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JUNE AGENDA MEETING MINUTES
JUNE 1, 2010
The meeting was called to order at 6:00 PM by chairman Jeff Bachke. Present were chairman Bachke, supervisors John Goman and Greg Andrews, treasurer Holly Herstad and clerk Patti Alander.
A motion to approve the May 4th agenda meeting minutes as presented was made by John with a second by Greg. Motion carried with minutes placed on file.
Grading equipment: Jeff received a call from Jim Gunderson RMS. The conversation was Jim received a call from Mr. Goman stating the town no longer have use of the City of Duluth graders and asked if they had graders to rent? He wanted to know if we were looking to buy a grader? Jeff said not at this time. Gnesen has a grader but it is not available for us to use.
The board reviewed the tentative agenda. Jeff asked about the three resolutions. Patti stated these are the accepting of the resignation of Cammy and appointment of Patti as clerk the changing of the authorized signatures for the checking and investment accounts.
The Banyon training will be delayed until that time that the Town has a new clerk on board. The original training for June 14th won’t work.
The board will be interviewing candidates for the position on Wednesday and Thursday night beginning at 6:00 pm. Patti will give the board the questions that should be asked to all the applicants. John Goman will abstain from the interview for Joan Jauss as he knows her personally.
Jeff stated Toni asked what her limitation were on hours worked? At this time she doesn’t have any limitation. Jeff stated it is up to Patti to tell her when she needs to work.
Patti stated she has a list of items from Cammy that we should discuss
North Shore Bank of Commerce remote deposit checks electronically. Patti asked the town’s auditor how they felt about the town doing this? How does this work with segregation of duties? Mary from Larson Allen doesn’t have any clients that use this either government entities, or school districts. Patti did not check to see if this allowed by state statute. Waiting for an answer from Larson Allen. If we do this the Town will have to develop a policy and procedure for the destruction of the checks. Holly is trying to get the reconciliation of the deposits and the receipts completed daily. This should be handled the same way as the payment of sales tax and the electronic payment of all the town’s federal and state employment taxes. This is just on hold!!!
Northland Constructors. Patti hasn’t done anything on this. The board stated the ball is in their court.
Jeff feels strongly that an informational meeting needs to be held advising the other property owners of this expansion.
Public hearing for the Town’s MS4 Stormwater permit has been scheduled for Monday June 21st at 6:00 pm. This public hearing is a requirement of our permit.
Jeff signed the copies of the agreement between the MN DNR and the town for the installation of the sewer and water systems to the building on Rice Lake Road.
Patti and Toni will be going to school on June 11th for election training.
Annual meter reading audit. What do we want to do on this?
Brett Ballavance sent an email with a drawing showing possible locations for the basketball court.
Union negotiations. The board said this is on hold until the new clerk is on board and also John Werner is back.
Erickson Road corrected easement has been signed by the wife and will be recorded. Along the same lines Patti’s notary needs to be recorded with St. Louis County. A motion was made by John with a second by Greg authorizing this expense. Motion carried.
The Town received a letter from St. Louis County advising the town that the septic system has failed. Patti stated we have never received a letter like this in before. Patti hasn’t had time to call and see what the next step is.
Patti has a payroll report for year end to complete for Larson Allen and the 2009 audit. This is a required report and part of what the auditor’s submit to the state.
Jensen Road turnaround. One of the property owners stated we have the easement on the wrong lot.
Graders: the city of Duluth will rent us a grader for 1,820.16 per month. Patti called various companies for an hourly rate on graders. (attached the list of calls).
Joy Rankin has applied for a home business permit however it will not be issued until she pays the $125.00 fee. She has been called.
Road Work. Patti will contact John Werner to get the instructions he gave the contractors for work to be done. Neither Toni or I can locate John’s instructions in Cammy’s file or email. Darrel Johnson has some work from John. Patti will ask John about the Birchwood Road also.
Patti asked if anyone will be attending the Summer Short Course on July 1st at Black Bear Casino? Jeff, Greg and Patti will be going. The election training will be done as part of this short course.
Patti stated Gary has requested Friday June 11th through Sunday June 20th off. Greg asked if Marty will be available.
Couple of issues that have come up since I have been back. We have received two refund checks as bills overpaid. One of the check was from MSA Professional Services in the amount of $7864.76 and one from Usable Life insurance in the amount of $376.75. I haven’t had time to research these overpayments yet.
We also have received a letter from the MN Department of Revenue stating because of the repeated failures to pay the sales and use taxes on time a penalty of 25% of the tax not paid will be imposed. This notice will expire when you no longer have 3 late payments within the previous 25 month period. So the state will be watching our payments for the next 25 months at least.
A lengthy discussion was held regarding the audit and the reconciliation with the Banyon system. The Auditor, staff from Banyon and town clerk and employees will be trained on the Banyon system and how entries and the reconciliation are to be completed. This will be done when a new person is on board
Greg explained the problem the Town is having with Lift Station 10. There has been various alarms at this station regularly. He and Jerome met at the station. They have talked with Sycom and they recommended we have the pumps alternate and see how that works.
Greg did the lift station readings on Friday and Lift Station 7 did not have any readings for pump 1. Jerome and Greg reset the pump and it seemed to run fine. The amperage is high. Jerome advised us to pull the pump and see what is going on. Gary should pull the pump and see if there is a problem. If Gary can’t handle this he should call a pump repair person.
Having nothing further to discuss a motion for adjournment was made by John with a second by Greg. Motion carried with meeting adjourned.
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