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Regular Meeting, August 13, 2008

WILMA TOWNSHIP TOWN BOARD MEETING, AUGUST 13, 20, 2008

Chairman Gary Vink called the meeting to order at 7:30 p.m. with the Pledge of Allegiance. Also present were Supervisors Glenford Williamson and Michael McCullen, Treasurer Patrice Winfield, Clerk Paul Raymond, and Joe Vink, Eldon and Marjorie Schmedeke, Mark Pallow, Donna Filler, and a citizen.

Paul read the record of the July meeting; Glen moved to approve; Mike seconded.

OLD BUSINESS: Propane Prebuy: The deadline for locking in the prebuy price for propane was July 31, but Patrice called them and they gave us until August 14 to get it for $2.45, up from $1.79 last year. They filled the tank to 80% yesterday with 160 gallons. Mike moved to buy 1,000 gallons at $2.45. Glen seconded.

Sisterman Easement: There was an error in the land description on our application and resolution for the township easement into Sisterman’s property. Mike moved that the board approve the amended resolution to forward to the DNR. Gary seconded.

Park Logging Project: Duane Glienke is almost half done logging the poplar from the park site. He sent a check for $950 for what he’s taken so far.

Escrow Account Deductions: Gary said we have done road and gravel work on roads that were covered under escrow agreements, and that we need to deduct the costs from the loggers’ escrow accounts:

T & T Logging: They had $500 in the account for the South Duncan Road. $300 was used to restore the crown on 7-2-08; $200 was used in August for ditching, gravel and restorative work. They still have $500 in the account for the Pete Anderson Road, minus $66.75 for inspecting the road and the damaged road signs in March and July, total remaining: $433.25.

Tri-State Logging: Their $500 escrow for the N. Duncan Road was used 7-2-08 to restore the crown on the road ($300) and in August $200 for gravel.

ECE: Their $500 for the Little Tamarack Lake Road was used in August for gravel and restorative work.

Potlatch: They had $500 for Crooked Lake Road. $225 was used in November, 07 for roadwork on Crooked Lake Road, and $275 used on 8-7-08 for gravel.

Carlson Timber Products: They’ve had a total of $1500 for three escrow accounts. $1,000 was used on the Vink and Mayfield Roads in 2004; the $500 for Crooked Lake Road was used in August for gravel. Gary has the figures. Hopkins hauled it for us.

Glen said he is concerned about the way we are accounting for the amounts we are taking from these escrow accounts; just taking the entire account and saying it’s for the road is like voodoo economics, and the loggers will ask for and have a right to details of what was done and the costs and how much gravel was used. Joe said that if we don’t take photographs or do a joint road inspection with the loggers before and after their logging activities they could take us to court. Glen said we should investigate having a user fee instead of an escrow account so the loggers know in front that they will not be getting their money back. Gary said he always considered the escrow account to be a user fee. Gary said he does have the details of the dates and amounts of gravel and what grading and restorative work was done, but he didn’t have time to get it prepared for the meeting. He said the actual work and amounts was more than what we are taking from the escrow accounts. Mike said that a user fee to use our public roads may not be legal and he asked Paul to call the township attorneys to explain our escrow program and ask if a user fee would be legal and appropriate.

Townhall Ramp: We got a check for $6,000 for the ramp from the Secretary of State. Glen asked for an accounting for all the money used to build the ramp. Joe, Mark and Gary explained what they did. Donna questioned Gary billing for mileage since he does not have a driver’s license. He said his vehicle was used but Mark did the driving. Patrice questioned the hourly rate for labor. Mike said all these questions would be irrelevant if they did the work as sub-contractors and Mark did the work as the contractor hired by the town to build the ramp, and the board decided to treat Mark, Joe and Gary as contractors. They will not have to pay taxes on their claims. Paul’s work was as a township employee and he will pay taxes. Glen asked for recognition for all those who worked on the ramp, saying they did a great job. Mark said he is getting a bid for putting siding on the town hall to match our new outhouse.

