20 Apr

April 14, 2020, Township Board Meeting (via teleconference)

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

Attendance: Town officers: Supervisor Charles Kuettel, Supervisor Donald Swanstrom, Supervisor Douglas Dressen, Clerk Lita Wallace, Treasurer Raymond G. Barnes, Deputy Clerk Stephanie Teek, Deputy Treasurer Jennifer Maciewski

Clerk’s Report: Since the meeting was conducted via teleconference, the supervisors read the March 10, 2020 Minutes, Board of Canvass Minutes and Emergency Meeting Minutes from the town webpage.

Swanstrom motioned to approve Minutes of the three above meetings, seconded by Dressen, motion carried, 3-0-0.

Treasurer’s Report

MARCH 2020
Total Funds on hand as of 03/01/2020 (Includes Investments) – $156,029.13
Plus: Deposits – $204.92
Less: Disbursements (March) – $3,149.56
Total Funds on hand as of 03/31/2020 – $153,084.49
March Check # 1521 – 1529

APRIL 2020
Claims (April) – $3865.58
April Check # 1530 – 1542
No transfers to Checking Account will be needed
SCCU returned $4.00 to our Savings Account (03/09/2020) due to an error in charging a Bad Address Fee. At the end of March, their computer charged our account $2.00 again for a Bad Address Fee. A computer software error is causing the problem. Their IT is in the process of correcting the error.
Our (2) 18-Month Certificates were rolled over and the new interest rate is 1.341 %. The new Maturity Date is 10/10/2021

Swanstrom motioned to approve the March 2020 Treasurer’s Report and Claims for April 2020, seconded by Dressen, motion carried, 3-0-0.

Old Business

  • Reminder: LBAE (Local Board of Appeal and Equalization) meeting scheduled on April 29, 2020, from 3:00 p.m. to 4:00 p.m. at Pequaywan Fire Hall: Wallace reported that Joe Odell and Roy Levitt of St. Louis County Assessor’s Office will be participating. Per St. Louis County, physical inspections of properties are suspended until further notice and  meetings will be handled virtually by their personnel. Property owners are required to submit their appeal in writing than in-person.
  • Update: Due to COVID-19, monthly town board meetings and other meetings to be conducted via teleconference until further notice, see pequaywantownship.org for update
  • Update: deputy clerk/deputy treasurer training – training is ongoing
  • Update: Option B (appointed position) implementation for deputy clerk and deputy treasurer converting to clerk and treasurer in March 2021 – Wallace contacted MAT (Minnesota Association of Townships) to verify and was advised  by the legal counsel that since the township had passed Option B, the township can appoint the next clerk and treasurer until they rescind Option B.
  • Update: One-signatory check and adding deputy treasurer on the account – Docu-sign document instead of in-person by town officers as required by the credit union – officers signed the document and was implemented. Addition of the deputy treasurer and deputy clerk on the account will be put on hold until the time it is safe to go to the bank in person.

New Business

  • Appointing Chair and Vice-Chair: Dressen motioned to keep Kuettel as Chair and Swanstrom as Vice-Chair, seconded by Swanstrom, motion carried, 3-0-0
  • Minnesota Association of Townships (MAT) online town officer training on April 17
  • West Branch Road – concern of dead trees near the road and property: Swanstrom suggested to get a map that shows the right-of-way on the township road, Kuettel suggested for the officers to have a discussion with the landowner and attend the April MAT training, “Trees in the Right of Way,” to learn the legality of removing the trees
  • MAT informational conference calls for town officers available on April 13 and April 14
  • Roster or ballots from the March 2020 Township Election may be kept and stored for the required 22 months so old election files can be shredded
  • What meetings deputy clerk and deputy treasurer required to attend: Dressen motioned that the deputy clerk and deputy treasurer may attend any of the meetings they are able to attend, Swanstrom seconded, motion carried, 3-0-0.
  • Oath of Office conducted on March 16, 2020 for elected supervisor Don Swanstrom, appointed deputy clerk Stephanie Teek, and appointed deputy treasurer Jennifer Maciewski
  • Providing keys to deputy clerk and deputy treasurer for the Pequaywan Firehall door and filing cabinet – keys were made and will be provided to the deputies
  • Discussion and adoption of the following Resolutions:
  1. Resolution for One Signatory Check to Pay Claims: Dressen motioned to approve, Swanstrom seconded, motion carried, 3-0-0. In the case the treasurer is not able to make out the Claims and the checks, the deputy treasurer will enter the Claims in CTAS for supervisor’s approval and the clerk will prepare and sign the checks or any of the supervisors may also sign the checks.
  2. Resolution for Adopting Teleconference Meetings Due to COVID-19: Dressen motioned to approve, Swanstrom seconded, motion carried, 3-0-0, The deputy clerk will be in-charge of the teleconference set-up.
  3. Resolution for 2021 Levy: Dressen motioned to approve, Swanstrom seconded, motion carried, 3-0-0

Correspondence

Received:

