SYLVAN TOWNSHIP
BOARD OFSUPERVISORS MEETING MINUTES
FEBRUARY 07, 2013
Call to Order/Pledge of Allegiance/Roll Call: Chair Booth called the meeting to order at 7:00 PM and the Pledge of Allegiance was said. Those present: Supervisors John Wulff, Yvette Adelman-Dullinger, Greg Booth and Clerk/Treasurer Faith Broberg. Excused Absence: Supervisors Roland Anderson and Lee Shade. Sign-Inn Sheet Attached.
Agenda: Supervisor Wulff moved to approve the amended agenda, seconded by Supervisor Adelman-Dullinger and the motion carried.
Clerk/Treasurer’s Report-
Minutes Board of Supervisors Meeting Jan. 17, 2013 – Supervisor Wulff moved to approve the minutes as amended, seconded by Supervisor Adelman-Dullinger and the motion carried.
January 2013 Financial Balances – Supervisor Adelman-Dullinger moved to approve the January 2013 Financial Balances, seconded by Supervisor Wulff and the motion carried.
Public Input–Cass County Commissioner Neal Gaalswyk was present to address the Town Board.
Gas Tax Changes – there is a change in the way that the State is addressing the issue of disbursing gas tax funds to Townships. In the past,in order to be eligible the Townships needed to levy 0.04835 percent of the Township’s valuation for roads. Distribution was then based on that formula. The Legislature has struck the requirement of 0.04835 percent of the Township’s taxable market value be levied by the Townships. The thinking is that there are Townships out there that think this formula would bring in too much money--- if they don’t need that money, why levy for it when they can’t spend it on the roads anyway.
The Cass County Board at their meeting on Tuesday, Feb. 5, 2013 decided that they want to know what the Townships think about this. Feedback will be taken back to the County Board. Chair Booth expressed that he feels the previous formula was fair.
BWSR Grant – Cass County was approved for $100,480.00. Two uses for this money is the County will use part of its grant to match a 25 percent contribution from Sylvan Township to inspect private sewer systems in the township for compliance. The rest will be made available to community groups like lake associations and non-profits to implement storm water management projects.
Access to Mississippi River – Mr. Gaalswyk has had discussions with Charles Benzie, 1418 Primrose Lane, Pillager, MN, regarding the possibility of gaining access to the Mississippi River on this side of the river in the vicinity of Crow Wing State Park. They also met with Paul Roth, director of the Crow Wing State Park, and walked the area below Camp Jim where there used to be a path to the river. This has been blocked off now. The State Park long range plans-- not really interested in making an access. They would rather keep it as a carry in access. Mr. Gaalswyk encouraged him to get supportand see if Sylvan Township would support him on this project. Mr. Benzie hasn’t mentioned this to the Township but is more than welcome to come in and present his project.
Old Business/Reports
Road Project Report – Bryan Drown was present to give a brief update on Classic Pines Trail and W. Mile Lake Road SW. Plans are underway to advertise for bids for these roads, publishing on February 8, 15, 22 and opening the bids here at the Town Hall on Tuesday, March 5, 2013 at 10:00 AM. He would have totals tabulated and make a recommendation at the Board Meeting on March 7, 2013.
Road Supervisors Report - Chair Booth has received a few calls regarding the conditions of the roads. He believes communication is better between the Township and the Road Maintenance Contractor.
Publishing of Notices - Supervisor Adelman-Dullinger moved to have the notices published on February 3, 15, 22 with the bid opening on March 5, 2013 at the Town Hall at 10:00 AM for Classic Pines Trail SW and W. Mile Lake Road SW, seconded by Supervisor Wulff and the motion carried.
Planning Commission
Shante Letter – Supervisor Adelman-Dullinger had drafted a letter to the owner of the Shante in regards to the sign that was installed on the West side of Pillager. The Township has not given them a permit for their sign so the letter is asking them to fill out an application and submit it to the Sylvan Planning Commission. It was decided that we should add to the letter that we would appreciate a response within 30 days of the date on the letter. It was also mentioned that the owner’s name is Anna Hunstad.