New Dosey Billing: Gary asked Paul to bill New Dosey for grading and gravel on the Heller Road: $75, their half, for grading on 7-30; and $240 for their half of gravel and prep work on 8-7-08 (60 yards of gravel at $8/yard). The total for their half is $315.

Danforth Township Joint Road Agreement: Jeff Shute was going to be at the meeting but he came early and left. They wrote us on July 18 saying that Danforth will no longer continue the joint road agreement. They sent a check for $375 for work already done under the agreement, but they are disputing the 3 hours of blading on 10-25-08, $225. They said that Carlson’s were logging the road that week and never saw our grader do the road. Paul asked if we had the grader diary to prove that the work was done. Donna said she made a road diary at Becky’s request and asked if the grader operator is using it. Paul will find Mark’s claim for that date to show that Mark did grade the road. Mike said not to cash their check so it doesn’t imply that we are accepting it as full payment. Mike asked Paul to write to Jeff to invite their entire board to our meeting on September 3rd to negotiate a new road agreement. Danforth says Sandstone is grading the road for less than we charge.

Clean Water Restoration Act: Eldon asked for the floor to ask the board and township citizens to oppose James Obestar’s Clean Water Restoration Act initiative HR 24-21. He said this would be the biggest land and power grab by the federal government over private property ever. Patrice said that township board meetings are not the forum for private political views and lobbying; they are not political meetings. Glen read into the meeting record part of an article in the July-August Township News by Township Attorney Eric Hedtke on “Controlling Your Meeting:” “The purpose of the town board meeting is for the board to conduct town business. The review of the minutes from the previous month’s meeting are only subject to correction, amendment or deletion by members of the town board. Members of the audience have no right to demand corrections or additions. This general rule applies to most items that come before the board, including the treasurer’s report, claims for payment, considerations of contracts, and any other items of formal business that are exclusively within the purview of the town board. We recommend a public comment item on the meeting agenda, with restrictions, including a time limit on a person’s comments (3 – 5 minutes), requirements that the issue pertain to township business, and that the comment be directed to the board as a whole and that it won’t be a question and answer session. The board chair has the responsibility to move through the agenda, enforce rules of procedure, and stop disruptions.”

Assessment Contract: Bob Brewster sent a contract for the Board for 2008-09 assessments, 279 parcels at $5.50 per parcel = $1,534.50. Mike moved to approve the contract; Glen seconded.

N. Duncan Road Survey: Paul got a letter from Robin Matthews, Pine County Surveyor, saying he did extensive excavations on the North and South Duncan Road to try to find the original road survey markers, to see if Duncan Road is in the wrong location. Since they didn’t find anything, he said that the PLSS monuments that he found earlier are the correct PLSS corner locations

Grader Tires: Gary said the grader needs new tires. It will cost nearly $1,000 for both, and they should last the lifetime of the grader. Glen moved to buy two new tires; Mike seconded.

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

The Evergreen $ 6.00

Glen’s Tire 977.38

Hopkins Sand and Gravel 370.00

Pine Co. Courier 13.16

ECE 45.92

FNBN 2,000.00

Federated Coop (prebuy) 2,459.00

Askov Deep Rock 9.89

Napa Auto Parts 33.75

Lamperts (ramp) 1,228.06

Duane Glienke (ramp) 125.00

JR Construction (ramp) 2,995.00

Mark Pallow (ramp) 400.00

517.16

Gary Vink (ramp) 400.00

60.00

482.52

Patrice Winfield 138.52

88.40

Paul Raymond 144.99

50.63

Glen Williamson 27.70

Joseph Vink (ramp) 400.00

27.70

TOTAL BILLS $ 13,021.55

Mike moved to approve the Treasurer’s report and to pay all the bills and to transfer $13,050 from savings to checking. Glen seconded. Glen moved to adjourn and meeting; Gary seconded. Meeting adjourned at 10:30 p.m.

