Monthly Meeting Minutes
None of the minutes are final until approved by the council
February 2016
March 2016
April 2016
LAKE MARY TOWNSHIP MONTHLY MEETING
Tuesday, April 12, 2016
The April meeting was held at the Lake Mary Town Hall beginning at 7:30pm and called to order by James Schmidt by starting the pledge to the flag.
Motion by James, 2nd by Dean, to approve the agenda with additions. Motion carried 2-0.
Motion by Brad, 2nd by James, to approve bills, totaling $30,621.25. Motion carried 3-0
Motion by Brad, 2nd by James, to approve the minutes with changes. Motion carried 3-0
Motion by Brad, 2nd by James to approve the treasurers report. Motion carried 3-0
Dennis Tolifson spoke on behalf of the Holmes City and Lowry First Responders to discuss the program and upcoming trainings.
Board of Equalization meeting will be held April 18, 2016 at 9am.
Road Review is set for April 29, 2016 at 8am.
Dean made a motion that James be elected chair, 2nd by Brad. Motion carried 3-0
Brad made a motion that Dean be elected vice chair, 2nd by James. Motion carried 3-0
James made a motion to change the meeting per diem to $70 per meeting, 2nd by Brad. Motion carried 3-0
State adjusted mileage rate and it is now set at .54/mile.
Officer pay rate is currently at $16 per hour. Motion by Brad to remain the same, 2nd by Dean. Motion carried 3-0.
Clerk position is currently at $330, motion by Brad to remain the same, 2nd by Dean. Motion carried 3-0
Treasurer position is currently at $220, motion by Brad to raise to $300, 2nd by Dean. Motion carried 3-0
Election Judge pay is currently at $15 per hour. Motion by Dean to raise pay to $16, 2nd by Brad. Motion carried 3-0
Julie and Nichole will look into Deputy Treasurer and Clerk appointment options.
Blacktop Resolution 9-03 – the board discussed and it was decided to leave resolutions as is.
Election judge training is set for June 27th and June 28th.
The clerk will be emailing our agenda and minutes each month, instead of mailing them.
Bluebird Lane-Dean would like to discuss prior to the road review.
Gravel Bids were received from Sondrol and one from Hvezda. Hvezda’s bid came in at $8.00 per yard for class 5. Sondrol’s bid came in at $7.73 per yard for class 5. Motion by Brad to use Sondrol Excavating for gravel, 2nd by Dean. Motion carried 3-0
Brad made a motion to make the Echo Press the official newspaper of the Lake Mary Township, 2nd by Dean. Motion carried 3-0
James made a motion to continue using Bremer bank, 2nd by Brad. Motion carried 3-0
James made a motion that pocket gophers will have a bounty of $2.50 and $0.25 for striped, 2nd by Brad. Motion carried 3-0.
Summer Short Course is in June, with some offer evening training hours. Preregistering is $50. Board of Equalization certifications expire as follows: Brad-July 2018, James-July 2016 and Dean-July 2017.
MAT Calendar is available to be looked at and discussed at each meeting.
The board discussed ways to operate more efficiently and looked at ways to streamline operations and practices. The board discussed procedures to conduct a Board of Audit, to take place after the February meeting.
Discussion regarding internet and website updates. Website will need to add the Dog Ordinance. To assure access to the internet during meetings, the office will need to update the router and add wifi capabilities to the township laptop, and to also allow wireless printing. Motion by James to update internet, router and printer, to allow Wi-Fi capabilities, not the exceed $1,000, 2nd by Brad. Motion carried 3-0
Website will be updated and worked on to clean up tabs and make it more fluid. Minutes will be added to the website in an unapproved format.
The township is having an issue with ants and Asian beetles in the townhall. James will be contacting a company to have the building sprayed twice a year.
Mailbag was looked at and discussed.
Brad made a motion to adjourn at 10:30pm. 2nd by James. Motion carried 3-0.
Respectfully submitted,
Nichole Boyden, Clerk
May 2016
LAKE MARY TOWNSHIP MONTHLY MEETING
Tuesday, May 10, 2016 - UNAPPROVED UNTIL JUNE MEETING
The May meeting was held at the Lake Mary Town Hall beginning at 7:38pm and called to order by James Schmidt by starting the pledge to the flag.
Motion by James, 2nd by Dean, to approve the agenda. Motion carried 3-0.
Motion by Brad, 2nd by James, to approve bills, totaling $16,871.05. Motion carried 3-0
Motion by Brad to approve April minutes with changes. Motion carried 3-0
Motion by James to approve Board of Equalization, 2nd by Dean. Motion carried 2-0, 1 abstain
Motion by James to approve Road Review minutes, 2nd by Dean. Motion carried 2-0, 1 abstain
Motion by Brad to approve Treasurers report. Motion carried 3-0.
Road Review discussion. Brad made a motion to approve road review with changes. Motion carried 3-0.
Paulynn Terhark was present to be sworn in as Deputy Treasurer, if ever a need should arise. It is an understanding that if the Deputy Treasurer should need to fill in, they shall be reimbursed at $16 an hour and $70 per meeting, or whatever the current officer and per diem is set at.
