Minutes

LAFAYETTE TOWNSHIP BOARD OF TRUSTEES

Regular Meeting

Monday, February 16, 2009

Meeting called to order: 7:00 p.m. followed by the Pledge of Allegiance.

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

Presentation from Jim Troike, Medina County Sanitary Engineer – Mr. Troike explained that he was presenting a five year update of the Solid Waste Management Plan which is required by the EPA. It covers the time period of 2009 – 2023. Mr. Troike mentioned that Medina County is one of the biggest recyclers in Ohio. Many residents are not aware of this since they do not have to pull their recyclables from their own trash. The plan update requires 60% of the populations’ approval through township trustees and cities. The Medina County Sanitary Engineers request approval of the plan in the form of a resolution from the Trustees. Ms. Karen Schoonover asked why the community does not do the breakdown of recyclables in their trash pick-up. Mr. Troike responded that curbside recycling usually will produce 3-6% volume. By going through the recycling facility, they are able to pick out 15%. The goal of the facility is to get a 60% recycling rate. They would classify them with the EPA as a legitimate recycling facility and not a transfer facility as they are now with a 53% recycle rate. All trash in the county does go through their facility. Ms. Alliss Strogin asked about the remaining 47% of trash that is not recyclable at their facility. Mr. Troike replied that it goes to a landfill. The Board will look at and approve a resolution at the next meeting.

Chippewa Resort Site Plan – Mr. Gary Sills, of Chippewa Partners, presented the site plan that has been approved by the Medina County Planning Commission and the Lafayette Zoning Commission. Mr. Tony Winslow asked when the building will commence. Mr. Sills replied that infrastructure and buildings will be influenced somewhat by the financial markets. Their goal is to start construction before the end of 2009 with a projected opening of January 2011. Tree clearing could start soon. The traffic study is expected to be completed in three weeks.

RESOLUTION 8-2009 – A RESOLUTION APPROVING THE CHIPPEWA LANDING SITE PLAN AND DOCUMENTING SATISFACTION OF THE CREATION OF THE CHIPPEWA RESORT OVERLAY DISTRICT. Ms. Bowers moved to accept Resolution 8-2009. Mr. Kehoe seconded the resolution. All trustees voting in favor. Resolution passes.

Fire Truck Repair Service – Mr. Kehoe asked why this invoice had not been paid as of yet. Ms. Bailey stated that she has spoken with this company and has their check ready to be signed. The paperwork had been incomplete and needed addendums. The bills were being routed to the Fire Department. These repairs have previously been approved by the Trustees. The check is in the amount of $4,485.40. This bill was not sent to the Fiscal Officer until January 12, 2009.

Ms. Bowers motioned to approve requisition numbers 09-0123-1 ($10.60), 09-0123-2 ($20.00) and 09-0123-3 ($204.80). Mr. Kehoe seconded the motion. All voting in favor. Motion passes.

Ms. Bailey suggested sending all bills directly to the Fiscal Officer. Warrants are paid once a month at the Trustee Meeting.

Minutes:

1/5/09 – Organization Meeting – Mr. Kehoe moved to approve the minutes of January 5, 2009. Ms. Bowers seconded the motion. All voting in favor. Motion passes.

1/7/09 – Special Meeting – Mr. Kehoe moved to approve the minutes of Special Meeting January 7, 2009. Ms. Bowers seconded the motion. All voting in favor. Motion passes.

1/20/09 – Mr. Kehoe moved to approve the minutes of January 20, 2009. Ms. Bowers seconded the motion. All voting in favor. Motion passes.

Financial Report – Ms. Bailey reported the following:

Checking - $369,436.62 (Includes HRA acct - $10,632.65)

Investments - $2,022,931.33

Mr. Butler noted that the deductibles for the employee health coverage began anew with 2009. The out-of-pocket amount per family was increased by $1,000.00.

Ms. Bailey explained that the temporary Zoning amount is continuing to be low, causing a problem with payroll and taxes.

Mr. Butler commented that agenda items need to be turned in by the Wednesday before the meeting or they will be held till the next meeting unless an absolute emergency.

