Alexandria Township
Alexandria, Minnesota 56308
Minutes of the meeting of April 2, 2012
A regular meeting of the Board of Supervisors of Alexandria Township was held on the 2nd day of April, 2012 at the Alexandria Township Conference Room, 610 Fillmore Street.
ROLL CALL: Supervisors present were Bryon Alstead, Jul Feuling, Joel Dahlheimer 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 board chair. Supervisor Feuling, seconded by Supervisor Niskanen, nominated Bryon Alstead to be Chairperson for the year. No other nominations were made and a unanimous ballot was cast for Bryon Alstead for Chairperson.
The meeting was turned over to Chairman Alstead.
Supervisor Niskanen nominated Julie Feuling for Vice-Chairperson for the year. There was no second as Supervisor Feuling declined the nomination. Supervisor Feuling, seconded by Chairman Alstead, nominated Joel Dahlheimer to be Vice-Chairperson for the year. No other nominations were made and a unanimous ballot was cast for Joel Dahlheimer for Vice-Chairperson.
Niskanen, seconded by Feuling, made a motion to adopt the agenda as presented. Motion carried unanimously.
Feuling, seconded by Niskanen, made a motion to approve the minutes of the 03/19/2012 regular board meeting as written. Motion carried unanimously.
Niskanen, seconded by Dahlheimer, made a motion to authorize payment of claims 12073-12081 in the amount of $11,997.53, net payroll of $2,655.41, totaling $14,652.94. Motion carried unanimously.
CITIZEN’S CONCERNS: none
PLANNING AND ZONING: CGI contract cancellation. Clerk Raisanen stated that Ben Oleson informed him that he was terminating his relationship with Community Growth Institute and forming his own company. Chuck Marohn, President of CGI, was willing to suspend the 30-day cancellation notice and had submitted a letter to the township to that effect. Niskanen, seconded by Feuling, made a motion to accept the waiver of the 30-day cancellation notice from CGI and cancel the contract with CGI for zoning administrative services immediately. Motion carried unanimously.
Contract for zoning administration services. Clerk Raisanen stated that Ben Oleson had provided copies of his certificate of liability insurance, certificate of assumed name from the State of Minnesota and proposed fee schedule for his newfound company, Hometown Planning. He has proposed a contracted rate of $3,750/month for professional services including 40 hours/year of additional staff time. Feuling, seconded by Dahlheimer, made a motion to contract with Hometown Planning for the stated fee schedule until December 31, 2012. Motion carried unanimously.
Zoning Administrator Oleson stated that David and Shirley Hartmann, located at 1210 E. Lake Geneva Rd., have applied for a permit to rebuild a deck on their property. The property is located within a bluff area and requires a variance if the deck is expanded. The proposed plan is that the rebuilt deck would be smaller than the existing deck but the overhang would be closer to the bluff. Supervisor Feuling asked about the significance of the bluff. Oleson stipulated it was two-fold: 1) to prevent slumping and 2) visual impact. Supervisor Feuling stated that she had no problem approving the project as long as the posts were not being moved and only the overhang would be in the bluff area and the new deck would be smaller than the original deck. Feuling, seconded by Dahlheimer, made a motion to approve the project as presented without requiring a variance since the proposed deck is smaller than the original deck. Roll: Dahlheimer – yes, Niskanen – yes, Feuling – yes, Alstead – yes. Opposed: none.
Sign ordinance. Oleson stated that the county will be drawing up a new sign ordinance and, since the town has also been intending to update their sign ordinance, the county inquired as to cost-sharing for Oleson’s planning services. Oleson will draft a proposal to present to the township and county.
Supervisor Dahlheimer reported that he had received a call from a resident whose neighbor’s chickens roam freely. Oleson stipulated that no regulations have been violated since the chicken’s owner has more than five acres. The board determined this is not a township issue.
Engineer’s Report: Supervisor Dahlheimer reported that a resident on West Lake Jessie Road had a complaint regarding the condition of the road due to dips, etc. After discussion, the board deemed the road to be passable and not warranted for further reconstruction consideration.
Old Business: none
New Business: Summer Road Maintenance Proposals. Clerk Raisanen reported that a request for proposals for summer road maintenance services was advertised. The township received two proposals and both contractors, Alden Just Road Maintenance and Bob Walsh Enterprises, have met the criteria requested in the RFP. Quotation of services were as follows: grading of roads with a motor grader, Bob Walsh Enterprises $85/hr, Alden Just Road Maintenance $79/hr; mowing of road ditches, Bob Walsh Enterprises $60/hr, Alden Just Road Maintenance $61/hr; spraying of weeds, Bob Walsh Enterprises$60/hr, Alden Just Road Maintenance $58/hr; sweeping of roads, Bob Walsh Enterprises $60/hr., Alden Just Road Maintenance $62/hr.; sign installation and other maintenance, Bob Walsh Enterprises $45/hr., Alden Just Road Maintenance $34/hr/worker. Base fuel rates are as follows: Bob Walsh Enterprises, $3.80/gal. for dyed fuel and $4.26/gal.for highway fuel with a $2/hr. fuel adjustment for every $0.25 increase in fuel prices; Alden Just Road Maintenance, $3.889/gal. for dyed fuel and $4.079/gal. for highway fuel with a $1/hr. fuel adjustment for $0.12/gal increase in fuel prices. Niskanen, seconded by Dahlheimer, made a motion to contract with Alden Just Road Maintenance for summer road maintenance services at the quoted prices in the proposal for the period of April 3, 2012 – September 30, 2012. Roll: Niskanen – yes, Feuling – yes, Dahlheimer – yes, Alstead – yes. Motion carried unanimously.
