WILMA TOWNSHIP BOARD OF AUDIT AND BOARD OF SUPERVISORS’ MEETING, FEB. 1, 2012

WILMA TOWNSHIP BOARD OF AUDIT AND  BOARD  OF SUPERVISORS’ MEETING,  FEB. 1, 2012

          Chairman Glen Williamson called the Board of Audit to order at 7:30 p.m.  with the Pledge of Allegiance.  Also present were Supervisors Mike McCullen and Gary Vink, Treasurer Patrice Winfield, Clerk Paul Raymond, and Road Manager Mark Pallow.

The Supervisors audited and compared the Clerk’s and Treasurer’s financial records for 2011, and the Cost Control Summaries.  Patrice said that starting in 2012, she will return the CD Investments to the Road and Bridge fund because listing them separately messed up the accounting.  Mike moved to approve both sets of records. Garyseconded.  Approved.

Glen moved to adjourn the Board of Audit and begin the regular Supervisors’ Meeting.  Mike seconded.  Passed.

Paul read the record of January’s board meeting. Garysaid theRochestersurveyor was not digging on thePete Anderson Roadwhen Mark stopped him, but on the County Road 24.  Mark prevented him from digging on our road without paying an escrow deposit. With this change,Garymoved to approve the record; Mike seconded.

Mike asked about the pressure check on the propane tank; he’s never heard of that.  He said the heat was left on in the town hall from the time of the January meeting until the Fire Chiefs’ Meeting, and that may have drained the tank.  It was already 65 degrees inside when he went to turn on the heat.  We need to ensure that the heat is turned off after meetings.

OLD BUSINESS:  FEMA Payments:  Bill Hirte, State Public Assistance Officer gave Paul an update on our payouts.  The storms in 2011 were numbered, and they’re working on #DR1982, the first storm, and will be sending out forms in three weeks.  The next storm was the Hennepin Co. tornado, and then our July1 wind storm, #DR4009.  Forms and reports for that will be sent out in 4 – 6 weeks, so it may be two months before we get paid.

Pine Co. Land, Planning, & Zoning Survey:  Kurt Schneider, the Land & Zoning Administrator, sent out a survey to all the townships asking about their current zoning ordinances, and asking if they would be interested in the county adopting a county-wide ordinance which towns could adopt or opt out of.  Steve Chaffee, our Commissioner, spoke at the Pine Co. Wanderer’s meeting last week and said the problem with many of the township zoning ordinances is enforcement; they don’t have enforcement capabilities, and the county could help with that.  Bob Brewster had given us a copy ofArnaTownship’s Comprehensive Plan, and Paul downloaded the guidelines from Mn. Assn. of Townships for towns who are considering adopting a zoning ordinance.  Glen said we should at a minimum have some kind of reporting mechanism so we know if people are building homes or outbuildings in our township, such as a simple $10 building requirement or registration, so we could inform our assessor of new construction.   Mike asked how we could enforce it?   We would have to post signs at our township boarders.  Mark said he is pretty much aware of any new construction from his duties as road manager, inspecting and grading the roads.  Patrice said she had to get a county building permit to build her home. Gary said that was because she is on the river.  Mike said our current policy is working well so far.  The board reviewed and answered the survey questions and Paul will submit it to Kurt Schneider.  The County septic ordinance will have to be updated by 2014 per the Mn. Pollution Control Agency, and township septic ordinances will need to conform by 2015.  Gail Kespohl wrote our ordinance and she will submit a revision by 2015.  We answered that we are happy with our own ordinance and inspector and do not want the county to handle it.  Glen said we need to stay on top of this zoning ordinance because they may try to pass it.  Look what happened to the junkyard ordinance:  By citizens staying on top of it, the County tried and failed to pass it twice.

Seven County Senior Federation Donation:  They want us to sign a contract with them for services, and for a donation of $300 or so.  Paul spoke to both Fran Levings and Cheryl Wickham about New Dosey’s and Arna’s donations.  Fran said they used to give $300 to both 7 County and to Family Pathways, but that this year they are experiencing a budget crunch and will likely give less.  Cheryl said Markville has given $240 a year before, but they are also hurting financially with the July 1 cleanup.  Patrice gave an overview of all the services the 7 County Federation provides, such as help applying for Medicare and for supplemental insurance for poor applicants.  She will bring information to the March Annual Meeting.  Glen suggested that we propose a $100 donation at the meeting.