Fire Report
Supervisor Wulff attended this meeting. The Association is still looking for a new truck with pumper. The 6 x 6 that they are looking at –trying to get it at a reduced rate, possibility of $10,000 or less. The Huntin’ Shack had a break in and pull tabs stolen. They are still working with the insurance company regarding this. The Fire Budget last year for 2013 was $176,450 and this year they are looking at a reduced budget for 2014 of $171,950. Usually Sylvan has the majority of calls but Ski Gull had a high number of calls this time. There were 17 runs since their last meeting. The Fire Department is still looking for volunteers.
NEW BUSINESS
News Articles for Sylvan’s Newsletter –
Roads – Chair Booth will do an article on roads,including that the Township does not have a “no ice” policy. Cass County does not have a “no ice” policy either. Dave Johnson, Planning Commission Chair, is also doing an article for the newsletter. Supervisor Adelman-Dullinger might be submitting an article regarding Heritage Day if the plan goes forward.
`Set Budget Meeting – after discussion it was decided that we will have the discussion on budgets for 2014 in our Regular Board of Supervisors Meeting on Thursday, February 21, 2013 at 7:00 PM.
OTHER TOWNSHIP BUSINESS
Correspondence – the Township received a Thank You from Jim & Laurie Miller of 11th Avenue SW appreciating the brushing that was done on this road.
Release Forms from Unity Bank – Supervisor Adelman-Dullinger moved to approve the Chair to sign these documents, seconded by Supervisor Wulff and the motion carried.
Minnesota Benefit Association – the Township purchases a life insurance policy for each Board Member, Planning Commission Member and Employee in the amount of $5,000.
Supervisor Adelman-Dullinger moved to retain and renew the life insurance policies,at the current rate, seconded by Supervisor Wulff and the motion carried.
Annual Meeting Donation Requests – the Township has received some requests and will be added to the Annual Meeting Agenda. Last year’s recommendation will be added to the agenda so that residents know what they approved last year.
Claims – Supervisor Adelman-Dullinger moved to approve the pay roll Check #’s 20044 to 20048 in the amount of $2,284.00 and the Claims # 20049 thru 20068 with the exception of #20055($32.29) which is pulled out, in the amount of $17,142.95 for a total of $19,426.95, seconded by Supervisor Wulff and the motion carried.
Road Maintenance Contract & Specs- in packets. Read through the materials for our next meeting. At the bottom of page 2 regarding the Town Road Grading Schedule it was suggested that we insert class 5 after the word all. Regarding page 3 paragraph #4, Supervisor Wulff asked what “loaded gravel” meant. Chair Booth explained that when we receive price quotes on gravel we ask for the loaded gravel price. At our next meeting on Thursday, February 21, we will review the Road Maintenance Contract and Specs and then vote on any changes to the documents and authorize the publication of Notice of Bids for March with the bids due the lst week in April and the contractor with the lowest bid starting on May 1, 2013.
Spring Short Course –Supervisor Wulff moved to approve the Town Board Members and Clerks attending the Spring Short Course on March 18, 2013, seconded by Supervisor Adelman-Dullinger and the motion carried.
CTAS – An article in the Minnesota Association of Townships by Rebecca Otto, State Auditor, gave information that eventually the CTAS (Cities and Township Accounting System) will fail without any future updates. She continued to say that by charging a user fee of $300.00 that the system could then be updated. This is a small price when compared to the cost of purchasing a different accounting system and having it installed, training, and also then would itbe compatible with the State Auditor’s office for downloading necessary forms. It was decided that a letter should be sent to our State Representative and Senator asking them to support the CTAS system as it would save the Township a lot of money. Supervisor Wulff moved to send the letters, seconded by Supervisor Adelman-Dullinger and the motion carried.
Adjournment – Supervisor Wulff moved to adjourn, seconded by Supervisor Adelman-Dullinger and the motion carried with the meeting adjourning at 8:27 PM.
Minutes submitted by,
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Faith C. Broberg, Clerk/TreasurerChair Greg Booth
Supervisor Adelman-Dullinger moved to approve the minutes as presented/as amended, seconded by Supervisor Wulff and the motion carried.
Amendments: Page 1 Correct spelling of BOWSER to BWSR. Page 2 under Fire Report regarding Ski Gull change took the high number to had a high number of calls. Page 3 under Minnesota Benefit Association – to the motion add at the current rate.
Date:
Board of Supervisors Meeting Minutes 02-07-2013Page 1