The board is choosing to retain the option to hold Board of Equalization meeting instead of electing to go with an open meeting format.
Liquor license for Cottage Grove was signed and approved.
Mail bag was looked at and discussed.
Brad made a motion to adjourn the meeting at 8:40pm. Motion carried 3-0
Respectfully submitted,
Nichole Boyden, Clerk
June 2016
Lake Mary Township monthly meeting - June 14, 2016 MINUTES ARE UNAPPROVED UNTIL JULY MEETING
June meeting called to order by James at 7:38pm and was opened with the pledge.
Motion by James, 2nd by Dean to approve agenda with additions. Motion carried 2-0
Motion by James, 2nd by Dean to approve bills in the amount of $14,047.15. Motion carried 2-0
Motion by James, 2nd by Dean to approve minutes with additions. Motion carried 2-0
Motion by James, 2nd by Dean to approve Treasurer's report. Motion carried 2-0
No items from the floor.
The board and Runge Grading discussed current road work being done in the township. Chloride was sprayed for the year as well.
Table MAT Bond Coverage until next month, so Brad can be a part of discussion.
Mail bag was looked at.
Motion by James, 2nd by Dean to adjourn meeting at 8:15pm. Motion carried 2-0
July 2016
ALL MINUTES ARE POSTED UNAPPROVED UNTIL THE NEXT MONTHS MEETINGS. ANY CHANGES WILL BE MADE AT THAT TIME.
LAKE MARY TOWNSHIP MONTHLY MEETING
Tuesday, July 12, 2016
July meeting called to order by James at 7:38pm and was opened with the pledge.
Motion by Brad, 2nd by James to approve agenda with changes. Motion carried 3-0
Motion by Brad, 2nd by James to approve bills in the amount of $58,163.36. Motion carried 3-0
Motion by James, 2nd by Dean to approve minutes. Motion carried 2-0, 1 abstain
Motion by Brad, 2nd by James to approve Treasurer's report. Motion carried 3-0
The board discussed the cancellation of the 2016 Maple Lake Swimming Lessons. Lake Mary will send a letter to Tara to express concern over funds allocated to swimming. If the organization dissolves, we would like to be refunded the amount donated.
Road discussion with Runge Grading. Calls for grading and chloride have been coming in. Runge has areas discussed on the list for the upcoming week. Sheldon Severt, on Rockwood Lane would like to know the procedure and how decisions are made to chloride the township roads. Discussion will be held at the annual meeting in March of 2017. Jim and Jackie Steffen turn around is on hold until we get the go ahead from them.
MAT Bond Coverage. Lake Mary Township is bonded for $100,000. The board discussed whether or not the coverage was adequate. The board decided to leave the coverage as is. It was decided that the clerk would also have access to online bank statements, to put one more set of eyes on the funds. Since the clerk and treasurer positions are separate, the board feels coverage and security are good.
Ed Desautel presented the 2015 audit. The Lake Mary Township is in compliance and received a favorable rating. Discussion was had on general organizational items to improve on as well as account balances. Sewer Funds will be transferred into capital projects, thereby eliminating the two separate sewer accounts. Motion made by Brad to accept audit as is, 2nd by James. Motion carried 3-0.
August 9th, 2016 and November 8th, 2016 are general and primary election days. They are also the townships scheduled monthly meetings. As a result, the August monthly meeting will be held on August 8th, 2016 at 8:00pm and also November 7th, 2016 at 8:00pm.
Mailbag was looked at and discussed.
Motion by Brad to adjourn the meeting at 9:46pm, 2nd by James. Motion carried 3-0
Respectfully submitted,
Nichole Boyden, Clerk
Lake Mary Township
August 2016
LAKE MARY TOWNSHIP MONTHLY MEETING
Monday, August 8, 2016
August meeting called to order by James at 8:00pm and was opened with the pledge.
Motion by Brad, 2nd by James to approve agenda with changes. Motion carried 3-0
Motion by Brad, 2nd by James to approve bills in the amount of $50,561.69. Motion carried 3-0
Motion by Brad, 2nd by James to approve minutes. Motion carried 3-0
REA auto pay has added additional accounts that are not the responsibility of Lake Mary Township. Julie and Nichole will meet with REA to get things resolved.
Motion by Brad, 2nd by Dean to approve Treasurer's report. Motion carried 3-0
Dave Robley is present to discuss County Road 91. The request is for Douglas County to transfer ownership back to Lake Mary Township. Mr. Robley has proposed a lump sum payment of $5,600.00, the approximate amount of two years worth of maintenance costs.
Brad made a motion to approve the proposal made by Mr. Robley, 2nd by James. A letter will be sent to La Grande Township to set up a meeting and discuss road maintenance arrangements.
County Road 28/Power Lane has not been officially finished. Once the State declares it finished, then the township will take over maintenance. Until then, Douglas County will continue to maintain.
Teal Trail has signed a cut and slope agreement.
