FEB132008

Minutes
LAFAYETTE TOWNSHIP BOARD OF TRUSTEES
Workshop Meeting
Wednesday, February 13, 2008

Meeting called to order: 3:04 p.m.

Members Present: Trustee Lee Kehoe, Trustee Lynda Bowers, Trustee Donald Butler, Fiscal Officer Shirley Bailey.

Minutes:
1/22/08 – Mr. Kehoe stated that the minutes did not reflect the entire conversation, but the end result was the same
with regards to the next Trustee Meeting. Mr. Butler moved to approve the minutes with Ms. Bowers seconding. All
voting in favor.

Requisitions:
Ms. Bailey presented the requisitions. Mr. Kehoe asked Mr. Figgers about the lock at the town hall. Ms. Bailey replied
that her office took care of that situation. Mr. Kehoe asked Ms. Bailey if there was a way to have the Fiscal Officer set
up a fund so as to not have these small amounts for postage, etc. being presented each meeting as separate line
items. Ms. Bailey replied that she uses the credit card for these charges and must have the documentation for them.
Ms. Bowers suggested having Ms. Bailey simply present a total amount each month. Ms. Bowers moved to approve
the requestions. Seconded by Mr. Butler. All voting in favor. Mr. Figgers asked the board why the septic system
charges are billed to the Service Department when they do not have a bathroom facility. Ms. Bowers replied it was an
appropriate place for the charge to appear.

Old Business:
Zoning Fee Schedule – Mr. Kehoe stated that there needs to be a fine for those who do not obtain a permit. Ms.
Bowers replied that is included in the proposal; she is suggesting that the fine be 100% of the fee. Ms. Bailey asked
for the correction of $.10 per copy as opposed to $.15 per copy. Mr. Kehoe asked for clarification on Section D2. How
long is temporary for a temporary tent? Ms. Bowers stated that temporary means anything that is not permanently
affixed. The reasoning behind this item is to make sure that underground electric, etc. is not run to these tents. Mr.
Kehoe asked if people have a party in their back yard and want to put up a tent, they would then be required to have a
permit. Ms. Bowers replied that if it is over 120 square feet. Mr. Kehoe and Ms. Bailey suggested altering the
description. Ms. Bowers suggested adding “exempt from casual residential recreational use”. She will make the
changes that have been suggested and resend the corrected proposal to the Trustees. Ms. Turpin pointed out a
change on B1 of $25 to $0. Ms. Bowers replied that had previously been changed to $0. The item was left in the
schedule to add clarification. Mr. Kehoe asked if a permit was needed for a fence. Ms. Bailey replied only if it is in a
development. Mr. Kehoe pointed out that G2 is proposed to change from an annual fee to a onetime fee. Ms. Bowers
stated that the Zoning Inspector felt it was cumbersome to keep track of each occurrence. Mr. Kehoe stated that it
could be set up by date, such as dog licensing. Mr. Kehoe stated he was fine with the change to $50. Moving on to
G3, the same change of a onetime fee to $50 is suggested. On G5, the question is how we know when the 30 day
period is expired. Ms. Bowers replied that she and the Zoning Inspector discussed this matter, and could possibly
issue a permit with no charge. She also does not know how we can regulate this issue more than we currently do. The
township would have to be able to prove when the sign was first posted and count forward 30 days. It is not really a
problem within the township at this time. If a complaint is filed, then documentation would have to be done to determine
the 30 day time period. Ms. Bowers recommends leaving the amount at $25 for G5. Mr. Kehoe read that the penalty
for failing to obtain a permit is 100% of the fee, or double the fee. Ms. Bowers moved to approve the changes as
reviewed and accept the Schedule of Zoning Fees. Ms. Bailey questioned whether this should be done in a
Resolution. The Board agreed. Ms. Bowers moved to approve RESOLUTION 07-2008 FOR THE PURPOSES OF
ADOPTING THE NEW ZONING FEE SCHEDULE AS REVIEWED. Mr. Butler seconded. All voting in favor.

Cemetery Deed – Mr. Kehoe asked to table this at this time. He spoke with Mr. Michelson and received the suggestion
that the deed be notarized. Ms. Bowers responded that was the only change from the old document and the state law
is that deeds for cemeteries no longer need to be notarized since land is not transferring. Mr. Michelson also
suggested that the cemetery rules also need to be updated. Ms. Bowers agreed. Mr. Kehoe would like to table until
the March meeting. Ms. Bowers stated that she has several sales waiting and she will utilize the old form for them.

