Minutes

LAFAYETTE TOWNSHIP BOARD OF TRUSTEES

Regular Meeting

Tuesday, January 20, 2009

Meeting called to order: 7:02 p.m. followed by the Pledge of Allegiance.

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

Financial Report – Ms. Bailey reported the following balances:

Checking - $398,152.73 Investments - $2,019,039.65

Mr. Kehoe is verifying the bank reconciliation this month. Mr. Butler requested a line-by-line printout of each account be presented to the Trustees each month.

Requisitions – Ms. Bailey presented the following requisitions:

A Then and Now was added to the Service Department for two tires for the Ford Tandem. The amount is $692.24.

Service Department Total - $1,760.24

Fiscal Office - $95.16

Fire Department - $8,880.76

Total $10,736.16

Ms. Bowers requested to add $420.00 for four tires for Sheriff’s Deputy cruiser #11.

Mr. Kehoe requested to add two additional requisitions for the fire department: 35 traffic safety vests for $700.00 and Ice Rescue class for five people (5 x $25) for $125.00.

Ms. Bowers moved to approve the requisitions presented this evening. Mr. Kehoe seconded the motion. All voting in favor. Motion passes.

Minutes:

November 17, 2008 – Ms. Bowers moved to approve the minutes of November 17, 2008. Mr. Kehoe seconded the motion. All voting in favor. Motion passes.

November 7, 2008 – Ms. Bowers moved to approve the minutes of November 7, 2008. Mr. Kehoe seconded the motion. All voting in favor. Motion passes.

December 15, 2008 – Ms. Bowers moved to approve the minutes of December 15, 2008. Mr. Butler seconded the motion. All voting in favor. Motion passes.

December 22, 2008 – Ms. Bowers moved to approve the minutes of December 22, 2008. Mr. Butler seconded the motion. All voting in favor. Motion passes.

Ms. Bowers moved to hold the minutes of January 5, 2009 and January 7, 2009 until the next meeting.

Department Reports:

Sheriff’s Deputies – Ms. Bowers reported that the final 2008 call totals were 3,886. She will graph various data and present those at the next meeting.

Fire Department – Chief Hall reported that Fire Programs on the computer is being straightened out. This will provide an accurate number by the next meeting. Capt. Hoffman will be presenting the fire report when Chief Hall and Asst. Chief Winters are attending classes.

Asst. Chief Winters reported that the department is working on three different grants: Niffer version 5 upgrade for computers from the State of Ohio, Training reimbursement grant, and an equipment grant. Results should be available by May or June of this year. Asst. Chief Winters asked the board if there was any more information needed to make a decision on the departments Information Technology project. Mr. Kehoe replied that the meeting to discuss the matter had been cancelled since he was unable to attend and will need to be rescheduled. Assistant Chief Winters explained the current procedures the department utilizes for input of information. Only one computer is available for input of data and there is no backup for that computer. Having a server would solve these problems.

Mr. Butler stated that 15 minutes would be allocated for the department to make a presentation at the February Trustee Meeting.

Mr. Kehoe read a thank you note sent to Chief Hall and the department for their mutual aid assistance with Creston from Chief Winkler and Staff. Mr. Kehoe read another thank you letter to the Fire Department for their help with a heart attack victim from Mr. Ron Fisher. Mr. Kehoe expressed his thanks as well to the department for the work they are doing.

Service Department – Mr. Dave Figgers reported that there has been a large amount of snow this month. The department has had equipment problems but expect these to be fixed very soon. The township is past the half way point in its’ salt usage. The department has started a list of repairs that they would like to take on when the weather allows and would like input from the various departments as well as the Trustees as to what they would like done, with consideration of the long-term goals of the facilities. The township is still awaiting information from the leasing company of possible payments over a 3, 4, or 5 year lease for purchasing/leasing a new truck.

Mr. Butler expressed his thanks at being kept up to date on the snow plowing. The Service Department has also been plowing for the Senior Snow Plow Program. There are 22 residents currently being serviced.

