WILMA TOWNSHIP BOARD OF SUPERVISORS MEETING JULY 6, 2011

          Chairman Glen Williamson called the meeting to order at 7:30 p.m. with the Pledge of Allegiance.  Also present were Supervisors Gary Vink and Michael McCullen, Treasurer Patrice Winfield, Grader Operator Mark Pallow, and Danforth Township Chairman Jeff Shute.

          Paul read the record of the June 1^st board meeting.  Gary asked that the record be amended to say that his claim for mileage was actually Joe Vink’s claim; he submitted it under his name because Joe wasn’t available to sign the claim.  With this amendment, Gary moved that the record be approved.  Mike seconded. 

          CROOKED LAKE RANGELINE ROAD:  Jeff Shute took the floor to present Danforth’s proposal for work on Crooked Lake Road.  They got a quote for ditching, $240.  Plus 20 loads of gravel to gravel from the highway to Bob Johnson’s.  They can get gravel hauled for $3.50/yard for 12 yard loads, $42, plus $72 for hauling.  Mike said Terry Mullins and Jolie Wichlidal and Jack Anderberg misrepresented the facts when they said Linneman built this road and that it was not a township road.   Paul said they did accept that this was a rangeline township road and were asking for maintenance.  Both Mike and Jeff said they were able to drive the road all the way to the end in the 1970’s, although the road was much worse than it is today, as all roads were.

          The board discussed Danforth’s bill for $4,000 for two years of work, our half $2,002.   Jeff said that half of this was for the culvert put in by Jason Palme’s which cost $2,000.  The bill only included 3 loads of gravel.  Mike questioned if the road needs 20 more loads of gravel.  Jeff said they have a quote for another road for $17,000, which they don’t even have in their budget, and this is a reasonable amount of gravel to build up the road 5”.  Mike said Crooked Lake Road will need to be ditched all the way from Highway 30 to the bottom of the hill and from Bob Johnson’s north.  Gary said if we ditch, will Bob just fill it in again to get to his fields?  Jeff said if he does, he will need to put in a culvert.  Also the rock pile by Bob Johnson’s is in the right-of-way and will have to be moved.  Mike moved to approve Danforth’s proposal, using their gravel, and if the work goes over the estimate by more than 10% they will need to come back to Wilma for approval.  Gary seconded; approved.

          Glen said he had no issues with their bill for past work.  Gary said his questions were clarified.  Jeff said the hourly rate is half what Wilma was charging.  Mike moved to pay the bill.  Gary seconded.  Approved.  Patrice prepared the check and it was signed.  Jeff thanked the board for the agreement.  Gary said the school should drive the bus on Crooked Lake road, but Mike said we’re only repairing the first ¼ mile, and the kids live a mile down the road.  We can notify the school district when the work is completed.  Mike asked Jeff about the brush cutting on the road.  Jeff said the man they hired never showed up, but they may go in with Sandstone Township and rent a brush cutter.  Mike asked Jeff to call us when they do this so we can also go in on the rental. 

          OLD BUSINESS:  SHORT COURSE:  Glen said he had to cut trees at the campground and couldn’t attend the Short Course.  Paul and Patrice gave reports on the one in Carlton last week:   Employee Files:  Because every year several townships are picked for random audits, they stressed that every town must have employment files on all officers and employees, which need to include a Federal I-9 form,  a W-4 and W-4MN form, a Minnesota New Hire form, and a PERA enrollment form.  Also anyone driving township vehicles or equipment must have a copy of their license on file, and it is strongly encouraged that anyone doing any driving for the township, even in their own vehicles, have a license on file.  All the board members and Mark gave Patrice their licenses to copy; Gary said he does not have a driver’s license.  Mark took forms for Frank Rehberger and will get a copy of his license.

