13 Dec

December 12, 2017 Township Board Meeting, 7:30 p.m.

Call to OrderMeeting was called to order at 7:30 p.m. by Chair Scott Mead.

Present: Chair-Supervisor Scott Mead, Supervisor Lee Kaplan, Supervisor Don Swanstrom, Treasurer Ray Barnes and Clerk Lita Wallace. Others in attendance: two residents and one non-resident.

Clerk’s Report: Minutes of November 14 meeting was presented and reviewed. Motion by Scott to approve the minutes as amended, Don second. Scott yay, Lee yay, Don yay, motion carried.

Treasurer’s Report

November Treasurer’s Report:
Total Cash on hand as of 10/31/2017: $257,575.68
Total Deposits: $220.40
Total Disbursements: $2,466.70
Total Cash on Hand as of 11/30/2017: $255,329.38
November Check # 1290-1296

Don motion to approve the Treasurer’s report, Lee second. Scott yay, Lee yay, Don yay, motion carried.

Old Business

  • Proposal for road repair – Scott had discussion with a company but no updated bid as of
    this time and thereby not able to make any decision.
  • Additional reflectors at the turnaround – still in the process of purchasing additional reflectors. The ground is frozen and what is there now seems to be working.

New Business

  • Brief discussion of cash management plans for the coming year – Lee suggested not to extend the $50,000.00 CD when it matures in September 2018 and instead to put it in Money Market. This will enable the township to use it if needed for road repair. At the Annual Meeting, the township will recommend to keep the levy the same as this year to cover upcoming road repair expenses.
  • Countywide Comprehensive Plan – the county’s plan is to take over all the Land Use Plan for all the townships in the county meaning taking over the rights of the townships.
  • 2018 Town Election – Lita reported that Town election is scheduled on March 13, 2018. One supervisor position is up for voting presently held by Lee Kaplan. Lee stated that he is not planning to run for the position. Filing for candidacy runs from January 2 to January 16, 2018. Instructions and form is available at http://www.pequaywantownship.org/ or contact Lita at peqclerk@gmail.com.
  • LBAE (Local Board of Appeal and Equalization) required certification – Don is certified
  • Approval of December Claims – $1,087.47 47 (includes Workers’ Comp), December Checks # 1297-1304. Lee motioned to pay December Claims as presented, Don second. Scott yay, Lee yay, Don yay, motion carried.

Correspondence

Received:

  1. Email and postage mail from St. Louis Co Elections Department re-instructions and important dates for March 13, 2018 Town Election
  2. Workers’ Compensation Renewal Invoice and Audit from Minnesota Association of Townships
  3. Email from St. Louis Co Assessor’s Office reminding townships to have an LBAE Certified supervisor to be in compliance with the MN Department of Revenue
  4. Letter from St. Louis Co. Planning and Community Development Department re-St. Louis Co. Comprehensive Land Use Plan Update

Sent:

  1. Filled out survey form from the U.S. Department of Commerce requesting information of board members’ salaries during March 2017 payroll period

Public Comment: None

Meeting was motioned to adjourn by Don at 8:00 p.m., second by Scott. Scott yay, Lee yay, Don yay,  motion carried.

Next MeetingJanuary 9, 2018, 7:30 p.m., Pequaywan Fire Department, 8764 Pequaywan Lake Road

Respectfully submitted by,
Lita Wallace, Town Clerk

30 Nov

November 14, 2017 Township Board Meeting, 7:30 p.m.

Call to Order: Meeting was called to order at 7:30 p.m. by Supervisor Lee Kaplan.

Present: Board members Present: Supervisors Lee Kaplan and Don Swanstrom; Treasurer Ray Barnes. Absent Supervisor Scott Mead and Clerk Lita Wallace.

Clerk’s Report:  Don Swanstrom motioned to approve the October minutes. (Lee yay, Don yay) motion carried.

Treasurer’s Report

$273,922.23    Total Cash on hand as of 9/30/2017
             69.26    Less: Outstanding Check
$273,852.97    Cash on hand as of 9/30/2017
228.09    Plus: Deposits
    16,505.38   Less: Disbursements
$257,575.68   Total Cash on hand as of 10/31/2017

Don moved to approve the Treasurer’s report, Lee seconded. (Lee yay, Don yay) motion carried.

