OFFICIAL TRANSCRIPT OF THE PROCEEDINGS OF THE GRANT VALLEY TOWN BOARD OF SUPERVISORS MEETING OF THURSDAY, OCTOBER 8, 2009.

The Grant Valley Town Board of Supervisors met for their regularly scheduled monthly business meeting on Thursday October 8, 2009 at the Grant Valley Town Hall.

Board Members and employees present were Hiltz, Boyer, Rauch, Treasurer Boyer, Clerk Schmidt, and employee Gordon Pierce.

Supervisor Hiltz welcomed everyone and called the meeting to order with the pledge to the flag at 7:00 p.m.

APPROVAL OF MINUTES:

Supervisor Rauch made a motion to accept the Minutes of the September 10, 2009, Regular Meeting as written. Supervisor Boyer seconded motion and it carried on unanimous voice call vote.

TREASURER’S REPORT:

Treasurer reported fund balances of General $63,125.90; Road and Bridge $203,396.99; and Fire $24,639.61 for a total cash on hand balance of $291,162.50. Supervisor Boyer made a motion to accept the Treasurer's Report subject to audit. Supervisor Rauch seconded the motion and it carried on unanimous voice call vote.

PAYMENT OF BILLS:

The bills were reviewed. Supervisor Boyer made a motion to pay the bills as presented. Supervisor Rauch seconded motion and it carried on unanimous roll call vote. Discussion held on Freeburg & Grund's not to exceed amount of $21,300.00 as their bill is $24,622.34. Supervisor Boyer rescinded the motion and asked Kelly Booge who was present from Freeburg & Grund why their billing is over the not to exceed. One of the billings was from the original easements back three years ago. The other items were for the change order re-designing. When the numbers were added up there was a $700.00 discrepancy that Kelly Booge could not explain. Kelly asked us to cut a check for $20,000.00 and he will get the accounting back at the office to explain it. Supervisor Boyer made a motion to pay the bills as presented except the Freeburg & Grund bill which will only be paid $20,000.00 and then when the billing is explained the remainder will be paid. Supervisor Rauch seconded motion and it carried on unanimous roll call vote.

NEW BUSINESS:

Mr. Casper Urbanik from the DNR talked with both Supervisor Boyer and Supervisor Hiltz regarding the corner by Gerald Miller's. Discussion held on the same and all seems to be fine over there now except Gerald needs to take a fence down which he agreed to do.

Gary Skime was present regarding the road in the Stacyrich Estates. Matt Murray and the Bitkers were not present to request a road hearing. Not much we can do as the road isn't completely finished. No action taken.

OLD BUSINESS:

Mr. and Mrs. Brewer were present and Boot Lake Road was discussed. They were unable to attend the last meeting. Mr. Brewer has expressed in writing his concerns, primarily on the driveway situation. They feel the safety and utility of their approach is not what it should be. The E911 signs have been put back up. The silt fence was removed today and everything else on the punch list has been taken care of. The road is warranted for a year after it is o.k.'d. There is a very good chance we are going to see more washouts along that road and they are going to have to come fix them next year. We are holding a portion of Reierson's money. The driveway of the Brewers was shown to them as the engineer had them drawn and they do not feel that is correct. Mr. Brewer said they just have to have some more space that is the bottom line. The previous driveway didn't have any ditch and now it has a ditch and that is one of the problems. Aerial photos were reviewed. Discussion held. He wants a 66 foot right of way easement instead of the 120 foot one. Mr. Brewer would like the temporary easement beyond 2012. He would like it until 2020. Discussion held on whatever else they would have issues with. Supervisor Boyer indicated that if we were going to extend this out to 2020 that he would like to cut some more trees. Mr. Brewer felt that wasn't a bad idea. It shouldn't be done for a couple of years as we don't want to go in there yet. Discussion held. Maintenance period longer and 66 foot right of way is what he wants for sure and then the driveway is the only other issue he has.

Supervisor Boyer made a motion to send a letter to Troy Gilchrest regarding Boot Lake Road indicating that when the project is done there will be 66 foot permanent right of way easement throughout the road project but Mr. and Mrs. Brewer want a temporary slope easement until 2020 for impact of construction and erosion. We already have it until 2012, but he wants it extended to 2020. Is that feasible? If so, what should we be addressing in the easement? We should attach the original with highlighted areas. In addition, we put in a driveway that is theoretically the same as his previous driveway and Mr. and Mrs. Brewer want us to make it wider and we don't want to make it wider. Do we have an obligation to do this? They feel the safety and utility of the driveway is not what it should be. Supervisor Rauch seconded motion and it carried on unanimous voice call vote.

CORRESPONDENCE:

The Sub-Grant Agreement from MN Dept of Public Safety was received, reviewed, signed and will be returned to them as requested.

The verification of road status from Beltrami County was received, reviewed a couple changes were made and it will be returned.

NO REPORTS:

Joel Johnson was present to see if we needed anything for the upcoming season. Discussion held on road grading and the schedule.

Supervisor Hiltz made a motion to send a letter to Dale Engen to go ahead and put the snow fence on sportsman's road be careful because there are small trees planted out there now. Please talk with the landowner prior to putting it in. Supervisor Boyer seconded motion and it carried on unanimous voice call vote.

Supervisor Boyer made a motion to send a letter to Dale Vogt telling him to get his grader and packer off the Boot Lake Road asap. Supervisor Hiltz seconded motion and it carried on unanimous voice call vote.

As there was no further business, Supervisor Rauch made a motion to adjourn. Supervisor Boyer seconded motion and it carried on a unanimous voice call vote. Meeting adjourned at 9:05 p.m.

Respectfully Submitted,

Angela Schmidt

Clerk