W boundaries, for the proposed site improvement work.
Concerns from the Floor: None.
Appoint Election Judge: Motion by Brian seconded by Tony to approve the Amendment to Resolution 16-1 appointing Laurel Van Dake as an Election Judge. Motion Carried.
The mail ballot election option was discussed. Lynne will check into the possibilities.
Miscellaneous Items: Next Township Association meeting is in White Oak Township, November 21, 2016. Tony will be in Florida for the November and December meetings.
Tony stated that the Township Association meeting was interesting. A DNR representative reviewed the vulnerabilities of homes caught up in forest fires and the ways to reduce the exposure.
Adjournment: Motion by Tony seconded by Irene to adjourn. Motion Carried. Meeting adjourned at 8:10 PM.
LAKE EMMA TOWNSHIP FALL ROAD TOUR-- Monday, September 19, 8 AM
The Fall Road Tour departed from the town hall at 8:15. Terry Long was not present until 8:30. Board Members present were: Brian Behrens, Tony Platz, Irene Weis, and Clerk Lynne Erickson.
Half Moon East:Brian stated that Mike Webster signed the easement allowing for construction of a turnaround. The easement will be recorded and Brian will have WSN stake the turnaround area. Mr. Webster requested a meeting with Terry Long, and Brian suggested Karen Onstadt attend also to keep everyone updated on the project. Webster hoped that the mound at the end of the current turnaround could be used in the construction, and will talk to Terry about it.
Brian said he received an email from the complainant on Hector, regarding the plugged culvert that needs attention. Terry will proceed on that project.
Irene mentioned that Board members serve as weed inspectors and should make note of any wild parsnip.
230th: A gravel road, 1 mile long. Terry suggested brushing is needed along the sides. The brush, including small pine trees, is starting to creep in. If we don't take care of our ROW it will soon become a major project as trees grow to 6” diameter, when it becomes an issue. It will be cost effective to steadily maintain.
Gasparilla Loop: The size of the turnaround is the size we want for half moon West so a even a school bus can turn around without having to back up. Observed again for more deterioration of the road.
Garnet: Comments were made that some parts of the road are a little better than right after the project. It was questioned how much repair will be provided for the $4,500 estimate, other than the very worst bumps where tops are cracked. Not every bump will be fixed. Terry suggested we leave some of the lesser bumps to heal on their own for cost savings. Where there is little traffic the bumps are worse. Brian mentioned that Jed, from Hubbard County, sent an article advising no crack sealing 6 months before an asphalt project.
The group stopped at Ken Grob's driveway to review the proposed maintenance. Two birch trees and one white pine will have to be removed to improve site visibility for Ken, and slope the bank to add snow storage area. The center line survey on file may help to determine the ROW line. Pedestals usually define the lines. Property pins may still be in place marking the property line between Ken and his neighbor. As long as we are on Township ROW, we should be able to make the improvement. Terry indicated that we are running out of time for this season and suggested we get a surveyor soon. Shouldn't be too difficult for the surveyor to consult the center line survey and find the pins.
Haakon: Tony received a complaint from a resident on the East side, that water rose up to the front door after the last rain. Observations were made about drainage and possible alternatives.
Half-Moon West: DNR does not plow their access at all. Some individuals plow to get onto the lake in the winter. Terry has been asked to plow for the school bus to back out. We are waiting for Curt to make further contact with a DNR representative.
Holly: Wash boarding occurs where there is fast traffic but the road is improving. Small trees and brush are cropping up out of the ditches. Pine trees are growing right next to the lake shore, along the road. They are beginning to be good sized and probably should be removed. Board members agreed.
270th: Holding up pretty good. They put 2” of gravel and base one.
Mowing done on 280th.
The payment to Central Specialties was reviewed . The Township Attorney and Engineer have advised that we have no cause to hold up the payment, and we are delaying finalization of Arago's project. Motion by Brian second by Tony to approve payment of $139, 903.04 to Central Specialties Inc. Motion carried. Meeting adjourned at 9:30 AM.
Lake Emma Township Regular Meeting – September 6, 2016
Call to Order: The Lake Emma Board of Supervisors Regular Meeting of September 6, 2016, was called to order by Chairman, Brian Behrens at 7:00 PM, at the Town Hall. The Pledge of Allegiance was recited. Members present: Supervisors Behrens, Tony Platz and Irene Weis; Clerk, Lynne Erickson and Treasurer Linda Ballou. Also present: Justin Long, Terry Long, Curt Meyer, Deputy Nate Stein.
Additions or Corrections to the Agenda: Greenwood Loop was added as Item 5C.
Clerk's Report: The minutes are available in advance of the meeting on the Lake Emma Township website. Motion by Tony seconded by Irene to approve the minutes of the Regular Meeting of August 5, 2016. Motion carried.
Treasurer's Report: Linda Ballou presented the Financial Report for the period ending August 31, 2016: Total in all Accounts - $605,949.61 = General Fund $100,005.66 and Road and Bridge Fund $505,943.95.
Northview Bank: Money Market $179,987.84
Citizen's Natl Bank: Checking-$500, Money Market-$167933.57, CD-$150,430.07, CD-$54,081.99, CD-$53,016.14.
Funds Available: $348,421.41 Sept. Payroll/Claims: $32,846.79 Ck #: $3648-3664
Also Noted: A) $50 donation was received from Peggy Webster and Joan Tweedale for Town Hall rental. B) The Central Specialties billing of $139,903.04 is still unpaid.
Linda inquired about separating funds as follows: All General Funds to be located at Citizen's National Bank and all Road and Bridge Funds to be located at Northview Bank. This change would simplify record keeping. Motion by Irene seconded by Tony to separate Road and Bridge funds to Northview and General funds to Citizen's National Band with exception of CDs at CNB until maturity. Motion carried.
Motion by Brian seconded by Tony to approve the Treasurer's Report. Motion carried.
Road Report: Terry Long reported they have done quite a bit of grading, and clearing trees from the Right of Ways after recent storms, in order to start the mowing. They have been working on Base 1 roads after the rains. Shouldering on Garnet is completed.
Brian received a request for the Township to remove political signs from right of ways. No action will be taken unless the signs restrict mowing.
Brian stated that Long Construction staff should not have to respond to complaints. Board members agreed that complaints should be directed to the Board and then discussed with Long Construction. Terry said he does not mind receiving calls if they are technical in nature.
Complaints have been received on Intrepid. Grading was done on half of Intrepid today.
Tony commented on 4 wheeler damage damage on Half Moon. Deputy Stein stated to call the SO when witnessing these activities.
Garnet Improvement Project: Central Specialties will not fix the problems on Garnet without added cost. Jill Thomas MAPA and John Garrity from MNDOT corroborated the explanations from Curt. John may have more insight into how to fix the bumps. This is a problem all over the State. Pavements are very unpredictable.
Cities have 4-4.5 inch mat. When resurfacing, they mill off enough pavement to eliminate problems with crack sealer, and then resurface. This costs more. Township roads do not usually have such a thick mat, and if they are milled, it will take too much off and damage what's underneath. Some townships leave the road till it's beyond resurfacing, and then reclaim and redo. Again, this costs more. There's not enough traffic volume to correct the bumps on Garnet without additional work. Using crack filler is reasonably inexpensive compared to other options. The front and middle of Garnet are not as bad as the back.
