Minutes
LAFAYETTE TOWNSHIP BOARD OF TRUSTEES
Regular Meeting
Monday, March 17, 2008
Meeting called to order: 7:01 p.m. followed by the Pledge of Allegiance.
Members Present: Trustee Lee Kehoe, Trustee Lynda Bowers, Trustee Donald Butler, Fiscal Officer Shirley Bailey
Presentation by Matt Ragonjic of the State Auditor’s Office.
The State Auditor’s Office received an award for their submission of the Performance Audit requested in 2006 by
Lafayette Township Trustees. The National State Auditors Association provides awards for performance audits done
throughout the country. In 2007, Ohio submitted the Lafayette Township Performance Audit in the small audit
category. The state felt it was a quality product and provided useful suggestions for the township. They received
great cooperation from the township during the audit. The audit was awarded an Excellence in Accountability award.
The state office is very appreciative to Lafayette for requesting this audit in an effort to improve operations in the
township. This is the first time that a performance audit from Ohio has won an award on the national level.
Minutes:
3/5/08 Workshop – Ms. Bowers moved to approve, seconded by Mr. Butler. All voting in favor.
3/6/08 Public Hearing – Mr. Kehoe pointed out two typos: p. 4 – Karen Schoonover’s comments – last sentence –
should be “planned” unit development, p. 7 – Lee Kehoe’s comments – 3rd sentence – should be “an” individual
property owners. Mr. Kehoe moved to approve with changes, seconded by Mr. Butler. Ms. Bowers abstained from the
vote.
Correspondence:
• Medina County Department of Planning Services – re: text amendment for Chippewa Overlay District.
• Medina County Safety Council Meeting – Jim Sheppard will be attending
• Grassroots Clippings
• Medina County Auditor – pictrometry training
• Medina County Prosecutor’s Office – Jim Bennett resigned
• Minutes of 2/21/08 of Medina County Economic Development Corporation
• Information regarding renting a straw blower
• Ohio Safety Conference – 4/1/08 – 4/3/08 in Columbus
• Ohio Public Entity Consortium – home & auto program
• Medina County Prosecutor’s Office – resolution approving use of subdivision drainage maintenance fund
• Medina County Township Association – minutes of 12/2007 meeting
• Ohio Coalition for Responsible Lending – re: payday lending
• Medina County Home – asking permission to use the town hall as safe haven
• Letter to Susan Hirsch from Lafayette Township Zoning Commission regarding Chippewa Lake Overlay District
• Safety Notice from Columbia Gas regarding Chippewa Lake Fire Station. Chief Sheppard noted that all repairs
were completed today. Mr. Kehoe stated that there were numerous problems noted, including old leaky valves. Ms.
Bowers asked if there are regular inspections done on the fire houses. Chief Sheppard replied not on the gas lines.
Chief stated that the problems were initially noted at the regulator. Swingles was called in to fix the problems. Chief
Sheppard expects to see savings on our utility bill. Mr. Butler asked how the department had gotten so far along
without noticing these problems. Chief Sheppard replied that the leaks were not detectible through smell. The gas
company had been called in to check on the regulator and then found the additional problems. Ms. Bailey stated that
her office had brought to Chief Sheppard’s attention that their bills were running high. She asked if the Chief had
asked the station to be checked for leaks at that time, a few months ago. Chief Sheppard replied that the electric bill
had been high and they had replaced the thermostat. The leaks weren’t detectible by smell.
Financial Report –
Ms. Bailey reported the balances: Fund balance - $2,099,596.46, Investments - $1,517,885.08, Checking account -
$581,711.38. The budget has been sent to the auditors (permanent appropriations). Mr. Butler asked what rate the
township was receiving on the checking account. Ms. Bailey replied that National City has not provided that figure.
Mr. Butler asked Ms. Bailey to find out that rate. Mr. Kehoe explained that National City is having some fiscal
problems. If things do not move forward, the township may need to consider moving to another bank. Ms. Bailey
suggested considering First Merit since they are already one of our depositories. Mr. Kehoe asked Ms. Bailey to look
into the various banks to find the best match for the township. Ms. Bowers stated that it would be a simple matter of
redoing the township resolution to amend the depository contract. She recommends shopping the rates.
