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2009 ANNUAL MEETING MINUTES
MARCH 10, 2009
The 2009 annual meeting was called to order by clerk Patti Alander at 8:15 PM. Boy Scout Troop 7 led by Chris Larsen Assistant Scout Master of Troop 7, with scouts Conrad Meints and Kai Larsen conducting the presentation of colors. Fourteen residents were in attendance.
Clerk Alander welcomed everyone to their annual meeting and introduced the officials and employees of the town.
The first item of business was the election of a moderator for tonight’s meeting. A motion was made by John Werner with a second by Randy Hiti nominating Donald Solem. Hearing no other nominations, a call for the vote was made and Donald Solem was unanimously elected to this position.
Motion to approve the March 11, 2008 annual meeting minutes. A motion was made by John with a second by Randy to approve the March 11, 2008 annual meeting minutes as presented. Motion carried.
Motion to approve the 2008 financial reports. The following report was read into the record by clerk Alander.
UNAUDITED ANNUAL STATEMENT OF the Town of Rice Lake, County of St. Louis and State of Minnesota, of the monies received by her into the Town treasury from the county treasurer, and from all other officers and persons; and also of all monies paid out by her as such treasurer for the fiscal year ending December 31, 2008.
2008 ALL RECEIPTS GENERAL,( includes General, Administration & Public Works) $731,407.65
EXPENDITURES $525,591.84
2008 ALL RECEIPTS ROAD & BRIDGE $201,093.93
EXPENDITURES $206,302.94
2008 ALL RECEIPTS FIRE $102,379.21
EXPENDITURES $ 90,513.37
2008 ALL RECEIPTS BUILDING INSPECTION $ 84,924.41
EXPENDITURES $ 72,416.58
2008 ALL RECEIPTS GO Bonds, including $286,712.94
PUBLIC WORKS BUILDING &
W. Calvary Road Assessments
EXPENDITURES $ 72,106.20
2008 ALL RECEIPTS Certificate of Indebtedness $ 9,351.04
EXPENDITURES PUBLIC WORKS TRUCK $ 8,362.92
2008 ALL RECEIPTS Certificate of Indebtedness $ 8,674.61
EXPENDITURES Mini Excavator $ 12,345.16
2008 ALL RECEIPTS Water Tower **** $ 23,978.75
EXPENDITURES $ 27,568.75
2008 ALL RECEIPTS Capital Projects & W. Calvary Sewer Water Project
Lift Station #3 Rehab. $2,409,330.10
EXPENDITURES $2,693,021.23
Interest earned all accounts in 2008 $98,924.70
Less Fire Department Equipment -21,902.43
& Rice Lake Fair Housing Authority -14,981.37
$62,040.90
Total funds on hand December 31, 2008 at North Shore Bank & Investments including
Fire Department Equipment Trust and Rice Lake Fair Housing Authority
$2,774,827.28
Total funds on hand December 31, 2008 at Northland Securities (balance of 2007 GO Improvement bond) $ 908,652.87
Northland Securities Interest earned in 2008 $130,222.82
**** includes transfers
A motion to approve the financial reports as presented was made by Jeff Bachke with a second by Les Miller. Motion carried with financial reports placed on record for audit.
DEPARTMENT REPORTS
ADMINISTRATION. The following report was read by chairman Gregory Andrews.
Welcome to the 2009 annual meeting. The Town Board would like to thank you for your attendance and participation.
We’ve had a couple of personnel changes in 2008. Sherry Holten resigned as treasurer and Holly Herstad was appointed to replace her and Gena Merritt resigned as deputy clerk and Camille Hansen was appointed to replace her. We thank Sherry & Gena for their years of dedicated service and welcome Holly and Camille to our staff.
The town hall received a face lift, the building was tuck pointed, painting was done inside and out, new flag pole installed, trees and brush removed and some landscaping was completed. New trees were planted and dedicated in memory of Jeanne Woorster, Sue Hedberg and Darren Johnsen.
Computer system updates are in process for the building department to coordinate property building permits with other permits like Conditional Use, Home Occupation and Variances cross referencing addresses with parcel codes for one access point and file.