Old Business

  • Adding more reflectors to the turnaround on West Branch Road – the County suggested that we install reflectors. Don moved that we purchase reflectors to be installed. (Lee yay, Don yay) motion carried.
  • Update of bids on road repair project for West Branch Road – To pave entire West Branch Road (township portion) would cost more than $400,000.00. Discussion was held concluding $400,000.00 would be too expensive. The Board agreed that we should only repair the sections that require repair. No motion made. Will discuss again when all board members are present. Lee expressed his thanks to a resident who provided class five and repaired some areas of the road.
  • The gate on township property entrance from Pequaywan Lake Road – Don was presented a key for the township property gate.

New Business

  • Census file update for the township – The Board advised the Bureau of Census that it decided not to participate in LUCA (Local Update of Census Addresses Operation in 2020).
  • Updating the township map for the Department of Transportation – Scott submitted an update to the Township map.
  • Notice of an application by a homeowner to subdivide property bordering Pequaywan Lake Road – Information was received concerning the subdivision of property on the Northeast side of Pequaywan Lake.

Claims: Check numbers 1290-1296 in the total amount of $2,466.70.

Correspondence

Received:
(1) More materials for the township census from the U.S. Census Bureau
(2) Letter from the Department of Transportation to update township map
(3) Email from U.S. Census Bureau re-WebEx presentation: LUCA Promotional Workshop
(4)  Email and letter from St. Louis County Planning and Community Development re-conditional use permit application for a preliminary plat in a property located  in the township
(5) Invoice from Ray Barnes in the amount of $828.00 for brush clearing project completed at West Branch Road
(6) Letter from the U.S. Department of Commerce requesting completion of a survey for board members’ salaries during March 2017 payroll period

Sent:
(1) Scott mailed form back to U.S. Census Bureau

Public Comment

Next MeetingDecember 12, 2017, 7:30 p.m., Pequaywan Fire Department, 8764 Pequaywan Lake Road

Meeting was adjourned at 7:43 p.m. (Lee yay, Don yay) motion carried.

Minutes taken by Don Swanstrom, Town Supervisor
Posted by Lita Wallace, Town Clerk

24 Oct

October 10, 2017 Township Board Meeting, 7:30 pm

Meeting was called to order at 7:30 p.m. by Chair Scott Mead.

Attendance: Board members: Supervisors Scott Mead, Lee Kaplan, Donald Swanstrom; Treasurer Ray Barnes and Clerk Lita Wallace. Number of resident/s present: 4, Number of non-resident/s present:1.

Clerk’s Report: Copies of September Minutes were provided for those present to review. Motion to approve by Lee, second by Scott, (Scott yay, Lee yay, Don yay) motion carried.

Treasurer’s Report:

$274,285.72    Total Cash on hand as of 8/31/2017
277.48    Plus: Deposits
69.26    Plus: Outstanding Checks
           710.23    Less: Disbursements
$273,922.23   Total Cash on hand as of 9/30/2017

Motion to approve by Lee, second by Don,  (Scott yay, Lee yay, Don yay) motion carried.

Old Business

  • Update West Branch Road turnaround – the project is finished. The township appreciates that the charge was amended to $15,900 due to difference on the distance of only 450 yards instead of the estimated 750 yards worked on. Scott contacted St. Louis County that the update is finished and asked if they need to inspect. Scott motion to pay Garrett Campbell, the contractor, the amount of $15,900, Don second, (Scott yay, Lee yay, Don yay) motion carried.A resident suggested to put barrier; i.e., big rocks every six feet in the turnaround as there is about 100-foot drop after the completion of the turnaround to avoid cars from going downhill. It was decided to discuss this more.
  • Review of brush clearing contract for West Branch Road – Ray Barnes has the equipment to get the work done. He submitted a proposal for $960.00. The project includes cleaning the road; take down of small trees, brush and grass. Motion to approve by Lee in the amount of $960.00, second by Scott, (Scott yay, Lee yay, Don yay) motion carried. The project is expected to be done before the November township meeting.
  • Discussion of a gate for the township parcel land – Scott bought a gate and with help from a couple of residents, they were able to finish installing it. One of the residents donated a padlock. The township appreciates help from them.

New Business

  •  Major road repair estimate from the county’s contractor for West Branch Road – there is no estimate from the county yet on the cost of the road repair.
  • Grant application for road repair funding – There is a grant that is available for Minnesota townships in the total amount of $750,000. As soon as we know how much the road repair will cost (patching with asphalt vs replacing with asphalt, 6 specific areas that are bad and one is a culvert that needs replacing), Lee will work on writing a grant application and secure a sponsor from the county.

Claims: Check numbers 1285-1289 in the amount of $16,505.38.

