Alexandria Township
Alexandria, Minnesota 56308
Minutes of the meeting of April 1, 2013
A regular meeting of the Board of Supervisors of Alexandria Township was held on the 1st day of April, 2013 at the Alexandria Township Conference Room, 610 Fillmore Street.
ROLL CALL: Supervisors present were Bryon Alstead, Jul Feuling, Lyle Hammerschmidt and Russell Niskanen. Also present were Gregg Raisanen, Clerk, and Mona Billmark, Treasurer. As said members formed a quorum and the meeting was called to order by Clerk Raisanen at 6:00 p.m.
Clerk Raisanen called for nominations for chairman. Niskanen, seconded by Feuling, made a motion to nominate Bryon Alstead as chairman. Nominations ceased and a unanimous ballot was cast for Alstead as chairman. The meeting was turned over to Chairman Alstead.
Chairman Alstead called for nominations for vice-chair. Feuling, seconded by Niskanen, made a motion to nominate Joel Dahlheimer as vice-chair. Nominations ceased and a unanimous ballot was cast for Dahlheimer as vice-chair.
Feuling, seconded by Hammerschmidt, made a motion to adopt the agenda with the addition of “Beyond the Yellow Ribbon” program as item no. 4 under “New Business” and Planning Commission vacancy as item no. 1 under “Old Business”. Motion carried unanimously.
Niskanen, seconded by Alstead, made a motion to approve the minutes of the 3/18/2013 regular board meeting as written. Supervisors Hammerschmidt and Feuling abstained. Motion failed.
Feuling, seconded by Niskanen, made a motion to authorize payment of claims 13066-13077 in the amount of $21,993.91, net payroll of $4,960.38 for a total of $26,954.29. Motion carried unanimously.
Clerk Raisanen reported that two quotes for road maintenance service from TS Dirt Works of Foley, MN and Alden Just Road Maintenance of Alexandria, MN were submitted. Both proposals appear to be complete, having met the specifications outlined in the RFP. The breakout of fees for services was as follows:
blading and maintaining of township roads — TS Dirt Works $90/hr, Alden Just $79/hr; mowing of weeds — TS Dirt Works $65/hr, Alden Just $61/hr;
spraying of weeds — TS Dirt Works $100/hr., Alden Just $58/hr;
sweeping — TS Dirt Works $70/hr, Alden Just $62/hr/worker;
sign installation/other maintenance — TS Dirt Works $40/man hour,
Alden Just $34/hr/worker.
Niskanen, seconded by Hammerschmidt, made a motion to award the summer road maintenance contract to Alden Just Road Maintenance at the fee schedule provided above. Motion carried unanimously.
PLANNING AND ZONING: Zoning Administrator Oleson reported there had been no further communication with Jack’s Family Recycling regarding the screening issue. Supervisor Feuling questioned the minutes from the planning commission which stated that the town board was waiting for a response from JFRC. Oleson stated that the owner received a quote to relocate some of the fencing in the back to the front; however, she was unwilling to spend the amount quoted. The town board directed Zoning Administrator Oleson to invite the owner to attend the town meeting on April 15th to discuss options.
Chairman Alstead questioned item no. 2 on the staff report regarding regulation of vacation rentals. He asked if this encompassed lakeshore rentals, or other types as well. Clerk Raisanen reported that some college students rent by the week during the summer and the effect any regulations would have on them. Zoning Administrator Oleson to conduct further research.
Supervisor Niskanen questioned item no. 4 pertaining to the cost for an interim use permit. He asked why a renewal would not be at a reduced rate. Oleson stated that renewals entailed the same administrative costs for a public hearing and notifications like a new permit.
ENGINEER’S REPORT: Supervisor Niskanen inquired as to a plan for striping. Clerk Raisanen reported that the town engineer had submitted a request to the county for inclusion in their 2013 striping plan.
OLD BUSINESS: Clerk Raisanen instructed the town board that no vacancy exists on the planning commission until the board takes action on the resignation of Lyle Hammerschmidt. Niskanen, seconded by Feuling, made a motion to accept the resignation of Lyle Hammerschmidt from the planning commission. Motion carried. Hammerschmidt abstained. The town discussed potential applicants to fill the vacated position. Motion by Feuling, seconded by Niskanen, to nominate Mary Hacker to fill the vacancy for the remainder of the vacant term. Roll: Niskanen – yes Hammerschmidt – no, Feuling – yes, Alstead – yes. Motion carried. Administrative Assistant Fulghum to contact Ms. Hacker.
NEW BUSINESS: Short course update. Supervisor Hammerschmidt broached a series of questions for the clerk. 1) He asked if there was a term life insurance policy on each member. The clerk stated that there is and we are listed as at the silver level. This will be a line item under the reorganization meeting. 2) He asked if we have a resolution in place that allows board members to be paid for services. Would this apply when a board member fills in for the administrative assistant? The clerk stated that the two board members who substitute in the office originally were part of the planning commission and a resolution was not needed. Now that those individuals have become board members, we may need a resolution. The clerk will research. 3) Do we have two board members trained on the Board of Appeals & Equalization? The clerk responded yes.