Repairs should take place later in the year, when the pavement is cooler, so heating of the asphalt can be controlled.
When asked for any deductions in the cost, Central Specialties says they performed according to accepted procedures and there will be no adjustments. Board members expressed their displeasure with Central Specialtiies and WSN for the resulting project.
Terry suggested for future projects, a layer of asphalt of 1” to cover the crack sealer and then a final layer. Would add approximately $40,000 to a project, but would be better protection against the crack seal eruptions. Curt stated that heating the bumps on the far end is most important because they will get water in them. Curt estimated $8,000 cost to make the corrections.
Arago's project is tied into the Lake Emma Garnet project. When asked if Arago is happy with their portion of the project, Terry responded he thought they were. They have a small amount of paving left. Central Specialties will not come back and finish Arago's portion until the Lake Emma issue is resolved. Project payments to Central Specialties should come from Lake Emma Township, and Arago Township will reimburse Lake Emma. Curt suggested dealing with the retainage next spring.
Curt will hear more from the professionals this week and will contact Brian with the recommendations. The issue will also be reviewed on site with Loren from Anderson Bros., who can give us a cost estimate and advise as to what will be done.
Intrepid Road: Has been discussed.
Greenwood Loop: Irene took info to Greg Larson and he said Greenwood Loop is a public road and has never been taken over by the township. Therefore, the township has no interest in it. They can do whatever they want. The only problem would be if one of the property owners did not want the improvement that Mr. Eckmann is proposing. At this time, it appears that all impacted residents are in favor of moving the road.
Half Moon East and West: East--Mike Webster will be signing the easement next Monday. Terry inquired if the turnaround has been marked. West—will review on the road tour. Long usually swings in and plows the DNR access for the school bus to turn around.
Set Fall Road Tour Date: The date and time set is Monday, September 19 at 8 AM.
Concerns from the Floor: None.
Town Hall Rental Policy: Irene is satisfied with having prospective renters simply fill out the application. She will check with the insurance provider about Lake Associations who use the Hall.
District Meeting: Irene distributed material she received at the District 11 Meeting. Updates on Weeds, beavers, legislative review.
Fireproof File Cabinets. Lynne Erickson presented information about fire rated cabinets and files. Terry suggested a sprinkling system in the file room. Linda suggested smoke alarms that signal the Fire Department, an Alarm Company, or a cell phone. Lynne will take an inventory of what is in the storage room.
Miscellaneous Items: Hubbard County Township Assn meeting on September 19, at Badoura Town Fall.
Tony inquired about the number of filings for Township offices. Lynne Erickson reported that she received two filings for Supervisor, Tony Platz and Irene Weis, and one filing for Clerk, Nan Iles.
Adjournment: Motion by Brian seconded by Irene to adjourn. Meeting adjourned at 8:40 PM.
Lake Emma Township Regular Meeting - August 2, 2016
Call to Order: The Lake Emma Board of Supervisors Regular Meeting of August 2, 2016 was called to order by Chairman, Brian Behrens at 7:05 PM, at the Town Hall. Members present: Supervisors Behrens, Tony Platz and Irene Weis; Clerk, Lynne Erickson and Treasurer, Linda Ballou. Also present: Justin Long.
Additions or Corrections to Agenda: None.
Clerk's Report: Motion by Tony seconded by Brian to approve the Minutes of the Regular Meeting of July 5, 2016 after correcting a typographical error. Motion Carried.
Treasurer's Report: Linda Ballou presented the Treasurer's Financial Report for the period ending July 31, 2016: Total of all Accounts: $629,151.64 = General Fund $99,318.81, R & B Fund $529,832.83
Northview Bank: Money Market-$179,949.74
Citizen's Natl Bank: Money Market-$191,308.50, Checking-$500, CD-$54,013.92, CD-$52,949.41, CD-$150,430,07
Garnet (Central Specialties) Bill: $139,903.04
Work Comp Refund received-$528.00
Motion by Tony seconded by Irene to approve the Treasurer's Report as presented. Motion carried.
Road Report: Justin Long reported gravel and Base 1 was completed on 270th. Tree clearing and cutting from the recent storms have taken a lot of time. A complaint from Paul Nortz on condition of Intrepid was received. They repaired washouts on Glider & 250th. Shouldering on Garnet is next. Long was concerned that they didn't want to be doing the shouldering while the Garnet repairs were being done.
Garnet Improvement Project: Curt Meyer stopped at Brian's office today with the current billing from Central Specialties. Discussion followed on whether to pay the entire bill. Irene felt that payment indicates satisfaction. Tony wanted to contact an attorney first. Supervisors agreed to consult with Greg Larson. Irene will present the issue to him, have him review at all documents and tell us how to proceed. The bill will not be paid at this time. Tony has received a complaint about drainage on Garnet.
Half Moon Turnaround East and West: Brian presented the ROW Easement for Mike Hudson on Half Moon East Turnaround. The document has been revised by Sara Swansen and WSN. Mike can now take it to his attorney, and when approved, the new turnaround construction can start. Curt has met with David Shotzko of the DNR regarding the Half Moon West Turnaround modifications.
Brian stated Dave Olsonowski will be seeking DNR improvement projects to include in a future grant application.
Greenwood Loop Followup: Irene provided documentation that Greenwood Loop is a public road, but is not maintained by the Township. Tony asked what happens if part of the road is moved. Will it affect the recorded easements, etc.? Irene will ask for clarification from Greg Larson on this matter also.
Concerns from the Floor: None.
Town Hall Rental Policy: Board members agreed that the Hall should be used by Township residents. Whether or not to adopt a formal policy was tabled until the September meeting.
Fireproof Safe/File: Members expressed concerns about the safety of original documents, maps, etc. Lynne Erickson will research cost and specs of fireproof cabinets. Lynne also stated that the new computers have been ordered.
Donation Requests from Annual Meeting: Irene began discussion by advising the Board that the Animal Shelter is not eligible for financial support per MN Statute. She was concerned about the handling of requests at the annual meeting. She also thought there should be a script for the moderator to inform the Electorate that they may only recommend, not compel Township action. Citing a recent call about a Township resident getting bitten by a stray dog, Tony felt that a "health" Statute could be interpreted to cover the Headwaters Animal Shelter. Motion by Brian seconded by Tony to authorize the same financial support to the same 9 organizations for 2016 as was approved at the 2015 Annual Meeting. Those voting aye: Brian, Tony. Abstain: Irene. Motion Carried.
a. Township Assn. Meeting--September 16, 2016, Badoura Township
b. Primary Election-August 9, 2016
c. District 11 Meeting--Wed., August 24, Walker Community Center - 6 PM
d. Filing Dates for Township Offices - August 2 through August 16, 2016
e. Return payroll info by August 9, 2016
Adjournment: Motion by Tony seconded by Irene to adjourn. Motion Carried. Meeting adjourned at 8:30 PM.
Lake Emma Township Regular Meeting - July 5, 2016
Call to Order: The Lake Emma Board of Supervisors Regular Meeting of July 5, 2016 was called to order at 7:00 by Chairperson, Brian Behrens at the Town Hall. The Pledge of Allegiance was recited. Members present: Supervisor Behrens aand Supervisors Tony Platz (arriving at 7:10), and Irene Weis; Clerk, Lynne Erickson and Treasurer, Linda Ballou. Also present: Dan Eckmann, Anna Eckmann, Nolan Eckmann, Justin Long, Terry Long and Curt Meyer.
