SHAMROCK TOWNSHIP
REGULAR BOARD MEETING
Thursday, January 7, 2010

Board Chairman Ron Smith called the meeting to order at 7 p.m. and led the Pledge of Allegiance. Present were Supervisors Nancy Karjalahti and Charles Quale, Treasurer John Brula, Clerk Candace Bartel, Deputy Clerk Candi Kral, road maintenance employee Tim Turner, and residents Craig Karjalahti, Jerry Pawlak, Rich & Brian Biernat, Jan Schluter, and surveyor Terry Betley.

The minutes from the December 10, 2009, regular board meeting were approved on a motion by Charles Quale, seconded by Nancy Karjalahti.

The treasurer reported the following fund balances for the period ending December 31, 2009: General Revenue Fund, $39,543.41; Road & Bridge Fund, $360,691.11: Fire Fund, $61,599.41; Building Fund, $186,756.96; Sewer Fund, $4,533.35; Parks & Rec Fund, $31,603.20; and the Lease/purchase Fund, $65,570.34. The Road & Bridge CD’s total $224,509.83; Sewer Fund CD’s $80,480.92; Kirt Properties escrow CD $4,615.91. The treasurer reported the original Kirt Properties CD was redeemed with $1,000 put in Road & Bridge, the balance reinvested in a CD. Interest received December 31 was $789.64, other receipts were $6,716.69. Total cash and savings balance on hand as of December 31, 2009 was $1,056,904.44. Liabilities are the building bond at $625,000. Motion by Nancy Karjalahti, seconded by Charles Quale to approve the treasurer’s report; motion carried unanimously. Motion by Nancy Karjalahti, seconded by Charles Quale, to approve payment of claims and payroll totaling $19,582.16, motion carried unanimously.

Correspondence: Aitkin Co. Assn. of Townships (ACAT) meeting will be January 28th at 7:30 the Aitkin VFW; speaker will be MAT attorney, Eric Hedke. High-lights & reminders were received from MAT office. The Big Sandy Lake Association meeting minutes and agenda were distributed. The Lake Minnewawa Association president sent a letter requesting a donation; the request will be presented until the annual meeting.

OLD BUSINESS:
Building: Ron Smith talked with architect, John Geissler. John will contact the township attorney in regards to completing the final paperwork on the maintenance building. Tim Turner informed the board that the air exchange unit quit working; he will contact Gardener Temperature Control.

Road report: Tim Turner reported that trees were cut on Island Road (492nd Lane) and Floe Road (490th St.); The roads have been completely plowed three times and sanded as needed. Parts have been ordered for the Sterling. Time was spent on equipment maintenance. Tim Turner and Marvin Turner were commended for the good snowplowing done over Christmas.

Radio System Update: Karla White notified the clerk that the county law enforcement will be going to the 800Mhz system. Other groups will have the option of a VHF system. It was recommended that the next Aitkin County Radio Users Group meeting be attended as other options may be discussed. Someone from Martin Communication will be asked to attend a future regular board meeting to explain his understanding of our options.

Township Insurance: Motion made by Charles Quale moved to change in inland marine misc. equipment insurance to a blanket coverage of $20,000 costing $82 per year, seconded by Nancy Karjalahti; motion carried.

Snowplowing policy: Discussion was moved to the end of the agenda.

Ballots for March election: The clerk reported there is some confusion as to how many ballots will be required. We may not have to use both voting machines. The county will order the ballots and see that the machine is programmed and bill the township. Charles Quale moved to direct the clerk to comply with the election laws and not to use the Model 100 Tabulator unless required, Nancy Karjalahti seconded; motion carried.

NEW BUSINESS:
Variance request – David Paviak – There was a change of the roofline, has no effect on footprint. No Board action was required.

Variance request – Steven Steele – is requesting a variance from the required setback distance of 30 feet from the platted road right-of-way to a setback distance of 10 feet, to construct a 24 foot by 36 foot residence with a tuck-under garage. Terry Betley explained plans designed for Steven Steele. The Board recommends a 16 foot setback from the road right-of-way and the entrance into the garage to be turned to eliminate parking encroachment on the road.

Snowplowing Policy: Nancy Karjalahti said after reviewing e-mail from the attorney she understood why he had definitions of road authority and she thought that it should be put back the way he had it originally. noted that the attorney suggests a definition be given for “road authority”. There was discussion on the listing of priority roads. Ron Smith will contact the township attorney for clarification. Further discussion tabled to the next meeting.