          Bids/Quotes:  Contracts under $25,000 do not need bids or quotes.  From $25,000 to $100,000, we need to solicit at least two written quotes, which can be modified and negotiated, and the board is not required to take the lowest quote.  Over $100,000, we need sealed bids and must accept the lowest responsible bid.  Mike said he talked with Mel Elliot, Jr. about our Town Hall addition, and with the Coveaus about the foundation and the fire hall damage.  Mike said Duane Glienke could do the repairs on the foundations and the halls, but he still hasn’t buried the water tank.

          Deputy Treasurer:  Patrice said she needs to appoint a Deputy Treasurer, who does not have to be from our township.  She may appoint her sister.

          Election Judges:  No party can have more than half of the judges for a state or federal election.  If we get lists from the parties, we need to appoint from those. Patrice is the only one who has attended caucuses lately, to get on the lists.

          Supervisor Conflict of Interest:  A Supervisor cannot  vote on or participate in the debate on a decision that triggers a conflict of interest.  A supervisor doing work for the township must submit an affidavit stating that the pay rate is equal to or less than the market value for the item or service being performed.  We have affidavits from Glen for Aspire  website work, and from Gary for town hall and road work.  The board passed a resolution in 2009 authorizing contract with interested officer Gary Vink under MN Statute #471.88 Subdv. 5. 

          ASSESSOR CONTRACT:  Bob Brewster submitted a contract for 2011 for our assessments, 276 parcels at $5.50 per parcel, $1,518, same as last year.  Mike moved to approve this contract; Gary seconded.  Approved. 

          GRADER:  Mike said he borrowed the scarifier from the grader to use in the tree removal following the huge storm July 2^nd.  He put in 63 volunteer man-hours in cleanup and tree removal.  Mark said that our grader trainee damaged the grader tire and it will need to be replaced, at a cost of about $1,000.  Mike moved to purchase a new tire; Glen seconded.  Approved.  Mike asked that when the grader is parked, that the tires be set so the fire truck can get out.  

          CLEANUP RESOLUTION:  Glen said he would like to commend the Fire Department and the Fire Chief Mike McCullen and all the volunteers from our township and neighboring townships for their wonderful and unselfish response to the wind damage last Friday.  Many roads were blocked and Markville still does not have electricity. 

          TIRE AGGREGATE:  We got a proposal to use ground up tires for aggregate on our roads, especially for frost boils.  This is put 2 feet underneath the road and insulates and helps drain frost boils.  Mike said this would be better for the county, not our township. 

         ATV/SNOWMOBILE TRAIL:  We got an information packet from the DNR for the Matthew Loury ATV/snowmobile trail that runs up the North Duncan Road. Mike said this goes into New Dosey Township, and we do not need to act on this as any bridge would be in their township.

           TREASURER’S REPORT AND CLAIMS:  Patrice presented the Treasurer’s report (attached).  Claims and checks were presented:

           Federated Coop                                          $                   546.52

          Paul Raymond (internet)                                                             10.00

          Danforth Township                                                       2,002.00

          The Evergreen                                                                    12.50

          ECE                                                                                   67.29

          MAT (for Paul’s tuition)                                                             45.00

          US Treasury (2^nd quarter deductions)                                        391.72

          Patrice Winfield (mileage and tuition)                                       118.24

          Gary Vink                                                                        454.50

          Frank Rehberger                                                              348.15

          Mike McCullen                                                                  33.97

          Mark Pallow                                                                    152.85

          Patrice Winfield                                                               194.36

          Paul Raymond                                                                 209.46

          Glen Williamson                                                                38.69

                                                Total                    $                  4674.73

          Mike moved to approve the Treasurer’s report and to pay all the bills and to transfer $4,700 from savings to checking.  Gary seconded.  Approved.  Mike moved to adjourn the meeting.  Gary seconded.  Meeting adjourned at 9:30 p.m.