In the park on Stockholm Road the pond was dredged with the material dug out used on Stockholm Road. The fire department’s flag pole was installed near centerfield of the softball field. A system to automate the irrigation system for the soccer and football field was installed. The Town is hopeful for a half court basketball area in 2009.
Utilities. The West Calvary Rice Lake Road sewer and water lines were completed with the individual hookup to be done in 2009. Lift Station 3 located on Howard Gnesen Road rehabilitation is substantially completed. The majority of the town’s sewer lines were cleaned and televised identifying areas of Inflow and Infiltration (I/I). Repairs have been made where needed and additional repairs will be made in 2009. The Town’s sewer ordinance was updated and adopted.
Trees were planted at the Veterans Memorial at the South Fire Hall.
Welcome to Matt Frantz new fire chief and his assistant chiefs Joe Bouchard and Randy Hiti.
With the economy like it is the Town Board is trying to hold the line on spending. There is no increase to the 2010 budget, with a minor increase to the levy.
Finally, if you or someone you know would like to be a part of township government, there are various committees in need of membership. Please contact the town clerk if interested. Thank you
TOWNSHIP ATTORNEY. Patti stated no report was received
BUILDING DEPARTMENT. Patti read the following report into the record as submitted by Marty Paavola building/zoning official. For the year 2008 there were 236 building permits issued to Rice Lake residents. Twelve single family dwellings were built in Rice Lake in 2008. Building permits include home additions, one apartment, cell tower, one commercial building, garages, pole buildings, basements, decks, heating and ventilation along with many other projects. The total evaluation of all building projects with Rice lake in 2008 was $4,036,778.64. The total income generated by building permits was $67,802.80. A complete file of building permits and fee schedule is on record in the building department office for anyone interested in this information.
PUBLIC WORKS/ROAD AND BRIDGE. Patti read into the record the following report as submitted by Gary Olson. All commercial water meters were read monthly. The annual water meter audit was completed in April. Lead and copper water samples were sent in to the MN Department of Health regularly. Quarterly water samples were also sent in to the MN Department of Health. All 24 new fire hydrants were tested for leaks. New recycle sign was installed on Howard Gensen Road. Township mowing was completed in August. Ditching and culvert replacement was done on Kingston Road. All township roads were graded starting in May. Class V gravel was added to Porter, Jensen, and Mather roads and spots on Milwaukee Avenue. Calcium chloride was applied to all roads in July. An I/I manhole inspection was done in May. Worked with MSA Professional Services identifying addresses with I/I problems. Town roads were inspected weekly. Lift Station #1 was cleaned twice in 2008. Lift Station #3 had a frozen check valve in January. Lift station #9 sewer lines were flushed 3 times. An I/I repair was made to the lateral sewer line between the public works building and fire hall. A new flag pole was installed at the Martin Road fire hall and the old one was moved to the park. Water usage during the first 11 months of 2008 was 19,222,206 gallons. December usage is not available as the new meter needs to be calibrated. Wastewater pumped by our lift stations in 2008 was 17,737,804 gallons.
John Werner added the following information regarding the roads. The grading of the town roads was done 13 times in 2008. A five inch lift of gravel was placed on the Porter, Jensen, Mather and Milwaukee roads. Fourteen culverts were replaced last year. The town contracted with the county for an additional 5000 yards of gravel for the upcoming season. The approaches to lift stations, 1, 4, 5 and 6 were repaired with culverts and additional gravel. In a continuing effort to reclaim the town roads surveys of the centerlines were identified and ditching and brushing to the edge of the road right of ways. Ditching was also done on the water tower road and at the pump house location.
PLANNING & ZONING. Patti read the following report into the record. The Planning Commission met monthly for their regular meetings and also conducted public hearings to consider 4 Conditional Use Permits, and a Rezone application, and approved one Home Occupation application.
They also conducted a public hearing with the Town Board for the updated finalized the update of the Comprehensive Land Use Plan.
The Board of Adjustment conducted four public hearings for variances.
The planning commission members are Larry Birnbaum, Kathy Meyer, Biron Wipson, Bob Whitmyer and Steve Kossett.
The Board of Adjustment members are Kathy Meyer, Anne Macaulay, Bridget Brine and Larry Hurtig.
Thanks to all of them for participating on these committees.