Sign quotes. Clerk Raisanen stated that we are in the 4th year of our 6-year sign replacement schedule to comply with MnDOT’s mandate of retroflectivity. Three out of four companies contacted for quotes responded as follows: Earl F. Andersen $4,621.96, M & R Sign Co. $3,359.34 and the City of Alexandria $3,211.45. Feuling, seconded by Niskanen, made a motion to contract with M&R Sign Co. for the 2012 sign replacement in the amount of $3,359.34. Motion carried unanimously.
Geneva Estates drainage. Clerk Raisanen stated that previously the Geneva Estates Homeowners Association had expressed concerns regarding drainage in the development. In response, the town board conducted a site visit and asked the clerk to consult the township attorney about our legal obligation to act on this issue. The township attorney stipulated that the town has no legal obligation. If the town chose to act, a determination needs to be made if this action serves the public good. The phrase “public good” encompasses the whole township, not just those individuals immediately impacted by the issue. The attorney’s opinion is that it would not serve the public good; therefore, his recommendation is to not take any action. Consensus is to invite the Homeowners Association to the next meeting to discuss and conclude if there are other options.
The following Board appointments were made: LAR – Alstead; AAEDC – Dahlheimer; Planning & Zoning Subcommittee – Niskanen, Feuling, with two Planning Commission members to be determined; Lakes Regional Planning Agency – Alstead; Roads – Dahlheimer and Niskanen, with Alstead as alternate; Water Planning Task Force – Alstead; Transportation Committee – Engineer Kuhn, Niskanen, Dahlheimer, with two Planning Commission members to be determined; Parks/Recreation Committee – Clerk Raisanen, Alstead, Feuling, with two Planning Commission members to be determined; Flood Board – Dahlheimer.
Feuling, seconded by Dahlheimer, made a motion to set the per diem rate at $80/meeting and an additional $20/meeting for the chairman where minutes are recorded. Motion carried unanimously.
Niskanen, seconded by Feuling, made a motion to set the inspection rate at $40/inspection. Motion carried unanimously.
Alstead, seconded by Niskanen, made a motion to set the incidental labor rate at $15/hour. Motion carried unanimously.
Niskanen, seconded by Dahlheimer, made a motion to set the salary of the administrative assistant at $17.00/hr. with the HRA contribution to remain at $60/month. Motion carried unanimously.
Dahlheimer, seconded by Feuling, made a motion to set the treasurer’s salary at $650/month. Motion carried unanimously.
Dahlheimer, seconded by Niskanen, made a motion to set the clerk’s salary at $650/month. Motion carried unanimously.
Alstead, seconded by Niskanen, made a motion to set the mileage rate at the federal reimbursement rate, which is currently $.555/mile. Motion carried unanimously.
Feuling, seconded by Niskanen, made a motion to designate the Echo Press as the official newspaper for notices. Motion carried unanimously.
Alstead, seconded by Dahlheimer, made a motion to designate Bremer Bank as the official depositor of funds for the Township. Motion carried unanimously.
Feuling, seconded by Niskanen, made a motion to designate the law firm of Tillitt, McCarten, Johnson, and Haseman as the township attorney.
Alstead, seconded by Feuling, made a motion to appoint all supervisors as weed inspectors, and to appoint Joel Dahlheimer as chief weed inspector. Motion carried unanimously.
Clerk Raisanen reported that he is appointing Bonnie Fulghum as Deputy Clerk.
Clerk Raisanen and Treasurer Billmark will bring forth options for deputy treasurer at the next meeting.
Clerk Raisanen reported that the township furnishes a group life policy for official board members. Currently the township contributes at the silver level, which is $10,000 of coverage/individual. He asked if the board wished to continue at the same level. Feuling, seconded by Niskanen, made a motion to continue the benefit at the silver level. Motion carried unanimously.
Annual road inspection was set for Saturday, April 14, 2012, 8:00 a.m., commencing from the premises of Alden Just Road Maintenance, 416 Geneva Road NE, Alexandria, MN.
Zoning Administrator Oleson stated that the Planning Commission had asked if the board wanted them to begin updating the comprehensive plan. Initially, the idea was to update the plan every five years. The board will review the existing plan and determine the extent of the update.
Supervisor Dahlheimer stated that a resident on Homestead Road, Shad Steinbrecher, indicated there was a drainage problem. Dahlheimer to meet with resident and report back to the board.
Being no further business Feuling, seconded by Niskanen, made a motion to adjourn the meeting. Meeting adjourned at 7:20 p.m.
Respectfully submitted….
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Gregg Raisanen, Clerk
Approved this ____ day of ________, 2012
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Bryon Alstead, Chairman