Brandon Township Meeting, Monday, March 20, 2017

Brandon Township Monthly Meeting Minutes

March 20, 2017


The March monthly meeting was held on March 20, 2017, at the Brandon Community Center with Supervisor Gene Fynboh, Supervisor Kerby Lund, Supervisor Dennis Lund, Treasurer Kathy Zimmerman and Clerk Mike Cleary present.  With a quorum present, the meeting was called to order at 7:00 pm. The pledge of allegiance was recited.


Clerks Report: Reading of the minutes of the February regular meeting and the February Board of Audit Meeting was waved and the minutes approved on a motion by D Lund and seconded by K Lund.  Motion carried.


Treasurer’s Report: Beginning cash and investment balance on 2/1/17 was $330,191.23. February 2017 receipts, disbursements and interest earned were $20,444.14, $2,559.59 and $8.47, respectively, resulting in an ending balance of $348,084.25 at 2/28/17. The treasurer's report was approved on a motion by D Lund and seconded by K Lund.  Motion carried.


Visitors Questions and Concerns:  Two visitors, Scot and Lisa Umlauf, were present.  They inquired as to the Township’s plans for maintaining Wolf Creek Rd, Swend Drive and Severson Drive in 2017.  They stated that the chloride applied to the length of Wolf Creek Rd in 2016 helped stabilize that road and that we should consider another application in 2017 to which the supervisors agreed.  They noted that the change in the quality of gravel applied in 2016 was also beneficial.  Some discussion was held on the feasibility of paving these roads in the future.  Cleary stated that at the present cost of approximately $34.00 per running foot, that the cost was probably higher that an acceptable assessment at this time even with significant participation by the township.  The Umlauf’s thanked the supervisors for sharing the cost estimate and considered it a starting point for future discussions.


Agenda Approval: The agenda was approved on a motion by K Lund and seconded by D Lund.  Motion carried.


Old Business- Ongoing Business:


a.    The Township Engineer, Jeff Stabnow, was present to present his Notification For Bids on the Big Chip Road Paving Project together with a listing of the contactors to be contacted, each of which has done work in Douglas and/or Ottertail Counties in recent years.  He is requesting sealed bids to be opened at the April 17, 2017 Township Meeting.


b.    Discussion was then held on the proposed financing for the Big Chip Road Paving Project.  It was noted that the cost is estimated to be approximately $440,000.  It was also agreed that, unlike the Sara Rd Paving Project where approximately 50% of the affected property owners chose to pay their assessments up front, the percentage that might prepay the larger levy amount on this project would be significantly less.  A cash flow projection was presented by Cleary that showed the need for a $400,000 bond issue for this project assuming that only 10% of the residents pay up front.  Key assumptions included $75,000 for the purchase in 2017 of a used snow plow truck and for repairs to the Township garage.  It was also decided to establish a $50,000 Reserve and Replacement Fund for Chippewa Heights Rd which would be increased each year going forward.  Using these assumptions, the Township would be left with a year end cash reserve of less than $200,000. It was noted that the $400,000 bond could be adjusted prior to issuance should the cash flow projection change significantly.


c.     Cleary then informed the Supervisors that he had contacted the firm of Kennedy and Graven in Minneapolis who were recommended by Bremer Bank to serve as Bond Counsel.  Brandon Township had previously worked with this firm when bonds were issued in 2010 to retire the CLRSD debt.  Based on discussion with this firm, in order to satisfy legal requirements for issuing bonds, the Township needs to hold a public hearing on the Engineer’s final estimate and the proposed assessment to the residents before the contract for the work can be finalized.  It was decided to hold the Public Hearing at 6:30pm on April 17, 2017 immediately prior to the regular April, 2017 monthly meeting.  Cleary will work on getting notices mailed to all the affected property owners as well as publishing notice in the West Douglas County Record.


d.    Discussion was led by K Lund on the work that needs to be done at the Township Garage.  It was noted that only half of the roof was covered with steel in 2010 and that the shingles on the other half have come to the end of their useful life.  In addition, the side walls of the building need to be insulated to save on heating costs and lighting and other interior improvements to allow maintenance on Township vehicles to be performed in the garage.. Kerby is working with the neighboring contractor on getting estimates for this work.  In the interim, a roll-off dumpster will be positioned at the garage to facilitate cleaning inherited junk out the building.


e.    It was noted that a resident/business on Long Lake Road has purchased a road grader with the intent of grading that Township Road.  In addition to being illegal for anyone but authorized persons to work on Township Roads, there is a concern about liability.  It was agreed that Cleary would contact this person by letter and invite him to attend our next Township Meeting to discuss this situation.


f.     The County has requested that we place our order for calcium chloride before April 1st.  It was noted that with the removal of Big Chip Road from the list of roads needing chloride, that we could reduce our estimate to 14,000 gallons.


g.     Cleary and K Lund will conduct a retro reflectivity assessment of the township road signs this Spring and will obtain estimates for replacing outdated signs and posts.


h.    The date of the annual road review by the supervisors was set for April 11, 2017.


i.      Cleary will publish a request for gravel quotes for the summer maintenance season.



 New Business:


a.   There were two new building permits to review.


b.   Discussion was held regarding the AAEDC request presented at the Annual Township Meeting on March 14th for a donation of $2,500 to be funded in 2018.  A motion to approve was made by D Lund and seconded by Fynboh.  Motion carried.  Cleary contacted Someplace Safe whose request for a donation was also discussed at the Annual Township Meeting and invited them to attend a township meeting in person to discuss a more specific funding request.


c.    Pay levels and per diems were discussed and compared to the annual survey prepared by the Douglas County Association of Townships.  No changes were made to the current schedule.


d.   Township Engineer, Jeff Stabnow, was requested to prepare an estimate of the cost of an overlay on Chippewa Heights and Wallen Roads.  His estimate to repair the damaged spots and put down a 2 inch overly was $331,775. While this work is not an immediate project, it was noted that the original 1994 paving is nearing the end of its useful life of 20 to 25 years. This gives further support for the establishment of a Repair and Replacement Fund discussed previously in the meeting.


e.   It was noted that all 5 township officials attended the Annual Township Meeting held at the Douglas County Public Works Building on Wednesday, March 15, 2017.  As one of only two townships to have all of its officers present, we won the drawing for a set of two traffic safety cones.


Claims and Wages: Claims totaling $5,750.94 were reviewed and approved on a motion by K Lund and seconded by D Lund.  Motion carried. The full list of claims is available for public inspection in the Township Clerk’s office.


Adjournment: The meeting was adjourned at 9:15 pm on a motion by K Lund and seconded by D Lund.  Motion carried.


Date and place of next meetings:

Mar  31, 2017 – 9:00am – MATA Spring Short Course at Arrowwood

April 11, 2017 – 8:00am – Annual Road Inspection – Meet at Township Garage

April 11, 2017 – 1:00pm – Board of Appeal at Brandon Community Center

          April 17, 2017 – 6:30pm – Public Hearing on Big Chip Road Paving Project

April 17, 2017 – 7:00pm - Regular Monthly Meeting – Brandon Community Center