Citizen Recognition Plaque:  Glen said he’s been shot down on this before, but he wants to bring up again the town having a plaque with the names of citizens who have given a lot to our township.  Ron McCullen’s recent death has rekindled the idea of acknowledging and recognizing all that past citizens have done.  We could propose one person a year, and add their names to an honor roll plaque, and give a smaller plaque to the families.  It could be limited to those who have passed on. Paul said New Dosey has a plaque with about 20 or so names, and we could nominate several to start.  So many people have served on the board and fire department and contributed to Duxbury Days and other township activities and projects.   Mike and Gary said this could be divisive and dredge up old controversies, if some are recognized and some aren’t. This can also be added to the agenda for the Annual Meeting March 13.

MAT Dental Insurance:  Paul brought the application forms and the plans offered:  Plus, Select, and Choice.  The main difference is the Plus Plan pays 50% of basic care like fillings and extractions and the other two pay 80%.  The Choice plan pays 100% for preventive cleaning, x-rays and exams, while the other two pay 80%.  The monthly cost for officers and employees is Plus: $26.25; Select: $29.25; and Choice:  $32.61.  There is a 1-year waiting period for major work and orthodontics.  The cost for a spouse doubles that.  All of the officers and employees present are interested in getting this insurance. Paul will find out from MAT how many townships pay their officers’/employees’ premiums, or part of them.  This is something that will be added to the Annual Meeting Agenda. We may propose that the town pay the employee premiums and the officers pay for any spouses or dependents, or that the town pay half of whatever the total premiums would be.  We would all have to be under the same plan. Gary moved and Mike seconded that we propose the Choice plan for all officers and employees.

NEW BUSINESS:  Proposed 2013 Budget:  The board reviewed a proposal for the Annual Meeting for 2013 levies and wages.  The only change from 2012 is the Building Fund.  Last year, the town voted to reduce the fund from $1,200 to $600.  Paul said that if we hope to build an addition to the hall that can be heated with a real kitchen and bathrooms, we should return it to the 2011 level.  The State requires that our Road and Bridge Levy be set at least to .04835% of the taxable market value of our town, to qualify for gas tax refund.  Wilma has a total 2011 Payable Certified Taxable Market Value of $30,013.300.00, so our Road and Bridge Levy has to be a minimum of $14,511.  We set ours at $16,000 last year, and are proposing the same for 2013.  All wages and snowplowing, etc., were left same as 2012.  The voters decide the levies, and we can include the Town Hall addition in the Annual Meeting Agenda.

Township Laptop:  Our computer has been giving trouble, refusing to shut down or boot up, freezing, etc.  Patrice ran the System Care program, but it still costs down time.  Glen said we can get a new laptop for a very low cost, $300 – $400, and we could clean ours up and sell it on Craigslist.  It has only been used for accounting.  No decision or proposal was made.

Tri-State Loggers: Gary said that Tri-State Logging is planning to start work on theDuncan Road.  He said in the past we had instructed the DNR to inform any loggers who get logging permits in our township that they are required to post a $500 escrow bond before they start any work.    The Board instructed Paul to write to the DNR and remind them of this requirement.

Deputy Treasurer:  Patrice requested that her sister Jenn be allowed to sit in on our next board meeting to review all the accounting and check-writing procedures, in case she needs to fill in for Patrice at a meeting.  This is paid at the bookkeeping rate, plus mileage.  Glen said she should probably get a refresher 3 times a year; Patrice said she believes it should be quarterly.  Mike moved that Jenn attend the March regular meeting for training. Gary seconded.  Passed.

