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TOWN OF NORTH STAR       07/18/2023

CALL TO ORDER, WELCOME, and PLEDGE OF ALLEGIANCE – Jan            6:30PM

ATTENDANCE: Supervisors: Jan Keough: Supervisor, Dick Dillon: Supervisor, Gary Mantay: Supervisor, Donna Elsbury: Treasurer, Jenae Pitoscia: Clerk, Mary Hellman: Deputy Clerk, Mike and Caroline Siers.

JUNE 2023 MINUTES – Updates required in RECYCLING and WEBPAGE/COMMUNICATIONS areas. Updated meeting minutes posted to webpage. Clerk needs to ensure that all meeting minutes are posted to the webpage after board approval. Dick made motion to accept June 2023 meeting minutes. 2^nd Gary. Jan: Aye, Gary: Aye, Dick: Aye. Motion approved.

FINANCIAL REPORT – Donna

TRANSFER –Transfer amount $6680.29. Check numbers 8591-8602. PERA EFT $90.00. PERA was a bit higher this month due to extra supervisor meeting attended.  Dick made motion accept transfer of funds. Gary 2^nd. Jan: Aye, Gary: Aye, Dick: Aye. Motion approved.

TRESURER COMMENTS: Donna:

1. Board has submitted letter to WLSSD for grant. Should be coming soon.

• Jan signed Employee forms required by the State of MN Department of Labor and Industry. These are required for all new or updates in employee status. These were completed for Jenae Pitoscia and Mary Hellman. Dick had question if this form will be needed for promotional changes. Answer is yes, any employee changes will require the form to be submitted.

• CLC coverage from MATIT will show a slight increase of about $77.00 in premiums. Recycling shed is included in the premiums and was as of last year as well. Question if Isuzu truck should still be covered on the insurance. This can be removed. Donna will ensure that is removed from the coverage. “Contractors Equipment” coverage is stated to cover up to $20K on the policy. Question about what would be covered under this area. This will be clarified by Donna. Need clarification on fire truck that is on a lease to own contract. Not sure where this would fall in insurance. Need definition. It is a covered vehicle currently. Donna will get clarification. Board wants to ensure fire trucks are covered fully. There are 2 trucks currently a 2019 and a 2007. As stated in policy, “Comprehensive Coverage” is actual cash value or cost of repairs whichever is less and “Collision Coverage” is actual cash value or cost of repairs. No limit is stated in coverage. There is a copy of last years coverage vs this year’s coverage. Donna will be reviewing this closer.

• Resolution for Emergency Services. This template form will be put in place for circumstances where a supervisor will need to complete work on behalf of the township. This will be to be put on file. An invoice will also be needed in this circumstance. Question from Jan on if we need this form filled out for every type of emergency service that should arise. This cannot be a blanket statement resolution. It needs to be specific to the job. An example of when this form would be used would be for emergency snow removal from the roof.

• Still waiting on answer from MAT on monthly earning statements. There is an area in CTAS were we can provide this information.

• Board would like to transfer responsibilities of Deputy Clerk to Mary Hellman and Clerk to Jenae Pitoscia.  Dick made motion to add Jenae as Clerk and Mary as Deputy Clerk as of July 18^th. 2^nd Gary Jan: Aye, Gary: Aye, Dick: Aye. Motion approved.

• Motion to add Jenae Pitoscia as a signer to the Board checking account and Credit card. Jan made motion to add Jenae to banking. Gary 2^nd. Jan: Aye, Gary: Aye, Dick: Aye. Motion approved.

1. Jenae and Donna will complete this process with the bank.

CLERK COMMENTS / CORRESPONDANCE- Mary/Jenae:

Board would like to thank Mary Hellman for her work as Clerk over the last 2 years. She has been instrumental in participating in the town board and has navigated many obstacles. She is stepping down from the Clerk position to the Deputy Clerk position as of July 18^th. Board would like to thank Jenae for stepping in as Clerk. This news will be added to the board website.