Agreement to provide snowplowing on non-maintained township roads: The township attorney e-mailed a sample document for review. Subject was tabled to next meeting.

Board of Audit/Budget Meeting: Date set for Thursday, February 18 at 6:30 p.m.

2010 mileage rates: the federal mileage rates for business have changed from $0.55 to $0.50 per mile.

Meeting adjourned at 9:00 p.m.

Candace Bartel, Shamrock Township Clerk
Ronald Smith, Shamrock Township Board Chairman

MINUTES WERE APPROVED AS CORRECTED AT THE REGULAR BOARD MEETING ON FEBRUARY 11, 2010

 

SHAMROCK TOWNSHIP
REGULAR BOARD MEETING
Thursday, December 10, 2009

Board Chairman Ron Smith called the meeting to order at 7 p.m. and led the Pledge of Allegiance. Present were Supervisors Nancy Karjalahti and Charles Quale, Treasurer John Brula, Clerk Candace Bartel, Deputy Clerk Candi Kral, road maintenance employee Marvin Turner, and residents Craig Karjalahti, Jerry Pawlak, Rich Biernat, Dave & Jan Schluter, and Harlan and Barb Wicks.

The minutes from the November 5, 2009, regular board meeting were approved as corrected on a motion by Nancy Karjalahti, seconded by Charles Quale.

The treasurer reported the following fund balances for the period ending November 30, 2009: General Revenue Fund, $41,931.23; Road & Bridge Fund, $373,993.44: Fire Fund, $61,281.44; Building Fund, $186,757.26; Sewer Fund, $4,528.65; Parks & Rec Fund, $31,365.98; and the Lease/purchase Fund, $61,687.59. The Road & Bridge CD’s total $224,509.83; Sewer Fund CD’s $80,480.92; Kirt Properties escrow CD $5,600.24. Interest received November 30 was $587.68, other receipts were $244,090.59. Total cash and savings balance on hand as of November 30, 2009 was $1,072,136.58. Liabilities are the building bond at $625,000. Motion by Charles Quale, seconded by Nancy Karjalahti to approve the treasurer’s report; motion carried. Motion by Nancy Karjalahti, seconded by Charles Quale, to approve payment of claims and payroll totaling $21,754.14, motion carried.

Correspondence: Letter was received from Gregory M. Pfiefer, introducing himself as the new president of the Lake Minnewawa Association (LMA). Information was received on the 70-Mile Trail and the MN technology Exchange newsletter and training schedule.

OLD BUSINESS:
Building: Township attorney has contacted the architect and is waiting for a reply. Nancy Karjalahti moved to have the township attorney proceed with what needs to be done for the finalization on the closure of the construction of the new building with a deadline date of the next board meeting (January 7, 2010), seconded by Charles Quale; motion carried.

Road report: Marvin Turner reported they cleaned a section of ditch by Eagle Nest (496th Lane), widened the public access on 198th Place and added gravel; motor oil was purchased from Phillips 66; the borings on 188th Avenue were done; the box on the Sterling and the plow were painted; hauled four loads of pit run to the leaf site on County Road 6; both trucks have been inspected; trimmed trees and cut back a couple banks on Floe Rd. (490th St.); trees were cut on the Island Lake Rd (492nd Lane) and on 170th Place; scraped and sanded the blacktops one time.

188th Avenue: The boring report received from AET was reviewed.

165th Place: (Barrett Road): Dick Salo contacted Ron Smith. He is going to talk to his neighbors and they will talk to us in the spring. They were informed that an engineer would be needed; the project is on hold until they decide what they are going to do.

Radio System Update: Candace Bartel and Ron Smith went to the November 19 county meeting. They were informed that we do not have to use the Armer system is more complex than the township needs and is quite expensive. Ron Smith contacted Martin Communications in Brainerd to get a bid on new or converted narrowband equipment. The estimated costs were distributed. Candace Bartel will contact Karla White from Aitkin County Sheriff’s Office to let her know that we are going to opt out of the Armer program.

Snowplowing policy: Additional time was spent on reviewing and revising the draft snowplowing policy. The draft will be sent to the township attorney for his review of the changes made by the board. The attorney’s recommendations will be reviewed at the next board meeting. Craig Karjalahti gave verbal estimates from area snowplowers. The clerk presented the county’s snowplowing rates for plowing township roads. Dave Schluter asked for continued snowplowing service on 209th Place with a small increase in fees. Harlan Wicks asked how long it takes to plow the section of 209th Place in question; Marvin Turner reported it takes about 5 minutes. Discussion on the price to charge residents on 209th Place for snowplowing was tabled to the next meeting.

