January 2019 Minutes
Pike Bay Township
January 8, 2019
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, Jason Ball, Mary Almendinger, Arvin Gieseke, Reuben St. Cyr, Ryan Erickson and Michael Reyes
Absent: Milt Lee
Guests: Michael Robinson, Allan Olson from Cass Lake Times, Amos LaDuke, Amy Stangel, Baylie Brown, Tim Norton, Officer Chuck Laymon
Swearing in of New Officers by Township Clerk:
Supervisors: Michael Reyes; Supervisor Seat 2, Ryan Erickson; Supervisor Seat 3, and Reuben St. Cyr; Supervisor Seat 5.
Certificates issued to: Tony South, Jason Ball and Milt Lee (absent)
Agenda: Motion to approve agenda by Linda Barsness, Reuben St. Cyr second, carried.
Public Comment: none
Minutes and Records:
Motion to approve minutes of Regular Monthly Meeting held December 11, 2018 by Linda Barsness, Ryan Erickson second, carried.
Update regarding unpaid withholding taxes and failure to submit reports. 941 for 3rd Quarter 2013 was completed and filed and forwarded to Sarah Sonsalla. Office of the State Auditor called regarding misuse of public funds by the former Township Clerk, Matt Erickson. State Auditors are in process of investigating and plan to speak with Cass County Attorney.
Request from Marla Yoho, Fairview Township Clerk concerning how the yearly assessment we pay for our Fire Association is determined will be referred to Terry Vail at Cass Lake Fire Association.
A request to notify Mary Beth Hansen at Leer Title if there are any pending or special assessments for the 2019 calendar noted no pending or special assessments for the 2019 calendar.
Motion to approve invoice for Road Vacation by Ryan Erickson, Michael Reyes second, carried.
Cass County Economic Development Corporation update and request for donations. Notified them of our policy regarding not giving out donations.
Reminder from Minnesota Department of Revenue that deadline to take on-line training for Board of Appeal and Equalization is February 1st. Richard Baird and Linda Barsness are certified until 7-1-2021. Reuben St. Cyr and Michael Reyes indicated interest in on-line training.
Quarterly Newsletter from Region Five.
Copy of approved permit application reissued for State Disposal System at Tom’s Harbor.
January disbursements for Checks #14889 thru #14922 and 3 electronic transfers totaling $20,320.35. These figures include the end of month payroll for December, and mid-December for the Police officers, and the bills that were received through 1/8/2019.
Motion to approve disbursements as presented by Reuben St. Cyr, Linda Barsness second, carried.
Township proposed Cash Statement 01/01/2019 thru 01/30/2019
Beginning Cash Total Receipts Total Disbursed Ending Cash
General Fund $74,869.76 $ 0.00 $ 3,527.92 $ 71,341.84
Fire Fund $ 1,703.82 $ 0.00 $ 0.00 $ 1,703.82
Roads & Bridge $121,478.07 $ 0.00 $ 4,444.94 $117,033.13
Building $ 0.00 $ 0.00 $ 2,707.18 $ (2,707.18)
Police $132,755.87 $ 0.00 $ 12,703.10 $ 120,052.77
$330,807.52 $ 0.00 $ 23,383.14 $307,424.38
Police Report: See attached report.
Richard Baird presented report. There were several snow events taken care of in December. Some of the backroads were icy in December and were sanded. The roads are in good shape.
Fire Department Meeting Report:
Nothing to report.
Prepared invoice to vacate road to Leech Lake Band of Ojibwe.
In contact with tax attorney concerning penalties on unpaid withholding taxes. 941 report for 3rd Quarter 2013 was prepared and filed. Contacted Minnesota Revenue for more exact dates for refunds we needed to verify and found all deposits.
Met with MN Association of Townships trainer to clean up chart of accounts. Large number of account numbers were added that should not have been and caused problems with the report to the Secretary of State.
Prepared new employee packets for new police officer and new supervisors.
Registered and made reservations for Clerk training in St. Michael on January 10th, 2019.
Clerk Report continued:
Took inventory of tables and chairs and implemented plan to track items in the future.
Missing flag was found folded in cupboard in kitchen. Thanks Zeb for finding it!
Start preparation for end of year to include:
*Import new payroll tax tables
*Update new PERA rate for Police and Fire Officers
* Start new fiscal year
*Install new 2019 CTAS update
*Prepare and file W-2’s
*Prepare and file 1099’s
*Prepare and file 1095-B for Affordable Care Act
*Prepare and file 4th Quarter Payroll Reports
*Prepare and file Unemployment Report
*Prepare and file PERA Exclusion Report
*Prepare and file IRS Pay Equity Report
*Prepare Township Officers Report and submit to MN Association of Townships
*Prepare Work Comp Audit and submit to MN Association of Townships
*Submit Report of Outstanding Indebtedness to Cass County
* Run reports for end of the year Prepare and submit State Auditor Report.
*Prepare for Board of Audit to include posting and publishing
*Prepare for Board of Levy to include posting and publishing
Review bank statements to reconcile was tabled until the Board of Audit Meeting on February 5, 2019.
Future Meeting Dates:
January 9th, 2019 6:30 pm - Fire Department Meeting
February 5th, 2019 - Board of Audit 6 pm
February 5th, 2019 - Board of Levy following Board of Audit
February 12th, 2019 - Regular Monthly Meeting 7 pm
March 12th, 2019 - Annual Meeting – 7 pm (Snow Day would be following Tuesday, March 19, 2019 at 7 pm)
March 14th, 2019 - Regular Monthly Meeting 7 pm
Adjourn: Motion to Adjourn Meeting @ 8:30 by Reuben St. Cyr, Michael Reyes second, carried.
Supervisor Signature Clerk Signature
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