Additions or Corrections to Agenda: No Additions or Corrections, but Chair Behrens announced that Agenda items may be addressed out of order.
Clerk's Report: Minutes are distributed in advance for review and are also available on the website. Motion by Irene seconded by Brian to approve the minutes of the Regular Meeting of June 7, 2016 as presented. Motion carried.
Treasurer's Report: Linda Ballou presented the Treasurer's Financial Report for the period ending June 30, 2016.
Total of All Accounts: $443,259.53 = Gen Fund: $60,506.18, R/B Fund: $382,753.35 Northview Bank Accts: Money Market: $179,911.64
Citizen's National Bank: CD: $ 54,013.92
Checking: $5,190.30 CD: $ 52,949.41
Money Market: $1,194.26 CD: $150,000.00
Funds Available: $186,296.20 Payables: Check #3638-#3643: $35,529.74
Property Tax Settlement deposited today: $218,871.14. Discussion followed about investing some of the property tax revenue. It was decided to table further discussion of investing until we see what expenses are coming. Motion by Irene seconded by Brian to reverse the May 2016 transfer of $10,000 from Road and Bridge Fund to General Fund. Motion carried.
Motion by Brian seconded by Tony to approve the Treasurer's Report as presented. Motion carried.
Request from Dan Eckmann: Mr. Eckmann requested Township authorization to move a portion of Greenwood Loop in front of the Yerkes property on one end, to the Eckmann property on the other end. Dan would like to move the road further away from the lake to an area recently cut for power poles. He wanted to know if they can do it and what would the Township need for paperwork. This area of Greenwood Loop is not maintained by the Township. There were questions regarding the history of the road. Irene will research the status of the road at the Courthouse and get back to Dan. The cost of the relocation will belong to the property owners. Curt stated there might be some requirements due to the distance from the water and the power lines. Brian recommended Dan contact Tony Nelson at Itasca Mantrap. MPCA may need to be contacted after checking with Eric Buitenwerf at the Environmental Services Department.
Road Report: Terry reported they are doing normal summer maintenance. Graveling on the North stretch of Holly has been completed. Next project will be applying Base 1 to the middle part of 270th. The South half of Holly was scheduled but seems to have settled down after the rain - they will continue to monitor. They have done no weed control.
Garnet Improvement Project: The paving project is complete. There are issues with the rough surface in one driving lane. Curt explained that the areas with cracksealer virtually all reacted to the new asphalt, creating the uneven surface. The other driving lane is smooth. There are many types of crackfiller - some are reactive and some are not. There are several options to remedy the issues. One is to wait until hotter weather and roll again. The road is shady and will not get enough sun to heat the pavement up. Another option is to heat the rough areas with an infrared heater to remove the air trapped within and roll again. Curt felt we would need artificial heat to release the gasses before rolling.
Supervisors voiced their concerns about the condition of the road and the complaints being received. Curt reviewed options for keeping this from happening on the next projects. Using different crackfilling products that are not reactive is more expensive and will not cause this situation but the alternative of using the current products will make the road last longer. Curt explained the cost of the follow-up fixes are the responsibility of the Township. Within a couple weeks, we should have an idea of what to do and the cost. Engineers have suggested waiting till the very hot days, roll it hard and use the infrared to fix the places that don't roll out. Curt said he has never seen it happen like this, that it looked good in the late afternoon and was bumpy the next morning. It usually reacts right away.
Half Moon Turnaround: Brian brought the Half Moon Easement paperwork after review and comments by attorney, Sara Swansen. There were several comments and revisions suggested by the attorney. Curt stated that the landowner's attorney may also have revisions. The document was drafted by WSN's land surveyer. Irene asked what happens if Onstadt property is sold in the future with the turnaround placed as planned. Curt responded that there should be no impact. The vacation stays where it is. Brian asked about the WSN $1,780 bill on this project. Curt will check on the billing to make it more understandable. Curt will also contact Sara Swansen to clarify the easement language.
Tony inquired about West Half Moon turnaround. Curt will be working with the DNR on another turnaround matter, and will get to the right personnel to present the issue. Tony asked about driveways on Garnet. Terry has addressed some of the problems but everything seems better now. Curt stated that shouldering could be done any time.
Striping can wait on Garnet until next year.The County will be doing a county wide striping program again next year and the Township can enroll in the project.
Concerns from the Floor: There were none.
Town Hall Rental Form: Irene provided the rental application from Joan Tweedale for Town Hall use on August 4, 5 & 6. Irene also introduced a policy which will be addressed at the next meeting.
Election Judge Wage: Motion by Irene seconded by Tony to leave the Election Judge wage at $10 for Election Year 2016. Motion Carried.
Purchase of New Computers: Lynne Erickson requested authorization to search for new computers for the Clerk and Treasurer. Both computers have operational issues. The current systems were purchased in Mid-2011. Board members agreed to a $500 cap on new laptop computers.
Resolution 16-1: Motion by Tony seconded by Brian to adopt Resolution 16-1 Appointing Election Judges for the 2016 Primary and General Elections. Motion carried.
Donation Requests from Annual Meeting: Irene stated that Animal Shelters are not authorized by Statute. She will forward an email from Steve Fenske at MAT explaining and is tabled to the August meeting.
Miscellaneous Items: Township Assn Meeting - July 18, 2016
Primary Election on August 9, 2016,
Filing dates for Township Offices - August 2-August 16, 2016, Clerk and Treasurer positions were discussed.
Ron Gangeness, former Township Supervisor, sent photos of the only bridge in Lake Emma Township and photos of the old Town Hall
Tony asked if we had fireproof safe/filing cabinet to protect our original documents. This will be discussed at the August meeting.
Motion by Tony seconded by Irene to adjourn. Motion carried. Meeting adjourned at 9:00 PM.
Lake Emma Township Regular Meeting - June 7, 2016
Call to Order: The Lake Emma Board of Supervisors Regular Meeting of June 7, 2016 was called to order at 7:03 PM by Chairperson, Brian Behrens at the Town Hall. The Pledge of Allegiance was recited. Members present: Supervisors Behrens, Tony Platz and Irene Weis; Clerk, Lynne Erickson and Treasurer, Linda Ballou. Also present: Peggy Webster, Joan Tweedale, Curt Meyer, Terry Long, Justin Long, Deputy Nate Stein.
Additions or Corrections to Agenda: None.
Clerk's Report: Motion by Tony seconded by Irene to approve the minutes of the Regular Meeting of May 3, 2016 as presented. Motion Carried.
Motion by Irene seconded by Tony to approve the minutes of the Spring Road Tour of May 19. 2016 as presented. Motion carried.
Treasurer's Report: Linda Ballou presented the Treasurer's Financial Report for the period ending May 31, 2016. Total of all accounts - $465,897.20, of which $66,005.90 is General Fund and $399,891.30 is Road and Bridge Fund. Northview Accounts: Money Market- $189,874.23 and the CD matured and was deposited into Northview Money Market. Citizen's National Bank Accounts: Checking -$516.10, Money Market -$18,543.54, CDs -$54,013.92, $52,949.41, and $150,000. Funds Available: $208,933.87. Claims: Check # 3626 through # 3637 - $18,639.44. Payroll: Check # 3621 through #3625 - $ 4,186.36. A shortage of funds in the Citizen's National Bank exists to pay current bills. Tax revenues are expected at the end of June. Motion by Tony seconded by Irene to approve a transfer of $10,000 from Northview Money Market to Citizen's National Bank. Motion Carried.