PARK Patti read the following report into the record. In 2008 the town did not have any major projects in the park. The town continued with the dredging of the pond, using the material (gravel) on the Stockholm Road. They finalized the installation of a controller for the soccer and football field irrigation systems. Thank you to Arrowhead Youth Soccer Association for their $1000.00 contribution to this controller and installation.
The first football game was played at the park.
The Board received a request from Ed Schilla to do an Eagle Scout project at the park. The project was for a garden with benches. This project was approved by the board and completed.
The Town conducted the second Neighborhood Nite Out at the park on Tuesday August 5th. The Community Club sold hot dogs, brats and hamburgers, music by the “Out of Towners”, the fire department brought their rescue unit for display, St. Louis County District Attorney’s office was present with a display, Woodland Hills petting zoo was present, tractor and canoe rides were available and the Town Board served root beer floats. It was a beautiful night and everyone present had a good time.
FIRE DEPARTMENT. Chief Matt Frantz gave the following report for 2008.The department responded to 175 calls in 2008. They consisted of 112 medical calls, 10 auto accidents with injuries, 14 structure fires, 14 mutual aid calls, 8 brush fires, 4 power line down, 4 vehicle fires, 8 good intent and 1 fuel spill.
ANIMAL CONTROL . Gloria Dallum gave the following report for 2008. She worked 578.5 hours and drove 1,565 miles. 8 citations were issued for violations. Fines collected was $1131.42. License tab sales were $504.00. A total of 13 dogs were taken to the pound.
RICE LAKE FAIR HOUSING AUTHORITY. Patti reported the housing authority had a quiet year. Only two loan applications were received with approval of both loans. Thanks to the authority board members for their continued support of this project.
UTILITIES. Patti reported that 2008 was a busy year for the utility department. During the year the utility committee, worked on, completed and adopted an updated sewer ordinance. The committee continues to update the water ordinance with the adoption to be in the spring or early summer of 2009. As stated earlier the majority of the town’s sewer lines were cleaned and televised. The worst areas of Inflow and Infiltration (I/I) were repaired, with continued repair being done in 2009. A water line break on Kolstad Avenue was repaired. This is a private line and the property owners paid for this repair. West Calvary and Rice Lake Road sewer and water lines were substantially completed with residential and commercial hookup to be done in 2009. Lift Station #1 had major repairs, Lift Station 3 on Howard Gnesen Road had a major rehabilitation. The annual meter readings were completed for the second year in a row. Thanks to utility commission members Cindy Endicott and Robert Parker for their participation and work on this committee.
RECYCLE SHED REPORT. Patti gave the following report for the recycle shed. It is unfortunate that the town did not receive the number of pounds of recycle material the shed handled prior to tonight’s meeting so you can understand the work done at the shed. During 2008 Bryan worked 152 days and assisted 4423 customers with their recycling products.
The busiest month was January with 504 customers. The busiest days that month were Thursday the 10th and Saturday the 12th.
Donald asked if any one from the audience had any questions regarding the reports that have been read? Hearing none he continued with the agenda items.
PROPOSED FUND ALLOCATIONS FOR 2010 LEVIES
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2009 LEVY
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FUND
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2010 PROPOSED
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$216,970.00
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General Fund
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$216,970.00
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$155,475.00
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Administration
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$155,475.00
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$108,823.00
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Public Works Park/ Building & Grounds
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$108,823.00
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$481,268.00
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Sub Total
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$481,268.00
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( 10,500.00)
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Charter Communications Revenue
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($10,500.00)
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$470,768.00
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$470,768.00 Proposed VOTE
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$ 87,250.00
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Fire Department
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$ 87,250.00 Proposed VOTE
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$222,989.00
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Road & Bridge
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$222,989.00
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($11,500.00)
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County Road Aid Revenue
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( $11,500.00)
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$211,489.00
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$211,489.00 Proposed VOTE
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$ 10,600.00
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Capital Improvements
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$ 10,000.00 VOTE
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$780,107.00
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Total budget levy
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$779,507.00
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The following is informational only and are not part of the voting process tonight
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Debt levy
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$126,000.00
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2007 GO Sewer/Water Bond
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$126,000.00
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$ 50,773.00
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Public Works Bldg.