NEW BUSINESS:
Eagle Nest Townhome Association CUP – The board recommended following the established county ordinances.

March Annual Election: The automatic voting machines will be required for use at the March election. Ballots will need to purchased and programming done for the machines. This will be coordinated through the county auditor’s office.

Township Insurance Policy: The MAT office recommends having blanket coverage of $15,000 or $20,000 coverage instead of an itemized list for the inland marine schedule of miscellaneous equipment. The clerk will check to see what the difference in premium will be.

Minnewawa Sportsmen’s Club Fishing Contest Permit: The MSC permit for their fishing contest in February was presented for approval. Nancy Karjalahti moved to approve the permit request, seconded by Charles Quale; motion carried.

Kirt Properties CD: Nancy Karjalahti moved to cash the Kirt Properties CD when it matures at the end of the month, seconded by Charles Quale; motion carried.

A motion was made by Charles Quale to move the January 14 regular board meeting to January 7, seconded by Nancy Karjalahti; motion carried.

Meeting adjourned at 9:20 p.m.

Candace Bartel, Shamrock Township Clerk
Ronald Smith, Shamrock Township Board Chairman

MINUTES WERE APPROVED AT THE JANUARY 7, 2010, REGULAR BOARD MEETING

 

SHAMROCK TOWNSHIP
REGULAR BOARD MEETING
Thursday, November 5, 2009

Board Chairman Ron Smith called the meeting to order at 7 p.m. and led the Pledge of Allegiance. A moment of silence was held for the victims of the shootings at Ft. Hood TX. Present were Supervisors Nancy Karjalahti and Charles Quale, Treasurer John Brula, Clerk Candace Bartel, road maintenance employee Tim Turner, and residents Craig Karjalahti, Jerry Pawlak, Rich Biernat, Mr. Ebert, and Lisa Koehler from the Voyageur Press.

The minutes from the October 22, 2009, regular board meeting were approved on a motion by Nancy Karjalahti, seconded by Charles Quale.

The treasurer reported the following fund balances for the period ending October 31, 2009: General Revenue Fund, $9,373.97; Road & Bridge Fund, $257,543.49: Fire Fund, $45,717.73; Building Fund, $184,878.04; Sewer Fund, $4,421.27; Parks & Rec Fund, $22,600.82; and the Lease/purchase Fund, $26,465.99. The Road & Bridge CD’s total $223,180.50; Sewer Fund CD’s $79,953.78; Kirt Properties escrow CD $5,600.24. Interest received October 31 was $602.50, other receipts were $6110.27. Total cash and savings balance on hand as of October 31, 2009 was $859,735.83. Liabilities are the building bond at $625,000. Motion by Charles Quale, seconded by Nancy Karjalahti to approve the treasurer’s report; motion carried. Motion by Nancy Karjalahti, seconded by Charles Quale, to approve payment of claims and payroll totaling $34,133.99, motion carried.

Correspondence: Information was received from several businesses included in the state’s cooperative purchasing venture program. The Big Sandy Lake Association meeting minutes and agenda were distributed.

Jerry Pawlak expressed concern about the condition of the road leading to the leaf site on Goshawk Street (Cty. Rd. 6). Tim Turner will check with the local DNR Forestry office for assistance.

OLD BUSINESS:
Building: Nothing new to report.

Road report: Tim Turner reported salt/sand was mixed, grading was done where possible, started sandblasting the box on the Sterling dump truck, Darlow Excavating took down a tree and ground the stump on Long Point Place, and he will check prices on bulk motor oil.

198th Place (Sheshebe public access): Nancy Karjalahti moved to widen parts of 198th Place to provide for parking, seconded by Charles Quale; motion carried.

486th Street (Westberg)/484th Street (Nelson): Ron Smith will contact Mark Jacobs, Aitkin Co. Land Department, regarding a possible settling pond for one area. This will be put on the February agenda for review.

165th Place: (Barrett Road): The response to the permit request previously submitted to Lonnie Thomas, DNR Hydrologist, was reviewed. A motion was made by Nancy Karjalahti, seconded by Charles Quale, to send a copy of the report to Dick Salo for him to review with his neighbors and let the board know how they would like to proceed; motion carried. It was suggested that Mr. Salo and neighbors attend a future meeting to discuss the situation.