Motion by Brian seconded by Tony to approve the Treasurer's report as presented. Motion Carried.
Road Report: Terry Long reported they are on the regular grading schedule and will be mowing ditches next. Irene questioned whether mowing ditches damages bird nesting habitat. Terry explained that mowing the first five feet of ditch increases site line and encourages walkers to walk on the side of the road instead of down the center.
Road Tour Recommendations: The road maintenance recommendations from the Spring Road Tour were listed on the agenda. Terry Long was asked to prioritize the schedule. First priority: adding 2 inches of gravel and Base 1 on 270th, and clean culvert, and re-apply Base 1 on South Holly to County Road 40. Other recommended maintenance will follow.
Brian reported receiving an email from Mike Webster, new owner of a lot which will be affected by the Half Moon East turnaround. Mr. Webster would like to meet with a Township representative, Theralsons and Karen Onstad to discuss aspects of the revised turnaround. Brian will arrange to meet with Mr. Webster. Curt has not heard from the DNR regarding the West Holly turnaround, but will be contacting them on other matters so will also pursue the safety aspect of the turnaround. Long construction and the school bus need to back up to turn around, creating a safety hazard.
Tony discussed dead trees on Garnet, noting there are more dead trees than just those scheduled for removal with the improvement project. Terry said the 3 will be removed after completion of the resurfacing, and he will ask Itasca Mantrap to assist with trees near power lines.
Request for Use of Town Hall: Joan Tweedale requested use of the Town Hall for a Garage Sale on August 5 & 6, with set-up on August 4. Joan has checked with her insurance company about providing a certificate of insurance with Township as additional insured, and will sign a rental agreement. Motion by Irene seconded by Tony to allow Joan Tweedale to use the Town Hall on August 4,5,6, 2016 after providing the aforementioned documents. Motion carried.
Request for Use of Town Hall: Irene informed the Board that Blue Lake Association has requested the use of the Town Hall for a meeting on June 18, 2016. Motion by Tony seconded by Irene to allow the Blue Lake Association to use the Town Hall on June 18, 2016. Motion Carried.
Concerns from the Floor: There were none.
Breakdown on WSN Contract for Garnet Improvement: Curt Meyer reviewed several issues. Curt presented a template, consisting of a map indicating the new Half Moon Eastturnaround, and easement paperwork, for the Half Moon Road East Turnaround. He suggested we have our attorney review the paperwork and have Mike Webster review them also.
Progress on Garnet: Curt said that there are 3 areas on Garnet that have a lot of crackfiller and are wavy. If not dealt with, the heat of the overlayment, will draw the crackfiller up into it. So, on Thursday, the contractor will put a thin leveling course over the crackfiller, putting a cap on it and smoothing the areas out. Then next week they will overlay the road. It should take two days to complete the project.
Then Curt detailed the Engineering contract for Board members. Compared with the engineering cost of Green Pines a few years ago, the estimated amount of Garnet seemed a bit high. Curt explained that Jeff Adolphson, former Board Chair, did much of the engineering prep work for Green Pines. Jeff's experience working with road projects for the County enabled him to complete many tasks on that project. Curt explained all aspects of the up-front work on Garnet: Bidding documents, Technical specs, front End documents, Bidding, preconstruction meeting, etc., totaling an estimated $33,400. After completion of the design phase, engineering costs are approximately $3500 under the estimate. The construction phase will come in less also since the project is now projected to be 2 days rather than 5. The revised estimate for engineering is $24,000 to $25,000 or 17.3% of the bid project of $144,500. The balance of the project bid is the responsibility of Arago Township.
Curt asked if we want striping done by the contractor on Garnet, and if it should be double striped. Curt will ask the contractor for a price and said if it's too high, the Township can get quotes.
Curt will attend the next meeting.
Contract for Services: Brian presented a contract form that Clay Township uses for Civic organizations that provide services to Township/City citizens. The organizations make a presentation at the Annual meeting. Irene stated that her research indicated that all the organizations that made presentations at the Annual meeting were eligible to enter into a contract except the Headwaters Animal Shelter. Irene will contact MAT to get more clarification on financial support to civic organizations.
Miscellaneous Items: A) Couri & Ruppe Legal Seminar, B) Handout MBA Membership cards, C) Summer Short Course - June 29, 2016, Afternoon/Evening Sessions, D )Next Township Assn. Meeting (corrected to) July 18, 2016 at Arago Township, E) State Demographer Census Estimates - Population--975, Households--442, F) Clean Power Plan proposal from the EPA, Library Thank-you card.
Motion by Brian seconded by seconded by Tony to adjourn. Motion carried. Meeting adjourned at 9:45 PM.
Lake Emma Township Spring Road Tour -Thursday, May 19, 2016 – 3:30 PM
Those present: Supervisors Brian Behrens, Tony Platz and Irene Weis; Terry Long, Long Construction; Treasurer Linda Ballou; Clerk Lynne Erickson.
Those present departed from the Town Hall lot at 3:30 PM.
Half Moon East – The location of the turnaround was addressed. Brian reviewed a conversation with Curt Meyer from WSN, in which he stated the project is not ready to go and the Board needs to approve where the turnaround is going to be placed. Terry said he spoke to the surveyor when she was identifying the vacation of West Half Moon and she indicated she would be doing the same for the East end. The turnaround in relation to Karen Onstadt’s driveways was also reviewed. This will be addressed at the June meeting.
Bids for Garnet Road Improvement – The Bids were opened at WSN office on May 17 at 2:00 PM. The following bids were tabulated and sent to the Board: Central Specialties Incorporated - $162,969.66 Anderson Brothers - $199,907.00 Bemidji Bituminous, Inc. $208,964.30
Central Specialties Incorporated will be working in the area and could complete the permitting and begin the project the Tuesday after Memorial Day.
Motion by Tony seconded by Irene to accept the low bid from Central Specialties Incorporated. Motion Carried. WSN will be given the authorization to proceed.
270th – Terry recommended 2” of gravel/Base 1. Two inches of gravel and Base 1 was put on approximately 5 years ago, but East-West section is one of the roughest areas of gravel road.
Holly – Terry recommended 3” compacted on North Holly. It was last graveled in 2007. South Holly is holding together pretty well, but has a culvert which needs to be cleaned out and needs dust control. Terry recommends re-applying Base 1 from South Holly to County 40.
Half Moon West – Turnaround area was reviewed. Right now the maintenance equipment is backing up into a blind spot. The vacated portion and right-of-way is identified by surveyor stakes.
Garnet – Ken Grob met the group at his residence. Several trees need to be removed along with some of the bank for safer visability on Ken’s driveway.
Gasparilla – With yearly maintenance, it may last up to 10 years. Terry recommended to wait until it deteriorates worse and then consider the option of turning it back to gravel.
230th – The re-graveling is holding up well.
Green Pines Road – Terry suggested we should be removing dead trees. Several have fallen onto the roadway.
Grouse – Has been paved for 20-25 years, but will last a few more years without problems. Terry suggested we consider repaving sooner if asphalt prices remain low.