RESOLUTION 7-2009 – A RESOLUTION TO TRANSFER FUNDS FROM THE TEMPORARY APPROPRIATIONS FROM THE GENERAL FUND TO THE ZONING FUND TO COVER FOR PAYROLL AND PAYROLL TAXES IN THE MONTH OF JANUARY AND FEBRUARY IN THE AMOUNT OF $3,000.00. Ms. Bowers moved to approve Resolution 7-2009. Mr. Butler seconded the motion. Ms. Bowers and Mr. Butler voted to approve the resolution, Mr. Kehoe voted against the resolution. Resolution passes.

2009 Township Budget/Tax Revenue – Mr. Butler stated that the township will be tightening its belt financially. If an item is not needed, it will not be purchased. Repairs will be encouraged rather than purchases. Mr. Butler asks each department to not purchase unnecessary items due to the economic times. Ms. Bowers stated that the township came in $315,000 less in expenses than the previous year. She feels the township has done a good job in watching expenditures, yet there is always room for improvement.

Service Department Vacation – The Service Department has requested to carryover vacation days from 2008 into 2009. Ms. Bowers moved to approve RESOLUTION 9-2009 – RESOLUTION TO PERMIT ONE-TIME CARRYOVER OF 2008 VACATION TIME FOR SERVICE DEPARTMENT EMPLOYEES. Mr. Kehoe seconded the resolution. All Trustees voting in favor. Resolution passes.

Fire Department Payroll – Ms. Bailey reported that no payroll checks will be issued for amounts less than $50. Any amounts less than $50 will be held until that amount is reached. Fire Chief Jeff Hall is in agreement with this procedure and it was implemented with the previous pay period. Ms. Bailey would also like to move the monthly payroll date for the Fire Department from the 15^th of the month to the end of the month, with a cut-off date of the 25^th of each month.

The payroll periods for the township will be monthly, and bi-weekly. The only person still needing to be paid on the 15^th is Jim Sheppard. Ms. Bailey would like to change his schedule to once a month, at the end of the month. The Board stated that cannot be changed and Mr. Sheppard’s pay will need to continue at twice a month.

Mr. Kehoe asked about setting up direct deposit for all payrolls. Ms. Bailey is in agreement to move to direct deposit. She reported that First Merit has a program to set up an account, at no charge, for any employee without an existing account for this purpose. National City does not offer this same opportunity. The township has a depository with First Merit, but currently does not have any funds deposited with them.

The Board is in agreement to move the Fire Department Payroll to the end of the month, with a cut-off date of the 25^th.

Ms. Bowers moved to authorize the Fiscal Officer to set up direct deposit with First Merit and to take the steps that are necessary to do that, including sending out written notification to all employees as to what their requirements will be. Mr. Kehoe seconded the motion. All voting in favor. Motion passes.

Fire Department Technology Proposal – Mr. Kehoe reported that the proposal from KGC has not changed and he has no problems with the proposal as it was presented at the previous meeting. Mr. Kehoe feels that having a server installed will provide time savings for the department. The proposal of $17,000 includes $3,600 for 12 months of 24/7 service. There is money in the Fire Department funds to cover this expense and Mr. Kehoe feels the township should move forward with the proposal from KGC.

The proposal from Alpha Tech (Dennis Somogyi) has some time constraints due to Mr. Somogyi’s full time job and Fire Programs only being available from 8am-5pm.

Ms. Bowers asked if the new fiber optics loop will affect this situation. Mr. Steve Kile responded that if that happens, it would just be a matter of changing a piece of hardware. Mr. Butler asked if KGC is a sound company. Mr. Kile does not foresee any problems with them. Ms. Bowers stated that the Fire Department has spent $100,000 more in 2008 than in 2007 and asked if this is a necessity. Asst. Fire Chief Brad Winters replied that they must have this equipment.

Mr. Butler would like to reimburse Mr. Dennis Somogyi for the work that he has previously done for the township. The Board is in agreement and would like for him to submit an invoice for that work. Any future work asked of Mr. Somogyi will be done on an invoice basis.

Ms. Laura Gushue asked if there was a difference in the two proposals other than the time situation. The Board responded that there was a difference in the proposals.

