Minutes

LAFAYETTE TOWNSHIP BOARD OF TRUSTEES

Special / Appropriations Meeting

Monday, February 23, 2009

Meeting called to order: 2:12 p.m. followed by the Pledge of Allegiance.

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

Ms. Bailey asked the Board for a date to meet with the auditor for the post-audit report. The Board gave the dates of March 4, 2009 or March 12, 2009 at 2:00 p.m.

Budget - The Board discussed the appropriated amount for the Trustee Salaries. Ms. Bailey will check into why that account code was over budget for 2008. The Board also discussed the percentage amount for Medicare. Mr. Butler asked to have the Trustees’ Staff Assistant amount changed to $10,000.00 and the Township Fiscal Officer Assistant changed to $7,500.00. Discussion was held as to budgeting for the entire year and trying to avoid amendments. The Board decided to leave the Fiscal Officer Assistant at $11,000.00. The OPERS – Misc. line is a duplicate and is to be changed to zero. The HRA Reimbursement Fund Deposit was divided between the General Fund and the Road and Bridge Fund for 2009. Ms. Bailey explained that in 2008, Anthem had mistakenly taken a premium payment out of the HRA account, resulting in a higher appropriated amount than was necessary for the actual HRA funding.

Discussion was held regarding the UAN fees. The Trustees were looking at two different sources of information in working on the appropriations, causing confusion. Mr. Butler and Mr. Kehoe were working off a copy that Mr. Butler had requested from Ms. Bailey of the 2009 Appropriation Status. Ms. Bowers and Ms. Bailey were utilizing the materials that had been used from the budget meetings held October 31, 2008. Ms. Bowers asked to have a copy of their information made while the Trustees were in Executive Session.

Ms. Bowers moved to recess into Executive Session to consider the appointment, employment, dismissal, discipline, promotion, demotion, or compensation of a public employee pursuant to the exclusions / provisions of ORC 121.22. The Board decided to not recess into Executive Session.

Presentation by Neil Hassinger, Medina County Sheriff – Sheriff Hassinger reported that due to the county budget he has to reduce his staff. According to the Union Contract, this must be done by seniority. The three Lafayette Deputies are lowest in seniority and will be laid off. However, due to budgetary management within the Sheriff’s department, the township may call back two of its three deputies. To continue with the current contract, the township will maintain two of our deputies and one additional deputy from the Sheriff’s department. Our current third officer would be the first one called back if there is a vacancy in the department, which is possible before the end of the year. Mr. Kehoe asked which deputy would be called back since there is a “Road Deputy” that would need to be reinstated first. Sheriff Hassinger replied that the “Road Deputy” being laid off will become Lafayette’s third officer. Officer Simonton is the officer to be laid off. Mr. Kehoe asked to go over the details again. Sheriff Hassinger related that Lafayette’s Deputy Simonton would be the first one hired back. The “Road Deputy” that will be filling the township’s third officer position would have the ability to move to a vacancy within the department when that occurs.

Ms. Bowers explained that the Sheriff’s Contract in 2008 ran $216,413.00. $15,900 was for fuel, $12,600 was for car maintenance and $1800 for LEADS (Law Enforcement Automated Data System). If the township were to go part-time, the cost would be approximately $38.00 an hour for an officer including the fuel. Exclusive of fuel, a part time officer would cost approximately $25.00 an hour. Discussion was held regarding changing / cancelling the current contract.

Sheriff Hassinger stated that when the Sheriff’s Department absorbed the township’s vehicles they were not in excellent shape. Car 11 has 129,000 miles, Car 12 has 90,000 miles, and Car 13 has 110,000 miles. Ms. Bowers asked if the sheriff is interested in completely taking over these cars, we continue paying fuel and take whichever car is assigned. The Sheriff will consider this option. Sheriff Hassinger stated that the township does not need to have three cars. He suggests getting rid of Car 11 and go down to two cars. The Sheriff can place this car in auction. All of the equipment utilized by the Deputies is owned by the township.