Northview CD Maturity – The approximately $125,000 CD matures on May 26. The early completion of the Garnet project will make it necessary to use these Road and Bridge Funds before the Property Tax Funds arrive.
Motion by Tony seconded by Irene to redeem the Northview CD and consider investing a portion of the property taxes. Motion carried.
Brian stated he would like to see projects set up on a 5 year cycle. He was also advised that striping on Lake Emma roads was last done in 2007, and the County asked if we wanted to coordinate with the County’s contract. That is an approximate cost of $4,500-$4,800. Brian suggested we do the striping in 2017.
Glider – Terry recommended ditching for snow storage, and to make it safer to see oncoming traffic, as this road has many blindspots.
Glacier – Had rain washouts last year.
Hector – A complaint of a culvert that gets filled with gravel when the road is graded was observed. The property owner requested an extension on the culvert. Terry recommended adding the extension.
The Spring Road Tour ended at the Town Hall at 5:20 PM.
Lake Emma Township Regular Meeting – May 3, 2016
Call to Order: The Lake Emma Board of Supervisors Regular Meeting of May 3, 2016 was called to order at 7:00 by Chairperson, Brian Behrens at the Town Hall. The Pledge of Allegiance was recited. Members present: Supervisors Behrens, Irene Weis and Tony Platz (via FaceTime from The Villages, Florida); Clerk, Lynne Erickson and Treasurer, Linda Ballou. Also present: Justin Long, Michael and Jacci Hadfield.
Additions or Corrections to Agenda: 11B--Add request to use Town Hall for Rummage Sale. Under correspondence—Add Cemetery Issue.
Clerk’s Report: Minutes are distributed in advance for review, and are also available on the website. Motion by Tony seconded by Irene to approve the minutes of the April 5 meeting. Motion carried.
Treasurer’s Report: Linda Ballou presented the Treasurer’s financial report for the period ending April 30, 2016. Total of all accounts - $556,905.05, of which $83,259.40 is General Fund Revenue and $473,645.65 is Road and Bridge Fund Revenue. Northview Bank Accounts: Money Market - $64,134.83, CD - $125,521.68. Citizen’s National Bank Accounts: Money Market - $109,916.92, CD - $53,947.41, CD – 52,884.21, CD – 150,000, Checking - $500. Funds Available $174,551.75. Check Numbers 3610 – 3620 for claims totaling $92,880.70. Linda explained that the General Fund claims of $28,750.24 exceeded the CNB General Fund Money Market funds by approximately $10,000. Discussion followed regarding whether to draw funds from the Northview Money Market or make a temporary transfer of funds from the Road and Bridge Fund to cover the shortfall. Motion by Tony seconded by Irene to make a temporary transfer of $10,000 from the Road and Bridge Fund to the General Fund. Motion carried.
Motion by Brian seconded by Irene to approve the Treasurer’s report as presented. Motion carried.
Linda advised the Board that a January check issued to the Park Rapids Area Library for financial support has been lost. A replacement check has been issued. Motion by Tony seconded by Irene to issue a stop payment on Check # 3573 issued in January to the Park Rapids Area Library. Motion carried.
Road Report: Justin Long, Long Construction reported that crack filling on the bigger roads is complete, potholes have been filled on Holly, the Base 1 roads have been graded once and after another rain will be done again. Other than that, normal grading and finishing up crack filling.
Brian stated he’d received correspondence from Chris Roberts on Gilmore Lake, Hector Road. His complaint was reviewed on the Road Tour last year. He would like a 4’ extension onto the culvert to avoid the rock falling off the road and into the ditch & culvert.
Contract for Services on Garnet: Brian presented the contract from Widseth Smith and Nolting for engineering services on Garnet. The estimated engineering cost is $33,400. Further breakdown will be requested from Widseth Smith and Nolting, and review again at our next meeting.
Set Special Meeting Date: At the April meeting, Curt Meyer suggested that the Township either hold a special meeting after the bid opening date for Garnet, or review and approve bids at the June meeting. Bids are good for 30 days. Board members agreed to wait until the June meeting to approve the bid for the Garnet project.
Concerns from the Floor: None.
CTAS Support and Lake Emma Township Website: Lynne Erickson advised Board Members that CTAS software running on Windows 7 will no longer be supported by the State Auditor after 2016. Our computers will have to be upgraded to Windows 10 or purchase new laptops. The Clerk’s computer will not connect to the internet at the Town Hall. The computers are 5 years old and are probably due for replacement. Lynne also recommended that the Township website be updated since the Frontpage software has not been supported by Microsoft since 2003. Board members were agreeable to have a new format presented for approval.
LBAE Certification: At the Local Board of Appeal and Equalization meeting on April 15, the County Assessor could not verify that one of the Lake Emma Supervisors was certified. It is necessary that at least one Board member is certified. The Assessor finally received the information that Lake Emma Township met the requirement, so the meeting could proceed. Irene wanted all certifications posted on the bulletin board at the Town Hall, to prevent another incident in the future. Brian felt it was adequate to keep the certificates in a folder at the Town Hall rather than each supervisor retaining his/her certificate in their personal files. Certificates will be filed at the Town Hall.
Added item: Town Hall Rental: Irene received an inquiry about using the Town Hall for a Rummage Sale. She contacted Kris LeRoy from Minnesota Association of Townships Insurance Trust regarding potential insurance issues. Kris said this is a non-issue, but get a rental agreement and a certificate of insurance from the renter. Irene asked Joan Tweedale to appear at the June meeting if she was interested in using the Town Hall.
Correspondence and Reminders:
There is a Hubbard County Township Assn. meeting in May but the location has not been sent out by the secretary.
An email was received from Minnesota Clearing asking to be included in brushing and spraying bids for the Township. They were notified that brushing is included with other road maintenance under one contract.
Linda Ballou questioned the internet billings from Paul Bunyan. When Irene presented the information on the cost, it was supposed to be $ 70.70 not the $90.60 that we are being billed. Irene will check with Paul Bunyan.
Added Item: Cemetery maintenance: Brian received an email from Dave Traxler from the American Legion Honor Guard, about damage to the Bronze Veteran’s markers at the cemetery. He requested that our mowing personnel take care when mowing around the Tombstones so not to damage the Veteran markers. He will replace those that he can, but they cost approximately $50 each to replace. They are used to honor deceased veterans on Memorial Day by placing flags in the markers. Brian will forward the email to Sentence to Service.
Motion by Brian seconded by Tony to adjourn. Meeting adjourned at 8:00 PM.
Lake Emma Township Regular Meeting – April 5,
Unapproved Annual Meeting Minutes - March 8, 2016
Call to Order: The Lake Emma Township Annual meeting was called to order at 7:06 PM by Clerk, Lynne Erickson. with the Pledge of Allegiance. 11 residents were in attendance.
Select Moderator: Nominations for Moderator were opened. Motion by Irene Weis seconded by Marianne Potratz to nominate Bob Berdahl. There were no other nominations. Motion carried.
Announce Agenda for Meeting: Moderator Berdahl asked for any changes to the Agenda. No changes were requested by the Electorate. Bruce Rolando asked if there will be a time for public comments at this meeting.. He was assured that he would have the opportunity, and could also appear at the Township Board meetings to ask questions. Jacci Hadfield asked if anything was received from the North Country Trails Association. Irene Weis replied that she had taken a call on it and the organization is not located in Lake Emma Township.