SHORT TERM RENTAL PROPERTY:

• A public meeting is scheduled for August 8^th to discuss STR’s Notice will be in Enews and a notice will be posted on bulletin board as well.
• Committee has put together a draft ordinance
• There was an informational gathering with the County Planning director on June 23^rd. In attendance were individuals from Pequaywan township and Eagles Nest township.
• Many questions are still outstanding.
  • Is the county going to back any ordnance that the township puts in place?
  • Is the county going to continue to permit STR’s if we have an ordnance of our own that limits the amount of STR’s the board would like in the area?
  • Will the board need to take on additional duties on such as planning and zoning?
  • How will new ordnance be enforced?
  • Is there a potential for lawsuits against the township?

• If an ordinance is in place the township will be required to manage it. That includes forms, review and decision making.
• Board is requesting attorney review any ordnance put in place.
• The committee has put the draft together based on the county’s regulation as well as limitations such as quiet times and fireworks. This is an ongoing draft and suggestions from the board and public and still needed.
• Board agrees that limitations to the number of STR’s is needed.
• There is an area on the County Planning webpage and see the permits that are currently in place for the area. It lists permit actions and dates.
• Committee’s intention is to document rules and regulations for a base if issues arise from an STR.
• Main enforcement would be to potentially pull a license if the regulations are not followed.
• There is a county complaint form available to log issues with STR’s.
• Mortarium is still in place with the county for STR’s, however there has been one issued while moratorium has been in place.
• Jan would like committee to revise ordnance that would have county regulations added to our proposed ordnance with additional items added like limitations, quiet hours and fireworks. It needs to be comprehensive so we get the most feedback as possible from the public.
• Proposed ordnance will be provided before the August 8^th meeting for the public to review before and after meeting. This will be on the website and sent out with ENews. Feedback will be taken by the board up until August 15^th. Comments should come to town board via email or at the August 8^th meeting.
• Jan to set up meeting with Paul McDonald.
• If the township does have an ordnance for STR’s there would be cost involved. This could be a capped cost if needed.
• Could extend moratorium on STR’s if needed

RECYCLING: Jan: Grant is in progress

WEBPAGE/COMMUNIATIONS REPORT: Jan: ENews update is in progress.

Updates Include:

• There will be notice of August 8^th meeting.
• A reminder on land use enforcement.
• Recycling.
• Should be put notice in regards to brush pile? Dick stated that ENews needs to state that we still have a brush pile.  Individuals need to contact Gary Mantay in regards to brush pile.
• New Clerk and New Deputy Clerk

FIRE – Rory/Gary: Fire department has 2-3 new members. Fire training is coming up for those new members. Pump training on July 19^th. 1 call came in from logging equipment fire. Fire was contained to the equipment only.

MAINTENACE: Dick: Seal cost for parking lot has 1 quote for $5100.00. This cost includes cracks and sealing. Would need to contact WLSSD to move dumpsters so sealing can be completed. Pickle ball lines would cost additional $400. That is not needed as members of the community will complete after the sealing is completed. There is another quote coming in soon from Duluth Asphalt. Question from Dick is due to scheduling can he determine the best course of action. Gary made motion to allow Dick to determine who to hire based on another quote not to exceed $5500.00. 2^nd Jan. Jan: Aye, Gary: Aye, Dick: Aye. Motion approved.

ROADS- Gary: Road was graded week before last. Potential for fall grading if necessary

NEW BUSINESS- Gary/Jan:  NA

OLD BUSINESS – NA

REVIEW OF DUTIES-

• Donna to set up banking with Jenae
• Jan to work on STR announcement and ENEWS
• Dick to get seal coating done

UPCOMING EVENTS – August 8^th public forum

August 15^th is next board meeting

ADJOURNMENT: Dick made motion to adjourn 7:40 PM Gary. 2^nd Gary. Jan: Aye, Gary: Aye, Dick: Aye. Motion approved.

TOWN OF NORTH STAR       06/20/2023

CALL TO ORDER, WELCOME, and PLEDGE OF ALLEGIANCE – Jan            6:30PM

ATTENDANCE: Supervisors: Jan Keough, Dick Dillon Gary Mantay. Treasurer Donna Elsbury, Clerk Jenae Pitoscia, Deputy Clerk Mary Hellman, Deputy Treasurer Ray Barnes, Mike and Caroline Siers.