Treasurer’s Report and Claims:  Patrice gave the Treasurer’s Report (attached).  Bills were presented:

Patrice Winfield (expenses)                        $           25.40

Paul Raymond (expenses)                                       10.00

Dennis Schlomke (culvert)                                   200.00

ECE                                                                        50.97

Pine Co. Courier                                                     16.92

Robert Brewster (2012 Assessments)                           1,518.00

Glen Williamson                                                     33.85

Patrice Winfield                                                    238.70

Paul Raymond                                                     194.36

Frank Rehberger                                                  195.31

Gary Vink                                                            157.57

Mike McCullen                                                        33.97

Mark Pallow                                                        110.39 

Total Bills            $       2,785.44

Garymoved to approve the Treasurer’s Report and to pay all the bills, and to transfer $2,700.00 from savings to checking. Mike seconded.  Approved. Garymoved to adjourn the meeting; Glen seconded.  Meeting adjourned at 9:15 p.m.

Paul Raymond, Clerk

Town of Wilma Board of Supervisors’ Meeting January 4, 2012

Town of Wilma Board of Supervisors’ Meeting January 4, 2012 

          Chairman Glen Williamson called the meeting to order at 7:30 p.m. at the Wilma Town Hall with the Pledge of Allegiance.  Also present were Supervisor Gary Vink, Treasurer Patrice Winfield, Clerk Paul Raymond, Road Manager Mark Pallow, and Eldon and Marg Schmedeke.  The meeting was moved to the Duxbury Store because of fumes in the town hall.

Paul read the record of the December 7, 2011 meeting.  Eldon asked that the record be corrected to state it was a 12” culvert Mark put in the Pete Anderson Road, not 18”, and that Arna’s culvert was 32’ long, not 32” diameter.  With these corrections, Gary moved to approve the minutes; Glen seconded.

OLD BUSINESS:   FEMA Funds:  Paul said that Bill Hirte, State Public Assistance Officer, 651/201-7431, said that FEMA will be sending out report forms to townships soon for us to report the work we did and to attach invoices for the work performed.  Gary asked how these funds are designated.  We can only bill for the work Mike McCullen and Fudally Tackle did as bid and for the gravel that was approved.

Personal equipment:  Mark asked how to bill for the use of his personal tractor for some of the road work.  Glen said he should bill for the equipment separately, for $15/hour, and for his labor as an employee.  Gary said that when Joe uses his own equipment he bills for his labor as part of the equipment, and is not taxed.  Paul said we should have a consistent policy for employees who use their own equipment.  He would like to bill for using his computer and not have his pay taxed.  Glen said that for township employees, the equipment and the labor should be separate.

Grader parts:  Patrice asked why we pay a company in Sauk Rapids for our parts.  They want to open a line of credit with us for future orders.  Mark said that’s where we got the grader, and that’s where we order parts.  Gary moved that we apply for a line of credit with RDO Equipment.  Glen seconded.  He asked Paul to draft a resolution authorizing the application.

Road Retro reflectivity Plan:  The Board studied the plan Paul drew up for our road signs, which includes inventorying and testing our signs for retro-reflectivity and bringing all signs into compliance by 2015.  Todd Lindstrom from the Pine Co. Highway Dept. (320-216-4200) said that the county has the jurisdiction and responsibility for all Wilma road signs and stop signs.  That leaves dead-end and minimum maintenance road signs under our plan.  We have until 2015 to bring our signs into compliance.  The plan states that the inventory of our signs will be part of our regular spring road inspection.  Gary moved to approve the Wilma Township Road Retro-reflectivity Plan as written.  Glen seconded.  It was signed and filed.

DOT Surveyor/Escrow Fund:  Early in December a surveyor from a Rochester company started to dig on County Road 24 and Tamarack Pine Drive.  Gary and Mark stopped him and asked for an escrow payment for potential damages.  The surveyor and Paul had tried to contact Glen with no success, so Paul emailed Glen and gave Gary a copy.  Gary was upset that the letter to Glen said that it was Gary who stopped the man, not Mark. Paul said he didn’t know Mark was back, so had assumed it was Gary.  No one but Glen and Gary saw the letter, and Glen asked what was the big deal.  The letter supported the Supervisor’s actions and the company did pay the escrow the same day, and we’re keeping the money until next spring.

Town Computer:  Patrice said our computer was acting up and had cost a lot of down time this month.  Paul sent her and Glen a free program to defrag and fix computers and registries, and urged Patrice to download and run it, Advanced System Care.