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$ 54,253.00
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$ 8,363.00
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Certificate of Indebtedness
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$ 8,363.00 (PW Truck)
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$ 12,345.00
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Certificate of Indebtedness
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$ 12,345.00
(Mini Excavator)
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$197,481.00
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Debt Levy
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$200,961.00
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$977,588.00
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TOTAL LEVY
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$980,468.00
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EACH FUND TO BE VOTED ON INDIVIDUALLY
WHEN MAKING A MOTION OR A SECOND, PLEASE STATE YOUR FULL NAME AND ADDRESS FOR THE RECORD
GENERAL FUND: includes the Town Board expenses, election costs, insurance, administration costs, fire relief, building and grounds maintenance, pubic works and building/zoning official.
PROPOSED GENERAL FUND LEVY REQUEST FOR 2010: $470,768.00
A motion was made by Les Miller to approve the general fund levy at $470,768.00. Joetta Godden 5086 Berglund Road made a motion to amend the general fund levy by a reduction of 10%. This would be a reduction of $47,076.80 to the general fund, for a recommended levy of $423,691.20. Donald Solem asked Les if he would accept this amendment as a friendly amendment. Les Miller stated he would not accept the amendment. Randy Hiti seconded the motion to approve the levy at $470,768.00. Hearing no other discussion Donald Solem called for the voted. Motion carried by the majority with one resident voting in opposition.
FIRE: includes expenses in maintaining a volunteer fire department
PROPOSED FIRE DEPARTMENT LEVY REQUEST FOR 2010: $ 87,250.00
A motion was made by John Werner with a second by Jeff Bachke to approve the fire department levy request at $87,250.00. No discussion. Motion carried.
ROAD & BRIDGE: includes repairs, maintenance and improvement of all township roads, wages, insurance, equipment, snow removal, grading, street lighting, weed control, ditching, chloride etc.
PROPOSED ROAD & BRIDGE LEVY REQUEST FOR 2010: $211,489.00
A motion was made by Randy Hiti with a second by Matt Frantz to approve the Road & Bridge levy request at $211,489.00. No discussion. Motion carried.
CAPITAL IMPROVEMENT LEVY: includes any improvement to the township such as water, sewer, building, new roads, etc.
PROPOSED CAPITAL IMPROVEMENT LEVY REQUEST FOR 2010: $10,000.00
This levy amount is $600.00 less than last year’s levy.
A motion was made by Joetta Godden with a second by Randy Hiti to approve the Capital Improvement levy request in the amount of $10,000.00. Discussion. Question was asked by Ms. Godden the balance remaining in this fund, as we levy $10,000.00 each year. Patti stated she doesn’t have that amount available, but will get it prior to the next meeting. Donald Solem stated this question has been asked in the past. Hearing no further discussion Donald Solem called for the vote. Motion carried.
John stated the board has a separate capital improvement category in the fire department, public works, and general fund budgets for the building. This capital improvement category has around $20,000.00 in each of those categories. Some of those fund might have been expended on the properties. The town has acquired a piece of property for a second fire hall. The town purchased a piece of tax forfeited property on Schultz Road for this structure. Improvements to the property have to be within 3 years of the purchase.
I. SELECTION OF YEAR 2010 ELECTION HOURS:
A. Motion to approve the Board’s recommendation: the election hours remain the same 12:00 Noon to 8:00 P.M.
John Werner asked how these hours are working for the town election. Patti reported that this is the second year with the new hours and she said we had 26 voters today and last year we had 38 voters. Patti believes the hours need to be long enough for the residents that work to vote. She stated maybe no one votes now because there is no contest at the election, however if there is a contest at a later date the hours should be long enough to give everyone the opportunity to vote.
A motion to approve the board’s recommendation for the 2010 election hours was made by Randy Hiti with a second by John Alander. No discussion. Motion carried.
II. SELECTION OF THE TIME AND PLACE OF THE MARCH 9, 2010 ANNUAL MEETING.
A. Motion to approve the Board’s recommendation: the annual meeting to be held on the 2nd Tuesday of March 2010 at the Rice Lake Town Hall 4107 West Beyer Road; with an alternate weather date of the third Tuesday in March.