Correspondence

Received:

(1) Email from Minnesota Association of Townships re-2017 Educational Conference and Annual Meeting in Rochester on November 16-18
(2) Email from Arrowhead Regional Development Commission announcing a Federal funding opportunity: 2017-18 Transportation Alternatives Program Solicitation
(3) Letter from St. Louis Co Public Works Department re-pavement rehabilitation project on almost 30 miles of Highway 44 between Briar Lake and Highway 16 scheduled for construction in 2018.
(4) More materials from US Department of Commerce re-2020 Census

Sent: None

Public Comment

 Next Meeting: November 14, 2017, 7:30 p.m., Pequaywan Fire Department, 8764 Pequaywan Lake Road

Motioned to adjourn at 8:05 by Scott, second by Lee, (Scott yay, Lee yay, Don yay) motion carried.

Respectfully submitted by,
Lita Wallace, Town Clerk

 

 

 

14 Sep

September 12, 2017 Township Board Meeting, 7:30 pm

Meeting was called to order at 7:32 p.m. by Chair Scott Mead.

Present: Supervisors Scott Mead and Lee Kaplan, Treasurer Ray Barnes and Clerk Lita Wallace. Number of residents present: 6, Number of non-resident present:1.

Clerk’s Report: Copies of August Minutes were provided for those present to review. Motioned by Scott, seconded by Lee, (Scott yay, Lee yay) motion carried.

Treasurer’s Report:

$269,186.23    Total Cash on hand as of 7/31/2017
5,642.91    Plus: Deposits
            543.42    Less: Disbursements
$274,285.72    Total Cash on hand as of 8/31/2017

Old Business

  • Discussion of rental property use – a resident planning on renting two cabins on the Big Lake was in attendance at the meeting in response to a letter he received from the township and Pequaywan Lakes Association. He stated that he shares the same concern in protecting the lake to be free of invasive species and its water quality. He explained that they do not intend on putting a boat landing on the property. If they decide to use something on the lake, it will be a pontoon and will only be dedicated for Pequaywan Lake use.
  • Review of proposals for widening West Branch Road turnaround – the contractor, Garrett Campbell was in attendance and submitted a proposal for $20,500.00. The proposal was originally for $22,500.00, but because an adjacent property owner was willing to permit the use of five feet of his property, the price was dropped by $2,000.  The project will consist of removal of trees and stumps (stumps will be dumped at site down the road from West Branch Road); trucking of gravel; leveling the designated area away from the lake; sloping back side while maintaining an existing walking path; and installing hay mat and seeding the back side of the designated area. Work will start the week of September 17 and done by mid-October. Payment due upon completion. Lee motioned to accept the proposal as amended, second by Scott, (Scott yay, Lee yay) motion carried.

There are two properties affected by the project. One resident stated that he will give easement on part of his property that is affected with the turnaround. Scott mentioned that he talked to another resident whose property is also affected and told Scott that he will give permit for the 5 feet use of his property instead of going that much farther down the hill and also to avoid an issue with erosion.

  • Discussion of a gate for the township parcel land – Big rocks have been placed on the Rossini Road entry. While ATV’s will not be able to be kept out, cars and trucks will be blocked to prevent people from dumping trash, tires, carpet, etc. on the property. Gate with lock will be purchased at a cost of about $100.00 for placement in Pequaywan Lake Road entry. Scott motioned to purchase gate, Lee second, (Scott yay, Lee yay) motion carried. Walking trail and parking will be addressed later.
  • Report on the MAT Dist 10 meeting at Grand Lake Township – Gary Pedersen of Minnesota Association of Townships talked about what they have done; i.e., putting Township signs across the state. We have our own homemade so it did not matter with us. They also talked about getting the legislators on board about upgrading broadband in the rural areas; and Noxious Weeds and having the legislator provide funds for its removal.
  • Kaspersky – Ray reported about a discussion he had with an IT person at UMD. Their department had moved from using Kaspersky to a different software due to security reasons. Ray mentioned that Bit Defender is the best one in the market. Cost will be zero as he is buying one for himself and he will have four extra licenses that the township can use for the two laptops.

New Business – None

Claims: Check numbers 1278-1284 in the amount of $710.23.

Correspondence:

Received: (1) Updated Publication of 2017 Minnesota Election Laws from the Office of the Minnesota Secretary of State; (2) Email from St. Louis County Election Department re-legislation passed by the legislature to make $7 million dollars of grant funding available for jurisdiction to update election equipment; and (3) Zoning and Assessment requests from Appraisal and Title companies for resident properties.

