Alexandria Township
Alexandria, Minnesota 56308
Minutes of the meeting of 11-19-2007
A regular meeting of the Board of Supervisors of Alexandria Township was held on the 19th Day of November 2007 at the Alexandria Township Conference Room, 610 Fillmore Street.
ROLL CALL: Supervisors present were Bryon Alstead, Jim Casper, and Roger Thalman. Also present were Clerk Gregg Raisanen and Mona Billmark, Treasurer. As said members formed a quorum and the meeting was called to order by Chairman Thalman at 7:30 PM.
Alstead, seconded by Casper, made a motion to adopt the agenda with the addition of Attorney Michelle Clark under planning and zoning and a report from the floodwater control board. Motion carried unanimously.
Alstead, seconded by Casper, made a motion to approve the minutes of the November 5, 2007 regular board meeting as written. Motion carried unanimously. Alstead, seconded by Casper, made a motion to approve the minutes of the October 15, 2007 regular board meeting with the addition of the following sentence under old business after Supervisor Casper comments: “He stated that Canyon Contracting has not demonstrated to him that they are the lowest responsible bidder”. Motion carried unanimously.
Alstead seconded by Casper, made a motion to authorize payment of claims 7360-7378 in the amount of $24,162.29 and claim 7379 in the amount of $111,367.88 and to authorize the transfer of $112,000.00 from the savings into the checking account. Motion carried unanimously.
PLANNNING AND ZONING: Attorney Michelle Clark reported back to the board that Mr. Zunker has not voluntary agreed to a time-line to clean up the junkyard located at 1644 E. Lake Victoria Road SE. She presented the board a draft complaint outlining the sequences of events leading up to the current violation of the township’s zoning ordinance. She indicted that if the board proceeds with prosecution, it would probably not go to trial until the fall of 2008 at the soonest. The draft complaint gives Mr. Zunker 180 days to clean up the property to bring the property into compliance with zoning ordinances. Casper, seconded by Alstead, made a motion to proceed with prosecution for unlawful use of property by Richard and Judy Zunker and to authorize Attorney Michelle Clark to serve the complaint. Motion for: Alstead, Casper, Thalman. Motion against: None. Motion carried.
Zoning Administrator Oleson and Clerk Raisanen reported that the current process for handling building permits and Land Use permits within the two-mile radius of the city and outside the two-mile radius would be different unless some changes were made to the proposed procedure. The original intent by the board was to have one permit for both building and land use for all areas of the township. The board discussed the necessity of the land use fees to pay for the review of setbacks and site conditions. Applicants will not be required to provide surveys so therefore setbacks will not be verified during construction. It is the requirement of the landowner to make sure setbacks are accurate and that they meet zoning requirements. Zoning Administrator Oleson and Chairman Thalman will meet with the City of Alexandria to discuss a process to accomplish a one-permit process.
Clerk Raisanen provided the board a review of the proposed budget for planning and zoning. Originally, in 2005, the levy and budget was increased by $30,000.00 to pay for planning and zoning. No fee revenue was put into the budget since it was an unknown at the time. In 2007, anticipated expenditures for Planning and Zoning will be approximately $55,000.00 and $15,000 was budgeted for fee revenue; however, anticipated fees collected will be approximately $20,000. Additional revenue that was received is from the orderly annexation agreement with the City of Alexandria in the amount of approximately $35,000.00. Clerk Raisanen recommended that the board contract with Community Growth Institute under the terms of option 2 that was previously provided to the board in the amount of $3,750.00/month for zoning administration services. Alstead, seconded by Casper, made a motion to contract with Community Growth Institute for zoning administrative services in the amount of $3,750/month. Motion carried unanimously. Clerk Raisanen will draft a contract for these services that will begin January 1, 2008.
Zoning Administrator Oleson reported that the Planning Commission would be holding a public hearing on November 26 to consider some conditional use permits. In addition, they will be considering a zoning change request. Zoning Administrator Oleson and the board discussed the feasibility of extending the interim subdivision and zoning ordinances for six months. Zoning Administer Oleson will contact Attorney Kristen Carr to discuss the feasibility of extending the interim ordinances.
ENGINEER’S REPORT: Engineer Kuhn reported that he has inspected the sub-grade elevation of the road into Piehpo Lane. He also reported that the developer of Geneva Estates- fifth additional will be relocating the storm water retention pond to the opposite side of Golf Course Drive which will not require digging up the road which is desirable.
Engineer Kuhn reported that Supervisor Dahlheimer and himself had viewed a drainage concern located along Deerwood Drive. The homeowner indicated that the problem was a result of the construction during installation of the water line under the road and the regrading of the ditch. It was decided to not consider any action until the spring of 2008.
Engineer Kuhn reported that he has been contacted about drainage issues along Queens Road with the shallow ditches and Maple Drive. He will address with the landowner. Residents at the end of E. Lake Jessie also had contacted him regarding the process for the township to take over maintenance of the private road at the end of public road. He reported to them, that the landowner would be responsible to upgrade the road to township standards prior to the township considering this portion as a township road.
NEW BUSINESS: Clerk Raisanen provided a written quote in the amount of $22.00/yd3 for salt sand provided by Canyon Contracting. Central Specialties declined providing a quote. Douglas County Public Works currently does not have their price structure set and reported that they could not supply salt/sand to private contractors anyway. Alstead, seconded by Casper, made a motion to accept the quote for salt/sand from Canyon Contracting in the amount of $22.00/yd3. Motion carried unanimously.
The board reviewed the 2008 budget that was previously presented to the residents at the 2007 annual meeting. Clerk Raisanen recommended that the line item for planning and zoning be increased from $20,000 to $50,000, to increase the revenue for fees from $15,000 to $20,000, and to add $25,000 in revenue from the orderly annexation agreement. Alstead, seconded by Casper, made a motion to amend the 2008 budget per Clerk Raisanen’s recommendation and to approve the amended 2008 budget. Motion carried unanimously.
Clerk Raisanen presented a retainer agreement for legal services provided by Julie Haseman and Michelle Clark. Legal fees for both attorneys are $165.00/hr. and $65.00/hr. for legal assistance services. Casper, seconded by Alstead, made a motion to retain the services of Julie Haseman and Michelle Clark for legal services per terms and conditions of the retainer agreement provided. Motion carried unanimously.
Supervisor Alstead provided the board an update from the floodwater board that he recently attended. He indicated that the floodwater board has a negative balance of $6,248.55 after paying for the recently completed projects in Scenic Heights. The floodwater board is recommending accessing the respective joint-power members a total of $10,000.00 to cover the deficient. Alexandria Township’s share is $2,500 of the total. Alstead, seconded by Casper, made a motion to agree to the assessment in the amount of $2,500.00 to the floodwater board. Motion carried unanimously.
Being no further business, Alstead, seconded by Casper, made a motion to adjourn the meeting. Meeting adjourned at 9:20PM.
Respectfully Submitted…..
Gregg Raisanen, Clerk
Approved this _____ day of________, 2007
Roger Thalman, Chairman