Requisitions –
Ms. Bailey presented the requisitions: Service Department - $445.62, Postage - $8.85, Fire - $4,857.73, Grand Total
of $5,312.20. Ms. Bowers moved to approve the requisitions, Mr. Butler seconded. All voting in favor. Ms. Bailey
reported that Mr. Kehoe has reviewed the bank reconciliation this month.
Department Reports –
Reports received from the Fire Department, Zoning, & Service. Ms. Bowers moved to accept the reports. Mr. Butler
seconded the motion. All voting in favor.
Old Business
Parking Bureau – Mr. Butler reviewed the history of the current resolution regarding a parking bureau. He would like
to address this issue in detail at next months meeting and pass something in May or June. Signs will need to be
erected for enforcement. Mr. Kehoe stated that someone would need to be designated to accept fees. Ms. Bailey
stated that her office has already been designated, with hours of 11-2. Mr. Kehoe stated that the subdivisions have
difficulty when cars are parked on the streets. This makes it difficult for emergency vehicles and snow plow to have
access.
Ms. Bowers would like to recommend changing the township’s road specs so that the township does not end up with
subdivisions with narrow roads where parking becomes an issue. She has met with the County Engineers Office to
find out what is necessary. With the board’s approval, she will send the recommendations to the board before the
next meeting. Mr. Kehoe replied those changes should be made. Ms. Bowers stated that the township trustees are
the authority that sends the information to the county engineer’s office. A developer then uses those specs.
Police Building Remodel – Mr. Kehoe reported a proposal was expected today and not received. Mr. Butler asked
what happens if we are not out of the school building by April 17th. Ms. Bowers replied that a realtor has been
secured and they are waiting for us to move out, with an expected date of April 18th. Mr. Kehoe stated that he has
been told the work could be completed in two to three weeks. Ms. Bailey asked if the contractor could start right
away. Mr. Kehoe replied he was told yes.
Employee Handbook – Mr. Kehoe explained that the current handbook was adopted 10/31/2001. There have been
many changes through motions of the board since that time that have not been updated to the actual handbook. Mr.
Kehoe read suggested changes and clean-ups (see attached). Mr. Figgers pointed out that the Service Department
currently does not work 4 10-hour days. Mr. Kehoe stated that he was proposing this as a change. Mr. Figgers
stated there would be a problem with holidays that are only paid 8 hours. He recommends staying at 5 8-hour days.
Ms. Bowers asked if there would still be room for flex time. Mr. Kehoe replied yes. Mr. Butler asked for clarification of
the current holidays. Ms. Dianne Wenslow stated that usually holidays are specified within handbooks. Mr. Kehoe
replied that they are specified at the organizational meeting of each year. Ms. Bowers suggested changing the
wording from “current holidays” to “statutory holidays”. Ms. Bowers stated that the current resolution sets the dates
for shift differential as 11/1 – 4/15, as opposed to the proposed 10/1 – 3/31. She wanted to clarify that the intent is to
extend the shift differential by 15 days. Mr. Kehoe replied it was. Ms. Bowers questioned the wording of “average” in
the part time employee section. She reported that during this past snow emergency, our part time employee was
hospitalized, resulting in 41.5 hours of overtime for regular personnel. Ms. Bowers states this to emphasis the savings
the township occurs by having the availability of the part time person. Ms. Bowers suggests setting actual maximum
hours. If more time is needed, it can be requested. Mr. Kehoe suggested taking out the word “average”. Ms. Bowers
suggested adding “not to exceed 32 hours in any pay period”. Mr. Butler questioned using a part time employee for
16 hours a week. Ms. Bowers stated her intent is to keep the hours under the amount that would trigger having to pay
benefits. It is not stating that the employee will work 32 hours, just that they can absolutely not work more than 32
hours per pay period. Mr. Kehoe added that this also applies to the Fire Department’s Day Staffing, which is not to
work more than 28 hours a week. Mr. Butler asked what is being done about the shortage of part time people. Mr.