Read Minutes from Annual Meeting 2015: The minutes of the Annual meeting of March 10, 2015 were read by the Clerk. Motion by Bruce Rolando seconded by Jennifer Therkilsen to approve the minutes as read. Motion carried.
Read Board of Audit Report: A summary Board of Audit report was presented by the Clerk. The year-end General Fund balance of cash and investments was $137,068.49. Road and Bridge Fund year-end cash and investments balance was $468,075.31. Motion by Marianne Potratz seconded by Linda Meyer to approve the financial report for fiscal year 2015. Discussion: Bruce Rolando asked if there is a full account of all expenditures. He was advised that the detail expenditure report was presented in February and he could receive that information by request. Motion carried.
Road Report: Brian Behrens presented the road report. Of the 11 miles of paved roads, approximately 8.25 miles of paved roads are reaching the end of their 20-year life. The goal is to re-pave before a complete reconstruct is necessary. Total estimate on paving Intrepid, Indigo, and Garnet is approximately $438,000. Base 1 is added to the more heavily traveled gravel roads to hold the gravel together, andt is done on an eight-year rotation. In 2015, Base 1 work was done on Intrepid. Patch graveling on 280th, gravel work on 250th, Ginger, Get-Around, Hayward, and Glacier. Garnet resurfacing is planned for this summer, as pricing is favorable. Motion by Jennifer Therkilsen seconded by Jacci Hadfield to approve the road report. Motion carried.
Healthy Lakes Grant Program: Dan Kittleson addressed the Healthy Lakes Grant Program, which began in 2009. and has steadily grown through the years. Recent years have focused on watercraft inspection. A summary of 2015 activities was presented, showing 21,000 inspections in Hubbard County, of which 4,225 were in Lake Emma Township. 2015 program funding consisted of $128,000 from Townships, County and Lake Associations and this was the first year for a State grant of $236,000. We have been successful at keeping any major invasive species out of our County.
The 2016 program is underway with $10,000 in Grant funding. 37 public accesses are currently monitored. Similar State funding is expected this year, and for the foreseeable future. Program oversight is transitioning from SWCD to the County Environmental Services Department.
Motion by Marianne Potratz seconded by Jennifer Therkilsen to continue funding the Healthy Lakes Grant Program at a level of $10,000 for pay 2017. Discussion: Bruce Rolando had questions about incoming grant funding and disbursement of funds. Bob Berdahl explained the method of determining the disbursement of Grant awards. Motion carried.
Irene Weis read from a document provided by MAT attorneys. All public donations are subject to three criteria when spending tax funds. There are various statutes that apply to different entities. The authority of the Electorate at the Annual meetings is very limited. The Board cannot be bound to expend the funds voted by the Electorate.
Set Levies for 2017: Bob Berdahl returned to the order of the Agenda. Brian Behrens reviewed Levy recommendations. The pay 2016 General Fund Levy is set at $95,000, as it has been for several years. At $95,000 the reserves have been steadily diminishing by $3,000 to $4,000 per year. Unexpected Revenue came in in 2015 causing the reserve balance to increase by $1,000, but that is not expected to happen again. The recommendation is to leave the General Fund Levy at $95,000 for pay 2017. Motion by Marianne Potratz seconded by Jennifer Therkilsen to set the pay 2017 General Fund Levy at $95,000. Motion carried.
The pay 2016 Road and Bridge Fund Levy is set at $300,000. The recommendation is to set pay 2017 at $300,000. If all proposed road projects are completed in the next two years, we would have a 70% reserve instead of a full one-year spending reserve. Not knowing what the project costs will be, we propose a $300,000 Road & Bridge Fund Levy. Motion by Linda Meyer seconded by Jacci Hadfield to set the pay 2017 Road and Bridge Levy at $300,000. Discussion: Bruce Rolando had questions about the Road & Bridge Fund spending, answered by Brian. Motion carried.
Financial Support Requests: Irene Weis reiterated that we are closely restricted regarding contributions to worthwhile organizations. Bob Berdahl explained that the Board imposed a 7% of General Fund Levy, or $6,650 maximum, on Financial Support, and there are about $11,000 in requests.
Irene related the 3 criteria necessary to grant financial support. Questions to ask are: Is it statutorily authorized? Is it a public purpose and in the Town’s interest? Is the Town Board able to satisfy all the conditions, requirements and procedures associated with the contribution? She suggested hearing the requests and that they will be voted on by the Board, because the Electorate cannot exceed the Board's Authority. Then, at the next board meeting, the board will determine the amounts that fit within the $6,650 maximum, In order to adhere to the law.
Bruce Rolando questioned the use of the word “donations” in referring to the amounts awarded to the organizations. Irene Weis replied that that is why she is clarifying. The presenters need to understand that we are limited by law to who we can contribute, and for what reasons and then we also have the self-imposed limit of $6,650. The Electorate’s only responsibility is to approve whether or not the organization is eligible for a contribution and not how much. The Electorate will determine if the support is endorsed and the Board will set the amount.
The Sheriff Deputy was asked a question relating to the Animal Shelter before he departed, regarding the placement of captured animals. Bob Berdahl suggested that we proceed with the donation requests beginning with Kinship. Jennifer Therkelsen stated her uncertainty at what her purpose was, and Irene Weis clarified that she should give her presentation, and the Board will set the amount.
Kinship of the Park Rapids Area: - Presenter - Jennifer Therkilsen. Motion by Linda Meyer seconded by Jacci Hadfield to approve financial support to Kinship. Motion carried.
Lakes area Dive Team: Presenter - Dan Kittilson. Motion by Dan Kittilson seconded by John Harsha to approve financial support to Lakes Area Dive Team. Discussion: Bruce Rolando asked if the Board can modify the donation.amount, and was advised it can. Motion carried.
Hubbard 1st Response and Rescue: Presenter - John Harsha. Motion by Fred Whiteside seconded by Marianne Potratz to approve financial support to 1st Response and Rescue. Motion carried.
Park Rapids Area Library- No Presenter, but Bruce Rolando made comments on behalf of the Library. Motion by Bruce Rolando seconded by Jennifer Therkilsen to approve financial support to the Park Rapids Area Library. Motion carried.
Headwaters Center for Lifelong Learning: No Presenter, but Jennifer Therkilsen commented on behalf of Lifelong Learning. Motion by Marianne Potratz seconded by Jacci Hadfield to approve financial support to Headwaters Center for Lifelong Learning. Motion Carried. Discussion: Irene questioned whether it meets the purpose or not. All of the requests are worthwhile purposes but we have to keep in mind whether they meet the criteria. Bruce Rolando encouraged that when the Board goes through the requests, they use the guidelines to the letter, Also, because we have a 7% max doesn’t mean we have to use that amount, and lastly, look back and make sure we are not sustaining groups instead of making contributions. Irene responded the Board has access to Township attorneys who understand the facts and the public purpose.
Living at Home of the Park Rapids Area: No Presenter. Motion by Dan Kittilson seconded by Fred Whiteside to approve financial support to Living at Home of the Park Rapids Area. Motion carried.
Headwaters Animal Shelter: - Presenter - Linda Meyer. Motion by Jacci Hadfield seconded by Marianne Potratz to approve financial support to the Headwaters Animal Shelter. Motion carried.