Sent: None

Public Comment: None

Next Meeting:
October 10, 7:30 p.m., Pequaywan Fire Department, 8764 Pequaywan Lake Road

Motioned to Adjourn by Scott, Lee second, (Scott yay, Lee yay) motion carried.

Respectfully submitted by,
Lita Wallace, Town Clerk

27 Aug

August 8, 2017 Township Board Meeting, 7:30 p.m.

Meeting was called to order by Chair Scott Mead at 7:30 p.m.

Attendance:  Board members: Supervisors Scott Mead, Lee Kaplan, Donald Swanstrom, Treasurer Ray Barnes and Clerk Lita Wallace. Number of residents (5) – non-residents (1)

Clerk’s Report:  Copies of July Minutes were provided for those present to review. Motioned to approve by Scott and seconded by Don, motion carried. Scott yay, Lee yay, Donald yay .

Treasurer’s Report

251,715.55      Total Cash-on hand as of 6/30/2017
18,427.08        Plus: Deposits
        956.40       Less: Disbursements
269,186.23       Total Cash-on hand as of 7/31/2017

Motioned to approve by Lee and seconded by Don, motion carried. Scott yay, Lee yay, Donald yay .

Old Business

  • Update on West Branch Road turnaround – the requirement is a 70-foot turnaround. A resident, whose property is affected with the turnaround, is agreeable to encroach on his land a little bit. Lee talked to Garret Campbell and they can remove the trees and supply fill. Scott talked to Minnesota Association of Townships (MAT) and he was advised that bids are not necessary, that we can go ahead with the work if we know someone local and who can be trusted. Work to be done are: removing trees and stump, filling-in and cutting the brush. Ray Barnes has a brush cutter that can be used for clearing township shoulders.
  • Microsoft Office software – Ray reported that the cost of a new software, Microsoft Office Suite,  is between $400-$600. The extension of the license is only $100 so it is better to extend the license this year.

New Business

  • Plans for township property – There was a discussion on creating a walking trail. Now is the time to do it. It will cost money but if it is not done this year, it may not be done at all.
  • There was also a discussion on not allowing motorized vehicle in the property. There are two entry points to the property: one is off of Highway 44 and the second is off of Rossini Road. Scott motioned to put up a gate at Highway 44 and huge rocks at Rossini Road, Lee second, motioned carried. Scott yay, Lee yay, Donald yay. Don will research on the cost.
  • Scott had sent a letter to the lawyers at MAT for the usage of the land.
  • Rental property on lakeshore – Below is an abridged text of a letter (signed by the President of Pequaywan Lakes Association) sent to Pequaywan property owners who are renting their cabins. Small changes were made to reflect different situations but the citizens at this meeting felt strongly everyone could use a reminder about protecting our lakes. Lee motioned for Pequaywan Township supervisors to also sign the letter, Scott second, motion carried. Scott yay, Lee yay, Donald yay .

Claims: Check numbers 1273-1277 in the amount of $543.42

 Correspondence

  • Received:
  1. Email from Land and Minerals Department re-Noxious Weed Inspections
  2. Email from Department of Agriculture re-Poison Hemlock
  3. By mail: Minnesota Association of Townships (MAT) Meeting Notice for
    August 24 and form to request a copy of the new Township Lawbook
  4. By mail: Minnesota Association of Townships Insurance Trust (MATIT) Workers’ Compensation Dividend check
  5. By mail: St, Louis County Planning and Community Development Department letter re-Comprehensive Land Use Plan-Initial Plan Workshops
  6. By mail: St. Louis County, County Auditor’s Office re- Township Final Levy Certification form for taxes payable 2018
  7. Email from MAT: re-District 10 Meeting info
  8. U.S. Department of Commerce, US Census Bureau re- Census 2020 (Don will contact them to verify how the township can help.)
  • Sent:
  1. Completed Township Final Levy Certification form for taxes payable 2018- mailed to St. Louis County

Public Comment – A resident asked why not build a townhall in the property. There was a discussion on liability, maintenance and other issues.

Next Meeting: September 12, 2017, 7:30 p.m. Pequaywan Fire Department, 8764 Pequaywan Lake Road

Motion to Adjourn at 8:20 p.m. by Don, second by Scott, motion carried. Scott yay, Lee yay, Donald yay .