A motion to approve the board’s recommendation for the 2010 annual meeting place and time was made by Randy Hiti with a second by Joetta Godden. No discussion. Motion carried.
III. TOWN BOARD POLICY STATEMENTS:
A. One driveway culvert will be furnished free of charge to new residents with new construction on Township roads, if needed upon request.
B. Pay scale for Election Judges
1. Chief judge $8.50 per hour
2. Member judge $8.00 per hour
C. Upon recommendation of the Town Treasurer, the Town Depository will be North Shore Bank of Commerce. In addition, for investment funds North Shore Investment & Trust will be used.
D. Posting locations will be as follows:
1. Homecroft Super Valu
2. Chalstrom’s Bait & Tackle
3. Ridgeview Lanes
4. Rice Lake Recycle Shed
5. Rice Lake Town Hall
E. The Duluth News Tribune will continue as the Town’s legal newspaper for publishing all legal notices.
F. Town employee salaries will conform to union contracts as they are adopted.
IV. BUSINESS FROM THE FLOOR:
Donald Solem stated he is still working with St. Louis County to continue the recreational grant program. This is money from the sales of timber to be used for recreational projects in the county. The past couple of years the funds haven’t been available to other entities in the county for recreational programs.
Randy Hiti thanked the board for keeping the levies in 2010 the same as this year’s levy as a way to work with the turn in economic conditions for everyone.
Donald Solem asked if the difference in the number of gallons used for sewer and water is because of I/I.
Greg responded to his question. Greg stated we pumped more water than sewage and that was partially because of the water line break on Kolstad Avenue and also we have more water users than sewer users.
Donald Solem stated the Community Club is willing to donate another tree to the township. The town just has to let them know where they would like it planted.
Donald Solem asked about the new meter in the pump house? The meter is furnished by the city. He asked because there were problems with the meters in the past.
Donald Solem personally commented on the improvement to the maintenance of the town buildings and complimented the board on doing a good job.
V. UNOFFICIAL ELECTION RESULTS:
A. Supervisor
Patti reported the township election results are as follows. There were 2855 eligible voters for this election. Thirty one voters participated. The results of the election are 29 votes for Greg Andrews, 1 vote for Walt Carlson and 1 vote for Beth Gallegos. The Board of Canvas will meet tomorrow night to certify the election
VI. UPCOMING MEETINGS:
March 11, 2009 6:00 PM Board of Canvas
March 19, 2009 7:00 PM Duluth Area Townships
March 24, 2009 6:00 PM Public Hearing to consider Conditional Use Permit Application for a communication tower
March 25, 2009 6:00 PM Utilities Meeting with MSA Professional Services, Inc.
March 26, 2009 7:00 PM Planning & Zoning Commission
April 2, 2009 All day Minnesota Association of Township’s short course in Grand Rapids, Minnesota
April 7, 2009 5:00 PM 2008 Audit Meeting with Larson Allen LLC
April 7, 2009 7:00 pm Agenda Meeting
April 14, 2009 7:00 PM Board Meeting
VII. ADJOURNMENT/RECESS.
Donald Solem asked if the town board would like to comment on what they are planning for the upcoming year?
Greg responded that Lift Station 1 will be rehabilitated this year. The town has applied for stimulus money. The Board would like to improve the water line in the area by Kolstad Avenue and East Calvary Road. The Board would like to loop that line going North on Kolstad Avenue, across Austin Street and down on Chicago Avenue. These are private lines that currently don’t meet state plumbing codes for a municipal system and also it would get the lines in a more stable environment. John added we are looking to the DNR for grant monies for improvement on Rice Lake Dam Road.
Greg stated as far as additional municipal sewer and water lines in the township, the board will let the residents direct that.
Donald Solem asked if the moratorium on expansion of sewer lines with WLSSD has been lifted? Greg stated any further expansion will be directed by the property owners affected. There no longer is a moratorium.
John stated at the park we are building a slopped rise at the football field for audience seating, and hopefully a half basketball court can be built.
Patti reported some of these projects have been submitted to both the state and federal representatives as our project list for the stimulus package.
Having no other items for discussion a motion was made by Jeff with a second by John to adjourn the meeting. Motion carried with annual meeting adjourned at 9:10 pm.
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