Paul Raymond, clerk

Regular Board Meeting, July 2, 2008

WILMA TOWNSHIP TOWN BOARD MEETING
JULY 2, 2008

Chairman Gary Vink called the meeting to order at 7:30 p.m. with the Pledge of Allegiance. Also present were Supervisor Glenford Williamson, Treasurer Patrice Winfield, Clerk Paul Raymond, and Eldon and Marjorie Schmedeke, Mark Pallow, and a township citizen.

Paul read the record of the June meeting. Eldon asked that the record be amended to not say that Schmedeke Lane is a minimum maintenance road. Glen moved to approve the record as amended. Gary seconded.

OLD BUSINESS: Sisterman Easement: Paul had the resolution and all the paperwork from Sisterman’s to send to the DNR. Glen has reservations about the commitments Sisterman’s have made since we do not have a signed agreement with them. Glen asked Paul to send the Sistermans a copy of our resolution and ask them to both sign it and have it notarized, and to write them that the gate issue is not part of the agreement, in case the board eventually wants it moved. Glen moved that once we get the signed agreement back from the Sistermans, that we send the application and resolution and paperwork and the $500 check to the DNR. Gary seconded.

Town and Country fuel: They have an offer that if we pay within 5 days we will get the diesel fuel for $4.15/gal. We got 288 gallons @ $4.14 =

$1,303.56 — $28.80. There was a discussion on whether we are tax exempt and need to pay the tax. Gary said the tax exemption does not apply to tires. Patrice spent a lot of time with the State Auditor’s office trying to find out if we were tax exempt for the checks and found out that we were not. The tax exemption only applies to road and bridge materials.

Eagle Head/Crooked Lake Road: Gary said that a few days after our June meeting, someone bladed Eagle Head and Crooked Lake Roads and scraped off the crown. Kelch’s complained that the grader tore up rocks and knocked them into their property.

Joint-road billing: Gary asked Paul to bill Danforth for 5 miles mileage and ½ hour for inspecting Eagle Head and Crooked Lake Roads on 6/7 for the complaints: Their half, $12.50. Also to bill New Dosey Township for ½ hour of blading Heller’s Drive on 6/26, $75.

Culverts: Gary hasn’t received an answer from the County on culvert prices. Also he called Hopkins to get a quote for hauling grave. He also inspected the cul-de-sac at River Cabin Road where Thielman’s complained and he said it has degraded since the road inspection and does need gravel. Glen sent Theilmans a copy of our meeting record from June.

Escrow Account Deductions: Gary said to take $300 from T & T Logging’s Escrow Account for 2 hours of blading the South Duncan Road on 7/2/08 to restore the crown they had flattened out. Ditching will be required and possibly other restorative work. We also need to take $300 from Tri-State Logging’s account for road work on 7/2/08 on the North Duncan Road to restore the crown. The road also needs more gravel.

HAVA Grant: When the Secretary of State notified us in November that we had been awarded a $6,000 grant to build a ramp for the Town Hall, they sent a contract that we needed to sign and return. No action was taken, but they recently faxed another copy of the contract and we still have time to do the work; it has to be completed by August 1st. We cannot start the work until they receive the signed contract and they send us a letter authorizing us to start the work. Paul will fax and mail the contract and Mark can start the work as soon as we receive the letter. All receipts and billing needs to be sent to them by August 1st.

Building Committee: Glen said that the Building Committee was supposed to present a report at the June meeting with estimates to build a new town hall at the park site. Eldon said they did not pursue the building study because there was no point if we will not have a clearing at the park site, if Duane Glienke gets a back access to the wood in the park. He said that they would get an estimate if there was some interest in actually building a new town hall. Marg said that when Eldon brought up the hall that Gary laughed. Eldon said that we should all be looking out for what benefits the township. Gary said that Duane Glienke always wanted to get to the wood from the back and that he does not receive any personal benefit and resents the implication that he is looking out for his own interests and not the town’s. Glen said that Eldon is only intimating that there was a conflict of interest, and that whenever there is an appearance of impropriety or confict of interest in township business that the parties should abstain or step back.