New Business:

Resolution 5-2009 – Ms. Bailey reported that the 2008 payroll for zoning came up short and needs to be amended. She proposed Resolution 5 to allow a transfer from the general fund to the zoning fund for $3.95. RESOLUTION 5-2009 – A RESOLUTION AMENDING PERMANENT APPROPRIATIONS FOR ZONING FUND THRU A TRANSFER FROM THE GENERAL FUND IN THE AMOUNT OF $3.95 RETROACTIVE TO DECEMBER 31, 2008. Ms. Bowers moved to approve Resolution 5-2009. Mr. Butler seconded the motion. All voting in favor. Resolution passes.

Mr. Butler asked if Lafayette’s 2008 books were closed yet, as Westfield Township’s are. Ms. Bailey replied they were not. Westfield is able to concentrate on only the books and no other business for the township.

Medina Country Club Site Plan Review – Mr. Jason Brenner with Lewis Land Professionals stated that they were available to answer any questions from the Board before the final approval for the project. Mr. Kehoe asked how long it would take to complete the conditional situations that have been mentioned in the approval process from the Zoning Board and the county. Mr. Ray Hanley responded that the Home Owners Association documents have been submitted to the Prosecutor’s Office for review and do not need to be finalized until they are ready to record the plat. The landscaping plan was submitted, along with the site drawings, at the last zoning meeting. An additional length of buffering landscaping was requested and modified into the drawing. The 94 acres of the project has been put into perpetuity and can only be used for a golf course of fallow land. This has been revised and submitted to the zoning department at the last meeting.

Ms. Karen Schoonover, Zoning Chair, reported that the landscape plan has been reviewed and discussion was held regarding the change to the actual plan. Approval was granted knowing that all requirements have to be met for County Planning. Ms. Strogin, Zoning Inspector, did have concerns regarding the Home Owner’s Documents and will not approve them until she feels comfortable with them. The final site plan will still need to be presented and approved.

Mr. Jason Brenner stated that this is the preliminary site plan where they are looking through the engineering and approvals through the Medina County Highway Engineers, County Tax Maps, and ODOT. The final plat is where all the detail will be shown. At that time they will be back for signatures and approval from the Trustees for the final plat. It will take approximately 6 – 9 months to work on the conditions set forth by the county offices.

Ms. Schoonover reported that there is a parcel not included in the overlay zone and wants to make sure the Trustees know that particular piece of property is still considered rural residential. It could be used as a back lot, but would only be able to support one residence.

Ms. Schoonover clarified that the language for the overlay does state that there will be 50 acres that are contiguous. The intent of the development is for 47 sub lots. Anything beyond these 47 would need to come back through the entire process again.

Ms. Nanci Shanley asked about the elimination of the parcel to the east of the cul-de-sac. She also questions about the zoning that was approved for all of the parcels south of 162. Ms. Schoonover clarified that the text reads that the underlying zoning is currently rural residential, allowing one unit for two acres. The overlay allows for the same number of units but allowing them to be closer together. Until that language is applied, the underlying zoning is in effect. A developer has to apply and have approval for the overlay. This has been done for the parcels of the country club but has not been applied to the property, which would not be done until a subdivision map has been approved. The area outside of the subdivision is still rural residential.

Mr. Ray Hanley stated that the parcel of land in question was redesigned due to the club house. When the land is put in perpetuity for 99 years, the land is devalued in the fallow or in the golf course. There is no sewer available to the back portion of the property. This would cause the tax base on the buildings to be lowered for the county. The county suggested that the buildings be pulled out of the parcel and create a parcel would not devalue the tax dollars. The east side parcel may be developable and able to have sewer in the future. 85 acres of land is being given up that can never be developed and will be devalued. This east section may have value in the future.

Mr. Butler motioned to accept the site plan as presented. Mr. Kehoe seconded the motion. Mr. Butler and Mr. Kehoe voted in favor. Ms. Bowers abstained, stating that her family owns property next door and to avoid the appearance of impropriety, she abstains. Motion passes.

Ms. Schoonover asked to have the map signed this evening.