Employee Application for Adam Nilson – Mr. Kehoe stated the application had been received on 12/21/07. He asked if
there were any concerns with this applicant. Ms. Bowers asked why the Trustees are just now acting on the application
that was received in December by the Fire Chief. Mr. Kehoe stated that it was received by the Trustees at the January
22nd meeting and was not acted on at that time since it had just been received by them. Ms. Bowers moved to
approve this applicant since Chief Sheppard has done the background checks on Mr. Nilson with the exception of the
physical. Mr. Butler seconded the motion. All voting in favor.

Mr. Kehoe asked Chief Sheppard what the status was on John Broemalkamp, the other applicant presented at the
January Trustee Meeting. Chief Sheppard replied that the applicant was trying to get his certification switched over to
Ohio from Illinois. Mr. Kehoe asked if he has been attending meetings or training in the meantime. Chief Sheppard
replied he has. Mr. Kehoe stated that Ms. Bailey needs his information if he is going to be an employee. Chief
Sheppard stated that he does now have the correct address.

Resolution for Personal Vehicle Use – Mr. Kehoe stated that he has some concerns with this resolution. RESOLUTION
08-2008: A RESOLUTION ESTABLISHING A PERSONAL VEHICLE USE POLICY. Ms. Bowers clarified that this
resolution is for employees of the township with access to township vehicles for use. Ms. Bowers stated that the IRS
has noticed that the township does not have some policies in effect that are necessary. This is one of those areas.
Ms. Bailey stated that the IRS would also like an updated handbook. Ms. Bowers stated that she attended a State
Auditors Meeting this past week and some of these policies were discussed. Ms. Bowers asked Auditor Taylor if she
would consider putting best policies and procedures on the state website in an indexed form. This suggestion is going
to be implemented. Mr. Kehoe read the resolution. Ms. Bailey stated that the current statutory rate for reimbursement
is $.485/mile. Ms. Bowers stated that Ms. Bailey had inquired if a requirement for reimbursement should require
certain documentation. Ms. Bowers learned that the auditor’s office allows each fiscal officer to set their own
requirements; therefore it is not included in the resolution. Mr. Butler asked if in section 2, the employee would have to
receive approval for personal vehicle use from the Trustees before actual use. Ms. Bowers replied yes. Mr. Kehoe
suggested adding “Board of Trustees or designated liaison”. Chief Shepppard asked if this would affect what he does
with regards to reimbursement. Mr. Kehoe replied that it would. If there is a township vehicle that Chief Sheppard has
use of, he would need to use it for his daily work activities. Chief Sheppard stated that the vehicle is not always
available. He stated that he has only been turning in about 100 miles a month for reimbursement, whereas he uses
about 100 miles a week. The available truck is located at the Chippewa station. There is no protection for the truck at
the Lafayette station. Discussion was held with Chief Sheppard and the Trustees. Chief Sheppard stated that it is in
his contract to be reimbursed for personal stuff, but if the Trustees do not wish to continue, so be it. Mr. Kehoe stated
that there is equipment currently stored in the back of the pickup that needs to be secure. Chief Sheppard stated that
he could also drive the old squad, but there is also no place to store it at the Lafayette station. Ms. Bowers asked if
Chief Sheppard could report to work at the Chippewa station and then utilize the vehicle for the day. Chief Sheppard
stated that it would be better to use his own personal vehicle because he would rack up more miles that way. The
truck is also utilized some by the other staff members. Chief Sheppard stated that he would rather the Trustees say
they were not going to reimburse him than to have to drive to the Chippewa station each day. Mr. Kehoe stated that
the vehicle does need to be stored in a safe environment. Reimbursement between stations should possibly not be
covered. Ms. Bailey said that the IRS says this should not be reimbursable. Ms. Bowers stated that the township does
need to have a policy. Mr. Kehoe recommends tabling the resolution pending further investigation. Chief Sheppard
feels that requiring him to use the township vehicle is not feasible at this time, due to storage and usage of the vehicle.
Mr. Butler stated that he feels that any travel within the township should not be reimbursable as it is part of the job. Mr.
Kehoe stated that the firefighters are not reimbursed for their fire runs. Ms. Bowers noted that the state law prohibits
trustees from turning in mileage within the township, however outside the township is reimbursable. Mr. Butler asked if
this position was salaried. Mr. Kehoe replied yes. Mr. Kehoe suggested a resolution that better clarifies the townships
situation. Mr. Butler stated that the parks department policy is very similar to this resolution. Mr. Kehoe suggested a
resolution/policy that would state if a vehicle is available, you use it, and if not, the employee will be reimbursed without
needing the approval of the trustees. The policy will also need to meet the federal and state requirements. Mr. Kehoe
recommended tabling the resolution at this time. Ms. Bowers stated that the Service Department had been and will be
following the proposed resolution. Mr. Butler asked how extensive we want this resolution to be. Mr. Butler objected to
the tabling of the resolution. Mr. Butler will check with the parks department to see what their policy is.

