SHAMROCK TOWNSHIP
REGULAR BOARD MEETING
Thursday, June 26, 2008, 7 p.m.

Board Chairperson Nancy Karjalahti called the meeting to order at 7 p.m. and led the Pledge of Allegiance. Present were Supervisors Ron Smith and Charles Quale, Treasurer John Brula, Clerk Candace Bartel, residents Rich Biernat and Sue Westburg, and Bruce Ewert from Anderson Brothers Construction.

The minutes from the June 12, 2008 regular board meeting were approved on a motion by Ron Smith, seconded by Charles Quale.

Correspondence: Information on the July 17 Aitkin County Association of Townships (ACAT) meeting was distributed. State Auditor Rebecca Otto will be the guest speaker.

OLD BUSINESS:
Tennis courts: Bruce Ewert, Anderson Brothers Construction, explained their proposal for repair to the courts. The courts were inspected by those in attendance. Motion was made by Charles Quale to accept the proposal in the amount of $9325.00 for repair and re-coloring of the tennis courts, seconded by Ron Smith; motion carried. Work will be done in mid-July. The township will be notified prior to the start date so ‘court closed’ notices can be posted.

486th Street: Sue Westberg requested the township repair the culvert near her property (19620 486th Street). Drainage is filling her holding tanks. After discussing the problem, a road view was scheduled for July 8 at 4 p.m. A drainage issue near the Don Bob Nelson property on 194th Place 484th Street will also be inspected at that time.

Road Report: The maintenance men have removed a beaver dam on Mud Lake, installed a Clemson leveler on the Floe Road, removed a frost boil & worked on curves on the Floe Road, removed trees and stumps on 182nd Avenue and 476th Lane, moved and cut trees from wind and storm damage, worked on the slopes around the building, put 325 yards of pit run and 490 yards of class 5 on 209th Place in Section 5, 80 yards of spoil was used for black dirt around the building, the rental mower should be here on June 30. Ron Smith will contact Steve Hughes, Aitkin Co. Soil & Water, and Aitkin County Environmental Services regarding an issue on 197th Avenue where a property owner has hired construction work that has damaged the township road and infringed on a dedicated to the public access. It was stated that these areas need to be put back to the original condition.

197th Avenue: A cash deposit of $5,470.50 was received from Kirt Properties on June 24. A letter from Pate Bonding, Inc. indicating that Hegman Kern had applied for a performance bond was also received. The cash deposit will be placed in a CD (Kirt Properties escrow CD).

198th Place Access: It was reported that trees and a fence are now in the right-of-way. This will be inspected at the July 8th road view.

Building: The clerk reported that the punch list and warranty list requested by the architect were faxed to him on June 16, 2008. The following things have been worked on: the concrete approach was poured on the west side, an electrical inspection was done, pipe insulation was done, glass was put in the office door, fill around the building is partially complete, some painting has been done, and a representative from Gartner did a walk through on the controls with the maintenance men. The additional amount billed by Lake Country Power will be paid by the township and MG Carlson will be billed for the amounts due when they were responsible for the building.

NEW BUSINESS:
A request for funding in the amount of $3000 to be used towards the purchase of a truck to haul weeds was received from the Lake Minnewawa Association. It was noted that the township supports the weed harvest by providing a dump site for the weeds and other assistance. The request was tabled to the next meeting.

The townline road agreements with Workman Township need to be renewed this year. Charles Quale moved to send forms for renewal to Workman Township for signature, seconded by Ron Smith; motion carried.

A policy/procedure is needed for notification from the sheriff’s department in case they need to notify the township of a dangerous situation requiring action by the township. A chain of command list needs to be given to the sheriff’s department.

The IRS mileage rate has increased to 58.5¢/mile effective July 1 through the end of the year.

Notice was received from the insurance carrier that a property valuation will be scheduled in the near future.