  • Email from Saint Louis County Public Health and Human Services Department re-liaison for township guidance on COVID-19 and continuing follow-up weekly newsletter  thereafter
  • Email from Saint Louis County Election Department advising that any roster or ballots for the March Township Election may be kept and stored for the required 22 months
  • Emails from Minnesota Association of Townships re-training; online seminar, MAT Coronavirus Conference Call; teleconference township meeting guide
  • Emails from Lora Skarman of St. Louis County Assessor’s Office re-LBAE meeting instructions, supplies, Assessment book
  • Email from St. Louis County Association of Townships Officers (SLCAT) re-March Miniutes, SLCAT Lobby Day, April and May Meeting cancellations
  • Email from Phil Chapman of St. Louis County Election Department re-deadline to submit Presidential Primary Election Reimbursement
  • Email from St. Louis County Auditor re-dates of Early Distribution of 2020 Tax Collections
  • Email from Joe Odell of St. Louis County Assessors Department re-meeting options and guides due to COVID-19
  • Email from MN Department of Natural Resources re-Spring burning restrictions begin in Minnesota on March 27
  • Email from Minnesota Association of Townships re-the “Stay at Home” Emergency Executive Order by MN Governor Walz effective March 27 at 11:59 p.m. through April 10 at 5 p.m.
  • Emails from Katherine Brey of St. Louis County Assessor’s Office in setting up a website for townships that have changed formats of meeting to either telephone or video conference, https://www.stlouiscountymn.gov/departments-a-z/assessor/2020-local-board-format-changes
  • Email from Superior Choice Credit Union re-signing document electronically via Docu-sign for one-signatory check approval

Sent:

  • MATIT Life Insurance form and payment for officers sent via postage mail
  • Presidential Nomination Primary (PNP) Expense Reimbursement form delivered to St. Louis County Auditor’s Office Election Department on March 11, 2020
  • Personal delivery of ballots and other election materials from the Presidential Primary Election and March Township Election

Public Comment: Dressen reported that the owner of the short term rental in the township placed the property on the market and converted it to long term rental for 30 days or more. Also, that Lisa Klassen had contacted him if it is possible to change the Town Resolution for short term rental to the county. Kuettel responded that the Resolution was only Recommendations re-short term rental to the county. Other folks are asking about update on the fiber optics but there is no information available at this time.

Next Meeting, May 12, 2020, 7:30 p.m., via teleconference until further notice or check the town webpage, pequaywantownship.org for update.

Meeting was motioned to adjourn at 8:24 p.m. by Swanstrom, seconded by Dressen, motion carried, 3-0-0.

Respectfully submitted by,
Lita Wallace, Town Clerk

20 Apr

April 14, 2020, Reorganizational Meeting via teleconference

Meeting was called to order at 8:25 p.m. by Chair Kuettel.

AttendanceTown officers: Chair Charles Kuettel, Supervisor Don Swanstrom, Supervisor Doug Dressen, Clerk Lita Wallace, Treasurer Raymond Barnes, Deputy Clerk Stephanie Teek, Deputy Treasurer Jennifer Maciewski

Discussion of the following Resolutions:

  • Resolution on Polling Place for 2021 Election/s was motioned to approve by Swanstrom, second by Dressen, motion carried, 3-0-0
  • Establishing Policy for the Compensation and Reimbursement of Town Officers was motioned to approve by Swantrom, second by Dressen, motion carried, 3-0-0.

Resolutions to be discussed at a later time:

  • Retention Schedule
  • Statutory Conflicts of Interest

Swanstrom motioned to adjourn at 8:31 p.m., seconded by Dressen, motion carried, 3-0-0.

28 Mar

March 27, 2020, Emergency Township Board Meeting

March 27, 2020

Present: Chair Charles Kuettel, Vice-Chair Donald Swanstrom, Supervisor Douglas Dressen, Clerk Lita Wallace, Deputy Clerk Stephanie Teek. By phone: Treasurer Ray Barnes, Deputy Treasurer Jennifer Maciewski.

Due to COVID-19 pandemic, an outdoor Emergency Town Board Meeting was convened at the parking lot of Pequaywan FireHall to discuss issues related to ways in conducting upcoming meetings, processes to pay Claims, and training of deputy clerk and deputy treasurer.

Note that list of resources for COVID-19 is posted on the town webpage, pequaywantownship.org.

Meeting was called to order by Chair Kuettel at 1:00 p.m.

CHECK SIGNATORY/CLAIMS PAYMENT

Planning ahead, Barnes reported that he had contacted Superior Choice Credit Union a few days ago to check what can be done to avoid delay in town officers signing checks in case the township don’t meet in-person. He was advised that one-signatory authorization for the checks will be acceptable if a copy of town board meeting minutes or resolution is submitted  indicating that decision. Dressen motioned to approve Barnes to sign the one-signatory checks effective March 27, 2020 until rescinded, Swanstrom second, motion carried, 3-0-0. Barnes will submit a copy of the Meeting Minutes to the credit union. A Resolution will be submitted after the Town Board Meeting on April 14, 2020.

Kuettel instructed that Maciewski, the new deputy treasurer, should be added as signatory on the township credit union accounts. Barnes will follow-up with the credit union.

In paying Claims, Barnes will continue the procedure of running a Claims Report then will email the Report to the supervisors for approval and signature then supervisors will email back to the treasurer and copy the clerk.

DEPUTY CLERK/DEPUTY TREASURER TRAINING/SALARY

Clerk and Treasurer have been authorized to start training the deputy clerk and deputy treasurer effective immediately. Training could be done in person, telephone or using the MAT online training materials. Wallace will verify if the cancelled MAT Spring Short Course training are now available online. Swanstrom motioned that the deputy clerk and deputy treasurer be paid the same salary as the clerk and treasurer. Dressen second, motion carried, 3-0-0. The deputy clerk and deputy treasurer will keep track of their hours worked and submit it to the treasurer for payment. Wallace turned-over ownership of her old laptop to the deputy clerk. Barnes will do the same with his old laptop to turn over to the deputy treasurer.

