Town Board of Supervisors Meeting Minutes

SYLVAN TOWNSHIP

TOWN BOARD OF SUPERVISORS MEETING MINUTES

JULY 18, 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 Roland Anderson, John Wulff, Yvette Adelman-Dullinger, Lee Shade, Greg Booth and Clerk/Treasurer Faith Broberg. Sign-In Sheet Attached.

Agenda: Supervisor Wulff moved to approve the amended agenda, seconded by Supervisor Anderson and the motion carried.

Clerk/Treasurer’s Report – Minutes Regular Board of Supervisors Meeting – Supervisor Wulff moved to approve the minutes as amended, seconded by Supervisor Adelman-Dullinger and the motion carried.

Approve Clerk Moving Money from Checking Account to Savings – Supervisor Anderson moved to approve the Clerk moving $ 292,600.00 from the checking account into the savings account, seconded by Supervisor Adelman- Dullinger and the motion carried.

Pre-Approve the Clerk Paying Interest on Bond #1 - The interest will come due before the Board’s next meeting so Supervisor Shade moved to pre-approve the Clerk paying the interest on bond #1 in the amount of $8243.75, seconded by Supervisor Wulff and the motion carried.

Public Input – Sandy Shade – presented information on a newer copy machine. The Township’s copier right now is a 2002 unit and with the purchase of new computers and also a new printer for the Clerk it was felt we should look at a newer copier that would have more capability and would print from the computers, receive and send faxes, and would also receive documents from emails that could be printed on size 11”x 17.” The newer copier would also allow the Township to print their newsletters which would be an added savings. After discussion, Supervisor Wulff moved for the Township to lease the Canon C2255, seconded by Supervisor Adelman-Dullinger and the motion carried. The Town Board had also approved the Clerks getting different telephones. Sandy and Lee both researched what the Clerks needed and found a home phone system that would work for us. The way the new phones are now hooked up, the fax line can be used for out going calls giving the Township an extra phone line. The Clerks also have Bluetooth so they can wear their headsets and receive calls wherever they are in the building.

Regular Board of Supervisors Meeting July 18, 2013 Page 1 Becki Rassler – Home Business, Interim Use Permit Becki’s Country Massage– Becki was present and the Board reviewed the Planning Commission’s recommendation to approve Becki Rassler’s application for a permitted Home Business with the general conclusion that the home business would create little if any change in the community due to the findings from the site visit conducted by Arlene Schmit and Dave Johnson Planning Commission members. This permit would be reviewed again in three years. Supervisor Wulff moved to approve the permit as recommended by the Planning Commission, seconded by Supervisor Adelman-Dullinger. There was discussion on adding to the conditions that there be two (2) designated parking spaces. Both Supervisor Wulff and Adelman- Dullinger were okay with the amendment to the motion. The question was called and the motion carried.

Old Business/Reports Roads Road Projects Report – Bryan Drown of Bolton and Menk was not present but had phoned in a message that construction work on Classic Pines Trail SW would begin next week.

Speed on Residential Roads – Supervisor Shade reported that the employees for the group home are traveling too fast to get to work on time. There was discussion on doing a blanket resolution on speed on the Township’s roads. The Clerk will check into this.

Road Report – There was discussion on the mowing that was done in the Township. Apparently the mower hit some rocks or debris and the knives were not sharp as some places the grass was just laid over. Supervisor Anderson would like a meeting of the three Co- Road Supervisors with Brad Holmvig, Sylvan’s Road Maintenance Contractor to discuss the mowing. 132nd at River Lane - needs some brushing. Hardy Lake Road – there are some signs hidden by brush, that need to be checked and the condition of the signs should be checked also. There was discussion on each Co- Road Supervisor taking a section of the Township and identifying areas that need brushing to see the road signs. It was decided that Supervisor Wulff will take south of State Hwy 210 and give a report to Supervisor Anderson before the next meeting. Supervisor Adelman-Dullinger will do north of State Hwy 210. Supervisor Anderson had some pictures of the work that was done on 125th Street and 37th Avenue SW.

125th Street SW – looking west—this road has been brushed and is ready for Class 5.  New Culvert on 125th – working well.  ---washout –driveway is the problem.  Picture of hayfield.  Brad Holmvig will seed the ditch.

At 37th Avenue SW –cleaned ditch on south side.  Picture before the ditch cleaning.  Picture after the ditch cleaning.  Picture of Randy Drayna’s driveway.  Jack White will seed on 37th Avenue SW. Regular Board of Supervisors Meeting July 18, 2013 Page 2 33rd Avenue – where the new culvert went in.

The 3” of rain received –we did not have a problem on the roads. Supervisor Anderson will write up a report before each meeting and the Clerk will put it in the Board Members packets.

Chloride – The Township gravel roads that were to get chloride have been taken care of. Small problem, Tri-City sent two trucks and had a discussion in the parking lot that the spray was to be applied at 2.5 gallons per linear foot and one driver (the one Supervisor Anderson did not ride with) applied the chloride at 3.0 gallons per linear foot. More chloride was used as a result of this. Supervisor Anderson will call Tri-City and discuss the overage on this.

W. Sylvan Drive – the gutters are full of sand by the Flikeids (residents in Sylvan) and there is a stretch of bituminous where there is no shouldering material. The bituminous could break off.

