August 2018 Minutes
Pike Bay Township
August 13, 2018 Regular Monthly Meeting / 7PM
Tony South called the meeting to Order at 7 pm followed by the Pledge of Allegiance.
Present: Tony South, Richard Baird, Linda Barsness, Milt Lee, Arvin Gieseke, Mary Almendinger
Absent: Jason Ball
Guests: Zeb Hemsworth, Bill Conner
Agenda: Motion to approve agenda by Richard Baird, Milt Lee second, carried.
Public Comment: none
Minutes and Records:
Motion to approve minutes of Regular Monthly Meeting held July 10th, 2018 by Milt Lee, Tony South second, carried.
Tony South and Mary Almendinger will work together to submit letters to the City of Cass Lake and to the residents who will be affected by the traffic and proposed work to be done on the Cemetery Road.
Joseph Fowler reported that Leech Lake Legal Director stated that a resolution was not needed to ensure cost of Township wages for holding a special meeting. Joseph Fowler would simply complete a purchase order for reimbursement. Grace Elliot, Tribal Attorney, stated that the band will not reimburse any outside attorneys to review the resolution that will be drawn up for road vacation. She is waiting for something in writing concerning the proposed road vacation transaction before she will begin to draft a Resolution. Since we need to provide the information and band will not reimburse cost to have Road Vacation Resolution reviewed; the board agreed to have our attorney draw up the Resolution. The board discussed and wants a commitment that they will be reimbursed for related costs to vacating road. A motion to submit an invoice for reimbursement of Special Meeting costs, publishing costs, cost of our Attorney to draw up road vacation, and recording fees to secure interest of payment by Milt Lee, Richard Baird second, carried.
We need to select a date for the Public Hearing.
Joseph Fowler also reported that they are reaching out to residents that are adjacent to the road being vacated. I requested names and comments from residents they have contacted and not received any feedback as of yet.
Bids for soffit and facia repair and gutter repair on garage is on hold for now.
Troy Gilchrist, Attorney at Law for Kennedy & Graven, Chartered; specializing in local government, has assisted other towns with similar issues of trying to lower penalty and interest amounts that have accrued from unpaid withholding and late filings in the past. He believes it is worthwhile the effort to see if the amounts can be reduced, but there are no guarantees. The hourly rate is $185.00, which is billed in 1/10th of an hour increments. No retainer is required and there are no minimums. If necessary; travel time to meetings outside of St. Cloud would be billed at IRS mileage rate. Hard cost charges include postage and photocopies. Motion to retain service of Troy Gilchrist by Milt Lee, Richard Baird second, Linda Barsness opposed, carried.
New Business Continued:
Sue Uhrinak, Clerk for City of Cass Lake is revamping the Museum over the winter and will be adding a WWII uniform and is asking if the township would be willing to donate our US 48 Star flag and everyone on the board agreed to donate the flag.
Motion to approve application for utility line installation on Tom’s Harbor road by Richard Baird, Milt Lee second, carried.
Pike Bay Police Department has had a constant struggle with punctured tires on squad cars and personal vehicles on the back lot. Motion to table obtaining bids to pave the remainder of the parking lot until a later date by Tony South, Richard Baird second, carried.
Motion to approve Mary Almendinger, Clerk to attend specialized one-on-one CTAS training to clean up chart of accounts and learn investment portion of CTAS reporting by Richard Baird, Milt Lee second, carried.
Motion to approve a price of $200.00 per day for the rental of our crack seal machine by Richard Baird, Milt Lee second, carried.
Motion to approve revised bid of $2,000.00 from Minnesota Seal Coating to repair township parking lot by Milt Lee, Richard Baird second, carried.
Chad Emery, Emergency Management Coordinator, provided update on storm damages. Initial reported damages are approximately $131,898.00.
A request from Minnesota@OpenTheBooks.com regarding New Minnesota Data Practices Act. They are requesting a copy of all employees for year 2017 to include zip code, year of compensation, names, hire date, base salary amount, bonus amount, overtime amount, gross annual wages and position title. They are affiliated with American Transparency out of Boca Raton, FL.
Completed survey from Minnesota Department of Transportation.
August disbursements for Checks #14704 thru #14743 and 4 electronic transfers totaling $32,326.20. These figures include the end of month payroll for July, and mid July for the Police officers, and the bills that were received through 8/12/2018.
Motion to approve disbursements as presented by Milt Lee, Richard Baird second, carried.
Township proposed Cash Statement 01/01/2018 thru 8/13/2018
Beginning Cash Total Receipts Total Disbursed Ending Cash
General Fund $87,999.11 $29,880.31 $31,860.76 $ 86,018.66
Fire Fund $0.00 $23,341.66 $22,929.75 $ 411.91
Roads & Bridge $162,988.01 $50,282.57 $94,355.73 $118,914.85
Building $8,595.66 $12,210.05 $17,931.45 $ 2,874.26
Police $111,285.43 $124,837.51 $136,081.43 $100,041.51 $370,868.21 $240,552.10 $303,159.12 $308,261.19
Police Report: See attached report.
Motion to increase Liability Insurance from 1 million to 2 million dollars by Linda Barsness, Milt Lee second, carried.
Chloride is down. Second mowing to start end of the month. Crack sealing on South Frontage road to get started. Storlie Construction to repair Newstrand Road. A left curve sign and a right curve sign on Richard’s and Russell Roads have been shot up. Signs will be ordered and PBF Specialty Mowers will install. Storlie Construction will see if there is a solution to a sink hole that is located on the Sah-Ka-Tay Loop Road.
Fire Department Meeting Report:
Worked on getting ready for upcoming election including posting, publishing, election judge scheduling and trainings.
Worked with German Martinez from the MN Secretary of State regarding 2017 Annual Report audit. Our chart of accounts needs to be cleaned up, as some codes no longer being used. Everything resolved with Annual Report.
In contact with Miller McDonald and spoke with attorney concerning penalties on unpaid withholding taxes.
Completed filing 2nd quarter reports.
Future Meeting Dates:
August 14, 2018 Statewide primary election
August 21, 2018 Northwest Service Cooperative Insurance Meeting 10 am – 12 pm – Erskine, MN
August 29, 2018 MAT District 11 Meeting 4:30 pm (legal questions) 5:30 meeting registration –Walker, MN
September 11, 2018 Regular Monthly Meeting 7 pm
October 4, 2018 Annual Association of Township Meeting – 7:30 am Bear Pause Theatre-Hackensack
October 9, 2018 Regular Monthly Meeting 7 pm
Adjourn: Motion to Adjourn Meeting @ at 8:37 pm by Milt Lee, Richard Baird second, carried.
Supervisor Signature Clerk Signature