MEETINGS

Following various COVID-19 guidelines and resolutions from government entities in conducting meetings, the Town of Pequaywan has decided that to keep everyone safe and healthy, Kuettel reported that the township has been working with Lee Kaplan on determining ways to conduct town board meetings, including the upcoming Local Board of Appeal and Equalization (LBAE) meeting, via telephone or other electronic means. He further mentioned that the only feasible way that will work in our area is via telephone conferencing.

Swanstrom motioned that effective March 27, 2020 and until further notice, the Town of Pequaywan will be holding all meetings via telephone conference, including the LBAE meeting. During the telephone conference, no public comments will be allowed. The public can contact a supervisor by phone or email of their concerns. The process is still being worked on with assistance from resident Lee Kaplan wherein a phone number will be provided to call by homeowners interested in “virtually” attending the meeting. More information will be posted on the town website. Dressen second, motion carried, 3-0-0.

LBAE MEETING

St. Louis County Assessor’s Office had informed townships of the three options to choose from in conducting LBAE meetings. Furthermore, they advised that assessors will only be available by phone or video and physical inspection of the property are suspended until further notice, a temporary solution to the crisis at hand. The choices are:

  1. to go ahead with the in-person meeting which would risks further exposing people unnecessarily to COVID-19;
  2. to hold a “Virtual Meeting” by telephone or other electronic means requiring property owners to submit their appeal in writing than in-person; and
  3. to cancel your local board meeting and allow your jurisdiction to go open book. This option places the burden on our office and allows appellants to deal with their assessor directly and if need be, go straight to the county board of appeal. All appeals could be easily handled over the phone and this option ensures the safety of board members and the general public. Jurisdictions

choosing this option will be required to go open book for this and next year’s local board season, but can regain their right to a local board of appeal and equalization for the 2022 assessment year.

Swanstrom expressed his concern about choosing #3 and states that two years is a long time to transfer jurisdiction and it is for the betterment of town folks to have us (supervisors) who live in the township  assisting them in their appeals. Swanstrom motioned to choose #2, conduct the LBAE meeting “virtually.” Dressen second, motion carried, 3-0-0.

Kuettel requested that a Resolution be created for the change of the meeting from in-person to telephone conference.

Meeting was motioned to adjourn at 2:05 p.m. by Dressen, second by Swanstrom, motion carried, 3-0-0.

Respectfully submitted,
Lita Wallace, Pequaywan Clerk

18 Mar

March 10, 2020, Board of Canvass Meeting

Meeting was called to order at 10:11 p.m. by Chair Kuettel.

Town officers: Supervisor Charles Kuettel, Supervisor Donald Swanstrom, Supervisor Douglas Dressen, Treasurer Raymond G. Barnes, Clerk Lita Wallace

Guests: Stephanie Teek, Ted Wallace

The Town of Pequaywan Canvassing Board certified the following official results for the March 10, 2020 Town Election:

Donald Swanstrom was elected for the Supervisor position with term date of 2020-2023.

The Town of Pequaywan Canvassing Board consisted of:

Charles Kuettel, Chair
Donald Swanstrom, Supervisor
Douglas Dressen, Supervisor

Meeting was motioned to adjourn at 10:20 p.m. by Swanstrom, seconded by Dressen, motion carried, 3-0-0.

Respectfully submitted by:
Lita Wallace, Town Clerk

18 Mar

March 10, 2020, Annual Town Meeting

Meeting called to order: Town Clerk Lita Wallace called the meeting to order at 8:30 p.m. The meeting was held at Pequaywan Fire Hall.

Attendance: Lita Wallace, Raymond G. Barnes, Bonnie Dressen, Douglas Dressen, Mark Freeman, Scott Gronseth, Lee Kaplan, Charles Kuettel, Phyllis Mead, Scott Mead, Steve Pelto, Donald Swanstrom, Judith Strom, Stephanie Teek, Daryl Waldriff, Ted Wallace

Election of a moderator: Phyllis Mead was nominated and elected as the moderator.

Announce Agenda for Rest of Meeting (moderator, subject to modification by vote of electorate):  no change.

2019 Minutes: Motion to approve minutes of previous year’s Annual Meeting Minutes (copies provided by clerk): Scott Mead motion to approve 2019 Annual Meeting Minutes, second by Lee Kaplan, motion carried.

Reading of the Board of Audit Report as  posted by clerk prior to meeting

Fund Beginning Balance Receipts Disbursements Total Balance
General Fund $  7,878.53 $24,043.50 $17,782.36 $14,139.67
Road and Bridge (On-going Maintenance $  5,050.47 $  3,168.80 $  2,545.62 $  5,673.65
Fire and EMS $ 21,533.13 $13,460.85 $13,500.00 $ 21,493.98
Roads and Bridges (Capital Reserve) $140,178.18 $  8,331.73 $14,389.88 $134,120.03
Total $174,640.31 $49,004.88 $48,217.86 $175,427.33

Annual Board of Appeals and Equalization scheduled on April 29 from 3:00-4:00 p.m. at Pequaywan Fire Hall.

Result of Township Election – one supervisor position (clerk): Donald Swanstrom was elected.

Position Opening: Deputy Clerk, Deputy Treasurer, Noxious Weed Inspector (see job duties below) (clerk): Deputy clerk, deputy treasurer, and Noxious Weed Inspector hire update: Stephanie Teek was hired as deputy clerk while Jennifer Maciewski was hired as deputy treasurer. Wallace will check with MAT (Minnesota Association of Townships) re- appointing them as clerk and treasurer in March 2021 in lieu of Option B passed in 2015.