Ms. Bowers explained that there is not a large savings to go to part-time officers as long as we have vehicle maintenance and fuel. The township owns the vehicles which are leased by the Sheriff’s Department. If a vehicle is sold, the money would come back to the township.

The effective date for the layoffs is March 3, 2009. If the township’s third vehicle is disposed of, the three deputies would share the remaining two cars.

Ms. Nanci Shanley asked if the township were to utilize an arrangement like Granger Township, would we receive more coverage for the same amount of money by using part-time officers. Sheriff Hassinger replied that the savings come in by not having to pay benefits. It would probably provide more coverage but he would have to research that.

Ms. Sue Heiszek asked if vehicles are allowed to be used by the deputies when doing extra duty assignments. Sheriff Hassinger replied that if the extra duty is in Lafayette Township, they would use those cars. If the extra duty is elsewhere, the deputies are to use the Sheriff’s autos.

Ms. Shanley asked if the Trustees would consider changing the township’s coverage to part-time officers for the same amount of money, allowing for more shifts to be covered. Sheriff Hassinger suggested the Trustees look into this possibility. He also feels the township should do what the residents ask of them.

Ms. Bowers stated that if the township were looking to change from its current three full time officers, then a savings would be had to move to part-time officers. At this time, we would only be looking at one shift being replaced by part-time officers. Ms. Bowers related that our deputies know our township and recently one of them noticed something odd. The officer was able to recover $77,000 due to his knowledge of this township. Ms. Bowers feels that when the situation is that the current officers are promoted or move on, that would be the time to possibly change to a different scenario. There are funds available if the township wishes to have all shifts covered at this time. There were funds rolled over into 2008 when the levy first started. Income for the Sheriff’s Contract in 2008 was $284,724.00 with expenditures of $216,413.00. The estimated revenue for 2009 is $285,624.00. Mr. Kehoe stated that the township is currently not covered for 48 hours each week. During those times, we are covered by the Medina County Sheriff’s Office county-wide service.

The Board feels that the service the township currently receives has served us well. Sheriff Hassinger will be assigning the new third officer to the township. The third car will continue to be used until March 3^rd. At that time the car will be stripped of all usable equipment. The Sheriff will work on those logistics.

Sheriff Hassinger complimented the road crew for the job they have done.

Ms. Bowers moved to recess into Executive Session to consider the appointment, employment, dismissal, discipline, promotion, demotion, or compensation of a public employee or official, or the investigation of charges or complaints against a public employee under the executive session exclusion granted by Ohio Revised Code 121.22. Mr. Kehoe seconded the motion.

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

Executive Session convened at 3:08 p.m. with Fire Chief Jeff Hall and Asst. Chief Brad Winter being invited to join.

Ms. Bowers moved to reconvene the Special Meeting at 3:20 p.m.

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

Mr. Kehoe motioned to permanently appoint Jeff Hall as the Fire Chief and waive any probationary period, making the appointment effective immediately. Ms. Bowers seconded the motion. All voting in favor. Motion passes.

Mr. Kehoe praised Chief Hall for his leadership of the Fire Department.

Recreation – Ms. Bowers discussed with Mr. Mike Mohney, Manager of Lafayette Youth League, the inquiries from other leagues to use the ball fields. She has asked how many of the youth in the other leagues are residents of Lafayette Township. The township is not set up to take over the complete management of the fields (i.e. lining, etc.). Ms. Bowers asked Mr. Mohney if he was willing to work with one other league and continue with the management of the fields. Mr. Mohney responded he is. A copy of the schedule needs to be on file with the township. Ms. Bowers reminded Mr. Mohney that the fields are public fields. During off-scheduled times, the fields are available to the public. The schedule will be posted on the bulletin board inside the town hall. Mr. Mohney asked if it would be alright to post a website address for this information. The Board was in agreement.

Budget (resume) – Discussion was held regarding the Liability Insurance Premium. The amount was reduced when the township changed carriers. Ms. Bailey reported that the amount of $12,000 showing on the UAN line was an error. The amount should be $3,000 - $4,000. The Board agreed to $3,500 for UAN. Discussion was held regarding the amount in Fidelity Bond Premiums. The Board agreed to $800.00. OTARMA does not charge for Trustee bonds.