Maple Lake Swimming Lessons were held.
Mail bag was looked at and discussed.
Brad made a motion to adjourn the meeting at 8:49pm, 2nd by James. Motion carried 3-0
Respectfully submitted,
Nichole Boyden, Clerk
Lake Mary Township
September 2016
Lake Mary Township Monthly Meeting
Tuesday, September 13, 2016
Meeting called to order at 7:30pm by James Schmidt with pledge to the flag.
James made a motion to approve the agenda with addtions, 2nd by Dean, motion carried 2-0.
Brad made a motion to approve the bills in the amount of $34,329.94, 2nd by James, motion carried 3-0.
Dick Dreher was here to discuss his development work with Larry Zavadil and the upcoming sewer questions and how it pertains to the current sewer in Lake Mary Township. Mr Dreher will review the Lake Mary Sewer Ordinance online and contact the board with any further questions or developments.
The easement for the turnaround on the Steffen property was signed and sent to be recorded.
Road maintenance was discussed with the board and Runge Grading.
County Road 91 turnback. Brad will attend at meeting at 11am on September 27, 2016 at the LaGrand Townhall to discuss the turnback, maintenance and renaming issues.
Runestone Telecom Association is requesting a letter of support for their current project, that would provide high speed internet services to areas north and eat of Holmes City, including Mill Lake and the west side of Lake Mary.
Mailbag was looked at and discussed.
Motion to adjourn at 8:35pm by Brad, 2nd by James, motion carried 3-0.
Respectfully submitted,
Nichole Boyden, Lake Mary Clerk
October 2016
October 11, 2016
Meeting was called to order at 7:30pm by James with the pledge to the flag.
Motion by James to approve agenda with additions, 2nd by Dean. Motion carried 2-0
Motion by James to approve bills totaling $7,724.53, 2nd by Dean. Motion carried 2-0
Motion by Dean to approve minutes, 2nd by James. Motion carried 2-0
Motion by James to approve treasurers report, 2nd by Dean. Motion carried 2-0
Road conditions were discussed. Fishhook Drive grading and maintenance was a discussed and a plan to have Runge grade and fill with recycled cement.
Motion was made by James to accept the maintenance agreement with La Grande township, which has La Grande maintaining old County Road 91, now called W Lake Mary Drive, for $2,600 per year. 2nd by Dean, motion carried 2-0.
Supervisor Brad Brejcha has given notice of his impending resignation. At this time, the board must wait until we receive a formal letter of resignation, outlining an exit date. At that time, we will follow state mandates on replacing a supervisor mid-term.
Mailbag was looked at and discussed.
Motion made by James, 2nd by Dean to adjourn the meeting at 8:14pm. Motion carried 2-0
November 2016
Lake Mary Township Monthly Meeting
Monday, November 7, 2016
Meeting was started by James with the pledge to the flag at 8:02pm.
Motion by Brad to approve the agenda with additions, 2nd by James. Motion carried 3-0
Motion by Brad to approve bills totaling $8,553.98, 2nd by James. Motion carried 3-0
Motion by James to approve the minutes, 2nd by Dean. Motion carried 2-0, 1 abstain
Motion by Brad to approve Treasurer's report, 2nd by Dean. Motion carried 3-0
The board discussed current road conditions and projects that are to be finished.
Supervisor Brad Brejcha submitted a letter of resignation that will take effect once a replacement can be found. The board thanked Brad for his service and continued support of the Lake Mary Township.
A motion by James to accept the resignation, 2nd by Dean. Motion carried.
The board received notice from Pemberton Law regarding a quiet title action, that names Lake Mary as a defendant, as well as many other parties. Letter of acknowledgement was signed and sent back to Pemberton.
Mailbag was looked at and discussed.
Motion by Brad to adjourn the meeting at 8:45pm, 2nd by Dean. Motion carried 3-0
Respectfully submitted,
Nichole Boyden,
Clerk of Lake Mary Township
December 2016
Lake Mary Township Monthly Meeting Minutes
December 13, 2016
Meeting was called to order with the pledge to the flag at 7:32pm.
Motion by James to approve the agenda, 2nd by Dean. Motion carried 3-0
Motion by James to approve the bills in the amount of $119,444.45, 2nd by Dean. Motion carried 2-0. *Supervisor Brejcha needed to leave the meeting at this point
Motion by Dean to approve the minutes, 2nd by James. Motion carried 2-0
Motion by James to approve treasurers report, 2nd by Dean. Motion carried 2-0
No items from the floor
Road discussion with Runge Grading.
Donna Hoeper was present and expressed interest in filling the supervisor position vacated by Brad Brejcha.
Motion made by James to appoint Donna Hoeper as the supervisor, to fill the vacancy. 2nd by Dean, motion carried 3-0, by 2 remaining supervisors and clerk.
The board looked over an internal memo regarding the November election.
Mailbag was looked at and discussed.
Motion by James to adjourn the meeting at 8:31pm, 2nd by Dean. Motion carried 2-0
Respectfully submitted,
Nichole Boyden, Clerk of Lake Mary