Figgers replied that he is open to suggestions. He doesn’t think there will be many applicants for 10 hours a week. It
was a difficult situation with the last snow. He plans to put an ad in the paper and has spoken with a couple of guys.
Mr. Butler asked about lining up private contractors for the snow plowing. Mr. Figgers replied that the private
contractors vary in price. The driveways take a lot of time. The township had 23 people enrolled in the program this
year and anticipates more next year. It takes about 30 minutes per drive. The part time employee did the driveways
as well as Chippewa Station. Mr. Butler stated that he can’t believe that all the people with plows are all booked. Mr.
Figgers replied there are different ideas on pay scale for contractors. Ms. Bowers stated that she has spent some
time with Hinckley to see how they handle this type of situation. Hinckley bids some of the smaller areas out during the
summer for the following winter. They have had a Senior Snow Program for about 12 years that they budget about
$3,000 a year for. Ms. Roberta Watford asked if a holiday would count towards the overtime. Mr. Kehoe stated that
the holiday will count towards time worked. Ms. Bowers clarified that vacation and sick time do not count toward the
overtime. Mr. Kehoe suggested eliminating the 3rd bullet point from the end of the first page (“From May 1
through…”), and eliminate the beginning of the next bullet point and start with “The work schedule will be…”.
Mr. Kehoe moved to accept the Employee Handbook Updates and Amendments as amended and changed. Ms.
Bowers seconded the motion.
Mr. Figgers stated that the Service Department has acquired more work recently than had previously been required of
the Service Department. The part time workers that used to be a part of the department that worked 30+ hours a
week are no longer in the department. Occasionally the prisoners can come in, but that also requires quite a bit of
time from the crew. They have added the gazebo, the school building, etc. to their work load. Mr. Butler stated that
some of the jobs may need to be outsourced to allow the department to run more efficiently.
All voted in favor of the motion.
Service Department Pay Proposal - Mr. Kehoe proposed a cost of living adjustment for all full time employees equal to
approximately 5% adjusted to the nearest nickel retroactive to January 1, 2008. Based on this calculation the
following pay levels would be established: supervisor - $19.15/hour, department employee - $18.35, Service
department part time employee - $10.50. Based on goals established by the board of trustees, all employees of the
service department will qualify for a merit increase effective July 1st of each year. Examples of the goals would include
effective use of hours worked, overtime hours works, projects completed, quality of work completed, and other goals
that may be utilized.
Ms. Bowers asked if the 5% was also including the fact that the employees were now contributing toward their
benefits. Mr. Kehoe replied that was not included. Ms. Bowers questions 5% being too much in this economy. She
wants it to be clear that the 5% is to offset the cost the employees are now contributing toward their benefits. Mr.
Butler differs, stating that the benefits of the program offset the cost of contributing to it. Mr. Butler stated that the
employees are underpaid compared to other townships. He feels that they should be brought up to a peer level. If
they are overworked, then the trustees need to consider how to help them, possibly through outsourcing, etc. Mr.
Kehoe stated that in 2006, the service department did not receive a raise; they did receive one in 2007. Ms. Bowers
wanted to make sure it was clear as to why a 5% raise was being given to the employees. Mr. Kehoe replied it was to
bring them up to par with the county peers. Ms. Bowers moved to accept the recommendation of Mr. Kehoe. Mr.
Butler seconded the motion. Ms. Karen Schoonover asked if this would include a merit raise in 2008 in addition to the
5% raise. Mr. Kehoe replied if they achieved the goals set forth, then yes they would be eligible for the merit raise.
Mr. Butler asked what the merit increase will be. Mr. Kehoe replied that had not been determined as of yet. All voting
in favor.
Zoning Salary Recommendation – Ms. Bowers recommended that the zoning salary recommendations previously
discussed with the board be enacted retroactive to January 1, 2008. Mr. Kehoe asked for clarification of the
recommendation. Zoning Inspector, Alliss Strogin, was able to supply the recommendation to the board: $175 vehicle
allowance per month and $550 a month salary. Ms. Bowers stated that this recommendation had been included with
the original recommendation sent out to the board with the Service Department recommendation in January. Mr.
