FEBRUARY BOARD MEETING MINUTES

FEBRUARY 10, 2009

The meeting was called to order by chairman Greg Andrews with the Pledge of Allegiance at 7:00 p.m.  Present for the meeting were chairman Andrews, supervisor Jeff Bachke , treasurer Holly Herstad, clerk Patti Alander and deputy clerk Cammy Hansen.  Absent were supervisor John Werner , fire chief Matt Frantz, and animal control officer Gloria Dallum.

I.              UPCOMING MEETINGS:

February 17, 2009 7:00 p.m. Planning & Zoning Commission

February 25, 2009 7:00 p.m. St. Louis County Association of Townships @ Cotton

March 3, 2009 7:00 p.m. Agenda meeting

MARCH 10, 2009 12:00 NOON to 8:00 P.M. TOWNSHIP ELECTIONS

MARCH 10, 2009 8:15 P.M. ANNUAL MEETING

March 11, 2009 6:00 p.m. Board of Canvass

March 17, 2009 7:00 p.m. Planning & Zoning Commission

March 18, 2009 7:00 p.m. Duluth Area Townships

March 25, 2009 6:00 p.m. Utilities Committees

April 2, 2009 All day Minnesota Association of Townships’ Short Course in Grand Rapids, MN

April 7, 2009 5:00 p.m. Exit interview meeting with Larson Allen pertaining to 2008 Audit

April 7, 2009 7:00 p.m. Agenda meeting

April 14, 2009 7:00 p.m. Board Meeting

Patti called attention to the April 7, 2009 meeting at 5:00 p.m. with Larson Allen

II.            MOTION TO APPROVE MINUTES

January 13, 2009 Board meeting minutes

January 14,

A motion to approve all minutes as presented was made by Jeff with a second by Greg.  Motion carried with minutes to be placed in file.

III.           FINANCIAL REPORTS  Holly read the following financial reports into the record:

January Receipts:               $80,103.48

January Expenditures:

      General Fund                            $18,211.73

      Administration                           $21,503.84

      Public Works                                         $  7,966.25

      Road & Bridge                          $     867.21

      Fire Department                                    $  8,164.96

      Building Inspection                                $  8,273.34

      2007 GO Bond                          $96,827.50 (interest only)

      Water Tower                                          $23,153.75 (principal and interest)

      Lift Station #3                           $44,694.77

Total January Expenditures:         $230,825.75

February Expenditures thus far:

      Estimated payroll                                  $18,000.00

      General Fund                                        $23,750.77

      Utility Fund                                           $  8,354.36

IV.           CORRESPONDENCE

Minnesota Rural Water Association letter requesting assistance from the town regarding programs available

Auditor’s e-update February 6^th issue

League of MN Cities “Friday Fax” February 6^th issue

“Minnesota Counties” January issue

“Technology Exchange” winter issue

“Business North” February issue

MN Department of Health notice of upcoming revolving fund programs

League of MN Cities “Cities Bulletin” February 4 issue

“Minnesota Cities” January issue

“Minnesota Township News” January/February issue

“Session Weekly” January 30 issue

Auditor’s e-update January 30 issue

League of MN Cities notice regarding house property taxes committee working group

MN Secretary of State’s Office Update January issue

Utility Service Company notice of water tower/tank maintenance company

“Grand news” Grand Lake Township winter/spring issue

Blue Cross Blue Shield letter with local contact for membership

MN Department of Health “Waterline” spring issue

“Munifacts” February issue

League of MN Cities “Friday Fax” January 30 issue

St. Louis County Association of Township January 28 agenda and meeting information

Charter Communication letter with 2008 franchise fee check $11,412.91

League of MN Cities “Cities Bulletin” January 28 issue

MN State Auditor’s “Pension Division Newsletter” January issue

Qwest letter and contacts for the 2009 construction season

RSTP email and press release for St. Louis County ’s comprehensive water management plan

St. Louis County Public Works department letter of 2009 snowplowing fees beginning in October 2009 increase to $875.00 per mile or 20%

“Session Weekly” January 16 issue

Letter from Sorensen Gross Construction Services

League of MN Cities “Friday Fax” January 23 issue

RSTP small group planning notes and notice of upcoming meeting

RSTP Service and fundraising projects focused on protecting water quality in Twin Ports

South St. Louis County Soil & Water Conservation District 2009 annual plan

League of MN Cities “Cities Bulletin” January 21 issue

U.S. Department of Commerce U.S. Census bureau letter reminding us of the Boundary annexation survey update

January 21 RSTP meeting agenda and minutes

“New Spirit” National Association of Town Watch, Inc.

Patti called attention to the franchise fees we received from Charter Communications in the amount of $11,412.91.  Also, St. Louis County has increased our snowplowing fees by 20%. 