188th Avenue survey: Quotes for borings were received from Braun Intertec and AET. Motion by Charles Quale, seconded by Nancy Karjalahti, to accept the quote from AET; motion carried.

508th Lane (Maple Lane): Written permission will be requested from Peter Fausch to allow the township road maintenance equipment to turn around in his driveway.

480th Lane/481st Lane: Motion Nancy Karjalahti, seconded by Charles Quale, to approve sending a letter to Aitkin County Abstract verifying that sections of 480th Lane and 481st Lane in sections 24 and 25 are township accepted and maintained roads; motion carried.

Mr. Ebert expressed concern about garbage being dumped on an unmaintained road. He was referred to Aitkin County Planning and Zoning.

Snowplowing policy: Moved to the end of the agenda for further discussion.

The Pavlak variance request from June was reviewed. There is concern that a four foot high retaining wall will divert water on to the township road. Nancy Karjalahti will contact Aitkin County Planning and Zoning with the concern.

NEW BUSINESS:
A conditional use permit requested by Carl Rippie was reviewed. No board action was required, it was recommended to follow the county zoning ordinances. Nancy Karjalahti noted this appears to be an after the fact permit application.

Information was shared about the NE Minnesota Wind Energy forum to be held on November 12.

Another request has been received from the census bureau requesting verification of township boundaries and street names.

Additional time was spent reviewing the draft snowplowing policy. Proposed revisions were made and will be reviewed at the next board meeting.

Meeting adjourned at 9:37 p.m.

Candace Bartel, Shamrock Township Clerk
Ronald Smith, Shamrock Township Board Chairman

MINUTES WERE APPROVED AS CORRECTED AT THE DECEMBER 10, 2009, REGULAR BOARD MEETING

 

SHAMROCK TOWNSHIP
SPECIAL BOARD MEETING
Thursday, October 22, 2009, 7 p.m.

Board Chairman Ron Smith called the meeting to order at 7 p.m. and led the Pledge of Allegiance. Present were Supervisors Nancy Karjalahti and Charles Quale, Treasurer John Brula, Clerk Candace Bartel, road maintenance employee Tim Turner, and residents Craig Karjalahti and Candi Kral.

The minutes from the October 8, 2009 regular board meeting were approved as corrected on a motion by Charles Quale, seconded by Nancy Karjalahti

Correspondence: Information was received from the Minnesota Benefit Association on a scholarship that is available and the Lakes and Pines newsletter was received.

OLD BUSINESS:

Building: Nothing new to report.

Road report: Tim Turner reported that some grading has been done but it is difficult with the wet road conditions, trees have been removed in several areas, trucks are being readied for snowplowing and routine equipment maintenance has been done. Motion by Nancy Karjalahti, seconded by Charles Quale, to allow Tim Turner to schedule the tree removal and stump grinding on a tree in the road right-of-way at 50297 Long Point Place; motion carried. Tim had checked with Mike Quale at the county engineer's office to verify that the roads questioned at the last meeting are included in the road mileage figure listed on the road mileage certificate. Too many small contractors/lawn services are filling the leaf site; a sign stating the site is not for commercial use is needed. Tim will check on possible damage done to Island Lake Road by a contractor. Tim Turner and Marvin Turner have requested no change in their health insurance plan. Motion by Charles Quale, seconded by Nancy Karjalahti, to certify the township road mileage at 51.553 miles; motion carried.

486th Street (Westberg)/484th Street (Nelson): Nancy Karjalahti will contact the property owners to review the revised designs for these areas.

165th Place: (Barrett Road): We are waiting to hear from Lonnie Thomas on the application for the proposed water/wetland project

188th Avenue survey: Braun Intertec will be submitting a quote for borings.

Snowplowing policy: The township attorney sent a draft policy for review. It was moved to the end of the agenda for further discussion.

Election Assistance for Individuals with Disabilities Grant: The grant application was submitted requested funding for new doors, blacktopping of handicapped parking spaces, and improved lighting for the polling booths.

NEW BUSINESS:

Candi Kral was introduced. She has been appointed as deputy clerk. Motion by Charles Quale, seconded by Nancy Karjalahti, to allow up to 40 hours of training for the first month; motion carried. The wage was set at $12.50 per hour.

Ron Smith, John Brula and Candace Bartel attended the October 16 ACAT meeting at the Hazelton Townhall. Information from the meeting was shared.

