Minutes

LAFAYETTE TOWNSHIP BOARD OF TRUSTEES

Regular Meeting

Monday, April 20, 2009

Meeting called to order: 7:02 p.m. having been properly advertised as required by Ohio Revised Code 121.22, followed by the Pledge of Allegiance.

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

Approval of Minutes:

February 16, 2009 – Ms. Bailey stated that the modifications received from the Administrative Assistant to the Trustees, Nanci Shanley, were grammar and punctuation suggestions and not actual errors. She is submitting the original draft to the Trustees. Mr. Butler agrees that there are no technical changes but feels that the modifications offer clarification and would accept the minutes with those modifications. Ms. Bailey stated that the “clarifications” are adding into the minutes. Ms. Bailey reminded Mr. Butler that he has in the past asked to not have the “he said” “she said” comments. Mr. Butler said he does not know who “the Board” is on page 3, second paragraph. (“The Board” was referring to Mr. Butler and Ms. Bowers speaking at the same time.)

Ms. Bowers expressed appreciation for the fact that Ms. Shanley is a professional writer and comes up with legitimate questions. Ms. Bowers continued stating that the minutes have to report what was said and what was done. If clarification is necessary, it can be done in the next meeting. The minutes are not to report what the Trustees wish they had said or done, but what actually happened. Mr. Butler disagrees, stating that at the last session he attended led by Assistant Prosecutor Bill Thorne, it had been stated that minutes should reflect the intent, do not have to be verbatim, and if clarity is needed additions can be made. Mr. Bill Thorne, in attendance at tonight’s meeting, stated that clarification would be done at the next meeting.

Ms. Bowers motioned to accept the Minutes of February 16, 2009. Mr. Kehoe seconded the motion. All voting in favor. Motion passes.

February 23, 2009 – Ms. Bowers stated that she feels the Board must accept the first draft presented since the draft prepared by Ms. Shanley clearly has additions. Ms. Bailey explained the clarification requested on page three had been a question from Mr. Kehoe and not Mr. Butler and had been a restatement of Sheriff Hassinger’s explanation of the rehire order for the deputies. Ms. Bowers stated that she read both versions of the minutes against the tape and has no problem with the version of the minutes submitted by Ms. Bailey. Mr. Butler stated they are just looking for clarity. Mr. Kehoe would like the minutes amended to reflect his question of Sheriff Hassinger since it was asked and answered. Ms. Bailey read the minutes showing that the question asked was previously answered and recorded in the minutes. Ms. Bailey is willing to amend the minutes if Mr. Kehoe would like his question and answer in the minutes. Mr. Kehoe would like to hold the minutes.

Mr. Butler would like clarification on page 4 with regards to the check from Seibert-Keck for $10,000.00. Mr. Butler stated this check was for the overpayment of insurance on the cruisers. Ms. Bailey clarified that the check ($9,773.00) was broken down for all departments / funds from Ohio Public Risk for liability. The commission check has also been received. Mr. Butler stated that had nothing to do with this issue. The minutes of 2/23/09 do not mention that the check was for a refund. Mr. Kehoe stated that clarification is needed on this matter. Ms. Bailey explained that the exact amount of the check was not known at the time of that meeting and Mr. Butler spoke with the insurance company and was told the check would be $10,000.00. That amount had included the commission check amount. Mr. Kehoe suggested adding “approximately” to the minutes. Ms. Bailey again explained that she cannot change what is reflected on the tape of the minutes. It can be modified at this meeting.

Ms. Nanci Shanley mentioned that on page 2, there are dollar signs in front of the mileage figures that should be removed. Ms. Shanley also suggests spelling out what LEADS stands for to provide clarification to future readers. Ms. Bailey asked Assistant Prosecutor Bill Thorne if the Board refers to something with the abbreviation if they should define what it stands for. Mr. Thorne stated that the abbreviation is what it stands for and for clarification it can be spelled out. Ms. Shanley commented that anything she has added is not an addition to what was said, but was to make the minutes clearer.

Mr. Kehoe motioned to table the minutes until the corrections are made.

February 25, 2009 – Ms. Bailey explained that the meeting of February 25, 2009 was a combination meeting with Zoning. The Trustees need to only approve the section dealing with the Trustee portion of the meeting. The Zoning Commission has already approved their portion of the minutes on April 7, 2009. Ms. Bowers asked which set was being submitted for approval since at the last meeting Mr. Butler had asked for a shortened version, which was supplied by Ms. Marlene Oiler, Zoning Secretary. Ms. Bailey is presenting the version with the Trustee’s meeting on eight pages, sent on April 10, 2009. Mr. Butler commented that there are three versions out there. Ms. Bowers and Mr. Kehoe both had the April 10^th version, which is the longer version with the Zoning portion removed.