The Other – Other Expenses line is utilized for items that are not accounted for elsewhere in the budget. The Staff Custodian line will be zero. Discussion was held regarding line item Other – Salaries Office Assistant. $436.22 has been charged to this line but will no longer be utilized. Mr. Butler asked to have Salaries – Trustees’ Staff Assistant changed to $15,000 rather than the $10,000 previously suggested. The Board approved $100 for the Fiscal Charges - Penalty Charges line item.

Ms. Bowers asked to have room charges from the Ohio Township Educational Conference split between zoning and trustees line items. The Board is in agreement.

Discussion was held regarding the Budget Stabilization line item (Although not stated in the meeting of 2/23/09, the line item referred to is within the General Fund). The Board approved $5,000.00. Discussion was held on the Road and Bridge Tax Collection Fees and Tax Collection Fees Assessment.

Mr. Butler stated that at this time the Service Department will make do with the ’95 Ford Tandem making repairs as necessary rather than purchasing a new vehicle. The upgrade on the Cub Cadets will continue as planned. The Board will look at the future of the ’95 Ford Tandem by May 2009.

Discussion was held regarding the Contracted Services line item in Road and Bridge. No changes were made to the previous amount of $30,000.00. The Contracted Services Physicals line was changed to $500.00.

Zoning – Ohio Public Employees Retirement System (OPERS) line item was changed to $4,000.00.

Cemetery – Ms. Bowers asked to have a line item to track income for the cemetery that is deposited into the General Fund.

Fire and Rescue budget items were discussed. The Repairs and Maintenance 1997 107-2 Horton Int’l line item was changed to $58,000.00.

Discussion was held regarding the Property and Liability Insurance Premiums. Mr. Butler asked what will happen to the check expected from Seibert-Keck for $10,000.00 plus. Ms. Bailey stated the check will be credited back to the appropriate accounts. Ms. Bailey has been in contact with Mr. Dale Roberts regarding the timing of receiving the check. Mr. Kehoe recommends removing $10,000.00 from the Insurance Premium line item in anticipation of receiving the check from Seibert-Keck. Ms. Bowers explained that the Appropriations Budget needs to allow for the amount to be appropriated. (For clarification, even though not mentioned at the meeting of 2/23/09, the check was a refund expected due to the cancellation of the insurance policy with Seibert-Keck.)

The Board discussed the distribution of the computer upgrade for the Fire Department. The Computer Support line item will be set at $6,000.00. This will cover the support from KGC and also work done by Mr. Somogyi. The Machinery, Equipment and Furniture Station #1 & #2 line items will each show $8,500.00. The VFIS Insurance will be zero since coverage is now coming from OTARMA.

Ms. Bowers asked what road projects would be budgeted for this year. The Board decided on the following breakdown:

Motor Vehicle License Tax – Contracted Services - $15,000

Gasoline Tax – Contracted Services - $60,000

Permissive Motor Vehicle – Contracted Services - $60,000

The Ambulance And Emergency Fund is to used first on any ambulance items to bring this account down. $29,537.00 will be appropriated to this fund. The Fire District will have $3,900.00 appropriated.

An Information Technology line item needs to be added to the General Fund. $2,000.00 will be appropriated.

Fire Chief Jeff Hall asked about the replacement of a fire engine. He has information that has not yet been presented. The Board asked Chief Hall to come up with a plan to present to the board.

Comments:

Ms. Sue Heiszek asked about training for Ms. Turpin. Fiscal Officer Shirley Bailey will be training Ms. Turpin on the UAN system. Ms. Turpin will also be able to attend the Local Government Conference in April.

Ms. Joy Turpin asked about the status of the Requests For Proposals for the Fire Stations that were previously discussed by the Board. Mr. Kehoe responded that they haven’t been sent out but it has been approved [for him to prepare the proposal].

The warrants of the township will be paid.

Meeting adjourned at 4:55 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