NEW BUSINESS:    Ron McCullen Death:  Glen said he wanted to acknowledge the loss of Ron McCullen on December 30, and the debt the town owes him for his many years of service as supervisor and as one of the original fire department volunteers and board members and as fire chief.  All of the board and most of the Duxbury Volunteer Fire Department members were present to honor Ron at his visitation on January 3rd.

Seven County Senior Federation:  They are requesting a donation of $300 or more.  Gary said we have always turned down solicitations because of the law forbidding towns from giving donations.  Glen said he researched the law and there are provisions that would allow a donation. Patrice said the other towns in the Pine County Wanderers donate, but did not know how much.  She outlined some of the services that the Seven County Federation provides for seniors like Medicare advice and over 55 driver discounts.  Gary moved that we donate $25, and after discussion Gary amended his motion to donate $50.  Glen seconded.  After further discussion, the board decided this is something that should be decided by the whole town at the annual meeting, if they want to donate to the Senior Federation.  This will give us time to find out what the other two towns give.  Gary moved that the earlier motion and vote to donate $50 be rescinded, pending the whole town having an opportunity to decide if they want to support the Federation.  Glen seconded.

Township Officer Dental Insurance:  Glen got some information on dental insurance coverage at the MAT Conference and said he believed we should join the program.  Many towns pay for their board members’ coverage.  Patrice said she does not need the insurance, and didn’t feel her tax dollars should go to subsidize other people’s insurance.  Glen said that this is another issue that should be decided by all the voters at the annual meeting.  We will research costs and coverage and give a presentation at the March 13th meeting.

Town Election Affidavits:  The filing period is open for two weeks.  Mike and Paul are up for re-election.  Paul filed and Marg paid Mike’s filing fee since he was at his dad’s funeral.  Paul will get Mike the affidavit.

Town Hall Fumes:  Gary asked how our tank could get down to 5% full?  Aren’t we on a regular refill schedule?  Mark said the tank was disconnected and moved by fire department members for the burial of the water tank, and it was never pressurized after it was reconnected.  It’s possible there is a leak.  The fire hall uses most of the propane, since we only heat the town hall once a month.  The board directed the clerk to contact Federated Propane for a complete inspection and to pressurize and refill the tank.

Town Hall Fund Deposits:  Eldon questioned why we have so much of our funds deposited in non-interest bearing accounts?  If we don’t need the money immediately, he said we should put more of it in CD’s.  Patrice said we do have a large part of it in CD’s, and Gary said if we have a road emergency we need to have immediate access to the funds.  Eldon said you can take money out of a CD early if you need to, and just pay a penalty.  The board will reevaluate our deposits.

Board of Audit:  Paul said that the Board of Audit will be held as part of our regular February 1st board meeting, at 7:30.  It is not a separate meeting as far as the clerk’s and treasurer’s pay, but must be posted as a separate meeting.  The Supervisors will examine the clerk’s and treasurer’s books and records for 2011.  Paul said the state auditor sent out a new report with a CTAS update on end-of-year procedures and backups.  Patrice said she does not get these emails.  Paul will forward his to her and she will try to get on their lists.  Patrice had to run her end of year procedures in order to pay tonight’s payroll claims.

Treasurer’s Report and Claims:  Patrice gave the Treasurer’s Report (attached) and bills for January were presented:

NAPA                                               $            6.40

The Evergreen                                              35.00

Pine Co. Courier                                           33.84

US Treasury                                                         517.67

ECE                                                              50.51

Pine Co. Auditor                                          41.23

Hopkins Sand and Gravel                        2,943.93

Pine Co. Township Assn. Dues                            326.94

Patrice Winfield (expenses)                          10.00

Duxbury Store (Carbon monoxide detector)    26.75

Paul Raymond (expenses)                            49.93

Mark Pallow (expenses)                               16.81

Mark Pallow (truck rental)                           90.00

Paul Raymond                                            137.75

Mark Pallow                                               311.35

Gary Vink                                                  125.95

Glen Williamson                                           38.69

Patrice Winfield                                          102.84 

Total Bills   $     4,865.59

Gary moved to approve the Treasurer’s Report, to pay all claims, and to transfer $5,000 from savings into checking.  Glen seconded.  Gary moved to adjourn the meeting; Glen seconded.  Meeting adjourned at 9:15 p.m.

Paul Raymond, Clerk