MAY 2023 MINUTES – Updates made per feedback. Updated minutes provided. Dick: Motion to approve May minutes based on corrections. 2^nd: Gary. Jan: Aye, Gary: Aye, Dick: Aye. Motion approved.

FINANCIAL REPORT – Donna

TRANSFER –Transfer amount $6241.65. Check numbers 8575-8590. PERA $54.00. 2^nd Quarter IRS $796.88 Gary made motion accept transfer of funds. Dick 2^nd. Jan: Aye, Gary: Aye, Dick: Aye. Motion approved.

June 2023 Payroll Claims:  Dick made motion to accept. Gary 2^nd. Jan: Aye, Gary: Aye, Dick: Aye. Motion approved.

TRESURER COMMENTS: Donna: Check from DNR should be deposited to fire EMS. Check was for fire in gravel pit.

Certificate of Appointment for Deputy Town Clerk: Donna filled out form and Mary will need to sign off on.

The Board and Treasurer discussed the employee notices of employee pay rate to be given to employees once a year or whenever the pay rate changes.  This is required for staff, but not for elected officials (Board Members).  Treasurer would fill out a form for each employee (see guidance from MAT).  Treasurer Donna will contact MAT to find out if monthly earnings statements to staff are required as well.

Dick questioned process of determining how township will determine fair pay for supervisors in emergency situation. In emergency (very short notice) situations, the supervisors must quickly determine the cost of each service and estimate the cost and timeliness of bringing in an outside service provider.  Supervisors would be paid at or below standard contracted person per MAT (Minnesota Association of Townships). Annual resolution will allow for supervisors to step in, in these emergency situations.  Donna will develop the annual resolution and will develop a generic invoice form that can be used for multiple types of emergency services.

Final Town Levy: Forms reviewed and submitted in the past by Linda Britton. Clerk should be sending this in to county. County has not sent this form as of yet. No request from county that we need to send in. Donna to contact county on what is required for this process.

Payment for Jim Taft (plowing service) was covered from 11/2022 to April 2023. Need to have invoices sent monthly for plowing service to avoid issues in the future. Form will be provided.

Recycling Building has been added to insurance.

CLERK COMMENTS / CORRESPONDANCE- Mary/Jenae: Mary created a contract for lawn mowing services. This will be filed and saved for future use. These contacts will also be utilized for plowing, mowing grading etc. and kept on file.

SHORT TERM RENTAL PROPERTY: An information exchange forum has been set up with county Interim Director of Planning on Friday June 23^rd 2023. This is informational only. Denise will be in attendance. Mary will take minutes. This will be an opportunity to learn about how the county permits, manages and enforces short term rentals, and discuss how a possible township ordinance on STRs would interact with county programs.

Updated document on STR (Short Term Rental) has been sent by Denise to Township Board. Committee requested to know if there are any further questions in regard to updated document. Does an STR (Short Term Rental) get classified as a homestead? Answer: No. Policy in regards to residential zoning areas. Has this been reviewed? This needs to be further researched.

Public forum on STR (Short Term Rental) will be scheduled after county meeting. This will also be available online for comments as well. 1-year moratorium is in effect in township in relation to STR’s (Short Term Rental). This will be put on ENews. informational postings and on website to share information with the public.

The Clerk was asked to contact MAT and our MATIT insurance agent to determine with MAT (Minnesota Association of Townships) if township insurance policy cover denial of a STR (Short Term Rental) permit. This will also be brought to county meeting as well.

RECYCLING: Jan: Grant has not yet been received as of yet. Recycling event went well. WLSSD individuals were at the town hall last Saturday to collect electronics and information on recycling plastic.

WEBPAGE/COMMUNIATIONS REPORT: Jan: Daisey Wallace has fixed the website issues. Cost was $50.