Supervisor Feuling asked if we need a form of completion signed after road work is done (C7000 form – roadwork for completion including grading). The clerk responded that prior to final payment for any work that is contracted by bids, the township engineer certifies that the work is completed according to the contract. This document is signed by the contractor, township engineer, and clerk. This would not be completed for road maintenance grading as normal maintenance.
Supervisor Feuling inquired about roads swapped from state to county and county to township. What is the jurisdictional realignment? Have we reviewed the Phase I report? She said it appeared that we’ve advanced from Phase I to Phase II already. Clerk Raisanen stated that Phase I encompassed the state turning State Highway 27E to the county and the county turning County Road 85 over to the township. The township engineer has reviewed the documents. Board consensus was to have Engineer Kuhn provide a review of Phase I.
Supervisor Feuling stated that there is currently a legislative bill in process that would permit use of our website for legal notifications.
Supervisor Hammerschmidt inquired if we have a record retention policy. Clerk Raisanan stated that our normal policy has been to keep records for seven years, following IRS guidelines. We do not, however, have an actual written policy. He will prepare a draft for consideration at the next meeting.
Township officials contact numbers. Board consensus to list either a cell or landline number for all board members on the website. Administrative Assistant Fulghum to notify the County Auditor’s office so they can update their official listing.
Supervisor Niskanen reported that Owen Miller had provided information on the “Beyond the Yellow Ribbon” program to township officials at the Douglas County Association of Townships meeting. Board consensus was to have Supervisors Dahlheimer and Niskanen be the township’s contacts.
REORGANIZATION MEETING:
- The following Board appointments were made for 2013:
- LAR – Chairman Alstead
- AAEDC – Supervisor Dahlheimer
- Planning and Zoning Subcommittee – Supervisors Niskanen and Feuling, the designees from the planning commission to be determined
- Roads – Supervisors Dahlheimer and Niskanen
- Transportation – Supervisors Dahlheimer and Niskanen
- Parks/Recreation – Clerk Raisanen reported that since there is currently no money in this fund, representatives will be appointed at a later time
- Flood Board – Supervisor Dahlheimer
- Per Diem rate – Motion by Niskanen, seconded by Feuling, to have the per diem rate remain at $80meeting with an extra $20/meeting for the town board chairman and site visits to remain at $40/site visit. Motion carried unanimously.
- Inspection rate — Motion by Alstead, seconded by Feuling, to have the inspection rate remain at $40/inspection. Motion carried unanimously.
- Incidental labor rate – Motion by Niskanen, seconded by Feuling, to have the incidental labor rate remain at $15/hr. Motion carried unanimously.
- Administrative assistant salary – Motion by Alstead, seconded by Feuling, to raise the administrative assistant’s salary from $17/hr to 17.50/hr., with an HRA contribution of $60/month. Motion carried unanimously.
- Treasurer’s salary – Motion by Hammerschmidt, seconded by Feuling, to have the treasurer’s salary remain at $650/month. Motion carried unanimously.
- Clerk’s salary – Motion by Hammerschmidt, seconded by Feuling, to have the clerk’s salary remain at $650/month. Motion carried unanimously.
- Mileage rate – Motion by Feuling, seconded by Niskanen, to adopt the current IRS rate of 56.5 cents/mile as the official township mileage rate. Motion carried unanimously.
- Official newspaper – Motion by Feuling, seconded by Hammerschmidt, to designate the Echo Press as the township’s official site for legal notifications. Motion carried unanimously.
- Township bank – Clerk Raisanen reported that he had met with representatives from both Bremer Bank and Bell State Bank and that yields on secured deposits did not vary greatly. He recommended retaining Bremer Bank as our depositor of funds. Motion by Niskanen, seconded by Hammerschmidt, to designate Bremer Bank as our depositor of funds. Motion carried unanimously.
- Attorney – Clerk Raisanen stated our township attorney, Paul Johnson, left Tillitt McCarten and now offices at Pemberton Law Firm. He recommended retaining our relationship with Paul Johnson. Motion by Feuling, seconded by Hammerschmidt, to designate the Pemberton Law Firm as legal counsel, with Paul Johnson serving as the township attorney. Motion carried unanimously.
- Weed inspector – Motion by Alstead, seconded by Niskanen, to designate all town supervisors as weed inspectors with Supervisor Dahlheimer as chief weed inspector. Motion carried unanimously.
- Deputy clerk – Clerk Raisanen appointed Bonnie Fulghum as deputy clerk.
- Group life insurance – Clerk Raisanen stated that we are currently at the silver level which denotes $10,000 of coverage/board member. Motion by Feuling, seconded by Hammerschmidt, to retain coverage at the silver level. Motion carried unanimously.
- Due to weather conditions, the road inspection date will be finalized at the next meeting. The board tentatively set a date for Saturday, April 20, 2013.
Being no further business, Feuling, seconded by Hammerschmidt, made a motion to adjourn the meeting. Meeting adjourned at 7:22 p.m.
Respectfully submitted….
______________________________________
Gregg Raisanen, Clerk
Approved this ____ day of ________, 2013
_______________________________________ Bryon Alstead, Chairman