Support within Reach-Sexual Violence Resource Center: No Presenter. The Clerk read from the application letter. Irene Weis commented on it’s purpose. Motion by Jennifer Therkilsen seconded by Linda Meyer to approve financial support to the Support within Reach, Sexual Violence Resource Center. Motion carried.
Hubbard County Historical Society: No Presenter. Irene Weis and John Harsha
commented. Motion by Jacci Hadfield seconded by Dan Kittilson to approve financial support to the Hubbard County Historical Society. Motion carried.
Nevis Senior Citizens Center: No Presenter. This is a new request so the Clerk read from the application letter about the organization and the need for funding. Irene questioned the public purpose. She then read from her publication` that while some organizations provide valuable services that are beneficial to the township, there is no authorization in the law to simply donate public dollars to these groups and therefore it is improper. Motion by John Harsha seconded by Jacci Hadfield to table this matter until further research is done. Motion carried. Moderator Berdahl said the decision to fund or not to fund will be made by the Board.
Shell Prairie Agricultural Association (County Fair): No Presenter. This is a new request so the Clerk read from the application letter. Motion by Irene Weis that we do not approve financial support as it does not fit the purpose under the statute, in our narrow definition of what we are allowed. Jennifer Therkilsen seconded. Two ayes and no nays. Moderator Berdahl declared that no consensus has been reached. Irene Weis stated the Board is not bound to this decision.
Authorize any other action for Lake Emma Township as provided in MS §365.10, Subd. 1-18: There was no other action brought forward.
Time, Date. Location for Next Annual meeting: Motion by Jennifer seconded by Marianne to set the next Annual Meeting on Tuesday, March 14, 2017 - 7:00 PM, Town Hall. Motion carried.
Board of Appeal and Equalization: Friday, April 15 - 1:30 PM, Town Hall.Adjournment: Motion by Linda Meyer seconded by Jacci Hadfield to adjourn. Motion carried. Meeting adjourned at 6:55 PM.
Lake Emma Town Board Minutes - March 8, 2016
Call to Order: The Regular Rescheduled Meeting of the Lake Emma Township Board of Supervisors was called to order at 7:05 PM, by Chair Brian Behrens. Township officers present were: Supervisors Irene Weis and Tony Platz (via FaceTime from the Villages, FL); Clerk, Lynne Erickson and Treasurer, Linda Ballou. Also present were Justin Long, Dan Kittilson, Bob Berdahl, Ryan Rieckman.
The Pledge of Allegiance was recited.
Additions or Corrections to Agenda: None.
Clerk’s Report: Minutes are distributed in advance for review, and are also available on the website. Motion by Irene seconded by Tony to approve the minutes of the February 2, 2016 Board of Audit. Motion carried.
Motion by Tony seconded by Irene to approve the minutes of the February 2, 2016, Regular Meeting, as presented. Motion carried.
Treasurer’s Report: Linda Ballou, presented the Treasurer’s financial report for the period ending February 29, 2016. Total of all Accounts - $575,956.35 which includes General Fund revenues of $116,663.37 and Road and Bridge Fund revenues of $459,292.98. Northview Bank Accounts: Money Market - $64,113.46 and CD - $125,521.68. Citizen’s National Bank Accounts: Money Market - $ 203,942.84 CD - $53,947.41, CD - $ 52,884.21, CD - $75,046.75, Checking - $500. Funds Available - $268,556.30. Check Numbers 3587 - 3591 for payroll of $3,040.36 and check numbers 3592 - 3602 for claims of $36,462. 81. Linda reported that two CDs renewed in February and another matures in March. Motion by Brian seconded by Tony to approve the Treasurer’s report and payment of claims, with the exception of the Fire Service check. Motion carried.
Road Report: Justin Long reported that they are still on the normal winter maintenance schedule. Most roads are in good shape right now. Waiting for roads to dry out, so they can start grading. Crack filler has been ordered.
Widseth Smith and Nolting: Ryan Rieckman, representative from WSN, presented an estimate on the Garnet project. Indigo and intrepid can wait another year. The total cost is estimated at $253,334.93. from $290,000 6 months ago. This cost reflects lower oil prices, which could come down even more, lowering asphalt prices. Hubbard County has several paving projects planned, which could make the Garnet project favorable to contractors. Brian will speak to Curt Meyer about getting started with the Garnet Project. Bids should coordinate with County bids. The Board agreed to begin moving forward on the Garnet project.
The recent WSN billing, tabled at the February 2 meeting, was brought up for discussion. Brian has spoken to Curt Meyer about the billing for work on Half Moon Road. Curt requested that he be present to explain the bill and other issues affecting the matter.
Motion by Irene seconded by Tony to table the WSN billing until the April meeting.when Curt Meyer can attend Motion carried.
Concerns from the Floor: None.
Healthy Lakes Grant Program: Bob Berdahl addressed the Board. A handout was presented showing the planned 2016 program. They hope to get more lakes onboard. Bob asked if the committee could approve the awards to the lakes. Irene suggested we wait for the final numbers to be presented at the April 5, 2016 meeting. Bob asked to have the grant program continue at $10,000 for pay 2017.
He also touched on the transition from SWCD oversight of the program to Hubbard County Environmental Dept (Eric Buitenwerf) oversight. They are in the process of hiring a coordinator to be responsible for the program. Bob quoted the recommended grant amounts for the 6 lakes. The Healthy Lakes Grant amount comes from the General Fund levy, and the levy will be decided at the Annual meeting tonight. Contracts will be signed at the May meeting.
Annual Meeting Discussion: Brian suggested the General Fund Levy and Road and Bridge Fund Levy for pay 2017 remain the same as for pay 2016: $95,000 and $300,000,
respectively. Jeff Adolphson will not be able to attend the meeting. Bob Berdahl consented to act as moderator. Board members agreed to set the limit for financial support among requesting organizations at 7% of the adopted General Fund levy. That would be $6,650 if the General Fund levy remains at $95,000.
Correspondence and Reminders:
a. Next Township Association meeting: Hart Lake--Monday, March 21, 2016 at 7:30 PM
b. Board of Appeal and Equalization: Friday, April 15, 2016 at 1:30 PM at the Town Hall.
c. Spring Short Course: Wednesday, March 30, 2016--Walker.
Friday, April 15 meeting - Tony will be available via FaceTime.
Motion by Brian seconded by Irene to adjourn. Motion carried. Meeting adjourned at 6:55 PM.
Lake Emma Town Board Minutes - February 2, 2016
Call to Order: The Regular Meeting of the Lake Emma Township Board of Supervisors was called to order at 7:10 PM, at the Town Hall, by Vice Chair Irene Weis. Township officers present were: Supervisors Irene Weis and Tony Platz, Clerk Lynne Erickson and Treasurer Linda Ballou. Also present were Terry Long, Jacci Hadfield and Dan Kittilson.
Clerk's Report: Minutes are distributed in advance for review, and are also available on the website. Motion by Tony seconded by Irene to approve the minutes of January 5, 2016, Regular Meeting, as presented. Motion carried.