Submitted by,
Lita Wallace, Town Clerk

——————————————————-

Letter to be sent out to the community by Pequaywan Lakes Association

August 9, 2017

Pequaywan Lakes have a history of pure, clean water enjoyed by all the residents.  We take great pride in the condition of our lakes especially now as the presence of aquatic invasive species is so prevalent, as close as Pike Lake and Island Lake and manifested in lakes in the Twin Cities.  Pequaywan Lake residents discourage friends and family from bringing in boats that may have been exposed to the AIS threat, offering instead, the use of a boat that stays in our lake for the season.

In fact, the local opposition to the construction of the public access is based solely on the likelihood avid fishermen who go from lake to lake will bring in one or more of these invaders.  There are no known strategies to remove them once they’ve be introduced into a body of water.  It is alarming to read how lake property values decrease when such infestation occurs.  Any expense incurred in attempting removal is mostly borne by property owners with a special tax district created to cover it.

We hear a rising outcry from long-time residents regarding rental of lakeshore properties.  It’s understandable as the practice helps finance mortgages and will probably be an increasing phenomenon as lake home prices grow higher.  Efforts in the prevention of aquatic invasive species protects your investment.

(We invited these owners to come to either an association meeting or a townboard meeting.)

These groups ( Pequaywan Lakes Association and Pequaywan Township Board) have no authority to ban boat or cabin rentals.  In the interest of maintaining a cordial relationship within this community, addressing your intentions to protect our lakes with either of these groups would be welcome.  Our community includes contrasting and at times conflicting interests but we all share a passion for protecting our lakes.

Phyllis Mead
Pequaywan Lakes Association President

Donald Swanstrom, Lee Kaplan, Scott Mead
Pequaywan Township Supervisors

In addition to the above information, moving docks or boat lifts from other lakes to ours presents  another means of spreading aquatic invasive species.  Thorough cleaning plus extended drying periods will make this a safer endeavor.

23 Jul

July 11, 2017, Township Board Meeting Minutes

Meeting was called to order by Chair Scott Mead at 7:30 p.m.

Present: Supervisors Scott Mead, Lee Kaplan, Donald Swanstrom, Treasurer Ray Barnes and Clerk Lita Wallace. Number of residents (2) – non-residents (2)

Clerk’s Report:  Copies of June Minutes were provided for those present to review. Motioned to approve by Don and seconded by Lee, motion carried. Scott yay, Lee yay, Donald yay .

Treasurer’s Report:

252,925.58        Total Cash on-hand as of 5/31/2017
207.59        Plus: Deposits
     1,417.62        Less: Disbursements
251,715.55        Total Cash-on hand as of 6/30/2017

Motioned to approve by Don and seconded by Lee, motion carried. Scott yay, Lee yay, Donald yay .

Old Business

  • Update on West Branch Road widening bid – Supervisors plan to contact three companies to get competitive bids for widening the road and for potentially taking sections in need of repair down to gravel. The project of widening of the road is necessary for enabling the county to plow the road this winter. We would schedule the more extensive repair project into the future, depending on the cost. However, since it’s likely that the same companies would be capable of doing both types of work, it would be good to get an estimate for the major repair project so we’d have a better idea of how to finance this project (through future tax levies, borrowing or a mixture of both).
  • Logging in the Township Land – Waste Wood Recylers is wrapping up the project. There is only one equipment left to move. We might need to put a “Keep Out” sign or “No Motorized Vehicles” next year in those areas where trees are seeded. The company paid the township $1.00 per contract.
  • Fireworks – an email and letter was sent regarding fireworks use during July 4th celebration.
  • Kaspersky – Ray Barnes explained the safety and advantages of using the software.
  • Microsoft Word – Ray suggested not to extend the current Microsoft Office 365 contract as the only advantage is to be able to use extra functions that both Clerk and Treasurer do not use. It is more advantageous and cheaper to buy the software and install on the computers. There will be no annual contract to be paid. Supervisors approved the purchase of the software.


New Business

  • Changing Timesheet form/process for Treasurer and Clerk – supervisors agreed that board members do not need to fill out a spreadsheet and only need to submit the hours worked and other expenses to the Treasurer.

Claims: Check numbers 1267-1272 in the amount of $956.40.

Correspondence

  • Received: Invoice from St. Louis County Public Works re-work done on the culvert on March 29, 2017 in the amount of $83.15
  • Sent: None

Public Comment: None

Meeting was motioned to adjourn at 8:00 p.m. by Lee, second by Don, motion carried, (Scott yay, Lee yay, Donald yay).