RESOLUTION 06-2008 – A RESOLUTION TO AMENDED RESOLUTION NO. 28-07 AMENDING PERMANENT
APPROPRIATIONS SHOULD BE TO AMENDED THE OFFICIAL CERTIFICATE OF ESTIMATED RESOURCES FOR
ZONING FUND THRU A TRANSFER FROM THE GENERAL FUND IN THE AMOUNT OF $8000.00 RETROACTIVE TO
DECEMBER 14, 2007. Ms. Bowers explained that there had been a wording mistake. Instead of amending the
permanent appropriations, it should have been the official certificate. Ms. Bowers moved to approve. Mr. Butler
seconded. All voting in favor.

Letters from Prosecutor’s Office –
Courtney Gruber had requested multi-uses on a commercial lot. The letter of 1/4/08 from James Bennett
stipulates that the township had asked about multiple uses on a commercial lot. The township had actually asked
about two different uses on the same lot, not multiple of one use. Ms. Bowers sent a clarification of the request and
has not received a reply. Ms. Bowers stated that this has been the case the last three times information has been
requested.
Letter concerning Resolution 27-07 dated 2/8/07 – resolution concerned politicking on special township days. Mr.
Kehoe read the letter from the prosecutor. The response from the prosecutor’s office was completely wrong in its’
understanding of what had been asked for. Ms. Bowers has composed a letter to have the board sign. (Letter is
attached) Ms. Bowers stated that she has had no conversations with the prosecutor’s office regarding this issue, nor
has Mr. Kehoe. The board expressed concern that the prosecutor’s office is not responding to the board, and when
they do, the information is incorrect.

Public Hearing on Granite Golf – The meeting scheduled for 2/12/08 was cancelled due to weather. Mr. Kehoe spoke
with attorney Stan Scheetz and the best time for all concerned for a future meeting is Tuesday, 2/19/08 at 4:00 p.m.
Mr. Kehoe asked if the statutory requirements had been met or if notice would have to be resent. Ms. Bowers stated
that the adjoining property owners would have to be notified again. She stated that there is a possible conflicting
meeting on the 19th. It was agreed that 3:30 p.m. would be a better time. Ms. Oiler, zoning secretary, will be asked to
send letters to the property owners. Ms. Bowers stated that the notices need to say “continued to” the new date since
the meeting had been set consistent with regulations.

Webmaster Notification – Mr. Kehoe stated that the township needs to notify the webmaster of all schedule changes
and meetings. Ms. Bailey will email Ms. Shanley with this information.

OTA Conference Reimbursement – Ms. Bowers reported that Medina Township has requested Lafayette Township to
share the cost of Zoning Inspector Alliss Strogin’s OTA Conference expenses. This had not been originally budgeted,
but Ms. Bowers feels that it is a fair request. Ms. Bowers motioned to reimburse Medina Township for our Zoning
Inspector’s Ohio Township Association fees, not to exceed $200. Mr. Kehoe seconded the motion. All voting in favor.

New Business:
Review and Approve Budgets (Appropriations) – Ms. Bowers reported that Mr. Bob Arnold had requested a breakdown
of where the township’s revenues are received from. She presented a form that breaks down the funds to the
Trustees.

Road and Bridge – Mr. Kehoe suggested expanding the part time hours to an average not to exceed 20 hours a week,
1,040 per year. Ms. Bowers asked if restrictions were needed on the part time labor. She suggested allowing the
Service Department to utilize the hours as they felt best without exceeding 32 hours in any given week. Mr. Kehoe
asked how much was currently in the budget for the part-time employee. Ms. Bowers replied there was at least
$25,000. This amount would cover an increase in hours. The part-time employee will not be authorized to work over
32 hours in any one week. Ms. Bailey commented that 30 hours consistently is considered full time. Mr. Kehoe and
Ms. Bowers replied that the prosecutor and Fair Labor Standards say no.