Butler asked how much of an increase this was. Ms. Bowers replied that the Zoning Inspector is currently at $400 a
month. Her position includes enforcement of the zoning codes, site plan review, attending all zoning meetings. This
amount of $550 would be consistent with what the Zoning Secretary is earning.
Ms. Sue Heiszek asked if the $175 would be per month. Ms. Bowers replied yes. Ms. Heiszek continued stated that
the last Zoning Inspector asked for mileage and was denied. Ms. Bowers replied that she feels it is appropriate to
compensate the Zoning Inspector for mileage. Mr. Kehoe is concerned about the vehicle allowance since the board is
looking at a policy regarding personal vehicle use. Ms. Bowers asked if the township would like to provide a vehicle
for the Zoning Inspector, as many townships do. Ms. Schoonover asked how many townships provide vehicles. Ms.
Strogin replied Montville, Hinckley, Brunswick Hills. Ms. Laura Gushue asked if the amount was based on actual
mileage. Ms. Bowers replied that the current Zoning Inspector has kept her mileage and this amount would be lower
than what the actual mileage has been. The current reimbursement rate is $0.485 per mile. Ms. Bowers stated that
she would be fine if the board would prefer to go on actual mileage.
Mr. Kehoe amended the motion to remove the vehicle reimbursement portion for further consideration and raise the
salary to $550 retroactive to January 1, 2008. Ms. Bowers asked for a time line to have the discussion. Mr. Kehoe
suggested by the April meeting. Mr. Butler would like to abstain to gain more information. Ms. Bowers seconded Mr.
Kehoe’s motion. Mr. Kehoe and Ms. Bowers voted in favor.
Ms. Dianne Wenslow noted that the duties for the Zoning Inspector have increased. Ms. Heiszek asked in what
respect. Ms. Bowers replied that she would put a list together. The current inspector actually does a lot of the site
plan approval and drafting. The entire zoning code is due to be redrafted with the Comprehensive Plan coming to a
conclusion. Ms. Strogin has represented the township at many meetings where there had not been representation in
the past. Ms. Schoonover, Zoning Commission Chair, agrees that the duties have changed, she would like for those
duties to be remunerated. She gets paid per meeting, with no compensation for extra time she puts in writing,
emailing, etc. She chooses to provide this for the township. She understands that the Zoning Inspector is an
administrative position to enforce the rules and regulations. She asks for clarification. Ms. Bowers stated that there is
a difference between appointments to boards and employees of the township. Ms. Bowers understands and
appreciates the amount of time that has been required of the board this past year. The enforcement side has also
increased during that time. Issues are being resolved and permitting has increased. The board in the past made a
decision to have a more professional and trained zoning enforcement. This had been recommended in the
performance audit and was acted upon. Ms. Strogin is well qualified and trained for this position. Ms. Schoonover
asked if another person would be trained in addition to Ms. Strogin. Ms. Bowers stated that she and Mr. Kehoe had
discussed that previously and is something she feels needs to be acted on. Ms. Bowers is also interested in pursuing
requiring training commitments from the zoning boards as well, although the current board has done a phenomenal
job on keeping up with local training. Ms. Schoonover asks for a comparison with like townships that is publicly
stated. Ms. Bowers stated that Brunswick Hills, Medina Township and Montville Township she guesses are spending
around $75,000 - $80,000 for Zoning Inspectors and Zoning Secretaries. We are on par with the activity level of these
areas. Ms. Kehoe requested this information be put together in a written format to compare with other townships.