FIRE – Rory/Gary: 2 calls since last meeting. Brush fire in gravel pit on Pequaywan Lake Rd. DNR on site. Burned for several days but was contained. Another call on Barrs Lake Rd.

PERA retirement to be potentially increased without additional cost to township. Safe amount per person would be $800.00. Leaves township at 112% funded. Require a board approval for that amount. Will be sharing information with board members to see change. Would not take effect until first of the year. This would not be retroactive. This does not impact levy. Motion by Dick to accept the $800.00 increase to PERA. 2^nd Jan. Jan: Aye, Gary: Aye, Dick: Aye. Motion approved.

Turn out gear has been ordered. 3 sets total

Pancake breakfast made $1325.00 profit. 122 people in attendance

MAINTENACE: Dick: Still working on estimates for sealing of blacktop as well as crack filler by door.

ROADS: Gary: Midsummer grading on first section of road is a potential depending on how road holds up

NEW BUSINESS- Gary/Jan:  NA

OLD BUSINESS – NA

REVIEW OF DUTIES: Mary to contact MAT on insurance. Public forum to be scheduled by Jan. Donna to contact county on levy documentation. Donna to prepare employee payroll documents.

UPCOMING EVENTS –

JULY 18^th next meeting

ADJOURNMENT: Motion to adjourn 7:31 PM Dick. 2^nd Gary. Jan: Aye, Gary: Aye, Dick: Aye. Motion approved.

TOWN OF NORTH STAR       05/16/2023

CALL TO ORDER, WELCOME, and PLEDGE OF ALLEGIANCE – Jan            6:29pm

ATTENDANCE: Jan, Jenae, Dick, Gary, Mary, Sue, Ray

APRIL 2023 MINUTES – Review and Board approval. Ensure that yay and nays are properly documented and accounted for payroll or financial reports. Ensure that board’s approval is documented as well. Gary motion to accept notes. Jan 2^nd. Approval unanimous. Jan: Aye, Gary: Aye, Dick: Aye

MARCH 2023 PAYROLL AND CLAIMS – $4970.46

FINANCIAL REPORT – Ray

TRANSFER – Ray reported Transfer amount of $4970.46 for checks #8562-8574. EFT’s for PERA $108.00. IRS quarterly tax payment $0.00. Gary motion to approve. Jan 2^nd. Approval unanimous. Jan: Aye, Gary: Aye, Dick: Aye

Question on how many supervisors need to sign documentation on accounting for payroll. This is for filing purposes as well as to ensure review of hours and pay for clerk and accounting.

CLERK COMMENTS / CORRESPONDANCE- Mary/Jenae: Invitation to annual meeting and Election of the SLC Association of Township Officers May 24^th in Cotton MN at 5:30 PM. Dinner included 6:30 PM.

Ray asked about communication on a new election machine and retiring current machine township has. Should be free of cost per Pequaywan Township communication.

RECYCLING – Jan. WLSSD June 10^th will have open house at the townhall. Electronic item pickup will be part of that open house. Flyers will be distributed at the pancake breakfast to constituents. Potential of having them do a hazardous waste pickup time in the future.

WEBPAGE/COMMUNICATIONS REPORT – Jan: Sign up button for Enews is down and is not allowing for new individuals to sign up. Jan contacted Daisy Wallace, the clerk from Pequaywan Township, set us up for a stand-alone sign-up system to allow for new members to continue to sign up. Would be charging $25.00 per hour for set up. Estimation of hours to set up is about 3 hours. Dick made motion to pay up to $150.00 for this to get done. Gary 2^nd. Approval unanimous. Jan: Aye, Gary: Aye, Dick: Aye

Enews was sent in regard to pancake breakfast and WLSSD open house on 5/16/2023.

FIRE – Rory/Gary: One member resigned. Gaining potential 3 new members. No burning permits currently. Sitting at Fire danger. Burning pile is reopened.

MAINTENACE: Lawn maintenance is going to be taken care of by Ken. Will create a contract for this service.

Emergency situations can be completed by board members if there is a statement on file that explains that members will work at or below a regular cost. This will need to be an annual resolution for supervisors to be able to complete functions due to emergency. When supervisor turns in a payroll request form needs to state that the work was completed at or below a typical contract.