Ms. Bowers disclosed that her personal computer is in need of service and she contacted Mr. Somogyi for his services. She will be paying his full rate.

Ms. Nanci Shanley asked if the system goes down after hours, what is the availability of KGC? Mr. Keith Castle stated that the availability is 24/7 if the township decides to go with the year’s support.

Ms. Bowers moved to approve the proposal from KGC for the Fire Department technology update as well as authorizing Mr. Butler to sign all necessary agreements. Mr. Kehoe seconded the motion. All voting in favor. Motion passes.

Requisitions – Mr. Butler asked Mr. Delaney of the Service Department if they could use the large pressure washer instead of purchasing a new smaller one for $385.00. Mr. Delaney stated that it is gasoline powered and is unsure of its reliability in colder weather. The Board chose to delete the pressure washer from the requisitions. Mr. Butler asked the Fire Department if they could do with less than the 5 pagers requested. After discussion, the Board decided to go with 4 pagers, allowing for one spare pager. Mr. Kehoe asked to table the Seminar item in the Fire Department requisitions.

Ms. Bowers moved to recess into Executive Session for the purpose of discussing personnel, hiring, firing, discipline. Mr. Winters will also be invited into the Executive Session as well. Mr. Kehoe seconded the motion.

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

Executive Session convened at 8:07 p.m.

Ms. Bowers motioned to reconvene the Regular Meeting at 8:14 p.m. Mr. Kehoe seconded the motion.

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

No decisions were made in the Executive Session.

Ms. Bailey reported that with the changes to the Requisitions, the Service Department total was now at $1,737.07. Fire Department is $7,831.94. This leaves a total of $10,298.28. The Board discussed that the addendums had already been approved and the $80 for the Seminar was being taken off. The total will be $10,218.28.

Ms. Bowers moved to approve the requisitions as adjusted. Mr. Kehoe seconded the motion. All voting in favor. Motion passes.

Comments:

Mr. Kehoe stated that he had attended a meeting held by Cloverleaf School District. The School District has deferred the building of the elementary school and possibly will be laying off twenty people. Mr. Kehoe spoke with Mr. John Meliher, pastor at Lafayette United Methodist Church, during that meeting and agreed to bring his message to this Trustee Meeting.

Mr. Meliher suggests dividing up the township into three sections and having each of the Trustees be a liaison to a section, with each section broken down into small groups. This would be for the purpose of communicating with one another and checking in on neighbors, especially the elderly and those in need. Lafayette is a good community to start with, offering many services, an excellent Fire Department, and coverage with the Sheriff’s Department. Mr. Kehoe would like for the Board to consider this proposal, stating that Mr. Meliher is willing to help. Mr. Kehoe requests if anyone has any further comments, to let he or Mr. Meliher know. This would be a project that would be non-political and non-religious.

Mr. Butler stated that Cloverleaf has requested to use the Townhall parking lot as a drop-off/pick-up location. He will be responding to them giving permission for this to take place. Mr. Kehoe commented that the Fire Department and Service Department need to have a say in where the bus stop is located. The stop should be located between the Township Hall and the Administration Building.

Ms. Bowers reported that the Sheriff’s Deputies for Lafayette Township had handled 259 calls during January. 45 of them were accidents and cars in the ditch. 17 were first response to ambulance calls. One of our officers, Larry Covey, had noted that a situation was not looking as it should, investigated and found a home broken into. The officer retrieved the drug dog and was able to find the party responsible and recover $77,000.00 in cash. The Board congratulates him on a job well done.

Future Meetings:

Appropriations Meeting – Monday, February 23, 2009 at 2 p.m. in the Conference Room of the Administration Building. Ms. Bailey will submit the notification. Asst. Fire Chief Brad Winters will attend to represent the Fire Department at this meeting.

Community Reinvestment Area / Zoning Meeting – Wednesday, February 25, 2009 at 7 p.m.

The board will pay warrants of the township.

Ms. Bowers moved to adjourn.

Meeting adjourned at 8:30 p.m.

Approved:________________________ ________________________

Donald Butler, Trustee

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Lynda Bowers, Trustee

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Lee Kehoe, Trustee

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Shirley Bailey, Fiscal Officer