NEW BUSINESS: Automark Voting Machine: The County Auditor wants us to bring the Automark machine to the courthouse on July 18 for cleaning and inspection. Patrice will take care of it.

August Town Board Meeting: Paul asked it the meeting in August could be moved to the second Wednesday, August 13, as he will be on vacation. Glen said this would be better for him also and he moved that the meeting be changed to 8/13. Paul will post and publish this.

Duxbury Days: Glen said he and his family always enjoyed coming up for Duxbury Days and the parade and dinner and games. He would like to restore this holiday. Glen suggested moving it to October to coincide with our anniversary like last year when we celebrated the 100th birthday. We could have a potluck dinner and party like we did last year. It could be called Wilma Days. Glen said that we could have a dance at the town hall, with a live band. Gary said Dennis Hanson may still have a band. Glen said if we’re going to have a Duxbury Days dance or party that we need to start the planning soon.

Bills and Treasurer’s Report:

ECE $ 48.41

FNBN 2,000.00

US Treasury (2nd quarter) 343.60

DNR Division of Land and Minerals 500.00

Askov Deep Rock 52.00

Federated Coop 10.65

Mark Pallow 36.00

286.75

Paul Raymond 115.44

14.44

Town and Country Oil 1,274.76

Gary Vink 253.90

30.00

Glen Williamson 27.70

Patrice Winfield 110.82

44.08

Joseph Vink 237.34

Total all bills: $ 4,353.94

Glen moved to approve the Treasurer’s Report (attached) and to pay all the bills, and to transfer $4,400 from savings to checking. Gary seconded.

Gary moved to adjourn the meeting; Glen seconded. Meeting adjourned at 9:30.

Paul Raymond, Clerk

Regular Board Meeting, June 4, 2008

WILMA TOWN BOARD MEETING, JUNE 4, 2008

Deputy Chairman Michael McCullen called the meeting to order at 7:30 p.m. with the Pledge of Allegiance. Also present were Supervisors Glenford Williamson and Gary Vink, Treasurer Patrice Winfield and Clerk Paul Raymond, and Eldon and Margjorie Schmedeke and Mark Pallow.

Paul read the record of the May meeting; Mike moved to approve, Glen seconded.

OLD BUSINESS: Schmedeke Lane: Gary said that Mark Pallow cut the tree that was in Schmedeke Lane, and that the County said that until the issue is resolved on moving Schmedeke Lane, we should maintain it as a minimum maintenance road.

Crooked Lake/Eagle Head Roads: Danforth had said that they were considering contracting Sandstone Township to do maintenance and grading on these roads, but nothing was done last month. Crooked Lake road is rough and needs work. Also, Danforth has not paid any of our invoices since August, 2007. So far they owe:

9-21-07 $75.00

10-25-07 225.00

12-27-07 225.00

12-24-07 75.00

3-16-08 75.00

Total due: $ 675.00

Paul was directed to write a letter to the Danforth Board to Jeff Shute, Danforth Chairman, stating that at their next regularly scheduled board meeting they need to pay all outstanding invoices in full or we will be assessing 1 ½ % per month on all unpaid invoices. Glen said we should remind them of our joint road agreement where the two towns agreed that Wilma Township will be responsible for all road maintenance on these roads, and that in the future all unpaid invoices will be assessed at 1 ½ % interest after 30 days.

New Dosey: Dave Baker said that New Dosey is considering buying some culverts and want to know if we want to go in with them on this. Arna has told them they will be getting their own. Gary said neither township was aware of the joint purchasing agreement with the county. Gary said it may be cheaper for them to purchase them through us as we are covered by the joint purchasing venture. Gary asked if we need any culverts. Mike said we need one on the Mayfield Road and we should have a couple stockpiled for future needs. Mike said we need to find out what sizes New Dosey needs and what price they are getting and what prices we can get through the county. Gary will check with the county on their prices and talk with Dave Baker about what their vendor charges.