Next Meeting: August 8, 2017, 7:30 p.m. Pequaywan Fire Department, 8764 Pequaywan Lake Road

Submitted by:
Lita Wallace, Town Clerk

24 Jun

June 13, 2017, Township Board Meeting Minutes

ATTENDANCE: Supervisors Scott Mead, Lee Kaplan, Donald Swanstrom, Treasurer Ray Barnes and Clerk Lita Wallace. Number of residents (2) – non-residents (2)

AGENDA: Meeting was called to order by Chair Scott Mead at 7:30 p.m.

CLERK’S REPORT: Copies of May Minutes were provided for those present to review. Motioned to approve by Mead and seconded by Swanstrom, motion carried unanimously.

TREASURER’S REPORT FOR MAY

254,561.74         Total Cash on-hand as of 4/30/2017
         53.63           Adjustment-interest of 3-year certificate as of 4/30/2017
254,615.37         Adjusted Total Cash on-hand as 4/30/2017
210.80          Deposit
     1,900.59        Disbursements
252,925.58        Total Cash-on hand as of 5/31/2017

Donald motioned to approve, second by Lee, motion carried, motion carried unanimously

OLD BUSINESS

  • Update on West Branch Road work –  The supervisors received a ballpark figure amount only and not an estimate. More discussions to follow about the work to be done.
  • Township land clearing – work is being done at the present time and 2 ½ more weeks to go and they will be done. The place looks real nice.
  • Weed Inspection (Minnesota Noxious Weed Law) –Minnesota Noxious Weed Law requires that noxious weeds should be controlled by the home owner. Information is available at the Minnesota Department of Agriculture Website.
  • Replacing an Election Judge – A resident has volunteered to be an Election Judge whenever one of the current judges leave the township.
  • Scott and Donald added as signatories to Credit Union accounts – a date has been set for them to go to the credit union to sign the forms.
  • Software installed in township laptops – Raymond Barnes installed Kaspersky (internet security program) and CCleaner (helps speed up laptop and get rid of unwanted files) were installed in the two laptops used by the treasurer and clerk. Cost is $74.72/year up to three computers, laptops or other devices.

NEW BUSINESS

  • St. Louis County is requiring that they conduct Town Road Inspections for Winter Maintenance by Public Works – The letter received from the county states that due to new and larger snow plow trucks they have, they would be inspecting the areas they plow for greater space needs for maneurability. This means that the township would need to have the turnaround widened for the county to plow for us.
  • Treasurer inquiry on payment of payroll for meeting attendance paid at the end of each quarter – the same process will be used but in case of emergency and the board member is not able to attend, it will be adjusted in the next quarter’s pay.
  • A resident’s complaint about fireworks detonations – the resident is seeking help  from the township as he has neighbors that in the past had shoot fireworks a few days before and after July 4th and in the middle of the night. Scott responded that the township does not have enforcement  but he will talk with Pequaywan Lake Association President to compose an email together for residents requesting consideration about the use of fireworks.

JUNE CLAIMS REPORT: Check numbers 1258-1266 in the amount of $1,417.62.

CORRESPONDENCE

Received: (1) MN Asso of Townships (MAT) Membership cards ; (2) MAT 2017 Summer Short Courses; (3) St. Lous Co. re-Town road inspections for winter maintenance by Public Works; (4) MN DNR re-Notice of Sale of State Metallic Minerals Leases; (5) Email from St. Louis Co Assessor’s Office re-minutes of LBAE meeting; (6) Invoice from Beth Peterson of St. Louis Co SWCD for working on the forested property owned by the township; (7) Invoice from St. Louis County for Automark Maintenance in the amount of $180.00.

Sent: (1) Levy for 2017/2018 form to St. Louis Co. Assesors Office; (2) letters to LBAE Appellants

PUBLIC COMMENTS – none

NEXT MEETINg: July 11, 2017, 7:30 p.m., Pequaywan Fire Department, 8764 Pequaywan Lake Road

Meeting was motioned to adjourn at 8:30 p.m. by Scott, seconded by Don, motion carried unanimously.

Respectfully submitted by
Lita Wallace, Town Clerk

09 May

May 9, 2017, Township Board Meeting Minutes

Call to Order

Attendance:  Supervisors Scott Mead, Lee Kaplan and Donald Swanstrom, Treasurer Raymond Barnes, Clerk Lita Wallace, three residents and one non-resident.

Clerk’s ReportScott motioned to approve the April 2017 minutes, second by Donald, motion carried. (Scott yay, Donald yay, Lee refrained as he was not present at the meeting.)

