Board of Supervisors Meeting Minutes s3

SYLVAN TOWNSHIP

BOARD OF SUPERVISORS MEETING MINUTES

OCTOBER 6, 2011 7:00 PM

Call to Order/Pledge of Allegiance/Roll Call: The meeting was called to order by Chair Booth and the Pledge of Allegiance was said. Those Present: Supervisors Roland Anderson, Yvette Adelman-Dullinger, Ken Dickinson, Greg Booth, Lee Shade and Clerk/Treasurer Faith Broberg. Sign-In Sheet Attached.

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

Clerk/Treasurer’s Report – Regular Board Meeting Sept. 15, 2011-- Supervisor Shade moved to approve the minutes as amended, seconded by Supervisor Dickinson and the motion carried. September 2011 Financial Reports – Supervisor Adelman-Dullinger moved to approve the financial reports as presented, seconded by Supervisor Anderson and the motion carried.

Public Input Al Sharp DNR Forestry – Sylvan’s Stewardship Forestry Plan – Al was present to give the Board an overview of the Stewardship Plan that he had completed for the Township in regard to their property on Upper Sylvan Road. Topics discussed were:  How to grow and maintain a healthy productive forest.  Harvesting mature timber and encourage natural regeneration.  Identified timber that is on the property and how to manage the forest for optimum timber and wildlife production.  Different options available for use.

Old Business/Reports Road Projects Report – Bryan Drown Bolton-Menk Inc. 25th Avenue SW – All the plans for this road have been approved and the project has been advertised for bids. Seven sets of plans have been sent out to interested companies. Neither the Township nor our road engineer, Bolton-Menk, Inc. has received anything from our Attorney regarding the River Glen easements for the hammerhead turnaround.

[October 06, 2011 Regular Meeting] Page 1 West Sylvan Drive SW – this road project has been completed as of today. The cabled guardrail is up and the grass has been seeded—will see if it took next spring. On a project like this, Holmvig suggested doing it as time and material and it would cost the Township less. There was also discussion on placing some delineators at the ends of the concrete curb for safety. 120th Street SW – this is a shared road with the City of East Gull Lake. It has been agreed that Sylvan and the City of East Gull will share this cost. Anderson Brothers will be doing the work. Supervisors Dickinson and Anderson feel that our Road Engineer should have someone out there on the road when the work is being done. There is a quote from Anderson Brothers on the agenda for tonight. Little Red Sand Drive SW – a resident had requested maintenance on the gravel portion of this road. Chair Booth had checked into the history on this road. It is a Township road 849 feet long. It was part of the Subordinate Service District and at that time the Board had voted to extend the paving on this road as far as the Township had cooperation of the land owners. It is being maintained along with our other roads. It doesn’t have pot holes and the traffic out there is very minimal . 4-Wheeler Complaint - Residence behind the Huntin’ Shack, Viola Ackerson, 3871 131st Street, daughter Linda Wilcox phoned in – 4-wheelers running over her driveway approach are ruining the driveway. They have repaired it many times and felt the Township should repair it this time. However, driveway approaches are the responsibility of the home owner.

