Meeting Minutes:

Helena Township

Annual Meeting of Helena Township

Minutes of March 11, 2025 | 8:00 PM

New Prague Fire Hall, 505 5^th Ave. NW, New Prague, Minnesota 56071

 

Present:    Heather M. Taylor DuCharme, Duane Deutsch, Jeff Haag, John Wermerskirchen, Ed Nytes, Nathan Hutton, DeAnn Croatt, Peter Croatt, Kimberly Carlberg, Bill Nytes, Martin Ruehling, John Ruehling, Marsha Tangen, Scott County Sheriff Luke Hennen. (Copy of sign in sheet attached)

 

1. Call to Order. The Annual Meeting was called to order by Clerk Heather M. Taylor DuCharme at 8 p.m.

 

1. Moderator. On a motion by DeAnn Croatt, second by Duane Deutsch, Nathan Hutton was unanimously elected Moderator and stated the Order of Business.

 

1. Agenda. Announcement of agenda by Moderator (copy attached).

 

1. Minutes. After review of the minutes by all present and on a motion by Heather M. Taylor DuCharme/Kimbery Carlberg, the Minutes of the 2024 Annual Meeting were approved; motion carried unanimously.

 

1. Sheriff’s Report. Sheriff Luke Hennen presented a report from the Scott County Sheriff’s Department (attached). Sheriff Hennen fielded questions from residents and also advised those present of the following:

 

1. 1. Fraud crimes are up, including by internet, phishing, email, text, and phone calls, but break ins and burglary crimes are down. Car break ins are still a problem.
   2. The jail population is 100-110 people and not growing substantially.
   3. The Sheriff’s Office is fully staffed but currently hiring to replace staff for an anticipated retirement. Most police departments in the area are currently fully staffed.
   4. Reminder to residents to call if they see something that seems off (see something/say something).
   5. Gun permits are moving at a normal pace of about 1,600-1,900/year. A couple of years ago they were up to 3,000/year. Only a handful of permits are denied each year.
   6. There hasn’t been a large increase in problems related to cannabis even with it becoming legal.

 

1. Clerk/Treasurer’s Report. On motion by DeAnn Croatt/Martin Ruehling, approval to read summary of Treasurer and Clerk’s Combined Summary Report instead of reading all line items from both reports and all transactions for 2024; carried unanimously. Nathan Hutton presented, read, and reviewed a summary of the Clerk and Treasurer’s Report (copy attached). The review and reading included the number/amount of payments, receipts, account and fund balances, and debts. There was discussion of interest rates available for savings/money market accounts and that the Treasurer should contact the banks regarding more favorable rates. On a motion by Peter Croatt/Jeff Haag, the Clerk and Treasurer’s Combined Summary Report was accepted as presented; carried unanimously.

 

1. Road Report. Road Overseer Jeff Haag discussed the state of current road projects and maintenance and orally presented his written report (copy attached). Included in his report were the following items:

 

1. 1. MarDen maintenance after 2022 project completion.
   2. Crack filling and seal coating for Koeper, Mark, and Lucy after 2023 project completion.
   3. Update on ditches and tree removal and on review of blacktop with engineer.
   4. Dust coating scheduled for early June 2025.
   5. Discussion of weed control contract with Scott County and its cost savings and that there will be two applications for noxious weeds by Scott County’s vendor pursuant to the Township’s contract with Scott County.
   6. There were a lot of big trees and debris in the creek culverts after the rain last spring.
   7. Theft and damage to signs and new signs, including chevrons and children at play signs on 270^th.
   8. Discussion of the cost and expense to taxpayers of trash removal from ditches, including discarded tires, rims, and other large items.
   9. Review of mowing, graveling, grading, and snow removal for the past year.
   10. Discussion about gravel road maintenance meeting attended in 2024 provided by MDOT. There is an upcoming paved road maintenance class in 2025 that he will also attend.
   11. Review of upcoming projects:

1. 2025: 255^th/Willow Court overlay; Raven Stream overlay of approximately 100’ at intersection with highway; and culvert replacement at Lavonne and Raven Stream.
2. 2026: no large projects planned.