The Minnesota Association of Townships (MAT) short course (training session) scheduled for August 1 in Grand Rapids was discussed. Pre-registration is due by July 14.

Charles Quale reported concern about low hanging cable TV wires. The company has been notified to no avail. The low hanging wires present a problem for township road maintenance equipment and other contractor equipment. This will be discussed further at the next meeting.

Meeting adjourned at 8:43 p.m.

Candace Bartel, Shamrock Township Clerk

Nancy Karjalahti, Shamrock Township Board Chairperson

THESE MINUTES WERE APPROVED AS CORRECTED AT THE JULY 10, 2008 REGULAR BOARD MEETING.

SHAMROCK TOWNSHIP
REGULAR BOARD MEETING
Thursday, June 12, 2008, 7 p.m.

Board Chairperson Nancy Karjalahti called the meeting to order at 7 p.m. and led the Pledge of Allegiance. Present were Supervisors Ron Smith and Charles Quale, Treasurer John Brula, Clerk Candace Bartel, road maintenance man Marvin Turner, residents Rich Biernat and Pat Daine, Jay Smedburg representing Kirt Properties, Rod Kern from Hegman-Kern Excavating and Mike Heaser from the Voyageur Press.

The minutes from the May 29, 2008 regular board meeting were approved on a motion by Charles Quale, seconded by Ron Smith.

The treasurer reported the following fund balances for the period ending May 31, 2008: General Revenue Fund, ($7,850.42); Road & Bridge Fund, $344,526.16; Fire Fund, $29,437.48; Building Fund, $179,928.05; Sewer Fund, $23,826.88; Parks & Rec Fund, $12,616.90; and the Lease/purchase Fund, $0.00. The Road & Bridge CD’s total $112,664.45; Sewer Fund CD $52,646.94. Interest received May 30 was $1,094.99, other receipts totaled $617.00; disbursements were $18,516.11. Total cash and savings balance on hand as of May 31 was $747.796.44. Motion by Ron Smith, seconded by Charles Quale to approve the treasurer’s report; motion carried. Motion by Charles Quale, seconded by Ron Smith to approve payment of claims and payroll in the amount of $22,525.41; motion carried.

Correspondence: The Big Sandy Lake Association meeting minutes, agenda and newsletter were distributed; the Session Weekly, Mille Lacs Energy Cooperative newsletter, and meeting information for Housing Action Readiness Day for the Iron Range communities were received and will be filed for reference.

OLD BUSINESS:
197th Avenue: Jay Smedburg reported that five bids were received for the road construction project. The bid has been awarded to Hegman-Kern Excavating from Palisade for $20,382.00. An additional $1500 will be used to remove trees and the building. Rod Kern stated that he is comfortable with the road design and estimated that it will take seven to eight days to do the work. The performance bond will be in the contractor’s name. It was noted that the lady slippers (a concern was previously voiced about disturbing them) are out of the construction area. The old road must remain open and passable during construction. Charles Quale moved to require the performance bond and cash deposit due to the clerk by June 24 based on $21,882.00; the performance bond will be 125% and the cash deposit will be 25% of the $21,882.00 figure; the road will be built to the design by Westbrook Professional Services, Inc., seconded by Ron Smith; motion carried.

Road Report: Marvin Turner reported the roads have been graded, the scrap steel from clean-up day has been picked up and remaining trash was taken to the transfer station, calcium chloride was applied on June 5, six tanker loads were used, storm damaged trees were removed from roads and chipped. Authorization was given to repair/replace the two-way radio in the loader and to order pipe for the roof drain on the east side of the new building. The maintenance men checked the tennis court and found no concrete under the blacktop surface. The DNR is will not be turning the leaf sites and the township equipment will not roll it as needed; quotes will be requested from area contractors with bulldozers to do the work. Ron Smith reported that Tom Anderson is not selling fill from his borrow pit; Ron will contact Jason Paquette on availability from his pit. Fill may need to be taken from the township’s inventory.