Treasurer’s Report

March Treasurer’s Report

$249,180.15   Total cash on hand as of 2/28/17
$    7,901.21   Deposits
$    1,351.25   Disbursements
$255,730.11    Total cash

April Treasurer’s Report

$255,730.11    Total cash on hand as of 3/31/17
$        171.21   Deposits
$     1,339.58   Disbursements
$254,561.74    Total cash on hand as of 4/30/17

Lee motioned to approved the Treasurer’s Reports, second by Scott, motion carried. (Scott yay, Donald yay, Lee yay.)

Old Business

  • Update on West Branch Road work – Scott, Lee and Donald will be meeting with Haugen Construction to discuss widening of the turnaround. They would like the project done this year. Donald received a call from the county informing him that a strip of blacktop had been accidentally plowed. Scott checked it and it was an area that was already loose.
  • Township land clearing – as soon as road restriction is lifted, job will start sometime this month

New Business

  • Discussion of procedure for replacing an Election Judge – Since one of the regular election judges is moving, an alternate judge has expressed an interest to replace her. Lita stated that the requirement is that during a national and state election, two of the judges must be affiliated with two major political parties, Democrat and Republican.
  • Distribution of budget for 2018 Levy form for submission to St. Louis Co. – Lita submitted a breakdown of the budget which the supervisors reviewed and discussed. Don motioned to approve, Lee seconded, motion carried. . (Scott yay, Donald yay, Lee yay.)
  • Term date of Clerk and Treasurer – Received an email from Minnesota Association of Townships wanting to verify if the Clerk and Treasurer positions are truly appointed positions and therefore will no longer be up for election every two years and will not have an end of term date.
  • From the treasurer:
  1. Where to put interest income from savings and money market – it was discussed that 80% will go to the Roads and Bridges Reserve Fund and 20% to General Fund.
  2. Receipts for office supplies need to be submitted and accounted for as required by the state.
  3. Scott and Donald will need to go to the Credit Union to be added to the account.
  4. Ray is still trying to reconcile bank accounts. What he’ll do is keep $200 in the checking account at the end of the month after all the bills are paid. When paying bills, funds will be transferred from the savings account of the appropriate funds.
  5. Ray discovered that in CTAS, some employees have more than one Employee ID# per job function. He explained that only one Employee ID# per employee is needed.

      Received: 

  • Invoice from St. Louis Co. for 2016 Proposed Tax STMT Prep for $74.16
  • Invoice from St. Louis Co. Public Works Dept for 2nd half billing of 2016-2017 Snowplow Season for $1,006.25
  • Minutes of March Minutes from St. Louis Co. Association of Townships
  • Letter from Minnesota Unemployment Insurance informing of due dates for 2017

Sent: None

Claims Report: Check numbers 1252-1257 totalling $1,900.59.

Public Comment

Next Meeting:  June 13, 2017, 7:30 p.m., Pequaywan Fire Department, 8764 Pequaywan Lake Road

Meeting was motioned to adjourn at 8:06 p.m. by Scott, second by Don, motion carried, (Scott yay, Lee yay, Donald yay).

Respectfully submitted by,
Lita Wallace, Town Clerk

11 Apr

April 11, 2017, Township Board Meeting Minutes

The meeting was called to order at 7:30 p.m. by Chair Scott Mead.

Attendance:  Supervisors Scott Mead and Donald Swanstrom, Treasurer Raymond Barnes, Clerk Lita Wallace, two residents present, one non-resident present.

Clerk’s Report – Scott motioned to approve the March 2017 minutes, second by Don, motion carried. (Scott yay, Donald yay)

Treasurer’s Report – Ray reported that he was unable to access the CapitalOne online account so he could not submit a Treasurer’s Report. He will coordinate with Lee Kaplan when he returns. Ray mentioned that the State requires a paper trail of the reconciliation statement of the bank accounts  thus, he will investigate the records and do what is required.

Old Business

  • Local Board of Appeals Meeting, April 26, 5-6 p.m., Pequaywan Fire Department
  • Logging contract – A contract was signed with Waste Wood Recyclers on March 31. Scott received a letter from John Wilson authorizing the removal of the strip of trees from his property adjoining south of Pequaywan Township property.
  • West Branch Road work update – there is no new activity on this project. A resident reported that there was a frozen culvert and water was running over the road. Scott called the county and two hours later, it was fixed. The county will most likely charge the township for the work done.