                                                                    Paul Raymond, Clerk

WILMA TOWN BOARD MEETING, JUNE 1, 2011

Chairman Glen Williamson called the meeting to order at 7:30 p.m. with the Pledge of Allegiance.  Also present were Supervisors Gary Vink and Mike McCullen, Treasurer Patrice Winfield, Clerk Paul Raymond, and Terry Mullins and Jolie Wichlidal from Danforth Township, and Eldon Schmedeke.

Paul read Toni Williamson’s record of the May, 2011, meeting. Gary moved to approve; Mike seconded.

OLD BUSINESS:  Internet subsidy: Patrice said that after the board voted to subsidize her Hughesnet satellite internet connection at $20/month, she felt that was too much, and would be happy if she could receive $10/month instead.  Paul asked if it were possible for the Clerk to also receive a small subsidy as he also had the Hughesnet satellite installed and uses the internet for reports and to transmit meeting records to the website and for township correspondence.  Mike moved that instead of paying $20 to the treasurer, that the township subsidize both the clerk and treasurer at $10 per month each.  Glen seconded.  Mike suggested paying it all at once, but Gary said we don’t know what will happen in the future, and should keep it month to month.  Glen said he also uses the internet for township business, but Mike said his are not legally required reports, and for now we should limit it to the clerk and treasurer.

ROAD REPORT:  We got a bill from Danforth Township that included several months of work. The board discussed the bill but did not act because Crooked Lake Road was on the agenda  later.  Road limits are off now, so loggers may be using the roads again.   Mayfield Road: Gary cut some trees on the road.  He said the last two culverts that were damaged by Carlson Timber must be dug out and reset; they can’t just be filled in.  Patrice asked about the barricades;  how long is our road?  Gary said even though they’ve posted it as private land, the road is a township road all the way to the end.  Mike said it used to go all the way to Crooked Lake Road.

Road Inspection: Paul read Toni’s record of the road inspection May 18^th.   The record noted many township dead-end and minimum maintenance road signs will need to be replaced under the new road reflectivity ordinance.  We will have to submit a plan for replacing the signs by January 21, 2012 and the signs will need to be replaced by 2015.  Mike said we should file the report, but shouldn’t replace the signs until we need to.

DEPUTY CLERK:  Glen said he would like it on the record that Toni did a fantastic job filling in for the clerk for 8 months and proposed a resolution commending and thanking her for her work, which included two elections and Boards of Audit and Review.  Mike seconded this.

NEW BUSINESS:  Crooked Lake Road: Terry Mullins and Jolie Wichlidal asked for the floor on behalf of the citizens on Crooked Lake Road.  They had already addressed the Danforth Town Board, and said that their board is willing to do the necessary work if Wilma agrees.  Jolie said Crooked Lake Road has been so bad that cars have had to park out on the road and that the school bus driver refuses to drive down the road. They asked that the road be ditched by Bob Johnson’s because it keeps getting washed out.  Mike said that there was a ditch there originally and that Bob Johnson filled it in when he put in his driveway and field.  We had requested that Danforth put in a ditch there when they took over responsibility for road maintenance.  Jolie said the Danforth board is willing to gravel from 30 to Bob Johnson’s and will put in a ditch, if Wilma agrees to pay half.  Gary said that Bob Johnson has damaged the road by hauling his cultivator or whatever down the road and tearing off the crown and busting the binder from the aggregate.  Mike said that the two townships have done $4,000 worth of work the last couple of years.

Terry Mullins lives on the Danforth side at 53501 Crooked Lake Road.  He bought in 1997, the same year as Jason Palme.  Their deeds  said that the road was deeded to their property and was not a township road, but when they went to the courthouse to check on the records, it had been registered as a rangeline road.  He said it is loggers who have torn up the road.  He said that our road inspection report didn’t mention the washed out area.  He said the road is only 12 feet from the center at that point. Gary said the road inspection was on a dry day.  Terry said there never was a ditch at Bob Johnson’s and that the hill there is in the right-of-way and should have been removed.  Terry said the road is a liability issue for the townships as in places it is all clay and very slippery when wet.