Public Accesses: Nancy Karjalahti reported that BSALWMP will coordinate the repairs to the Prairie River public access by Trudy Bunge’s property; Mitch from IMPACT 6 will do the engineering.

Nancy reported that Janet Smude, Aitkin Co. Soil & Water, indicated that there are grasses and plants that can be planted near the bridge to help stabilize the shoreline.

Building: Letters were sent from the township attorney to the general contractor and the architect regarding the progress in completing the building; no response has been received. The architect had requested a list of punch list items that have been completed and a list of warranty items; these needs to be compiled and sent. The township was served with a mechanics lien; this was referred to the township attorney. One subcontractor has requested copies of photos taken during construction. The possibility of board members and employees being subpoenaed to testify in court cases was discussed. A billing error in the Lake Country Power bill was discussed; Charles Quale will get clarification and report at the next meeting. A bill was received from Lakes Gas Co.; the township will pay the fees from March 27, 2008 but not the other fees listed. Those need to be billed to the general contractor.

Fire Department: The fire department could not get into the old building during the recent power outage (there was no fire). It was suggested to provide a combination lock box for key access.

ROPE Study: A letter was received from Steve Clark, ROPE Study Project Manager, in response to the township’s letter of concern for the Big Sandy Lake proposed operating plan.

Tennis courts: Bruce Ewert from Anderson Brothers will attend the next board meeting to evaluate the needed repairs. Once the specifications are received a quote will be requested from Anderson Brothers and Rocon Paving.

First Aid Kits: The representative from Zee Medical came on May 30 and provided the needed kits. Additional kits for the vehicles have been ordered.

VISA Bill: Approval was given to pay the VISA bill at the June 26th meeting.

NEW BUSINESS:
Nancy Karjalahti attended the recent BSALWMP meeting. A representative from Kennecott Mining presented information on their testing. Twenty-nine sites are being tested in the BSALWMP area. The mining company will be providing BSALWMP with water testing results and other information. The areas being tested are near Tamarack.

The county highway department has advertised for bids for rip rap and slope stabilization for the Long Point Place bridge shoreline. Bids will be opened June 30th.

Meeting adjourned at 8:30 p.m.

Candace Bartel, Shamrock Township Clerk
Nancy Karjalahti, Shamrock Township Board Chairperson

MINUTES WERE APPROVED AT THE
JUNE 26, 2008 REGULAR BOARD MEETING

SHAMROCK TOWNSHIP
REGULAR BOARD MEETING
Thursday, May 29, 2008, 7 p.m.

Board Chairperson Nancy Karjalahti called the meeting to order at 7 p.m. and led the Pledge of Allegiance. Present were Supervisors Ron Smith and Charles Quale, Treasurer John Brula, Clerk Candace Bartel, road maintenance man Tim Turner, Aitkin County Engineer John Welle and resident Rich Biernat.

The minutes from the May 8, 2008 regular board meeting were approved as corrected on a motion by Charles Quale, seconded by Ron Smith.

Correspondence: The Aitkin County Historical Society newsletter, a thank letter you from ANGELS, and the Session Weekly were received and will be filed for reference.

OLD BUSINESS:
Bridge: John Welle had met with Ron Smith, Tim Turner and Marvin Turner to assess the shoreline damage near the new bridge on Long Point Place. The damage was done by high winds and high water level in May. He has requested funding from the state bridge fund to pay for the repairs. John stated he feels it is the county engineer’s office responsibility to repair the damage; they will coordinate the repair project.

A special requirement of the repair contract will address potential damage to the new road surface near the bridge. The estimated cost is between $30,000 and $40,000. Ron Smith made a motion to support the county engineer in efforts to correct the shoreline damage near the new bridge, seconded by Charles Quale; motion carried. John said the replacement of the Prairie River bridge on Lake Avenue (County Road 14) has been delayed due to lack of funding.