Zoning Meeting Compensation – The Board discussed, along with Ms. Marlene Oiler, the circumstances of what constitutes a meeting to be compensated for. Ms. Bowers feels any meeting that they are expected to represent the township should be compensated as well as for formal required education. If a property needs to be looked at, a formal meeting should be called and advertised for that purpose.

Mr. Butler stated that a memo has been received asking for compensation for eight meetings attended in 2008 by Ms. Karen Schoonover.

Ms. Bowers moved to approve the request for compensation for the eight meetings attended by Ms. Karen Schoonover in 2008 as Zoning Chair. Mr. Kehoe seconded the motion. All voting in favor. Motion passes.

Ms. Marlene Oiler will draft guidelines for meeting compensation and will present these to the township board.

CRA Resolution – Ms. Bowers explained the Community Reinvestment Area resolution. If Chippewa Village wants to be included in the CRA, a second map would need to be attached showing that area. A Community Reinvestment Area is typically an area of older housing that could use an upgrade. There is not land available for new development and new housing does not exist or has not been encouraged. The Commissioners can designate the area at the request of the township. The township can then set certain criteria to encourage rehabilitation for the residents in this area. This criteria may include tax freezing for a period of time that runs concurrent with the amount of time allotted for the project. This could also encourage business growth. Director Dentler has explained that this program is currently under review in Columbus and may in the future not be available to townships. The township is encouraged to have this program available and start the process. The approval must come from the County Commissioners.

Ms. Nanci Shanley asked if the benefit for a business would be in the form of a tax abatement. Ms. Bowers responded that it would not be abatement, but would freeze the value of the property at the tax level prior to any improvement for a designated period of time. The details would have to be approved by the Trustees and the Commissioners Resolution.

Mr. Kehoe commented that the school district level for a tax freeze would not go below 50%. Ms. Bowers explained that the Medina County Economic Development Corporation had a meeting with Cloverleaf School District and invited the trustees from the District. The school board was open to these CRAs. A meeting with the school district must be held prior to the County Commissioners considering the proposal. Mr. Butler stated that there is a group interested in developing this area that is willing to put in millions of dollars. This will cost the township nothing but will, down the road, allow the township to gain much. Ms. Bowers stated that if this project is approved, it also may allow monies to become available for improvements for township roads in the area.

Mr. Kehoe motioned to approve RESOLUTION 6-2009 – RESOLUTION TO ESTABLISH A COMMUNITY REINVESTMENT AREA WITHIN LAFAYETTE TOWNSHIP as presented. Ms. Bowers seconded the motion. All voting in favor. Resolution passes.

Fire Station Improvements & Construction – Mr. Kehoe reported that in speaking with the Fire Chief and his assistant, they have formulated plans to move forward with improvements and construction on the fire houses. Mr. Kehoe would like to have architects submit proposals for remodeling of Station 2 and construction of a new station. He suggests contacting the American Institute of Architects as well as other associations for their proposals.

Mr. Kehoe motioned to publish a legal notice to solicit statements of qualifications to select an architect/engineer for the design and construction of a new fire station and the remodeling of an existing fire station. The bid deadline will be set for April 30, 2009 to allow publications to publish. The Statements of Qualifications should include information regarding the firm’s history, education and experience of the owners and key technical personnel, technical expertise of the firm’s current staff, firm’s experience in performing engineering studies, design, construction administration and construction observation, the availability of staff, references, and any previous work performed for similar political subdivisions. These are to be submitted to Lee Kehoe. The Board discussed whether the amount of the budget should be advertised and suggested using language that actually describes the needs of the project.

Mr. Kehoe stated that the Prosecuting Attorney suggested speaking with other townships that have had similar projects. The Board discussed the timing of the project with the current economy. Mr. Butler would like to see the parking lot of the complex included in the project.

Ms. Bowers moved to proceed and give Mr. Kehoe the authority to work on the language of a Request For Proposal until the Board agrees it is ready to publish and has the clearance of the Prosecutor. Mr. Butler seconded the motion. Mr. Kehoe clarified that the Prosecutor has mentioned that even though the township is searching for potentially one architect, this is actually two projects. It is possible to end up with two different architects and engineering firms. All voting in favor of the motion. Motion passes.