Dressen will take over the duties of Noxious Weed Inspector with help from the Garden Club.

Pequaywan Town Chair’s Road Report at West Branch Road: Fixed cracks in pavement; fixed wash-out area, total cost was $14,389.88. Two culverts that are 30+ years old and close to life expectancy will need to be replaced and we are trying to get a quote. There are no plans on doing any road work. A resident mentioned that there are dead trees in West Branch Road and requesting to have something figured out what can be done.

Report from Pequaywan Fire & EMS and request for 2021 levy:  Electors vote on the amount of $16,500 to provide for fire department, supervisors will render the final decision during March Town Board Meeting.

Update, suggestions and discussions on possible projects for the land owned by the township in Rossini Road including the tax forfeited property purchased from St. Louis County: purpose in purchasing the land in Rossini Road is for burning and chipping. Future plans on the property: put up a building, add a driveway.

2021 Levy: Discussion and motion to approve general levy and any dedicated levies (road & bridge, plus others determined helpful to treat as designated and not just a budget item from the general fund) and to affirm total levy including funds for Pequaywan Fire & EMS (Note: the levy must be voted on): Scott Mead motioned to approve $43,500 for 2021 levy with $16,500 going to Pequaywan Fire Department, second by Daryl Waldriff, all in favor, motion carried.

SUMMARY 2019 LEVY 2019 DISBURSEMENTS 2019 RECEIPTS
General Fund 4,890.00 17,782.36 24,043.50
Road and Bridges (On-going Maintenance 1,650.00 2,545.62 3,168.80
Fire and EMS 13,500.00 13,500.00 13,460.85
Roads and Bridges (Capital Reserve) 9,960.00 14,389.88 8,331.73
Total 30,000.00 48,217.86 49,004.88

 

SUMMARY 2020 LEVY 2020 BUDGET
General Fund 5,000.00 19,000.00
Road and Bridges (On-going Maintenance 3,000.00 2,500.00
Fire and EMS 15,000.00 15,000.00
Roads and Bridges (Capital Reserve) 12,000.00 5,000.00
Total 35,000.00 41,500.00

 

SUMMARY 2021 LEVY 2021 BUDGET
General Fund 12,000.00 20,000.00
Road and Bridges (On-going Maintenance 3,000.00 3,000.00
Fire and EMS 16,500.00 16,500.00
Roads and Bridges (Capital Reserve) 12,000.00 10,000.00
Total 43,500.00 49,500.00

2021 Annual Town Meeting: the state set the Annual Town Meeting on the second Tuesday of March following the Township Election and will be held at Pequaywan Fire Hall.

Motion to set monthly Town Board Meeting: Charles Kuettel motioned to set the Town Board meeting on the second Tuesday of each month at 7:30 pm at Pequaywan Firehall, second by Donald Swanstrom, all in favor, motion carried. Exception of March meeting to be  scheduled after the Annual Town Meeting and on months with federal and state election that may need to be re-scheduled on a different date which will be discussed at least two months before the election).

Motion to set voting place: Kuettel motion to set Pequaywan Fire Hall as the primary voting place; and Pequaywan Trail Blazer Snowmobile Club garage as secondary voting place in case Pequaywan Fire Hall is not available due to unforeseen circumstances, second by Scott Mead, all in favor, motion carried. Barnes as contact person for the garage.

Motion to set voting time:
Lee Kaplan motion to set the voting times listed, second by Charles Kuettel, all in favor, motion carried.
7:00 am – 8:00 pm, Presidential Nomination Primary Election, Primary Election and General Election
7:00 am – 8:00 pm, State Election
10:00 am – 8:00 pm, Special Primary Election  and Special General Election
5:00 pm – 8:00 pm, Township Election

Posting areas:
– pequaywantownship.org website
– West Branch Road Sign board
– Pequaywan Fire & EMS bulletin board
– Pequaywan Inn bulletin board
-Pequaywan Association website

General Discussion of Items of Concern: None

Adjourn: Scott Mead motion to adjourn the Annual Town Meeting at 9:25 p.m., second by Charles Kuettel, all in favor, motion carried.

Respectfully submitted by,
Lita Wallace, Town Clerk

18 Mar

March 10, 2020, Township Board Meeting

Meeting was called to order at 9:40 p.m. by Chair Kuettel.

Attendance: Town officers: Supervisor Charles Kuettel, Supervisor Donald Swanstrom, Supervisor Douglas Dressen, Treasurer Raymond G. Barnes, Clerk Lita Wallace

Guests: Mark Freeman, Scott Gronseth, Scott Pelto, Stephanie Teek, Daryle Waldriff, Ted Wallace

Clerk’s Report: Wallace presented the minutes of the Board of Supervisors meeting on February 11, 2020. Motion to approve by Dressen, second by Swanstrom, motion carried, 3-0-0.

Treasurer’s Report

FEBRUARY 2020
Total Funds on hand as of 02/01/2020 (Includes Investments) – $153,220.19
Plus: Deposits – $4,570.76
Less: Disbursements (February) – $1,761.82
Total Funds on hand as of 02/29/2020 – $156,029.13
February Check # 1516 – 1520

MARCH 2020
Claims (March) – $3,149.56
March Check # 1521 – 1529
No transfers to Checking Account will be needed
A recurring bad address fee of $2.00/month charged by SCCU is being investigated – this is a recurring error by the credit union as the treasurer’s address on file with them is correct.

Motion by Swanstrom to approve February Treasurer’s Report and March Claims, second by Dressen, motion carried, 3-0-0.