Road Supervisors Report – Supervisor Anderson has pictures on PowerPoint for the Board tonight. Lower Sylvan Road SW – by Bill Thereau, 12528 Lower Sylvan Drive SW, a tree is leaning over the road. Supervisor Anderson called Crow Wing Power – had a power line there and they trimmed the portion by their power line and then Holmvig Excavating, Township Road Maintenance Contractor took the tree down. Camp Jim Road SW – this road has been staked for brushing. Looking at where the stakes are located a person can see that the group of mailboxes is actually in the Township road and use of the cul du sac is almost impossible. There was discussion on if the Township should contact the Brainerd /Baxter Post Office and have them send a letter to the residents that the boxes need to be moved. There was discussion on sending a letter to the post office and to the residents or of having a Supervisor go to the post office with the picture and see what their recommendation is in regard to exactly where the mailman’s route is and where the best place to put the mailboxes would be. 37th Avenue SW – Mud Lake – Our Road Maintenance Contractor had previous dug this all out and the beavers are busy and the water has come back up another two feet. The trapper doesn’t want to trap them until their pelts are prime. The water isn’t up on the road at this time. W. Sylvan Drive SW – Lee Gardner 12240 W. Sylvan Drive SW the drain field is at the bottom of two ravines and she would like the Township to re-direct the water coming down. There are culverts there. Upper Sylvan Road SW – there is a curve sign that is hidden by the brush, and it probably needs some brushing. East Lake Ridge Road SW – Barbara Johnson, 2092 E. Lake Ridge Drive SW., regarding a tree in the road and ownership of the island inside the cul du sac. Supervisor Anderson talked with the home owner and got clarification in that the resident probably owns the cul du sac but the Township has a 66’ road right-of-way to do

[October 06, 2011 Regular Meeting] Page 2 maintenance work. It was the daughter who had called in and the mother knew nothing about a tree down and one wasn’t found. Nelson Lake Road – this road intersection had been brushed but it is coming back and looks nice. 20th Avenue & Upper Sylvan Road SW – the Township had received a complaint from the bus driver that when coming out onto 20th Avenue SW he did not have good visibility. The homeowner right there went out and trimmed the brush. The bus driver said it was an improvement. Lower Sylvan Road SW at the Narrows – there is continued washing away of the materials that were placed there to stop erosion. Brad Holmvig, Township Road Maintenance Contractor suggested placing sewer rock. It was placed all the way down the hill. River Street SW – 13071 River Street, Randy Karppinen lost his mobile home this last weekend to fire. It was completed demolished. Supervisor Anderson had pictures of this. Little Pine Road SW - right in front of Dave Johnson’s old place. There was brush on the road blocking one lane. The blocks of wood were right along side of the road. Debris cannot be left in the road right of way. The debris can be put back into the woods but if left in the right-of-way then the Township would have to assess them for the cost of the Township removing it. We can put into our newsletter and on the website that residents cannot put or leave debris in the road right-of-way. Lower Sylvan Road SW – Brush in the road right-of-way –Supervisor Anderson found brush left in the Township right-of-way. He will get the name of the property owner so that the Clerk can send a letter. Township Retro-Reflectivity Signs – the Township has received information that the deadline that was placed on installing these signs has been removed and will now be left to the discretion of the Township when to replace a sign. Quote for Repair of 120th Street SW – Supervisor Dickinson moved to accept the bid quote from Anderson Brothers in the amount of $7,866.09, seconded by Supervisor Adelman-Dullinger and the motion carried. Supervisor Anderson moved to approve that the Township’s Road Engineer be on site when this work is being done, seconded by Supervisor Dickinson and the motion carried.

PLANNING COMMISSION Shady Hollow Resort Written Complaint – the Township has received a letter from Lynne Putzke, 991 Shady Hollow Road SW, dated July 30, 2011. Mr. Dodge, owner of the resort was present to answer any questions the Board may have. List of concerns:  Location of Cabin #4 parking lot – in approved location.  Advertising Cabin #4 as a full sleeping loft—loft used for computer to receive better signal. Last inspection – no evidence of using as a sleeping loft.  Cabins #7 & 8 duplexes—lower level has small sink with the main kitchen on the next level. Township does not inspect gas or electrical. There is only one entrance into cabin # 7 and cabin # 8.

After much discussion the Board came to the conclusion that at this time that the Resort is meeting every requirement we have asked of them.

Supervisor Shade moved to send a letter to Lynne Putzke in response to her letter dated July 30, 2011 stating that the Resort at this time is in compliance. The next inspection is going to be scheduled around October 17, 2011 to address those

[October 06, 2011 Regular Meeting] Page 3 conditions that were outlined in the “after-the-fact” variance that was issued on August 25, 2011, seconded by Supervisor Anderson and the motion carried.