Treasurer's Report: Linda Ballou, presented the Treasurer's financial report for the period ending January 31, 2016. Total of all Accounts - $576,949.84, which includes General Fund revenues of $135,251.19 and Road and Bridge Fund revenues of $441,698.65. Northview Bank Accounts: Money Market - $64,103.30 and CD - $125,316.37. Citizen’s National Bank Accounts: Money Market - $ 205,286.26, CD - $53,879.51, CD - $ 52,817.65, CD - $75,046.75, Checking - $500. Funds Available - $269,889.56. Check Numbers 3580 - 3586 for claims of $6,206.45. Linda also reported that two of the CNB CDs are maturing in February. Discussion followed on the potential need for the CD funds if road projects or other large expenses became due. Previous discussion questioned whether the two CDs should be combined into a single CD, which would total $106,831.62. It was determined that there was enough flexibility with other maturing CDs and upcoming revenues to allow for the 1 year investment. Terry stated that with oil prices that are low, the cost of asphalt, this may be the year to complete our paving projects.
Motion by Tony seconded by Irene to combine the two maturing CDs and renew for 1 year. Motion carried.
Tony questioned the billing from Widseth Smith and Nolting for services on Half Moon Road. The need for the recent work was questioned.
Motion by Irene seconded by Tony to table payment of the invoice from WSN until we have more information. Motion carried.
Linda reported that CNB called to advise that Lake Emma Township funds have exceeded the FDIC insured amount. The bank decided to pledge additional securities to the Township, covering the deposits.
Motion by Tony seconded by Irene to approve the Treasurer's report and payment of claims, with the exception of the WSN payment. Motion carried.
Road Report: Terry Long reported that they are doing normal winter maintenance. They are having more issues with ice this year. Terry stated that he would like to order cracksealer soon. They no longer get this product from the County, and now order in large quantity, with another road construction company. This is the same procedure as 2015. Board members approved the purchase. Terry Long and Board members reviewed issues with snow removal maintenance on Hartman Drive.
Healthy Lakes Grant Program: Dan Kittilson provided several reports and reviewed the data from previous years and the status of our lakes today. Dan answered questions about some of the information. The Annual Meeting on March 8 is when the 2017 Grant amount will be set. Dan would like to discuss the program and grant amount with the full board at the March Regular meeting, prior to the request at the Annual meeting. A discussion about extending the program to more lakes and Rapid Response (in case of infestation). Jacci Hadfield was concerned that no monitoring is done on Pickeral Lake.
Reschedule March Regular Meeting: Board members set the March meeting date to March 8 at 6 PM, prior to the Annual meeting. The meeting was rescheduled due to a conflict with the local caucuses on March 1, Regular Meeting night.
Irene Weis added an item at this time. She has been researching the cost of internet service at the Town Hall. Paul Bunyan Communications quoted $85 to install, and monthly charges of $70.70 per month for business phone and internet. Supervisors Weis and Platz agreed that internet service and maintaining the office at the Town Hall are good safeguards for the future. The fiber optic was installed at the Town Hall at the time Paul Bunyan used the Hall for sign-ups. Irene also stated that she will have technicians remotely access the Clerk and Treasurer computers to try to determine the reason they are running so slow.
Irene advised that the old, unused desk from the Town Hall, has been taken to the DAC Salvage Depot.
Supervisor Behrens arrived at 8:20 PM.
Annual Meeting: Brian stated that Jeff Adolphson would be available to moderate the Annual meeting if called upon. The Annual Meeting will be discussed further at the March Regular meeting.
Motion by Irene seconded by Tony to authorize Paul Bunyan Communications installation of internet service at the Lake Emma Town Hall, with a monthly charge of $70.70. Motion carried.
There was more discussion regarding the potential 2016 road projects and the availability of funds, if needed. Gasparilla repair options were discussed. Brian will call Curt Meyer at WSN to inquire about the recent billing and the Garnet project.
Motion by Irene seconded by Tony to adjourn. Motion carried. Meeting adjourned at 8:50 PM.
Unapproved Lake Emma Township Board of Audit Minutes - February 2, 2016
Call to Order: The 2016 Board of Audit of Lake Emma Township was called to order by Vice Chair Irene Weis at 6:50 PM The purpose of this meeting is to audit and settle all charges against the Township for 2015. Present were Supervisors Irene Weis, and Tony Platz;. Clerk, Lynne Erickson; and Treasurer, Linda Ballou. Also present were Terry Long, Jacci Hadfield and Dan Kittilson.
The Pledge of Allegiance was recited.
2015 Receipts & Disbursements Review: The Receipt Ledger, the Disbursements Ledger, County Tax Settlement and Summary Reports were distributed and reviewed by Board members. Tony asked for clarification regarding the dates on the Summary reports. An error was corrected that the report was for calendar year 2015 only. The bill from Arago Township, for which an agreement was drafted in 2014, is still outstanding. Road project potential was also discussed. Expenses are also reviewed monthly at Regular meetings as they occur.
Motion by Tony seconded by Irene to accept the January 1 through December 31, 2015 Audit Reports as presented. Motion Carried.
Motion by Irene seconded by Tony to adjourn the Board of Audit. Motion Carried. Meeting adjourned at 7:10 PM.
Lake Emma Town Board Minutes - January 5, 2016
Call to Order: The Regular Meeting of the Lake Emma Township Board of Supervisors was called to order at 7 PM, at the Town Hall, by Chairperson Brian Behrens. The Pledge of Allegiance was recited. Township officers present were: Supervisor Behrens, Supervisors Irene Weis and Tony Platz, Clerk Lynne Erickson and Treasurer Linda Ballou. Also present were Terry and Justin Long.
Additions and Corrections to Agenda: None.
Clerk's Report: Minutes are distributed in advance for review, and are also available on the website. Motion by Tony seconded by Irene to approve the minutes of December 8, 2015, Regular Meeting, as presented. Motion carried.
Treasurer's Report: Linda Ballou, presented the Treasurer’s financial report for the period ending December 31, 2015. Total of all Accounts - $605,143.80, which includes General Fund revenues of $137,068.51 and Road and Bridge Fund revenues of $461,075.29. Northview Bank Accounts: Money Market - $64,092.44 and CD - $125,316.37. Citizen's National Bank Accounts: Money Market - $ 233,491.08, CD - $53,879.51, CD - $ 52,817.65, CD - $75,046.75, Checking - $500. Funds Available - $298,083.52. Check Numbers 3563 - 3579 for claims of $28,263.52 Motion by Irene to approve the Treasurer's report as of December 31, 2015. as presented. Motion carried.
Reorganization: Motion by Tony, seconded by Irene to appoint Brian Behrens as Chair of the Township Board. Motion carried.
Motion by Tony, seconded by Irene to appoint Irene Weis as Vice Chair of the Township Board. Motion carried.
Motion by Irene seconded by Tony to confirm the following:
Road Report: Terry Long reported on snow removal and clearing trees during the month.
Board of Audit: Board of Audit meeting will be held at 6:30 PM prior to the February 2 Regular Meeting.
Concerns from the Floor: There were none.
Donations Approved at 2015 Annual Meeting: Township Board members have an opportunity to adjust final support. Motion by Tony seconded by Brian to approve the following amounts approved at the 2015 Annual meeting. Motion carried.
Correspondence and Reminders:
Hubbard County Township Meeting - Mantrap Township Town Hall, Monday, January 25, 2-16 - 7:30 PM
Annual Meeting - Tuesday, March 8, 2016 - 7 PM
Adjournment: Meeting adjourned at 7:30 PM.