• 2027: Overlay for Silver Maple Drive, Maple Court, and Hunter’s Ridge.

 

1. Levy. The levy for 2026 was discussed and levy consideration will be ongoing until adopted at the 9/4/2024 Regular Monthly Meeting at the New Prague Fire Hall, 505 5^th Avenue NW, New Prague, Minnesota 56071 (5 p.m.).

 

Supervisors voted to not levy for the Road & Bridge Reconstruction Fund at the 9/5/2024 reconvention of the 2024 Annual Meeting, which lowered the 2024-2025 total levy. It is planned that there will not be a levy for the Road & Bridge Reconstruction Fund for some time in the future due to sufficient cash reserves.

 

The General Fund overspent last year due to increased election costs. All ARPA and county provided reimbursements were exhausted in the 2024 election cycle. The ARPA funds remaining in 2024 were used in part for election costs because the ARPA funds were required to be allocated to expenses within a specific amount of time. Future election costs are expected to be higher in future years due to inflation and because there will not be any ARPA funds available to offset costs and expenses.

 

Jordan Fire Department ordered a new fire truck with an expected cost of approximately $2.1 million. It also incurred expenses in 2024/2025 for a new roof with an expected cost of approximately $600,000. The Township has not received any final assessments or copies of any invoices to date for either of these expenditures. The Jordan Fire Department may use bonding to pay for the expenditure. There was discussion related to the added expense of bonding rather than taking out loans or other financing options and that cities sometimes bond even if it costs more to improve their credit rating. There was review of the Township’s contract with the Jordan Fire Department to confirm what costs and expenditures for which the Township may be assessed.

 

New Prague Fire Department Rural Fire Relief Association is planning on buying a new fire truck in approximately three years in 2028. It is planned to buy the truck after the Association is done paying off its share of the New Prague Fire Department building. The truck purchased may be a ladder truck, which may be problematic for use at fires on farm properties (weight on gravel/farmland).

 

There was discussion about what happens to the old fire trucks when fire departments buy new trucks. It is believed that they are sold but that it is unknown where the money from the sale is applied or goes (whether it goes toward the cost of the new truck or other fire department expenses).

 

There may be a slight increase in the levy for the general fund to budget for future election costs. There may also be increases in each fire department fund because of the anticipated costs for trucks and building maintenance. There was discussion about whether the Township can levy for proposed fire equipment and building maintenance assessments before receiving formal notice of final assessment amounts.

 

Nathan Hutton as Treasurer recommended not setting the levy at the meeting but continuing the Annual Meeting to the 9/4/2025 regular meeting. He recommended setting the levy at that time due in part to concerns for unknown assessments from the Jordan Fire Department and road project costs. It is also likely that cash reserves will be spent down because ARPA money has been fully expended as required. Using ARPA money for the past three to four years has helped the Township to create its current cash reserve. Duane Deutsch expressed concern that the Township has too high of cash reserves and should spend them down. Duane Deutch made a motion to set the levy at the 3/11/2025 Annual Meeting and not continue the Annual Meeting; there was no second and the motion failed.

 

September 4, 2024. NEED MINUTES FROM RECONVENE

 

 

1. Proposed levy and levy increases are:

2024 for 2025             2025 for 2026

General                                    $115,500.00

Road & Bridge                        $249,310.00

Road & Bridge Recon.           $0.00

New Prague Fire                     $  81,191.00

Jordan Fire                              $  31,500.00                                       

Total Levy                              $477,501.00

Total increase/decrease ******%

 

1. On motion by -----------/---------- to approve proposed levy, levy approved; carried unanimously.

 

1. On motion by -----------/----------to approve proposed resolution for levy, Resolution 09042025 for levy certification approved as presented; carried unanimously.