Sylvan Township’s Commercial Ordinance – it was decided to send the revised commercial ordinance to Cass County, John Ringle, Paul Fairbanks, Township Attorney, the Cities of Baxter, Pillager and East Gull Lake and May and Fairview Township.

Accessory Structures on Woodlawn Drive SW – Supervisor Shade has written a letter to Cass County regarding the large accessory buildings that were built on Woodlawn Drive SW. After revising the letter and much discussion Supervisor Shade moved to send the letter and pictures to Cass County Environmental Services Department and copied to our County Commissioner Neal Gaalswyk, seconded by Supervisor Dickinson and the motion carried. There was also discussion on the Township sending up to Cass our recommendations regarding this issue. It was noted that this needs to be done as soon as possible as the County is revising their land use ordinance.

FIRE REPORT – Supervisor Shade attended the fire meeting. Homebrook is not doing anything at this time regarding part of the Township going to Nisswa for Fire coverage. Regarding the Knox Boxes, Supervisor Shade moved to include an information sheet regarding the Knox Boxes and that they are available in Sylvan Township, seconded by Supervisor Dickinson and the motion carried. With Unity Bank closing its Pillager branch and moving the safety deposit boxes to the Brainerd branch, the Fire Association discussed purchasing a fire-proof box and maybe storing it in Sylvan’s fire-proof room. Cass County will be doing training at the fire hall for train/rail incidents.

It was also discussed that the Clerk should take the key to the fire-proof room home with her each night. Supervisor Shade moved to allow the Pillager Area Fire Association to store their fire-proof box in our fire proof room, seconded by Supervisor Adelman- Dullinger and the motion carried.

New Business- Set Award Bids for 25th Avenue SW – Supervisor Dickinson moved to set Thursday, October 13, 2011 at 6:45 PM for awarding the bid for 25th Avenue SW, seconded by Supervisor Adelman-Dullinger and the motion carried. Approve Pine River/Backus School District #2174 Using Sylvan’s Election Equipment - The equipment will be covered by the School District’s insurance which they will mail a copy of to the Township. Supervisor Dickinson moved to allow the School District #2174 to use the Township’s election equipment this November, seconded by Supervisor Anderson and the motion carried. District 11 Meeting Report – Supervisors Shade and Dickinson attended this meeting and gave a report. The State of Minnesota was recognized at the National Meeting in Washington D.C.

Other Township Business – Correspondence – was reviewed at this time. Public Input – none at this time

[October 06, 2011 Regular Meeting] Page 4 Review Claims - Supervisor Adelman-Dullinger moved to approve the payroll check # 14372 through # 14383 in the amount of $4,077.52 plus claims #14384 through #14407 in the amount of $13,703.68 for a total of $17,781.20, seconded by Supervisor Dickinson and the motion carried.

Transfer Money from Money Market to Checking – Supervisor Shade moved to authorize the Clerk to transfer $8,000.00 from the Money Market fund to the Checking, seconded by Supervisor Dickinson and the motion carried.

Supervisor Dickinson moved to authorize the clerk to transfer $10,000.00 from the General Fund to the Planning Commission, seconded by Supervisor Shade and the motion carried.

Stewardship Plan Committee: Supervisor Shade moved to create a committee of two Board members and two Planning Commission members for the Stewardship Plan, seconded by Supervisor Dickinson and the motion carried.

New Flag & Entrance Mat – The Clerk reported that theTownship needs to purchase a new flag and would also like to purchase a customized entrance mat. After discussion Supervisor Anderson moved to approve the purchases not to exceed $400.00, seconded by Supervisor Adelman-Dullinger and the motion carried.

Adjournment – Supervisor Dickinson moved to adjourn, seconded by Supervisor Shade and the motion carried and the meeting adjourned at 10:50 PM.

Minutes submitted by:

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

Supervisor ______moved to approve the minutes as presented/as amended, seconded by Supervisor ______and the motion carried.

Amendments:

[October 06, 2011 Regular Meeting] Page 5