Old Business

  • Reminder: LBAE (Local Board of Appeal and Equalization) meeting scheduled on April 29, 2020, from 3:00 p.m. to 4:00 p.m. at Pequaywan Fire Hall.
  • Deputy clerk, deputy treasurer, and Noxious Weed Inspector hire update: A deputy clerk (Stephanie Teek) and deputy treasurer (Jennifer Maciewski) have been selected and hired by the clerk and treasurer. The plan is for them to take over the clerk and treasurer position in March 2021. Motion by Dressen to approve the hires, second by Swanstrom, motion carried. 3-0-0. Wallace will check with MAT (Minnesota Association of Townships) if they can continue to be in an appointed position (Option B) in March 2021. Dressen will take over the position of Noxious Weed Inspector with assistance from the Garden Club. Pomroy will conduct a presentation and training to the Garden Club.
  • Result of 2020 Township Election – one supervisor position: Donald Swanstrom was elected as the supervisor to serve until 2023.
  • Update on land acquisition: the township has received the Deed of Sale but there were some errors on it that needs to be called to the attention of St. Louis County.
  • Update Presidential Nomination Primary (PNP) Expense Reimbursement: Wallace completed compiling all hours and expenses incurred during the PNP election and the amount of reimbursement totaled $1,174.85 that consists election hours, mileage, and training for election judges which will be submitted to St. Louis County for reimbursement by the state.

New Business

  • CD funds maturing on April 10, 2020: CDs will be rolled over.
  • The board approved for supervisors, clerk, treasurer, deputy clerk, and deputy treasurer to attend MAT’s (Minnesota Association of Townships) upcoming 2020 Spring Short Courses on April 3 – Wallace will register all the seven officers.
  • 2021 Town Levy: the amended amount of $43,500.00 was passed by the residents present during the Annual Town Meeting with $16,500.00 going to Pequaywan Fire Department. Motion by Dressen to approve the amount of $43,500.00, second by Swanstrom, motion carried, 3-0-0.
  • Distribution are as follows: General Fund – $12,000.00; Road and Bridges (On-going Maintenance) – $3,000.00; Fire and EMS – $16,500.00; and Road and Bridges (Capital Reserve) – $12,000.00.
  • Reminder that the Board of Canvass Meeting will commence right after the March Township Board Meeting.

Correspondence

Received:

  • State of Deed for the property located in Rossini Road purchased from St. Louis County through Land and Minerals Department
  • Blank Officer List form to be completed and returned to Minnesota Association of Townships updating officer list after the election
  • Various emails from St. Louis County re-training, roster, instructions, forms, election supplies, Uncommitted vote, Polling Place Write-in Summary, and ballots/election supplies pick-up and delivery for the Presidential Nomination Primary election
  • Email from SLCAT re-January 2020 Minutes and SLCAT Lobby Day
  • Emails from MAT re- (1) Spring Short Courses schedule and (2) Legislative Update & Advocacy Alert
  • Email from North Shore Title inquiring of any pending and/or levied assessment against a property in the township
  • Voter Master List from St. Louis County Election department
  • Email from St. Louis County Public Health requesting for the best contact info for 24/7 communication for the township re-Coronavirus
  • Emails from St. Louis County with attached roster for Town election

Sent:

  • Confirmation of the map of the township in regards to the Initial Boundary Validation Program (BVP) from the United States Department of Commerce ensuring the bureau has the correct legal boundary, name, and status for the township

Public Comment:

Next Meeting, April 14, 2020, 7:30 p.m., Pequaywan Firehall, 8764 Pequaywan Lake Road

Meeting adjourned at 10:10 p.m.

Respectfully submitted by,
Lita Wallace, Town Clerk

18 Feb

February 11, 2020, Township Board Meeting

Meeting was called to order at 7:33 p.m. by Chair Kuettel.

Attendance: Town officers: Supervisor Charles Kuettel, Supervisor Donald Swanstrom, Supervisor Douglas Dressen, Treasurer Raymond G. Barnes, Clerk Lita Wallace

Guests: Ted Wallace, Daryle Waldriff

Clerk’s Report: Wallace presented the minutes of the Board of Supervisors meeting  on January 14, 2020. Motion to approve by Swanstrom with typo correction on Kuettel’s name, second by Dressen, motion carried, 3-0-0.

Treasurer’s Report:

JANUARY 2020
Total Funds on hand as of 01/01/2020 (Includes Investments) – $175,427.33
Plus: Deposits – $783.74
Less: Disbursements (January) – $22,990.88
Total Funds on hand as of 01/31/2020 – $153,220.19
January Check # 1507 – 1515

FEBRUARY 2020
Claims (February) – $1,761.82
February Check # 1516 – 1520
No transfers to Checking Account will be needed

Motion by Dressen to approve January Treasurer’s Report, February Claims, and to transfer $15,000 to the checking account to cover a check for Pequaywan Fire and EMS, second by Swanstrom, motion carried, 3-0-0.