Roads: Mark graded some roads before Memorial Day. Mike Scott was complaining that some divots had been dug out of Mona Drive and he thinks this will ruin the road. Gary told him he could fix them himself and get some gravel. Mike wanted to know how much was left in the escrow account. Gary looked up the agreement and it states that we bill them for all maintenance until tax revenues pay for it, before we take anything out of the escrow account. Gary expected Mike Scott to come to the meeting. Mike wanted more class 5 gravel on the road. Gary said that 4-wheelers were spinning up the road and taking off the gravel.

Town Park Site Logging Agreement: Duane Glienke said that he will not put in a driveway into the park site as there is little salable wood near Duxbury Road, and he would have to make a skid trail all the way to the end of the park to drag the wood out. Also, that it may be too soft this summer anyway, until winter. Eldon said that if Duane doesn’t want to build a road to do the logging, that we should get someone else to do it. He said all loggers build roads and landings when they log off land. Gary said that we have a signed contract with Duane and that we cannot abrogate this. Paul read the minutes of the March meeting where the agreement was made with Duane. Although Mike said he wanted Duane to clear out a landing and to use the present driveway off of the Duxbury Road, the motion did not stipulate that this was the only way he could get the wood. Glen said that the Board did not see the contract, but only Duane and Gary, and he moved that all future contracts entered into by the Board be approved and signed by the entire board, and not just the chairman. Mike seconded; all aye. Eldon said that letting Duane have access from the back is not working for the township.

County Assessor Fee: Glen questioned the County Assessor’s billing for commercial properties in Wilma Township. Patrice said this includes the store and the campground, properties that Bob Brewster does not assess.

CTAS Checks: Patrice called the other two check providers. One didn’t return her call, but the other one, used by New Dosey Township, charges $217 for 1,000 checks with no set-up fee and free shipping, vs. $199 for 1,000 checks and a $40 set-up fee. Glen moved that we buy 1,000 checks from Victor Lundeen at $217. Gary said to tell them that we are tax exempt; our tax number is #2193593 for the state and #41160926 Federal.

River Cabin Road concerns: Glen got an email from David Thielman at lot 66177 River Cabin Road complaining that the road at the cul-de-sac gets very soft and can’t be used. Mark confirmed that it is very soft at the end of the road and much muddier than other roads. Gary said this is because 4-wheelers are tearing the road up. (At this point Mike had to leave the meeting due to illness). Glen moved that we put one tandem truck load of class 5 gravel at the cul-de-sac at the end of River Cabin Road to firm this road up. There was no second and the motion failed. Gary said that when we coordinate all the gravel for township roads, that this one will also be considered. Glen moved that when we coordinate the gravel for all township roads that will receive gravel, that the cul-de-sac at 66117 River Cabin Road also be included. No second; motion failed.

TREASURER’S REPORT AND BILLS:

Patrice gave the Treasurer’s report (attached.)

Bills:

Pine Co. Courier $ 15.04

Mark Pallow 73.88

ECE 41.06

FNBNS (grader loan) 2,000.00

The Evergreen 5.50

Paul Raymond 96.97

Mike McCullen 38.09

Pine Co. Public Works (blade) 177.57

Patrice Winfield 95.93

Glenford Williamson 38.09

Gary Vink 160.29

Pine Co. Assessor 289.00

Victor Lundeen Checks 217.00

Total Bills $ 3,248.42

Gary moved to pay all the bills, to approve the Treasurer’s Report, and to transfer $3,200 from savings to checking. Glen seconded.

Glen moved to adjourn the meeting; Gary seconded. Meeting adjourned at 9:30 p.m.

Paul Raymond, Clerk