 

1. On motion by -----------/----------, annual meeting adjourned; carried unanimously.

1. Meeting/Workshop Schedule. There was discussion of the purpose of and need for workshop meetings and changing the regular meeting time from 6 p.m. to 5 p.m. On motion by John Wermerskirchen/DeAnn Croatt, regular meeting times will be at 5 p.m. moving forward with workshop meeting times remaining at 5 p.m.; carried by quorum (one opposed). The meeting schedule for 2025-2026 through the March 2026 were set. Unless otherwise indicated, all meetings take place at 5 p.m. at the New Prague Fire and Ambulance building, 505 5^th Avenue NW, New Prague, Minnesota, 56071.

 

Regular                                    Workshop

Meetings                                 Meetings

4/3/2025                                  4/16/2025

5/1/2025                                  5/21/2025

6/5/2025                                  6/18/2025

7/10/2025                                7/23/2025

8/7/2025                                  8/20/2025

9/4/2025                                  9/17/2025

10/2/2025                                10/15/2025

11/6/2025                                11/19/2025

12/4/2025                                12/17/2025

1/8/2026                                  1/21/2026 (workshop and annual audit meeting)

2/5/2026                                  2/18/2026

3/5/2025                                  3/18/2026

 

**Next Annual Meeting 3/10/2026 at 8 p.m.;

backup bad weather date of 3/17/2026 at 8 p.m.

 

1. Miscellaneous Annual Meeting Motions. Discussion of optional motions.

 

1. 1. Depository. Discussion of bank procedures, process for obtaining loans, and access to accounts. On a motion by Heather Taylor DuCharme/DeAnnCroatt, the depository will remain at the First Bank and Trust of New Prague; motion carried unanimously.

 

1. 1. Posting and Publishing. On a motion by John Wermerskirchen/Jeff Haag, Helena Township will (i) post notices at Cedar Lake Farm Regional Park at the posting location set up for Helena Township, (ii) publish the New Prague Times as long as the New Prague Times is available as a legal publication, and (iii) publish notices on its website; motion carried unanimously.

 

1. 1. Park Equipment. There was discussion of condition of park maintenance and park equipment at the Raven Stream Park. Jeff Haag advised those present that he checks on the equipment throughout the year and it appears to be in good condition. Steve Rynda Construction and Landscape LLC providing mowing services for the park, does good work, and only mows when needed. Quality Green provides weed control and fertilizing services for minimal cost.

 

1. 1. Memorial/Recognition. On a motion by DeAnn Croatt/Kim Carlberg, a Memorial and Recognition Fund of $200 was authorized/adopted; carried unanimously.

 

11. General Discussion. There was discussion of street light concerns. The Township has been contacted by MVEC about taking over a development’s street lights including intersection lights. The Township does not provide any electric or street light utilities to any other neighborhoods, developments, or subdivisions. On a motion by John Wermerskirchen/Peter Croatt, the Township will not take on responsibility for any existing or future street lights or utilities in any subdivisions, neighborhoods, or developments; carried unanimously.

 

12. Next Annual Meeting. Motion by DeAnn Croatt/Heather M. Taylor DuCharme to convene and call to order the 2026 Annual Meeting on 3/10/2025 at 8 p.m. (with backup date of 3/17/2024 at 8 p.m.) at the New Prague Fire Hall, 505 5^th NW, New Prague, Minnesota 56071; carried unanimously.

 

13. Continue Meeting. Motion by DeAnn Croatt/Jeff Haag at 9: 10 p.m. to recess and continue annual meeting to 9/4/2024 at 5 p.m. at the New Prague Fire Hall, 505 5^th NW, New Prague, Minnesota 56071; carried unanimously.

 

 

Respectfully Submitted.

 

 

___________________________

Moderator

 

 

___________________________

Treasurer

 

 

___________________________

Clerk

 

 

___________________________

Chairperson