Old Business

  • Review and approve the following Town Resolutions: (1) Appointing a Deputy Clerk; (2) Appointing a Deputy Treasurer; and (3) Purchase of Tax Forfeited Land

New Business

  • Election and meeting dates & time:
  1. March 3, Presidential Nomination Primary election, 7:00am-8:00pm;
  2. March 10, Town Election, 5:00pm-8:00 pm;
  3. March 10, Annual Town Hall Meeting, 8:30 pm;
  4. March 10, Township Board Meeting, after the Town Hall meeting;
  5. March 10, Board of Canvass Meeting, after the Township Board Meeting
  • February 29, 2:30 pm-Public Accuracy Test of the Automark Voting Machine
  • April 29, 3:00-4:00 p.m., Local Board of Appeal and Equalization (LBAE) Meeting, Pequaywan Firehall
  • Swanstrom motioned to keep the current $2,000.00 coverage of the employee life insurance, seconded by Dressen, motion carried, 3-0-0.
  • Swanstrom motioned to approve the township’s boundary map from the United States Department of Commerce for its Initial Boundary Validation Program (BVP) to ensure the bureau has the correct legal boundary, name, and status for the township, seconded by Dressen.
  • Dressen stated that he will take the lead in finding a replacement for the Noxious Weed Inspector and will discuss it with the Garden Club.
  • Barnes reported that W-2s have been mailed out to employees as well as the Sales Tax Report form mailed to the State of Minnesota.
  • Starting in 2021, Barnes suggested that the town board schedule the Budget Meeting for 2021 budget one or two weeks before the February meeting so that the budget amount for each account codes can be determined for CTAS purposes and Audit reports. Otherwise, the beginning balances for the year will all show zero. The Board of Audit Meeting can be scheduled right after the February Town Board meeting.

Correspondence

Received:

  • Bill from SLCAT for MAT dues $307.44 plus county dues $161.70 = $469.14
  • Life insurance billing statement from Minnesota Benefit Association – $165.00 due 4/1/2020
  • Request from North Shore Title for information on any pending and/or levied assessments against a property in the township
  • January newsletter from Minnesota Association of Townships
  • Election judge training materials and online training module for the Presidential Nomination Primary election from St. Louis County Elections
  • Multi-Hazard Mitigation Plan from St. Louis County for public review and comment by January 31
  • Blank Annual Report of Outstanding Indebtedness form from St. Louis County Auditor
  • Notice of MAT District 10 Lobby Day scheduled on March 18 in St. Paul
  • Email from St. Louis County Elections re-posting notice of Presidential Nomination Primary election and sample ballots for the election for posting
  • Updated Noxious Weed List from St. Louis County Land and Minerals Department
  • Voter Master List received from St. Louis County Elections
  • Map of the township from the United States Department of Commerce for the board to review the Census Bureau’s boundary data to ensure the bureau has the correct legal boundary, name, and status for the township for its Initial Boundary Validation Program (BVP)
  • Letter from United States Department of Commerce with the form 2020 Boundary and Annexation Survey Annual Response and Contact Update Form, an opportunity for the township to participate in the BAS to ensure that the Census Bureau has current and accurate boundary, legal name, and status information for the township

Sent:

  • Voting Equipment Grant Application Form mailed to the Minnesota Secretary of State and a copy provided to St. Louis County Elections
  • Annual Report of Outstanding Indebtedness as of December 31, 2020, mailed to St. Louis County Auditor
  • A check ($5,340.83) for purchase of forfeited land from St. Louis County was delivered

Public Comment:

Next Meeting, March 10, 2020, 9:30 p.m. or after the Annual Town Hall meeting, Pequaywan Firehall, 8764 Pequaywan Lake Road

Meeting adjourned at 8:25 p.m.

Respectfully submitted by,
Lita Wallace, Town Clerk

11 Feb

February 11, 2020, Budget Meeting, after Board of Audit Meeting

Meeting was called to Order at 8:51 p.m.

Attendance: Chair Charles Kuettel, Supervisor Donald Swanstrom, Supervisor Douglas Dressen, Clerk Lita Wallace, Treasurer Raymond G. Barnes

Guest: Ted Wallace

Discuss and set-up budget for 2020
Discuss and set-up budget for 2021
Discuss levy recommendation for 2021

BUDGET FOR 2020 AND 2021
GENERAL FUND 2019 ACTUAL DISBURSMENTS 2020 BUDGET 2021 BUDGET
General Property Taxes (31001 through 31299) 11,830.56
Total Acct 310 11,830.56    
Forfeited Tax Sale Apportionments 2,861.69
Total Acct 319 2,861.69    
Taconite Production Tax 3,270.40
State – Payments in Lieu of Taxes 3,886.94
Town Aid 1,671.00
Total Acct 334 8,828.34    
Interest Earning 522.91
Total Acct 362 522.91    
Total Revenues 24,043.50    
Disbursements:
Council/Town Board 2,180.27 2,200.00 2200.00
Total Acct 411 2,180.27 2,200.00 2200.00
Clerk 5,404.07 5,000.00 5000.00
Total Acct 414 5,404.07 5,000.00 5000.00
Treasurer 3,973.32 4,100.00 4100.00
Total Acct 415 3,973.32 4,100.00 4100.00
Other General Government 5,999.00 6,200.00 8100.00
Election Judges 225.7 1,500.00 600.00
Total Acct 419 6,224.70 7,700.00 8700.00
Worker’s Compensation – Unallocated 0 0 0.00
Insurance – Unallocated 0 0 0.00
Total Acct 492 0 0 0.00
Total Disbursements 17,782.36 19,000.00 20000.00
ROAD AND BRIDGE (ON-GOING MAINTENANCE) 2019 ACTUAL DISBURSMENTS 2020 BUDGET 2021 BUDGET
General Property Taxes (31001 through 31299) 1,662.49
Total Acct 310 1,662.49    
Town Aid 1,506.31
Total Acct 334 1,506.31    
Total Revenues 3,168.80    
Other Financing Sources:
Total Other Financing Sources    
Disbursements:
Paved Streets 2,545.62 2,500.00 3,000.00
Total Acct 431 2,545.62 2,500.00 3,000.00
Total Disbursements 2,545.62 2,500.00 3,000.00
FIRE AND EMS 2019 ACTUAL DISBURSMENTS 2020 BUDGET 2021 BUDGET
General Property Taxes (31001 through 31299) 13,460.85
Total Acct 310 13,460.85    
Total Revenues 13,460.85    
Disbursements:      
Fire Fighting 13,500.00 15,000.00 16,500.00
Total Acct 422 13,500.00 15,000.00 16,500.00
Total Disbursements 13,500.00 15,000.00 16,500.00
ROADS AND BRIDGES (CAPITAL RESERVE) 2019 ACTUAL DISBURSMENTS 2020 BUDGET 2021 BUDGET
General Property Taxes (31001 through 31299) 3,082.47
Total Acct 310 3,082.47    
Taconite Production Tax 3,157.60
Total Acct 334 3,157.60    
Interest Earning 2,091.66
Total Acct 362 2,091.66    
Total Revenues 8,331.73    
Disbursements:  
Paved Streets 14,389.88 5,000.00 10,000.00
Total Acct 431 14,389.88 5,000.00 10,000.00
Total Disbursements 14,389.88 5,000.00 10,000.00
GRAND TOTAL
48,217.86 41,500.00 49,500.00