Planning Commission Septic Inspection Request – The Township has received an email from Don & Ethel Krohn requesting a reimbursement on their septic inspection which they had completed on July 3, 2013 right before the Township’s letter regarding a free septic inspection went out to the residents of Sylvan Township. Under the old plan, the Township was reimbursing residents $50.00 for having their septic systems inspected. After discussion, Supervisor Shade moved to reimburse the Krohns $50.00 under the old plan and to also end the old plan at this time, seconded by Supervisor Anderson and the motion carried. Septic Inspection Contract Amendment – it was suggested by Cass County that the Township should reimburse the Septic Inspection Contractor for any refusals or “can’t find” septic systems. LouAnn Maschler will have a map from the County when she goes out to do the inspections. Those on the Septic Inspection Committee are: Dave Johnson, Planning Commission (PC) Chair, John Ringle, Cass County Environmental Services Department Director, Dawn Berg, Cass County Staff, and Lee Shade, Board Supervisor and Colleen Putnam, Deputy Clerk. Supervisor Adelman-Dullinger moved to honor Cass County’s recommendation of amending the Septic Inspection Contract with LouAnn Maschler to 50% of the cost/rate if the system cannot be found or the resident refuses the inspection, seconded by Supervisor Wulff. Supervisor Adelman-Dullinger amended her motion to $15.00 instead of 50% and John Wulff agreed. Chair Booth called the question and the amendment carried. Chair Booth then called for the motion and the motion carried. Chair Booth will work on writing up the amendment.

Pumper Quotes – There was discussion on the fact that about 30% of the inspections would require pumping. The Township has received (4) four quotes from area pumpers which are:  Lundberg $150.00  Brainerd Lakes $150.00  Blakeman out of Nisswa $160.00  Honey Wagon $162.00 also out of Nisswa

Regular Board of Supervisors Meeting July 18, 2013 Page 3 This list can be given to LouAnn and she could hand them out or leave the list at the residence if someone needs to have their septic system pumped.

Planning Commission Working Meeting – the PC would like to schedule a working meeting to work on the Comprehensive Plan. Supervisor Shade moved to have the PC schedule a working meeting on Tuesday, July 30th at 7:00 PM at the Town Hall, seconded by Supervisor Wulff and the motion carried. There was a joint meeting scheduled for the PC’s meeting in August but that meeting will probably be in September.

Approve Purchasing Clothing – the PC would like the Township to purchase official shirts or jackets with the Township’s logo on. There would be a setup fee of $30 and the PC would like the Board to give an $18.00 allowance per person. There was discussion that the shirts would be too cold in the winter and the jackets would be too warm in the summer. The Board feels that a picture I.D. tag that would either clip on or go on a lanyard would work better for all seasons. It was decided to give this back to the PC and the Clerk will check with Cass County or the Office Shop on a place to get a picture I.D. Supervisor Shade will help the Clerk.

Heritage Day Committee Report – this year the Committee had about $515.00 left over in their budget. The banners still need to be paid for which will run around $40.00. The question of whether or not we should do this another year came up. Supervisor Adelman-Dullinger feels we should do it one more year. We would not do anything special for the kids as there just weren’t enough kids this year to warrant it. Supervisor Shade moved to give the committee $2000 to go with what was left over this year for the 2014 Heritage Day, seconded by Supervisor Adelman-Dullinger. It was felt that the Clerk should be compensated for her time as secretary for the group. The Committee could pick one of the volunteers to do the secretarial work for the committee. The question was called and the motion carried.

New Business –

Township Attorney Supervisor Shade heard back from three possible attorneys; Steve Gammello, John Erickson, and Breen & Person. Supervisor Anderson mentioned Borden Steinbauer, who might be interested also in working with the Township. It was decided to form a committee to go to these attorneys and gather information and come back with a report for the Town Board. Both Supervisor Anderson and Shade volunteered to do this.

Deputy Clerk’s Annual Job Review - Clerk Broberg had prepared a list of the Deputy Clerk’s responsibilities and what her wage and benefits were at this time. She also listed the new responsibilities that the Deputy Clerk has undertaken in working on the proposed changes to the Sylvan Comprehensive Plan and also her work with Cass County in preparing for the process of having the residents access the free septic inspections (the Township has received a grant for this). At 10:13 PM the meeting was recessed to allow the Personnel Committee to confer. The meeting reconvened at 10:18 PM. Supervisor Shade moved to give the Deputy Clerk a $1.50/hour raise, seconded by Supervisor Adelman-Dullinger and the motion carried.

Regular Board of Supervisors Meeting July 18, 2013 Page 4 Other Township Business – Correspondence – none at this time. Public Input – None at this time. Claims – the claims were reviewed at this time. Supervisor Adelman- Dullinger moved to approve the payroll check #’s 20250 thru 20252 in the amount of $2,243.23 and the claims #’s 20258 through 20279 in the amount of $45,645.16 for a total of $47,888.39, seconded by Supervisor Wulff and the motion carried.

Adjournment – Supervisor Anderson moved to adjourn, seconded by Supervisor Wulff and the motion carried with the meeting adjourning at 10:37 PM.

Minutes submitted by,

______Faith C. Broberg, Clerk/Treasurer Chair Greg, Booth

Supervisor Adelman-Dullinger moved to approve the minutes as presented/as amended, seconded by Supervisor Anderson and the motion carried.

Amendments: Page 3, Under Chloride after the 2.5 and 3.0 add “gallons per linear foot.”

Regular Board of Supervisors Meeting July 18, 2013 Page 5