Mike said originally the road was a 2-rod rangeline road, but that he was able to drive it all the way years ago when he was in college.

Jolie presented a letter from Jack Anderberg at 52502 Crooked Lake Road on the Wilma side claiming that the road was built by Tom Lenneman and they all assumed it was a private road until they were told by the township to remove the gate that they put up.  Jack requested that the towns apply gravel to the road and cut back the brush so snow can be plowed and vehicles not be scratched.

Glen said that since Jolie and Terry are not on the Danforth board, our road manager needs to meet with Danforth’s board to make an agreement on gravel and maintenance.  Mike asked Paul to write to Danforth’s board chair Jeff Shute asking them to outline what they propose to do and the estimated costs, including any ditching, brush removal and gravel, so we can have our road manager or board attend their next meeting the 3^rd Friday of July at 4 p.m. at Danforth Chapel to make an agreement. Their billing to Wilma Township could be gone over then also.  After the work, Mike said, we should contact the school district about their buses refusing to use the road and inform them that the road has been upgraded and repaired.

Jolie thanked the board for their time and action.

Town Hall Addition: Paul said that Patrice had come up with an idea that could greatly improve the use of the town hall and should make everyone happy, those who want a new town hall and those who love our existing town hall:  to build a separate, well-insulated addition on the east side of the hall, running the length of the hall, with a kitchen on one end and a bathroom on the other.  This addition could be sealed off in the winter and could be heated year-around, so we could have running water.  We could also have storage space since our closet is so small.  Eldon said this doesn’t address the problems with the current hall like outdated wiring and no insulation.  We have 3 new windows on that side of the hall and they could be moved to the new addition.

Mike said we should make a preliminary investigation and talk to Mel Elliot, Jr., to see if he could come up with a plan and a rough estimate, plus he could check our existing building for the feasibility of adding on to it.

Duxbury Store 3.2 License: Mike moved that we approve the 3.2 beer license for the Duxbury Store.  Glen seconded, and he and the clerk signed the application.  Toni will notarize it.  Paul checked the cigarette license, to see if that had been renewed.  He had forgotten to tell Toni about it.  It didn’t appear to have been renewed so Paul will bring it to Joe; the fee is $10.

TREASURER’S REPORT AND BILLS: Patrice gave the Treasurer’s report (attached).  Bills and claims were presented:

Mike McCullen                                            $        21.22

Paul Raymond                                                       75.48

Glen Williamson                                                    188.58

Toni Williamson                                                    132.09

Patrice Winfield                                                     128.32

ECE                                                                      54.59

Pine Co. Courier                                                    15.04

Barb Smith                                                            35.00

Patrice Winfield (expenses)                                    57.86

Paul Raymond (expenses)                                      10.00

Gary Vink (mileage)                                               15.30

Glen Williamson (mileage/expenses)                       32.13

Gary Vink                                                             323.14

Total Bills:                                $     1,088.75

Mike moved to approve the Treasurer’s report and to pay all the bills and to transfer $1,100 from savings into checking.

Summer Short Course: We need to pre-register if we are going. Glen said he can’t make it to Black Bear and will need to go to St. Cloud, but that he could not carpool any other officers there.  Patrice said she and Paul could carpool to Carlton.  Glen moved that any officer who wishes to attend the short courses be permitted to register and bill the township. Mike seconded.  Glen asked about Toni attending as Deputy Clerk to take the CTAS training.  Mike got a first responder’s call and had to excuse himself for awhile.  Glen asked if we could make a resolution that any future trainings be approved for all officers once and for all.  Paul said he thinks it’s good that it be voted on every time it comes up.

Glen welcomed Paul back from Puerto Rico and to our town and to his clerk’s job.

Donated paper: Paul asked what happened to the ream of paper Eldon donated to the township.  Patrice said she had it and would give half to Paul.

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

Paul Raymond, clerk