 

LEVY RECOMMENDATION FOR 2021
SUMMARY 2021 LEVY 2021 BUDGET
General Fund 12,000.00 20,000.00
Road and Bridges (On-going Maintenance 3,000.00 3,000.00
Fire and EMS 16,500.00 16,500.00
Road and Bridges (Capital Reserve) 12,000.00 10,000.00
Total 43,500.00 49,500.00

Meeting was adjourned at 9:45 p.m.

Respectfully submitted by,
Lita Wallace, Town Clerk

11 Feb

February 11, 2020, Board of Audit Meeting (after the Town Board Meeting)

Meeting was called to Order at 8:26 p.m.

AttendanceChair Charles Kuettel, Supervisor Donald Swanstrom, Supervisor Douglas Dressen, Clerk Lita Wallace, Treasurer Raymond G. Barnes

Guest: Ted Wallace

Review Clerk/Treasurer’s Reports

  • Summary of Receipts received from January – December 2019 (treasurer)
  • Review Treasurer and Clerk’s Disbursements Ledger (compare Fund/Account/Object Codes) – board members select 3+ disbursements to review and check
  • Review Treasurer and Clerk’s Receipts Ledgers (compare Fund/Account) – do direct deposit have triplicate receipts, verify that deposits are noted on the appropriate bank statement, board members select and review 3+ receipts
  • Review Bank Statements to check that Cash Control Statement demonstrates same  balance as the Bank Statement
  • Verify that Clerk and Treasurer are balancing and reconciling bank statements statements (have the same balance), and Schedule 1 matches for both Treasurer and Clerk

Meeting was adjourned at 8:50 p.m.

Respectfully submitted by,
Lita Wallace, Town Clerk

26 Jan

January 14, 2020, Township Board Meeting

Meeting was called to order at 7:33 p.m. by Chair Kuettel.

Attendance: Town officers: Supervisor Charles Kuettel, Supervisor Donald Swanstrom, Supervisor Douglas Dressen, Treasurer Raymond G. Barnes, Clerk Lita Wallace.

Guests: Dan Ahunen, Bonnie Dressen, Jessica Dorsey, Paul Klassen, Deb Pomroy, Roxanne Scranton, Ted Wallace

Clerk’s Report: Wallace presented the minutes of the Board of Supervisors meeting  on December 10, 2019. Motion to approve by Swanstrom, second by Dressen, motion carried, 3-0-0

Treasurer’s Report

DECEMBER 2019
Total Funds on hand as of 12/01/2019 (Includes Investments) – $166,479.33
Plus: Deposits – $12,853.00
Less: Disbursements (December) – $3,905.00
Total Funds on hand as of 12/31/2019 – $175,427.33
December Check # 1496 – 1506

JANUARY 2020

Claims (January) – $22,990.88 (amount include check for St. Louis County Auditor $5,340.83; and Pequaywan Fire and Rescue $15,000.00)
January Check # 1507 – 1515
Transfer of $15,000.00 to Checking Account will be needed

Motion by Swanstrom to approve December and January Treasurer’s Reports and to transfer $15,000 to the checking account, second by Dressen, motion carried, 3-0-0.