New Business
Replacement of Patrol Cars – Mr. Butler reported that he had received a letter from Deputy Simonton regarding the
condition of the township’s patrol vehicles. Deputy Simonton would like to schedule replacement of the cruisers. The
2004 Crown Victoria has 105,000 miles, and the transmission has been replaced 3 times. The 2005 Crown Victoria
has 76,000 miles and the 2005 Expedition has about 70,000 miles. Deputy Simonton suggests replacement of the
cruisers on a rotating basis. Ms. Heiszek asked why three cars were needed. Mr. Butler replied he has also been
contemplating that question. If a car is used by more than one shift, it will be “beat up” quickly with 60,000 – 100,000
miles a year, causing a quicker replacement. He does not have a proposal at this time. Ms. Heiszek asked about
renting a car from the Sheriff’s Department. Mr. Kehoe clarified that the contract allows us to use a fleet car on an as
needed basis if one of our cars is down. This is not for an ongoing situation. Mr. Kehoe stated that there would be no
action at this time, that Mr. Butler had brought this to the floor for the board’s awareness. Mr. Butler plans to research
this matter further to find what would be the most efficient use of the township’s resources.
Road Inventory – Mr. Kehoe reported that the Medina County Township Association met on March 13, 2008 at the
Engineering Center concerning township roads. The trustees have received a listing of all the roads in Lafayette
Township. The County would like for the township to inventory their roads in order to receive all of the gasoline tax
money that the township is entitled to. As roads are upgraded and improved, it costs more to maintain them. An
example is that Coon Club Road is not showing as being improved. This listing needs to be updated. Mr. Kehoe
stated that if a development is constructed, that information is automatically updated into the system. The Service
Department is asked to follow through with this task.
Application from Stan Scheetz to amend the original application for zoning map for Medina Country Club - the
applicants have asked to exclude the 109 acres south of Rt. 162 from the original request. A date for a public hearing
needs to be set to review the northern portion of the request on the north side of Rt. 162 to change from rural
residential to transitional zone. Mr. Scheetz is out of town until the end of the month. Mr. Butler read a part of the
letter from Mr. Scheetz stating that there was insufficient information available to make a final determination. Mr.
Butler disagrees with this statement. He stated that he would vote no, and will continue to do so if any more than the
one dog-leg street is requested. He will not approve 109 acres to be rezoned on the south side of Rt. 162. Mr. Kehoe
suggested April 9, 2008 at 7:00 p.m. for the public hearing. Ms. Schoonover asked if Mr. Bill Thorne had been
consulted to see if since the amendment was tabled if it can be reopened or continued without reposting an
announcement. Mr. Kehoe replied that since the meeting was adjourned, it needs to be reposted. Mr. Kehoe
motioned to set the public hearing for the revised request for zoning map amendments for the Medina Country Club,
aka Granite Golf, to Wednesday, April 9th at 7:00 p.m. at the Lafayette Township Hall. Mr. Butler seconded the
motion. Mr. Kehoe and Mr. Butler voted in favor. Ms. Bowers abstained.
Chippewa Lake Resort Overlay Public Hearing – Mr. Kehoe stated that the township has 30 days to hold the meeting.
Mr. Kehoe moves to set the public hearing for the Chippewa Resort Overlay District on April 16, 2007 at 7:00 at the
Lafayette Township Hall. Ms. Bowers seconded the motion. All voting in favor.
Website Page Increase – Mr. Kehoe stated that a request has been received to increase the number of pages on the
township’s website. This would incur a cost increase. Ms. Karen Schoonover stated that she has looked at many
townships’ sites with regards to zoning and notices that they have zoning pages and zoning resolutions available in
PDF format. She feels that this would be very helpful to the township. Ms. Nanci Shanley is the webmaster of the site
and notes that she is running out of room on the government page. Ms. Bowers moved to approve the request for the
website page increase, seconded by Mr. Kehoe. All voting in favor.
Mailbox Policy – Ms. Bowers asked Mr. Figgers to make a recommendation regarding this policy. The current policy is
to replace with a #1 mailbox or pay $10. She is noticing that some of the same boxes appear to be replaced due to
their proximity to the roadway. Mr. Figgers recommends either having a no replacement policy, as some townships
have, or adopting one similar to Van Buren County. The township does not have a large problem with snowplows
taking down mailboxes, but it does happen. Ms. Nanci Shanley asked if boxes are replaced on county roads. Ms.