Mr. Kehoe asked about repair and maintenance issues. Ms. Bowers replied that the CX90 might need to be put on the
roll-over program. However this may not be the best time to do that. There is room in the budget for emergency repair
or replacement items. There was no budgeting done for motor vehicle license tax, gas tax ($159,000), or permissive
tax ($103,000). That money is typically used for road projects. In the past two years, the Service Department has
been able to replace 2 tractors, a truck, and 2 mowers by keeping expenses down. Mr. Kehoe asked if there was any
major road work that needed to be done this year. Ms. Bowers replied that there are some maintenance issues that
need to be done over the next two years. Service Supervisor, Mr. Figgers stated that in 2008, the township could
probably get by with just maintenance. In 2009 the township will probably have to chip and seal the small roads in
Chippewa and Deerview. Mr. Kehoe asked if either of these should be looked at for 2008. Ms. Bowers stated that the
thinking had been that 2008 would be for maintenance that has been let go. If weather and time permit, funds are
available to begin these projects. Ms. Bowers also reported that flooding on Egypt Road is still a problem, but with the
new piping that has been put in by the homeowner, it might be best to study the issue and see if it alleviates the
situation before starting new work. Mr. Figgers stated that the board needs to stand firm in letting homeowners know
that drive pipes need to be changed out. Flooding will continue until homeowners change out these pipes that are
aging. Mr. Figgers does not feel that there is a major road that needs to be worked on in 2008. He feels that Deerview
does need attention, which Ms. Bowers stated was already in the budget. Mr. Kehoe clarified that there would be carry
over of some of this year’s fund into next year to take care of major projects. Mr. Delaney stated that the board does
need to be aware that with this bad winter, the roads have definitely taken a beating. The township needs to be
prepared to make many repairs. Ms. Bowers stated that she has $35,000 in the budget for that issue. In 2008, Ms.
Bowers is going to pursue Issue 2 Funds for the bridge on Ballash.

Fire – Chief Sheppard recommends $156,000 for total payroll. If there were full daytime staffing with no runs, the cost
would be $31,200. The average would actually be about $26,000 for daytime staffing. Run calls affect the numbers.
Ms. Bailey recommends $30,000 for daytime staffing. The total payroll would be $160,000. Chief Sheppard has
considered a stipend pay for the people on crew on weekends. If this is done, it would run about $29,120. That figure
does not include run times, so it could be adjusted to $26,000. The program has not be instigated as of yet. Chief
Sheppard feels that a stipend of $10 an evening would allow for more accountability of the volunteers. If a call comes
in, then the higher pay of making the run would come into play instead of the stipend. Chief Sheppard wants to make
sure that the funds are available should this program be enacted.

Mr. Kehoe noted that the utility bills need to be watched. Ms. Bailey stated that the bills at Station 2 have been
extremely high. The board expressed that there are many repairs that need to be done at station 2. Chief Sheppard
has installed a programmable thermostat. Ms. Bowers asked if the weather stripping had been done. Chief Sheppard
replied that the front and sides have been completed but the back is not. Mr. Kehoe stated that the Chief needs to
move forward and get a contractor to come in and complete the job.

The safety trailer and road rescue have been added to the budget. Chief Sheppard wanted the line item for the
pagers to read paging service. Chief Sheppard asked if the pager service would require a monthly requisition. Ms.
Bailey replied no, it is a contracted service. Chief Sheppard questioned whether an outstanding bill for uniforms for
2007 will come out of this budget. Ms. Bailey replied that amount had already been encumbered. It will not affect the
2008 budget line. Discussion was held on the differences in the worksheet numbers. Chief Sheppard questioned
having $15,000 for site repairs on station 2. Mr. Kehoe responded that there are a lot of problems to take care of at
station 2. Mr. Butler stated that he is embarrassed by station 2. The board instructed Chief Sheppard to take care of
these repairs. Mr. Butler expressed concern about saving $750,000 for a new building that may or may not happen
and meanwhile letting the buildings we do have deteriorate. Ms. Bowers stated that she spoke of these “little repairs”
last year and does not feel that any of them have been accomplished. Chief Sheppard listed several small repairs he
has fixed. Mr. Kehoe suggested combining several of the line items into the budget stabilization line. Ms. Bailey stated
that she can only remove line items right before she closes out the year. Chief Sheppard stated that he feels we
should be planning and working on the new station. Mr. Kehoe instructed the Chief to take care of the extinguishers
and the air packs. Ms. Bowers asked Chief Sheppard if there was a mentality that the department is going to let the
buildings run down, go out of code, etc. to pressure the board in to moving on a new building. Chief Sheppard replied
it was not accurate. He did continue saying that he is not willing to put thousands of dollars into the Lafayette station
just to move out of it. As far as station 2, there have been improvements made, and it would probably require
$150,000 to do a remodeling project. Mr. Kehoe told Chief Sheppard to put together a proposal. Ms.Bowers stated
that she wants to see the exit lights fixed, the windows fixed, weather stripping, and doors fixed. The board stated that
they want these items taken care of – hire a contractor if necessary.