197th Avenue: The board reviewed a letter from SEH engineer Matthew Reid regarding the final road design for the 197th Avenue project. He recommended approving the final plans with a change of a culvert size from 12 to 18 inches. Jay Smedburg had contacted the clerk indicating he was waiting for additional contractor bids. He will bring the signed road design, required cash deposit and bond to the June 12th board meeting.

Road Report: Tim Turner reported the roads have been bladed, blacktops have been patched and swept, drain pipe and a catch basin were installed on the west side of the new building for roof drainage, work was done on a beaver problem on 490th Street, sections were marked for calcium chloride application, the appliances from clean-up day have been hauled away, and the Lake Minnewawa clean-up day site has been cleaned up. The electrician worked on the new building; it was noted that there are four exterior lights that stay on all the time. The inside lights and outlets have been fixed and the light fixtures in the bathroom and secure storage room have been changed. Ron Smith will check on getting fill from a borrow pit on Bear Country Road for work to be done on Long Point Place and 209th Place. There was discussion on the cost sharing of calcium chloride application on certain roads; this will be reviewed next spring. Also discussed was contract maintenance of non-township roads. Calcium chloride will be applied late in the week of June 2 or early in the week of June 9.

Public Accesses: BSALWMP will work with the township repairs to the Prairie River public access by Trudy Bunge’s property. They will pay up to $7500 on the project. Geo-mat may be used to patch some of the areas. Motion by Ron Smith, seconded by Charles Quale, to facilitate the project with BSALWMP; motion carried.

Nancy Karjalahti talked with Mitch from IMPACK 6 regarding the exposed culvert on the Beach Road access; he suggested marking the culvert. It was reported that one of the docks has been removed from the Ravine Road access.

BSALWMP reimbursed the township $200 for costs associated with concrete disposal from work done last year on Lake Minnewawa public access sites.

ROPE Study: A letter was received from Representative Loren Solberg in response to the letter sent by the township regarding the ROPE study which will affect the water level in Big Sandy Lake. He stated the project proposal is still in the planning stages.

Building: Ron Smith talked with John Geissler, architect for the building project, regarding the status of the project. John has requested a list of the work yet to be completed and a list of warranty items. John said the completion of the paperwork will come from the general contractor when everything is complete. John will check on the exterior lights and the heat in the bathroom and he will talk with the township attorney regarding the project. It was noted that the one year warranty on most things started March 26, 2008. The site work has still not been done. No more payments will be made until the project is complete. A pre-lien notice was received from one of the subcontractors. Letters drafted by the attorney to be sent to the general contractor and the architect were reviewed. Motion by Charles Quale, seconded by Nancy Karjalahti, to send the letter to the architect as written; motion carried. Motion by Charles Quale, seconded by Nancy Karjalahti, to send the letter to the general contractor with revisions; motion carried. A decision on floor mats for the new building was tabled until the building is complete. Motion by Ron Smith, seconded by Charles Quale, to approve the purchase of oil containment bases and a flammable storage cabinet; motion carried. Ron Smith will meet with a representative from Zee Medical on May 30 to order first aid kits for the new building and the vehicles. A bid for cleaning a section of the new building was received. A decision will be made when the building is complete.

Tennis courts: Tim Turner will check to see if there is a concrete base under the courts. Clarification on what needs to be done and specifications need to be defined. Nancy Karjalahti will request a representative from Anderson Brothers attend the next board meeting.

NEW BUSINESS:
The DNR Shoreland Rules Update newsletter was distributed.

Meeting adjourned at 9:12 p.m.

Candace Bartel, Shamrock Township Clerk
Nancy Karjalahti, Shamrock Township Board Chairperson

MINUTES WERE APPROVED AT THE
JUNE 12, 2008 REGULAR BOARD MEETING

SHAMROCK TOWNSHIP
REGULAR BOARD MEETING
Thursday, May 8, 2008, 7 p.m.

