Meeting Minutes June 24, 2016Download the .pdf copy of the meeting minutes here.
TOWNSHIP OF CLAY
CLAY TOWNSHIP SPECIAL BOARD MEETING
JUNE 24, 2016, 5:00 PM
MANTRAP VALLEY CONSERVATION CLUB
PARK RAPIDS, MN
1. CALL TO ORDER: The June 24th, 2016, Special Meeting of the Clay Township Board was called to order at 5:00 p.m. by Chair Andy Kietzman, and those present recited the Pledge of Allegiance.
2. ROLL CALL: Present: Chair Andy Kietzman, Supervisors Jeff Haukebo and Norm Leistikow, Treasurer Del Holz, and Clerk Margie Vik. Absent: None. Others Present: Apex Engineer Jon Olson, Michelle Dahn, Leroy Dahn, Dirk Hansen, Caroline Hansen, Jim Pickus, and Art Smith.
3. NEW BUSINESS:
A. Jigsaw Drive Road Issues: Jon Olson stated the feedback from May’s meeting included using Art Smith’s property for stormwater retention, the project needs to address overland flooding north of limits originally shown, provide defined route for stormwater discharge, improve driveway connections if possible, and generally concluded that a modified Option 2 was preferred by the property owners.
Olson stated review of the preferred option includes a gravel driving surface with a ditch on the inside of the curve on Jigsaw Drive. The construction of a basin on Smith’s property. An overflow pipe or structure will likely be necessary. The road would be shifted to the east. A ditch will be constructed on the section on the inside of the curve to control water runoff. The driveways will be reconstructed or regraded as necessary, and a ditch or underground pipe will be constructed to discharge stormwater to Bad Axe Lake.
Olson stated the items that will be addressed during the design phase would include the street alignment, the profile of the road, the ditch and basin sizing, the location of culverts and storm sewer, the driveway modifications, the location and method of water conveyance to Bad Axe Lake, and the easements for an infiltration basin and discharge to the lake.
Olson stated the estimated cost for this option is $80,000.00. The estimate assumes a partial ditch would be constructed, not a pipe, to the lake. As the design develops the estimate would be refined. The actual project costs would not be known until the project is bid.
The board and the gathered assembly discussed the newly presented information. The residents expressed concern with discharging stormwater directly into the lake, and driveways getting overwhelmed with stormwater, culverts versus stormwater holding ponds. Maintenance of ditches and culverts. Costs and the distribution of the costs were discussed.
Kietzman stated by doing a project there would be a saving in maintenance costs so that the township could cover some of the expenses of the project, but not all of it. There has to be an agreement that everyone who benefits from the project would pay for a portion of it. The township can help facilitate this project, but there has to be buy in by the residents and be dealt with as a group. If everyone is on the same page, then we can make this better for everyone. At this point this would be a project for 2017. If we have to go through the legal assessment process, we would take our time to go through all of the proper steps. There will be no vote on this tonight. He suggested the property owners take some time to think about it.
Smith suggest Jon Olson look at phasing the project in segments so that the property owners could pay for it in segments. Olson stated that would be challenging to bid the project in phases, and you would not get an optimum bid price from the contractors. The board could either table the decision for a later date, or provide direction to move onto the design phase. A resident questioned how much does the board think the residents should pay? Kietzman stated one comment was the township should pay 75% of the costs. I personally never drive on that road. It’s only used by the property owners. The township takes care of the maintenance of the road. This project is double what our whole road maintenance budget is. If the project costs $80,000.00 and there are ten owners, that’s $8,000.00 for each property owner. The board needs direction from the residents.
A motion was made by Kietzman, seconded by Leistkow, to authorize Apex Engineering to design a three phase design plan for the project, not to exceed $10,000.00.
Discussion: Haukebo stated I don’t want to go through that yet. I think we should wait one month to think about it. We have to look at who is benefiting from this.
Kietzman changed his motion to table any decisions regarding the Jigsaw Drive Project until the July meeting. The motion was seconded by Leistikow.
Discussion: Haukebo stated I’m not hearing a good response from the property owners. Smith questioned what are you going to do in July? Haukebo stated look at who is benefiting. A resident stated everyone is responsible for this. The problems were created by changes made to the road which had negative unintended consequences. Haukebo stated the township should have never accepted that road. Smith stated the road was brought up to standards and you accepted it. Haukebo stated the residents complain when we’ve tried to fix it. We should not have accepted it. I’m saying see who’s benefiting.
The vote was called. The motion carried unanimously.
Discussion: A resident questioned then nothing is going to be done for a month? Haukebo stated we have to clear up who benefits and who is responsible to pay for it. Kietzman stated the board will decide after you provide us with feedback. Any project won’t be done until next year. Haukebo stated if this is done right, every parcel that is benefiting from the project would be assessed accordingly. Those are the ones who use the road on a daily basis.
Olson stated the township should adopt a standard assessment policy before you start assessment procedures so that this group will be treated the same as the next group who may need road work. Assessment proceedings include public hearings, notices in the paper, so that the whole process is transparent. Kietzman stated I’ll contact the Minnesota Association of Townships to see if they have any examples. We need to figure out what is fair and equitable. We need to bring a solution to the table. This is not us versus them. We’ll all try to get the best project in place. We have time. There is no need to rush. We can continue the discussion in July.
4. ADJOURNMENT: A motion was made by Kietzman, seconded by Leistikow, and unanimously carried to adjourn the meeting at 6:43 p.m.
ATTEST: Chair Andy Kietzman
Margie M. Vik