Old Business

  • Update on the land purchase – Department of Natural Resources has approved the sale of the forfeited property to Pequaywan Towship in the amount as follows: Appraised land value $5,100.00; 3% State Assurance Fee $153.00; Deed fee $25.00; Deed tax $16.83; Recording fee $46.00 = Total due $5,340.83 payable to St. Louis County Auditor. Kuettel stated to have a Resolution be created for the purchase of the property. Barnes mentioned that he will personally deliver the check to St. Louis County.
  • Update on snowplow drivers strike as it affects the township – St. Louis County adviced townships to seek an alternative service provider for the duration of any strike action by snowplow driver’s starting on January 15 if a labor contract settlement is not reached. Kuettel reported that the town officers do not know anybody that has a plow that can do the work. County supervisors will be plowing the roads and to expect delays.
  • Update on new laptops; what to do with the old laptops and cleaning files from the hard drive – Wallace and Barnes reported that the software needed have been installed. Kuettel advised to keep the old laptops for the use of deputy clerk and deputy treasurer and not to erase the files for now.
  • Update on Voting Equipment Grant Application, due 1/31/2020 – Wallace completed the Grant Application Form and will submit to the State of Minnesota. She also reported that the cost of new voting equipment (DS200) to replace M100 is $5,260 and the state’s grant is up to $2,630 depending on the number of applications received versus the total $2M amount of grant
  • Adding a deputy clerk and deputy treasurer for the township – Kuettel mentioned the need to hire a deputy clerk and a deputy treasurer to replace the clerk and treasurer who will end their term in March 2021; and that a Resolution should be created
  • Upcoming elections and Public Accuracy Test (February 29 at 2:00 p.m. at Pequaywan Firehall) of the Automark machine: Wallace reported the following important election dates:
  1. March 3, 7:00am.-8:00pm, Presidential Nomination Primary, Pequaywan Firehall
    2. March 10, 5:00pm-8:00pm, Township Election, Pequaywan Firehall (update on Affidavit of Candidacy submission for Supervisor opening) : one candidate, Donald Swanstrom, submitted an Affidavit of Candidacy

New Business

  • Bob McDonough resigned as election judge effective January 2020
  • Approve and sign the following Town Resolutions:
  1. Resolution for Appointment of Judges for 2020 Elections (motion passed during November meeting)
  2. Resolution Appointing Absentee Ballot Board for 2020 March Township Election
  3. Resolution for Voting Equipment Grant Funding Application (motion passed during December meeting)
  • Scheduled and confirmed the following meetings:
  1. February 11, 2020: Board of Audit Meeting and Budget Meeting after the Township Board Meeting, approximately 8:30 pm
  2. March 10, 2020: Annual Town Meeting right after Town Election approximately 8:30pm
  3. March 10, 2020: Township Board Meeting, and Board of Canvas Meeting after Annual Town Meeting approximately 9:30pm
  4. April 14, 2020: Reorganizational Meeting after Township Board Meeting to discuss: (a)  Resolution for a Polling Place for 2021 Election/s; (b) Resolutions on Establishing a Policy for the Compensation and Reimbursement of Town Officers; possibly (c) Retention Schedule; and (d) Statutory Conflicts of Interest
  • Primary Election, August 11; General Election, November 10 – need to change the date of Town meetings that falls on the same date as election days as ballot counting may not be done until midnight or later: tabled until July meeting for the August 11 election and October meeting for the November election
  • Local Board of Appeal and Equalization (LBAE) training – Both Kuettel and Swanstrom have LBAE training. Dressen will take the training online or during the MAT Spring Short Courses

Correspondence

Received:

  • Premium Invoice from MATIT for Consolidated Coverage $923.00
  • Invoice from St. Louis County for services completed for Proposed Tax Notice Preparation and delivery $69.77
  • Billing Statement from St. Louis County, Land and Minerals Department, for purchase of tax forfeited property in Rossini Road, $5,340.83
  • Email from St. Louis County, Phil Chapman Elections Supervisor, re-more information on the cost of replacement for the M100 election equipment and supplies
  • Email from St. Louis County, Phil Chapman Elections Supervisor, re-information on the process for the Presidential Nomination Primary voting in Minnesota
  • Email from St. Louis County, Land and Minerals Department, County Ag Inspector, requesting to complete and submit 2019 Annual Township Report on Noxious Weed Control
  • Email from Duluth Association of Townships with October 2019 meeting minutes, invoice for 2020 Association Dues, and January Meeting Agenda
  • Email from U.S. Census Bureau, Sam Fettig, Chicago Regional Census Center, re-training in forming a 2020 Complete Count Committee
  • Emails from U.S. Census Bureau re-voluntary Boundary and Annexation Survey participation to ensure that the Census Bureau has current and accurate boundary, legal name, and status information for the township
  • Email from St. Louis County, Public Works, re-possible strike of snowplow drivers anytime between January 14 and February 3, 2020, and for townships to be aware of delays in snowplowing and to seek an alternative provider
  • Email from Minnesota Department of Revenue Board of Appeal and Equalization through St. Louis County Assessor’s Office reminding townships to have at least one voting member trained

Sent:

  • Email to St. Louis County, Planning and Community Development, of the township Resolution 2019-010 Short Term Rental Recommendations
  • 2019 Annual Township Report for Noxious Weed Control submitted to St. Louis County Land Department
  • 2019 W-2 and W-3 filed with the federal government
  • 2019 State Wage Detail Report submitted to the Minnesota Secretary of State
  • 2019 Sales and Use Tax Report submitted to the Department of Revenue
  • 2019 Workers’ Compensation for MATIT, due 2/1/2020

Public Comment: Dan Ahunen of Pequaywan Fire and EMS submitted their request for the 2020 grant in the amount $16,000.00. Due to increasing expenses incurred for training, supplies, equipment and maintenance of vehicles, they have to increase their request of grant. Kuettel stated that Pequaywan Fire and EMS must present their request during the March Annual Town meeting for approval. A resident requested for the Pequaywan Fire and EMS to submit an expense report during the Annual Meeting.

Paul Klassen mentioned that St. Louis County will finalize the Permitting Standards to Zoning Ordinance 62 (Short-Term Rental) during their meeting on February 25 which will be in effect immediately.

Next Meeting, February 11, 2020, 7:30 p.m., Pequaywan Firehall, 8764 Pequaywan Lake Road

Meeting adjourned at 8:30 p.m.

Respectfully submitted by,
Lita Wallace, Town Clerk