Board Chairperson Nancy Karjalahti called the meeting to order at 7 p.m. and led the Pledge of Allegiance. Present were Supervisors Ron Smith and Charles Quale, Treasurer John Brula, Clerk Candace Bartel; residents John and Pat Daine and Jerry Weiskopf, realtor Don Pearson, and Jay Smedburg representing Gary Kirt Properties.

Ron Smith moved to approve the minutes from the April 10th regular board meeting, seconded by Nancy Karjalahti; motion carried. The minutes from the April 14 public hearing were approved on a motion by Ron Smith, seconded by Charles Quale. The minutes from the April 25 Board of Appeal and Equalization were approved on a motion by Charles Quale, seconded by Ron Smith.

The treasurer reported the following fund balances for the period ending April 30, 2008: General Revenue Fund, ($2,137.33); Road & Bridge Fund, $354,511.38; Fire Fund, $29,768.23; Building Fund, $179,771.16; Sewer Fund, $23,783.58; Parks & Rec Fund, $13,592.15; and the Lease/purchase Fund, $32.10. The Road & Bridge CD’s total $111,828.04; Sewer Fund CD $52,256.09. Interest received April 30 was $1,306.42, disbursements were $88,892.76. Total cash and savings balance on hand as of April 30 was $599,321.27. Motion by Charles Quale, seconded by Ron Smith to approve the treasurer’s report; motion carried. Motion by Charles Quale, seconded by Ron Smith to approve payment of claims and payroll in the amount of $18,548.21; motion carried.

Correspondence: Information on the Federal Voting Assistance Program 2008 Post-election Voting Survey, the Big Sandy Lake Association newsletter and the 70-Mile Trail newsletter were distributed; issues of the Session Weekly, Lake Country Power Annual Report; Lakes & Pines newsletter; Mille Lacs Energy Cooperative newsletter; ARDC/RTAC In-Kind Grant Program were received and will be filed for reference. Charles Quale was contacted by a representative from Kennecott Mining; it was suggested the representative attend a regular board meeting to update the full board on the company’s mining projects.

Jerry Weiskopf shared concerns about two boat lifts on the dedicated to the public access on 493rd Lane; it was suggested that he contact Mark Jacobs at the Aitkin County Land Department. Jerry was also concerned about work do done at the bottom of an access; he was directed to the Aitkin County Planning & Zoning office and/or the Army Corps of Engineers. He stated that docks have been left in over winter and have blocked access to snowmobilers; this may be in violation of a county ordinance. He noted that the catch basin near Beach Road should have a marker or rail around it. The culvert at the end of Beach Road and Ravine Road should be marked in some way; Nancy Karjalahti will check on this. He was referred to Terry Neff at Aitkin Co. Planning and Zoning regarding open-bottomed septic tanks. He noted gravel in the yards from the snowplow; it was explained that the first snow fall was on soft roads and more gravel was picked up by the plow due to the road conditions, this happened again with the late season snowfall.

OLD BUSINESS:
197th Avenue: Jay Smedburg reported that five contractors have looked at the proposed road project and he has received two bids. The board was given copies of the road design plan. It was noted that an estimated 360 yards of imported fill would be needed; this was not listed in the plan specifications. Contractors will include a cost per yard for fill over or under the estimate. Motion by Charles Quale, seconded by Ron Smith, to table further discussion until the next board meeting to allow the supervisors time to review the plans and consult with the SEH engineer, the performance bond and cash deposit will be due June 12; motion carried.

Ron Smith moved to reschedule the May 22 to May 29, seconded by Charles Quale; motion carried.
Road Report: The maintenance men worked on lake accesses on Minnewawa, cleaned up trees and plowed roads after the April 11th snowfall, pushed back and cleaned up the township leaf sites, built shelves and benches for the new building, installed a seal on the Kodiak dump box ram, bladed the township roads and helped with the spring clean-up day.