Additional time was spent reviewing the draft snowplowing policy. This will be further discussed and revisions made at the next meeting. Craig Karjalahti requested copies of payments made to the township by Minnewawa Estates for road maintenance.

Meeting adjourned at 9:05 p.m.

Candace Bartel, Shamrock Township Clerk
Ronald Smith, Shamrock Township Board Chairman

MINUTES WERE APPROVED AT THE NOVEMBER 5, 2009 REGULAR BOARD MEETING

 

SHAMROCK TOWNSHIP
REGULAR BOARD MEETING
Thursday, October 8, 2009, 7 p.m.

Board Chairman Ron Smith called the meeting to order at 7 p.m. and led the Pledge of Allegiance. Present were Supervisors Nancy Karjalahti and Charles Quale, Treasurer John Brula, Clerk Candace Bartel, road maintenance employee Marvin Turner, and residents Craig Karjalahti and Rich Biernat.

The minutes from the September 24, 2009 regular board meeting were approved as corrected on a motion by Charles Quale, seconded by Nancy Karjalahti. The minutes from the October 7, 2009 special board meeting were approved as corrected on a motion by Nancy Karjalahti, seconded by Ron Smith.

The treasurer reported the following fund balances for the period ending September 30, 2009:
General Revenue Fund, $12,185.53; Road & Bridge Fund, $283,706.20: Fire Fund, $45,318.45; Building Fund, $186,046.39; Sewer Fund, $4,416.68; Parks & Rec Fund, $22,682.95; and the Lease/purchase Fund, $25,634.35. The Road & Bridge CD's total $223,180.50; Sewer Fund CD's $79,953.78; Kirt Properties escrow CD $5,600.24. Interest received September 30 was $660.47, other receipts were $727.00. Total cash and savings balance on hand as of September 30, 2009 was $888,725.07. Liabilities are the building bond at $625,000. Motion by Nancy Karjalahti, seconded by Charles Quale to approve the treasurer's report; motion carried. Motion by Nancy Karjalahti, seconded by Charles Quale, to approve payment of claims and payroll totaling $35,702.01; motion carried.

Correspondence: Information was received from the Minnesota Association of Townships Agency regarding changes to the township's insurance coverage; the Big Sandy Lake Association agenda and minutes were distributed; and a phone system update notice was received from Ziegler CAT in Brainerd.

OLD BUSINESS:

Building: In addition to the items discussed at the October 7th special board meeting, it should be noted that the ceiling above the suspended ceiling tiles in the breakroom is showing some rust. The township attorney and architect will be notified.

Road report: Marvin Turner reported that time was spent preparing the parking lot and building approaches for blacktopping, measurements were taken for the proposed ditch on 165th Place (Barrett Road), and normal blading and gravel work was done.

198th Place access (Sheshebe public access): DeMars' flower beds that were in the road right-of-way have been moved.

486th Street: (Westberg)/484th Street (Nelson): The revised designs for both projects were presented.  The designs need to be discussed with the property owners and the project engineer from IMPACT6.

165th Place: (Barrett Road): The application for the proposed water/wetland project was submitted to Lonnie Thomas.

188th Avenue survey: Ron Smith received the requested quote from AET for borings.  Ron will contact Braun Intertec for a quote on borings.

Snowplowing policy: The township attorney is updating the ordinance.

Parking Lot Blacktopping: Waiting for Rocon to do the work.

Resolution 2009-5: Charles Quale moved by resolution to authorize application for a grant from the Office of the Secretary of State of Minnesota for Federal funds to improve access to the township's polling place for persons with disabilities and to follow the required guidelines if the grant is received, seconded by Nancy Karjalahti; motion carried unanimously. Nancy Karjalahti will complete and submit the application.

It was agreed that the bike and hiking trail funding application should be worked on so it is ready for submission next year.

NEW BUSINESS:

The increase in health insurance rates for the full-time employees was reviewed. A meeting will be scheduled with the insurance agent, Ron Smith and the employees to look at plan options.

Nancy Karjalahti moved to change the November regular meeting date from November 12 to November 5, seconded by Ron Smith; motion carried.

Meeting adjourned at 8:27 p.m.

Candace Bartel, Shamrock Township Clerk
Ronald Smith, Shamrock Township Board Chairman

THE MINUTES WERE APPROVED AT THE OCTOBER 22, 2009, REGULAR BOARD MEETING.