New Business

  • Salary of newly appointed treasurer is $20 per hour and $25 per meetings.
  • Ray will set up filing quarterly federal withholding taxes electronically from the SCCU checking account during the first quarter of 2017
  • Advantage of having all supervisors as additional signatories on the checking account in the absence of main signatories – Ray will arrange making an appointment with the credit union for Scott to Donald to be additional signatories.
  • Election of Chair for 2017 – Scott asked Donald if he would like to act as Chair which he declined. Scott then volunteered to serve as Chair again. Don motioned, second by Scott, motion carried. (Scott yay, Donald yay)
  • Ray suggested to convert the checks being used now to the larger business checks which would be more convenient and efficient to use. Scott and Don agrees.

Correspondence

Received:

  • St. Louis County Association of Townships: February and March Minutes, SLCAT Lobby Day Registration Form

Sent:

  • Letter of Certificate to the Office of MN Secretary of State re-Option B voted by residents during March township election
  • List of current and elected town officers to Minnesota Association of Townships

Public Comment – None

Next Meeting:  May 9, 2017, 7:30 p.m., Pequaywan Fire Department, 8764 Pequaywan Lake Road

Meeting was motioned to adjourn at 7:50 p.m. by Don, second by Scott, motion carried, (Scott yay, Donald yay).

Respectfully submitted by,
Lita Wallace, Town Clerk

21 Mar

March 14, 2017, Township Board Meeting Minutes

The meeting was called to order at 7:30 by Chair Scott Mead.

Attendance: Supervisors Scott Mead, Lee Kaplan and Donald Swanstrom; Treasurer Kim Hand; and Clerk Lita Wallace. Number of resident/s present –10; Number of non-resident/s present – 1

Clerk’s Report  – Copies of the minutes were provided to attendees. Scott motioned to approve the February 2017 minutes, second by Lee, motion carried. (Scott yay, Lee yay, Donald yay)

Treasurer’s Report

$246,774.52  Total cash on-hand as of 1/31/17
$     4,402.77  Deposits
$     1,997.14  Expenditures
_____________
$249,180.15  Total cash on-hand as of 2/28/17

Scott motioned to approve the Treasurer’s Report, second by Lee, motion carried. (Scott yay, Lee yay, Donald yay)

 Old Business

  • Submission of CTAS 2016 Annual Report to State of Minnesota Auditor’s Office – Kim reported that it has been submitted. Deadline is March 31, 2017.
  • March 14 Town Election results – Donald Swanstrom won the election for Supervisor, and Option B to Appoint a Town Treasurer was voted to pass. Just a note that an effort was made to solicit and publicize an opening for the treasurer position via newsletter, word of mouth and township webpage but no one came forward.
  • West Branch Road widening – the county reiterates that they will not plow snow until the turnaround is widened. The estimated cost is $30,000.00. A further discussion about this issue was conducted during the March Annual Meeting.

New Business

  • 2017 Local Board of Appeal & Equalization (LBAE) – April 26, 2017, 5:00-6:00 p.m., Pequaywan Fire Hall
  • Transition of duties, Treasurer – With the passing of Option B in the ballot, Raymond Barnes, the treasurer at the Town of North Star, has agreed to work as treasurer for a term of two years. He has the knowledge needed for the position and will not need training.
  • Terms of office for town officers elected at March Township elections begins on March 24, 2017
  • Scott reported that Donald Swanstrom is the town’s Weed Inspector.

Correspondence

RECEIVED:

  • Six Absentee Ballot requests; SLCAT (St, Louis County Association of Townships) – (1) January meeting minutes, (2) February Agenda , (3) Lobby Day, (4) Annual Election;
  • Elections Department St. Louis County – (1) Master List of eligible voters for Pequaywan Township, (2) Absentee Ballot materials
  • Duluth Area Township – Agenda and Minutes for January meeting
  • Land & Minerals Dept, Government Services Center – 2017 MDA Noxious Weed List
  • Email notification and payment of $2,316 to the township from St Louis County for 2016 Taconite Production Tax-2017 Distribution

SENT: Six Absentee Ballots  by postage mail

Claims:  Checks #1115 to 1119 in the total amount of $1,997.14

Public Commenta resident asked who manages the town webpage.  She commented that an individual was having an issue finding the minutes on the town website and asked if there is a deadline on when minutes are put on the web. Lita Wallace responded that she enters Agenda and Minutes and Lee Kaplan manages the rest of the webpages. She also advised the resident on where to easily find the information and that there is no deadline on when minutes are put on the web but it is normally within a week.

Next Meeting: April 11, 7:30 p.m., Pequaywan Fire Department, 8764 Pequaywan Lake Road

Motioned to Adjourn by Scott at 9:12 pm., seconded by Don. Motion carried.

Respectfully submitted
Lita Wallace, Pequaywan Town Clerk