Motion by Ron Smith, seconded by Charles Quale, to allow the maintenance men to go to ten-hour days; motion carried. Motion by Charles Quale, seconded by Ron Smith, to allow the maintenance men to attend the Aitkin County Safety Day Training on Tuesday, May 27, at Long Lake Conservation Center; motion carried.

John Welle, Aitkin Co. Engineer, inspected the washed out shoreline along the Long Point Place bridge. The board looked at photos of the washout. John will look into possible funding to assist with the repair. He may attend the next meeting with an update.

Improving the public access on the Prairie River near Prairie River Retreat was discussed. Nancy Karjalahti will attend the next BSALWMP meeting and see if a three-way cost share can be done between the township, BSALWMP and the Tamarack SnoFlyers. The SnoFlyers would like the access improved for use by snowmobilers.

Calcium chloride road treatment applications are due May 12. One mile on Floe Road will be done for stabilization.

Building: A summary of the lien waivers was reviewed. Draft letters from the township attorney to the general contractor and the architect were distributed. A decision on content of the letters was tabled to the May 29 meeting. Ron Smith will contact the architect with concerns.

Tennis courts: Repair/resurfacing of the tennis courts was tabled.

Clean-up Day: There were less people this year. It was noted that tires were dumped on the east side of Minnewawa after the clean-up day.

NEW BUSINESS:
The clerk was directed to write a letter in opposition to the proposed new operating plan for Big Sandy Lake; specifically in reference to the lowering of the lake level beginning July 15. The board listed several areas of concern that lowering the water level would affect including: the need to lower culverts, harvesting of wild rice by the Indians and others, the impact of increased vegetation, restriction boat traffic under the bridge. The board had received numerous responses from property owners expressing concern about the proposal.

The purchase of a locking mailbox for the township was approved.

A zoning variance request from Matthew Higgins, 50644 202nd Place, for a setback of 10 feet from a bluff was reviewed. The board stated the established county ordinances should be followed.

A zoning variance request from James Hare, 51748 Long Point Place, for an after the fact variance for adding a deck that is 68 feet from the ordinary high water level. The board stated the established county ordinances should be followed.
It was noted that the culvert near Marty Berg’s residence (19527 469th Street) may be plugged. The drainage near there should be checked.

Meeting adjourned at 9:30 p.m.

Candace Bartel, Shamrock Township Clerk

Nancy Karjalahti, Shamrock Township Board Chairperson

THESE MINUTES WERE APPROVED AS CORRECTED AT THE MAY 29, 2008 REGULAR BOARD MEETING.

SHAMROCK TOWNSHIP
BOARD OF APPEAL & EQUALIZATION
Friday, April 25, 2008

Board Chairperson Nancy Karjalahti called the meeting to order at 9 a.m. and led the Pledge of Allegiance.

Township board members present were Supervisors Ron Smith and Charles Quale and Clerk Candace Bartel. Three representatives from the Aitkin County Assessor’s Office were present. Assistant County Assessor Karen Ladd explained the relation of property sales to property values and stated that the assessor’s office is aware of the recent changes in market value. Shamrock Township had 34 residential/seasonal property sales last year. Taxable market values went up based on October 2006 through September 2007 sales. The number of property sales in the county was down last year but the sales at market value did not go down. The assessor’s office staff and board supervisors answered general questions from property owners.

Eighteen property owners presented their concerns to the board. Each concern was reviewed by a board supervisor and a representative from the assessor’s office. Letter requests were also reviewed. One property site visit was done. The supervisors and the representatives from the assessor’s office reviewed each concern and decisions were made on any changes to be made.

The report from the assessor’s office will be attached to these minutes when it is received.

Meeting adjourned at 3:33 p.m.

Candace Bartel, Shamrock Township Clerk
Nancy Karjalahti, Shamrock Township Board Chairperson

THESE MINUTES WERE APPROVED AT THE MAY 8, 2008 REGULAR BOARD MEETING.