Meeting Minutes May 25, 2016

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MAY 25, 2016, 7:00 PM





1.  CALL TO ORDER: The May 25th, 2016, Meeting of the Clay Township Board was called to order at 7:00 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: Jon Olson from Apex Engineering Group, Leroy and Michelle Dahn, Patsy and Jerry Forsland, Caroline and Dick Hauser, Jim Pickus, Art and Cynthia Smith, and Jeff Fredrickson.



            3.  APPROVAL OF AGENDA: A motion was made by Leistikow, seconded by Kietzman, and unanimously carried to approve the agenda.



            4.  APPROVAL OF MINUTES:


A.  Clay Township Regular Meeting Minutes-April 27, 2016: A motion was made by Kietzman, seconded by Leistikow, and unanimously carried to approve the Clay Township Regular Meeting Minutes for April 27th, 2016, as presented.



            5.  NEW BUSINESS:


A.  Jigsaw Drive Road Construction Project: Kietzman stated there have been challenges with Jigsaw Drive, including winter access, erosion, and water runoff. The township has exceeded our abilities and knowledge to correct the issues. We have consulted with the engineering firm of Apex from Detroit Lakes. Jon Olson is here to present his recommendations.

            Jon Olson stated the engineering report is in draft form. The township improved the corner of Jigsaw Drive by excavating the top and lowering the bottom to reduce the slope. Currently, erosion is a problem. Sediment has filled the ditches and plugged the culvert. There isn’t a solid, cheap option to correct the situation. There are three options. One is to do nothing. I would recommend cleaning the culvert and ditches, and then get some turf established. It would be a challenge and would require continuous maintenance. The second option is to regrade and center the road in the right of way. We would leave it as a rural gravel road and to crown the road to take the water to one side to a ditch and slow it down into a holding pond. It would always need maintenance for this to be a good option. If the road was surfaced with asphalt that would prohibit washing out. The third option would be to turn the road into an urban section with curb, gutter, and a bituminous surface. We would use gutters to move the water quickly into a basin. It will take excavation and would require land acquisition. We would put the storm water underground and then discharge it. Option four would be to remove the zigzags in the road. The grades would be similar so the costs would be similar.

            Olson stated the costs are estimated at this point. Option one would be $2,500.00. Option two would be $70,000.00. Option three, $95,000.00, and Option four, $115,000.00. You could do an add-alternate to add pavement.

            Art Smith suggested creating wing dams along the ditch to channel the water to a natural depression. It would take only a minor effort to keep the culvert open. It would stop the flow of the water. Olson stated that would be a great option. There would be a $20,000.00 to $30,000.00 savings for that option.

            The board discussed the options with the attending audience. After discussion, Kietzman stated Olson will crunch the numbers to see what the costs will be for the new options. We will call a special meeting in June to revisit this. The township tried to solve the problem but it didn’t work as well as we thought. We have hired professional help now. The residents need year round access and we need not to cause further damage to the properties located there.


                        B.  Raffle Permit: A motion was made by Leistikow, seconded by Kietzman, and unanimously carried to approve a gambling permit for United Federation for Disabled Archers for a raffle to be held at Camp Wilderness.


                        C.  Test Drill: Haukebo stated Dunnick Brothers contacted him about doing some test drilling on the township’s property, and I said go ahead. They drilled eight acres and are estimating there is two million cubic yards of gravel in all of the township’s acres. At $1.00 to $1.50 per yard that’s something to consider.


                        D.  SLL Inc. Contract:  Vik presented the proposed contract with SLL Inc. They are increasing their rates by 90 cents per parcel. A motion was made by Haukebo, seconded by Leistikow and unanimously carried to approve the five year contract with SLL Inc for assessor services for Clay Township.



            6.  OLD BUSINESS:


A.    Tax Levy: The board discussed lowering the tax levy as was discussed at the annual meeting. Since a previous levy decrease did not result in a direct tax decrease for the property owners the board decided to re-evaluate any significant decrease in the 2017 levy.


B.    Road Issues: The board discussed road maintenance. Since the re-construction of Jigsaw Drive is currently being discussed, the board decided to reschedule the regular maintenance of Jigsaw Drive until after a final decision is made.  A motion was made by Kietzman, seconded by Leistikow, and unanimously carried to do road maintenance on Jewel Drive this year, and to postpone Jigsaw Drive maintenance until next year.




            7.  APPROVAL OF TREASURERS REPORT: Holz stated he received $45.59 in interest. The checking account balance is $1,988.52, and the money market balance is $170,148.56. The total funds are $172,137.08. Total outstanding checks are $1,989.63. There is $61,670.58 in reserves for the building fund. The total operating balance is $108,476.87.

Holz stated the outstanding invoices for this month are $76.31 for the Enterprise, $2,300.00 for estimated wages, $380.00 for estimated IRS, $2,172.45 for Apex Engineering Group, and $4,000.40 for SLL Inc.

A motion was made by Leistikow, seconded by Kietzman, and unanimously carried to approve the treasurer’s report and to pay the outstanding invoices.



            8.  ADJOURNMENT: A motion was made by Kietzman, seconded by Leistikow, and unanimously carried to adjourn the meeting at 8:31 p.m.




ATTEST:                                                        Chair Andy Kietzman



Margie M. Vik

Township Clerk