ROADS: Gary: Roads were graded.

UNFINISHED BUSINESS –

     SHORT TERM RENTAL PROPERTY – Email sent by Denise to group in regards to STR’s on 5/16/2023. Copy was provided. Meeting was scheduled with director of planning but was cancelled due to his resignation. Reschedule will happen at a later date TBD. Moratorium is still in place.

Question: Has committee revised the documentation in regards to ordinance? Board would like to see the updated documentation. Would also like to have discussion with the county. Would like to go to that meeting with the proposal in hand.

     CLERK DUTY’s- Discussion regarding the switching of duties between Mary and Jenae as Clerk and Deputy clerk. July meeting would be a potential date to change positions. Dick motion to make Jenae as Clerk and Mary as Deputy Clerk as of July Meeting. Gary 2^nd. Approval unanimous. Mary will review trainings for a smooth transition. Jan: Aye, Gary: Aye, Dick: Aye

NEW BUSINESS- Gary/Jan:  Sealing of the blacktop needs to be completed.

REVIEW OF DUTIES – Jan to get web news operating. Donna is going to update credit union login. Mary will work with MAT on trainings. Dick will get estimates on sealing.

UPCOMING EVENTS –

MAY 28^th, 2023 AT 8:00AM – NOON, NS FIRE DEPT PANCAKE BREAKFAST

JUNE 20^th next meeting.

ADJOURNMENT: 7:06 Motion by Gary. Dick 2^nd. Approval unanimous.

TOWN OF NORTH STAR                712-770-4927/718924#

January 19, 2021

CALL TO ORDER – Janet Keoughcalled the meeting to order.  In attendance:  Supervisors Janet Keough, Dick Dillon and Gary Mantay, Treasurers Ray Barnes, Towanna Rovenko, Town Clerks Linda Britton and Carrie Landman, Weed Inspector Deb Pomroy and Fire Chief Rory Blazevic

PLEDGE OF ALLEGIANCE

MINUTES APPROVAL –Dick Dillon requests removal of this text from December minutes:  Dick Dillon but requested they be consolidated/shortened in the future.    . Janet Keough confirmed the minutes should contain factual comments.  Dick Dillon made a motion to approve the December minutes, Gary Mantay second the motion, vote: Gary aye, Dick aye, Jan aye.  Minutes are approved with changes above.

TRANSFER – Request approval to transfer $4,856.90 for claims #8156 – 8171, 010121, 010221, 010321, 010421.  Gary motion to accept, Dick seconds vote Gary aye, Dick aye, Janet aye.  Financial materials approved ****Dick made the motion to approve the transfer and Jan seconds the motion.   Vote: Dick aye, Gary aye Jan transfer from savings to checking

January 2021 Accounts Summary

COMMENTS FROM CLERK OR TREASURER   

Ray Barnes noted that training with Towanna is pending.  Janet Keough confirms that Towanna will have a Township laptop and printer by 2/1/2021.  Janet Keough suggests taking it to Best Buy to be cleaned if she is interested.

Carrie Landman reported all January 2021 quarterly/annual State and Federal filings have been completed including the 2020 W2’s.  She also reported that Dick Dillon is the sole candidate for the March 2021 Election.  Carrie Landman requested a motion to approve the election judges:  Gary Mantay, Bill Taft, Sue Forbragd  

Dick made the motion, Jan second the motion.  Vote: Dick, aye, Gary aye, Jan aye.  Linda Britton confirms she will ensure Sue is trained on how to file the election paperwork with the county.

Carrie also made a recommendation to purchase the fireproof storage cabinet for document archive from Camping World/Gander for $400.  Dick suggests that he and Gary can move it.  Jan makes a motion to purchase the cabinet. Dick second the motion to purchase and he and Gary will pick it up.  Gary will pay for it on his Township credit card.  Vote Dick aye, Gary aye and Jan aye.  Carrie to call and confirm and put Township name on one and confirm with Dick and Gary. 