Ms. Bowers reported that Tom James, the Parks Director, called her and was upset that he had to talk Chief Sheppard
into the fact that a permit needs to be filed to utilize the park property for training. The conversation included
complaining that the park district is buying up all the land and drying up funding for fire departments. Ms. Bowers felt
this conversation was inappropriate for a township employee. Chief Sheppard stated that he has instructed his men to
contact the lake people if they are using the lake for training. He reported that he is on board for acquiring a yearly
permit. Ms. Bowers asked the complaint to be sent in writing to Mr. Kehoe.

Mr. Kehoe told Chief Sheppard that he would appreciate him being an administrator and not a doer on these repairs.
Chief Sheppard needs to follow up on the repairs that are in the works. Ms. Bowers stated that he needs to hire a
reputable company. Get the repairs done. Mr. Kehoe recommended making a “to do list” for the day time staffers. Mr.
Butler wants the repairs done by Sunday morning. Chief Sheppard stated that the back up batteries for the exit lights
do not have to be working any more due to the fact that they are on electrical back up. Chief Sheppard asked if he
can buy the bulbs without filling out a requisition. The board approved. Chief Sheppard stated that he is not trying to
neglect station 2. He also stated that truthfully, he does have a little neglect with station 1 since he feels that the
township will be building a new building. Ms. Bowers stated that the neighbors of the fence stated that the township
can do whatever it needs with the fence.

Zoning – Ms. Bowers reported that there were a lot of meetings in 2007 and she anticipates a large number of
meetings in 2008. The budget has basically stayed the same. Discussion was held regarding the difference of
numbers on Ms. Bailey’s and Ms. Bower’s worksheets. Ms. Bailey explained that the certificate is for $29,000. Ms.
Bowers stated that the certificate can be appropriated. The amount being budgeted is above the amount from the
Certificate of Resources to carry over in income.

Ms. Bowers stated that she would like to go with Ms. Bailey’s numbers for Road & Bridge.

Cemetery – Ms. Bowers stated that the budget she is proposing takes into consideration sales, road replacement, an
additional driveway and repair work at $10/hour for stone repair. Ms. Bowers explained that the parking lot at Waltz
Cemetery needs to be blacktopped at some point. 80% of the current parking lot is within the township easement. The
remainder belongs to the church. Ms. Bowers will be looking at finding a private party partnership to help with funding
for this project as well as rehabilitation. Ms. Bowers explained that the Sexton would do the stonework. Discussion was
held.

Police – Ms. Bailey presented her breakdown of funds. She can not delete the 2081 account until the end of the year.
2082 will be the new account for the Sheriff’s Contract. $250,000 will be budgeted.

General - $293,085.00 includes the Cemetery expenses. Ms. Bowers explained where the funds for the General Fund
come from.

Ambulance & Fire - $508,230.00 (excluding building funds)
Road & Bridge – use Ms. Bailey’s numbers $374,830.00
Motor Vehicle License Tax - $10,000.00
Gas Tax - $10,000.00
Permissive Tax - $10,000.00
Zoning - $30,280.00 (need to add $2,000 to General Fund as an appropriation to Zoning)
Cemetery – Out of General Fund - $9,200.00 + $1,000 tax collection fee

Ms. Bailey will prepare the resolution for the board to approve.

Mr. Kehoe made a motion to adjourn the regular meeting to executive session for personnel matters, for the
appointment, employment, dismissal, discipline, promotion, demotion or compensation of a public employee or official.
Seconded by Ms. Bowers.

Roll Call Vote: Kehoe – yes, Bowers – yes, Butler – yes

Board convened executive session at 5:55 p.m.

Ms. Bowers made a motion to reconvene the regular meeting. Seconded by Mr. Butler. Workshop meeting
reconvened at 6:50 p.m.

No Action was taken from the executive session.

Ms. Bowers moved to adjourn, seconded by Mr. Butler.

Meeting adjourned at 6:51 p.m.