V.            DEPARTMENT REPORTS

A.    Building Department

Three permits were issued in January:  Two for garages and one for a wood stove.  Total valuation of the projects is $46,552.00.  Total permit fees collected is $1,137.86.

B.    Planning & Zoning

The regular January meeting was held on January 20^th, 2009. 

The Conditional Use Permit public hearing for Universal Properties, Inc. was reconvened on Tuesday, January 27, 2009.  The planning commission denied this application.

The next regularly scheduled meeting will be on February 17, 2009 at 7:00 p.m.

C.    Public Works/Road & Bridge

See attached report submitted by Gary Olson

D.    Fire

Patti read the following report submitted by Matt Frantz:  Fire calls for January included 7 medical calls, 2 car accidents, 1 good intent, 1 smoke alarm and 1 carbon monoxide alarm.

E.                Animal Control

See attached report submitted by Gloria Dallum.

F.                Utilities

No report

G.                Park

No report

H.                Sherriff

No report

I.                  Rice Lake Fair Housing Authority

No applications

VI.           OLD BUSINESS

A.  DNR Water Access Money:  see attached report by Patti Alander

                        B.  Grant Money for generators:  Cammy reported that she spoke with Dennis Walters regarding the Homeland Security grant and found that this specific grant is not an appropriate use of funds for equipment purposes; the main intent of the program is to train and carry on the Citizens Corp program.  Cammy will research to see if there are other Homeland Security programs that may be available for the generator purchase.

VII.         NEW BUSINESS

A.                Resolution 09-02-08:  Resolution deferring a special assessment for the property located at

B.                Motion to approve the purchase of a locator.  The board reviewed the number of locates that have been done over the past three years and determined that the town could save money by purchasing this piece of equipment and performing locates ourselves.  Motion to purchase locator made by Jeff Bachke and seconded by Greg Andrews.  Motion carries.

C.                Project priority for engineering (Stimulus projects):  Patti prepared a list of the three projects we are considering (see attached document entitled Rice Lake Stimulus Package Projects.)  She spoke with Mary Frances Skala to discuss the possibility of using the funds remaining from our most recent bond.  Ms. Skala said that as long as we would be using the funds for a similar project that would be an acceptable use of the monies.  Patti recommends that we use the money for Lift Station #1 repairs $108,165.38, purchase the remote meters (including installation costs) in the amount of approximately $80,500.00 and do the required manhole repairs as recommended by MSA in the amount of approximately $20,000.00.  This would leave approximately $560,960.63 remaining in the bond fund balance.  Jeff asks if we approve this expenditure, would it jeopardize our chances of using stimulus funds for this project.  Patti responded that yes, that is true.  She recommends that we replace the Lift Station #1 project with the purchase of needed generators and sewer line repairs on the stimulus project list.  Additional discussion was had regarding our need for generators.  A motion was made to approve the improvements of Lift Station #1 and the purchase of 260 meters with remotes by Greg and seconded by Jeff.  Motion carried.

D.                Jeff asked Patti to prepare a list of emergency numbers for him while she and Greg are on vacation.

E.                In reference to the attached document entitled February 10, 2009:  Patti went over the balance in the project investment account; she noted that the EOne costs of $184,800.00 will be largely recouped by residents as they install them.  She also noted that the engineering costs for Lift Station #3 have gone over budget and need to be closely monitored in the future.

VIII.        BUSINESS FROM THE FLOOR

A.                A motion was made to approve the proposed 2010 budget by Jeff and seconded by Greg.  Motion carried.

B.                Proposal to upgrade memory in two town computers for the cost of $272.64 and purchase new spam filter for $351.13 for six users.  Motion made by Jeff seconded by Greg.  Motion carried.

C.                Proposal to purchase Ursa Minor Max software in the amount of $3,515.00 plus incidental costs that may be incurred for Building department to replace PTWin32 software which will no longer be supported.  Motion made by Jeff, seconded by Greg.  Motion carried.

IX.           MOTION TO APPROVE AND EXECUTE CLAIMS

General fund checks #49824 through #49851

Utility fund checks #4045 through #4049

Payroll checks #9813 through #9818

Fair Housing checks none

A motion to approve and execute the claims as presented was made by Jeff with a second by Greg.  Motion carried with the balance of the meeting spent reviewing and executing claims.

X.            MOTION FOR ADJOURNMENT

Having nothing further to discuss a motion to adjourn was made by Jeff with a second by Greg.  Motion carried and meeting adjourned.

Respectfully submitted,

____________________________                       _______________________________

Camille S. Hansen, Deputy Clerk                                    Gregory P. Andrews, chairman