Carrie Landman reports she now has a Town of North Star notary stamp. Linda Britton reports that she will work with Carrie Landman on the election transition

CORRESPONDENCE – Duluth School Board resolution – combined polling place – Lakewood Town Hall.  Jan suggests putting it in future Township email communication possibly 3^rd quarter.

FIRE DEPARTMENT – Rory reports there have been no calls.  They’ve ordered three sets of turnout gear but there is a backlog.  In addition, all classes for Firefighter 1 and 2 have been postponed.  EMT training at has been postponed until March and will be re-evaluated at that time  Rory reported that some EMT members have received COVID19 vaccines.  Linda asks about Fire training, but it’s still on hold.  Rory suggests that after the second round of vaccinations training might be able to resume.  Ray requests Rory write a thank you letter to CLP and include how the grant money was spent.  Rory would like to include photos of members in their gear.  Ray says they read the thank you letters at their Operation Round Up meeting and it gets published in their member manual.  Carrie Landman asks Rory if he has retrieved the MN Depart of Revenue 2020 Fire Equipment Certification for Fire State Aid Payable in 2021 which requires Rory to fill out, sign and return by 3/15/2021.

MAINTENANCE –  Dick Dillon reports a potential candidate for Weed Inspector. Janet reports she can communicate with the Pequaywan Garden Club for potential candidates. Todd Signs took down and is working on the new sign!

RECYCLING  –  Janet reports that Ray provided the report for the 2020 Recycling grant. 

ROAD –  Gary Mantay reported they moved a 200-pound boulder to ensure the snow plow wouldn’t hit it.  The roads are still slippery.

WEBPAGE REPORT  –Carrie reported 35 email sign-ups received since form went live and newsletter went out at the end of December. 

COMMUNICATION REPORT  – Carrie Landman researching email service providers (ESP).  A system the Township can use to send emails to the residents who have signed up to receive emails.  Carrie reports the benefits to using an email system to send emails:  email design templates, protecting the @northstartownship.org domain, manage resident opt outs.  Jan also reported using a email system makes it easy to track bad emails and our email communication will display well on both a computer and smart phone.

UNFINISHED BUSINESS –  Carrie Landman reported that she is working with Linda on access to her Google docs and will coordinate with Towanna on a Cloud/Web based storage solution for important documents.

Janet brought up the March Annual Meeting and whether or not the meeting can be held in person.  Jan would like to suggest that due to COVID North Star Township have a ‘remote’ Annual meeting via telephone where the election results and 2020 Audit Report would be shared with those attending the remote meeting.  Linda reported that the decision to hold the annual meeting ‘remotely’ is not up to the Board but the residents.  Towanna Rovenko suggested sending a print, email and message board posting communication to the residents requesting that, due to COVID19, whether the meeting should be held in person, with limited capacity at the Town Hall or by telephone with a continuation of the meeting in June or July when the weather permits outdoor seating.  The communication will include that March Election voting will be held in person at the Hall.  Jan will do research with both the Minnesota Association of Townships to see if the communication is permitted and also with neighboring townships to see how they are handling the Annual Meeting.  Residents have to be notified of the Annual Meeting by 2/28/2021.

NEW BUSINESS –  No new business

REVIEW OF DUTIES –  Dick and Gary to purchase, pick up and deliver the fireproof safe after Carrie Landman calls to confirm availability, Rory write the CLP thank you, Jan finish and send the recycling grant report, Janet will contact MAT and other Townships regarding Annual Meeting.  Carrie to post the 2022 Budget Meeting notice.

UPCOMING EVENTS

Audit meeting January 27, 2021 6:30 pm:  signs posted on message boards   Janet will not be able to attend.  Gary and Dick will do the Audit meeting.

2022 Budget meeting February 8, 2021 6:30 pm Carrie Landman to post 10 days before the meeting

NEXT MEETING      February 16, 2021 (Tuesday due to 2/15/2021 holiday)

ADJOURNMENT   Janet adjourns meeting at 7:22 pm

Respectively submitted,

Carrie Landman

Town Clerk in training