Scheduling of Executive Session – Mr. Butler stated that this would be an open meeting Executive Session with no discussion afterwards. Any results would not be taken up until the next Trustee Meeting. The Board decided to hold the meeting on Friday, January 23, 2009 at 2:00 p.m. Ms. Bailey will handle the public notification.

Comments – Mr. Butler stated that he would like to finalize the budget at the February Trustee Meeting and continue the fire department discussion. He also stated that the Eck legal case involving the township has been mediated and is no longer an issue.

Auction/Dinner – Mr. Kehoe stated that tickets for the Lafayette Benefit Dinner, to be held January 31^st at 6:30 p.m., are $30 a couple and $15 for singles. Donations of goods and/or services are appreciated. The benefactors of this year’s proceeds will be the Lafayette Little League and the Fund for Needy Families at Lafayette United Methodist Church.

Pancake Breakfast – Ms. Shanley mentioned that the details of the Fire Department Pancake Breakfast in the month of February are on the township website.

Snow Plow Program – Mr. Butler expressed concern over how people qualify for the Senior Snow Plow Program. Ms. Bowers stated that the application states the applicant must be 65 or older or disabled and the owner of the property. The homestead exemption had been the initial criteria, but is no longer. Ms. Bowers researched other communities, including Hinckley in Medina County, and gathered information about the median poverty level in preparing the application. The WRAA Heat Program is similar to our program in qualifying by income. Ms. Bowers discussed the history of the program in Lafayette Township. A letter is sent to the applicants detailing the program. The Service Department is not to accrue overtime, but utilize part time help. The Fire Department, as well as Ms. Bowers, has offered to help if needed.

Mr. Butler would like to send a letter to the applicants reinforcing the fact that this program is non-priority and allow abusers to be dropped from the program. Ms. Bowers read aloud the current letter that was sent to the applicants. Mr. Butler would also like to enforce the income qualifier by requiring a copy of their tax form.

Ms. Karen Schoonover asked about notifying applicants that the program is only available Monday thru Friday. Ms. Bowers responded that during the winter, the Service Department adjusts their hours as needed.

Mr. Dave Figgers stated that there are a couple people who are abusing the program. He will speak with them to explain the program.

Ms. Bowers feels that this is a service that should be provided to the residents of the township, especially those who need this special type of attention. If a plow is justified, and there have been more than five occurrences already, Mr. Figgers has the ability to do more. Mr. Figgers likes that the program keeps contact with disabled and those living alone. There are some cases where he questions the qualifications of an applicant.

The Board does feel the program is necessary and would like to verify that there are no abusers.

Ms. Schoonover stated that the Board should utilize the parameters set by the program and hold to them. She is concerned about allowing exceptions that will set a precedent for further exceptions.

Mr. Butler would like to look into hiring private contractors in the future. He and Ms. Bowers expressed their pleasure with the job the Service Department has been doing on the roads.

Ms. Shanley asked if steps are taken to make sure that there are no capable people living in the home. Ms. Bowers stated that had been asked on the original application. Ms. Shanley stated that she can put this on the website if she is furnished with the electronic copy. Mr. Butler asked that “1040 Required” be added. Mr. Kehoe would like to know the disabled status of each member of the home, regardless of age. Ms. Bailey requests that the Fiscal Officer not be a contact number for the program.

Mr. Mike Cavey stated that the Service Department is going to be overused in extreme weather situations. He inquired, if as volunteers helping the community, they would be protected with liability issues. The Board would need to research that issue. Mr. Cavey feels that volunteers would be willing to help the Service Department with this program. Mr. Butler feels that the Service Department is able to handle the program as is at this point, and thanks Mr. Cavey for his willingness to help. Mr. Kehoe would like to check with the Prosecutor’s Office to see what would be needed to allow for blanket coverage of volunteers. Ms. Bowers will follow up on checking with the Prosecutor.

Meeting adjourned at 8:40 p.m.

Approved:________________________ ________________________

Lynda Bowers, Trustee

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Donald Butler, Trustee

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Lee Kehoe, Trustee

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Shirley Bailey, Fiscal Officer