Bowers replied it is only replaced if it is one of the roads we plow. Mr. Kehoe stated that the state of Ohio does not
replace mailboxes. He has a concern with the Van Buren policy in determining who would measure the distance from
the edge of the road to the face of the mailbox. He and Ms. Bowers agree this is overkill. Mr. Kehoe recommends
eliminating the mailbox replacement policy. Ms. Bowers restated that occasionally it is our fault that a box is taken
down. She would like to either eliminate or find a medium policy. Mr. Butler recommends a one time replacement. Ms.
Bowers agrees. Ms. Schoonover suggested checking with the Post Office for requirements. Ms. Bowers replied that
several employees had made attempts to retrieve that information, but there is no requirement for the actual setback
of the mailbox. Ms. Bailey stated that according to the Post Office, it is up to each district to set guidelines. Ms.
Bowers moved to replace a mailbox once, but only once if the service department deems the box is too close to the
roadway. Mr. Figgers, Service Department Supervisor, requested there be no grey area, such as leaving it to his
discretion. He would recommend replacement if they actually hit the box with the blade or back over it. If the snow hits
the box and takes it down, that should not be replaced.
Ms. Bowers moved that if the mailbox is backed over or hit with a blade it will be replaced. If the box is knocked over
due to snow knocking it, it is deemed too close to the roadway and is the responsibility of the resident and will not be
replaced. Mr. Kehoe seconds the motion. All voting in favor.
Medina County Home – requests to use the town hall in an emergency situation. Ms. Bailey recommends issuing a
resolution to allow this issue to not have to be dealt with each year. Mr. Kehoe moves to approve A RESOLUTION
ALLOWING THE MEDINA COUNTY HOME TO UTILIZE THE LAFAYETTE TOWNSHIP HALL AS A PRIMARY SAFE
HAVEN IN CASE OF AN EMERGENCY, PERMANENTLY. Ms. Bowers seconded. All voting in favor.
Vacation Request – Mr. Roy Delaney requested to have his vacation from the prior year extended to April 15th due to
weather delays. Ms. Bowers moved to approve with a second by Mr. Kehoe. All voting in favor.
New Employee Packets – Ms. Bailey questioned Chief Sheppard regarding the new employee packets that had been
made for him to give to the four new employees. Chief Sheppard replied that he had given them all out but they had
not all been received back. Ms. Bailey stated that she needs their tax information before they report to duty. Chief
Sheppard stated that there is a policy that if the paperwork is not turned in, they will not receive pay. Ms. Bailey stated
that Ms. Boggs has earned pay but her paperwork is not turned in.
Public Participation:
Laura Gushue – read how Medina, Medina Township, and Montville Township were discussing a Fire District. She
asked if we had been approached and whether or not the township was looking into that. She requests the township
to consider joining in the discussions. Mr. Kehoe stated that the township has been advised of this and he will be
looking into this as the liaison for the fire department.
Sue Heiszek – requests Shirley Bailey to inform her of all meetings when the trustees meet. She has enclosed self-
addressed stamped envelopes to be utilized when time allows, if not, then please call. Ms. Bailey replied this is not her
job. The notice is put in the paper. The audience responded that the sunshine law allows for this request. Ms.
Heiszek stated that there have been times when the notice is not published in the paper until the day of the meeting.
Mr. Kehoe stated that the notices are also available on the website. Ms. Heiszek asked about the tax collection fees
represented on the Sheriff’s Contract. Mr. Kehoe replied that the county charges the township for collecting the
money. Ms. Heiszek stated that she reviewed the minutes of 2/13/08 and questioned the OTA conference
reimbursement. Ms. Bowers stated that Ms. Strogin attended the conference on behalf of both entities. Medina
Township had requested to split the cost of the conference. At this time, Medina Township has not invoiced
Lafayette. Ms. Heiszek asked if the conference had anything to do with zoning inspector. Ms. Bowers responded it
does. Ms. Strogin replied the conference deals with zoning issues that arise, legal issues, new causes for zoning to be
revised or looked at, etc. She is chairman of the Zoning Commission for Medina Township.
Mr. Butler moved to adjourn, seconded by Mr. Kehoe.
Meeting adjourned at 9:07 p.m.