Mr. Kehoe motioned to accept the minutes of February 25, 2009. Ms. Bowers seconded the motion. All voting in favor. Motion passes.

March 12, 2009 – Mr. Butler asked Assistant Prosecutor Bill Thorne if this was the reason for him being in attendance, since he wasn’t informed that Mr. Thorne would be here. Mr. Butler stated that he understands from Mr. Thorne’s letter that the post-audit meeting was not necessary to have. Mr. Thorne replied that was correct. Mr. Butler commented that it was not necessary therefore to have minutes. Mr. Thorne replied that was correct. Ms. Bowers commented that the Trustees did have a meeting with motions and asked Mr. Thorne if that was a problem. Mr. Thorne replied it was not if a meeting was held and nothing confidential was disclosed. Mr. Butler stated that there was no notice given for the meeting. Ms. Bowers commented that notice was given to the press. Mr. Butler responded that emergency notice was given an hour before the meeting, which had been scheduled for three weeks. Ms. Bowers responded that it was thought that notice may need to be given. Mr. Thorne explained that the Audit Meeting is usually excluded from the public records realm and is considered an exemption / exclusion and does not need to have minutes taken, but it is not a problem if minutes were taken. Mr. Thorne stated that there should be minutes showing that a meeting was held.

Mr. Butler questions the legality of how the meeting was called and how notice was given. Mr. Thorne stated that if it was thought that a meeting was needed and it had not been properly advertised, then an emergency meeting could be called since the auditor was coming and an executive session, with no public discussion, would be called. If prior notice wasn’t given, then it would be appropriate to issue emergency notice. Ms. Bowers, upon learning notice had not been publicized, asked for the emergency notification. Ms. Bowers stated also that there is a standing request for a resident to receive notification, which was not done, but that is not problematic in that it was not required for notification to have been given at all.

Ms. Bailey reported that she had not put in a notice since Auditor Scott Varney had stated that the meeting would be confidential and no notice was required. Assistant Prosecutor Bill Thorne agreed stating that notice was not needed, because it was a confidential meeting and because the Ohio Revised Code also states it is not necessary.

Ms. Bailey did prepare draft minutes showing that the meeting was called to order and a motion was made to go into executive session. Ms. Bailey reported that Mr. Butler had stated all of this was fictitious. Mr. Butler clarified that he was stating he had two sets of minutes. Discussion was held regarding the two sets of minutes, with the second set including the motion made by Ms. Bowers and inserted at her request. The second set of minutes, with the motion, is being presented for approval. Ms. Bailey reported that she had contacted Scott Varney and at his request had sent him a copy of the second set of minutes. Mr. Varney replied, “I have reviewed the draft of minutes you sent me and I agree with the events that took place through the time I finished my presentation”.

Mr. Butler feels it is an abuse to make notification at the last second because a meeting had forgotten to be called, when the meeting didn’t need to be called in the first place. Ms. Bailey clarified that it was not forgotten, but that she had been told it was not necessary to make notification. Ms. Bowers stated that she was not sure if a meeting had been necessary or not, and felt it was better to be safe than sorry.

Ms. Sue Heiszek commented that she has requested to be notified of every meeting and had not been notified of the meeting on March 12, 2009. Mr. Bill Thorne stated that if a meeting is called, it is necessary to follow our procedures and make all necessary notifications. However, in the end, it wouldn’t make a difference since it wasn’t a special meeting (public meeting).

Ms. Bowers moved to approve the minutes of March 12, 2009. Mr. Butler seconded the motion. Ms. Bowers and Mr. Butler voted in favor and Mr. Kehoe abstained since he was not at the meeting on March 12, 2009. Motion passes.

March 16, 2009 – Mr. Butler moved to table these minutes. Ms. Bailey commented these minutes were sent to the Board on April 3^rd.

March 26, 2009 – Mr. Butler moved to table these minutes stating that the Board had just received these. Ms. Bailey responded the minutes of 3/26/09 were sent to the Board on April 10^th.

The Board is in agreement to table the minutes of March 16, 2009 and March 26, 2009 until the next meeting.

Resolution 10-2009 – Mr. Butler stated that Resolution 10-2009 had been passed orally by the Board and signed and he would like to read it into the record. A RESOLUTION APPROVING THE SOLID WASTE DRAFT PLAN UPDATE OF THE MEDINA COUNTY SOLID WASTE MANAGEMENT DISTRICT.

Fiscal Report – Ms. Bailey reported that the Appropriation Status and the Fund Status had been placed in the Trustee’s boxes. The reports are current through today’s date.

Checking - $680,510.74

HRA account - $ 3,234.52

Balance - $677,276.22

Investments - $1,937,275.66

Ms. Bailey also distributed a current budget due to necessary amendments.

Fiscal Resolutions – Ms. Bailey explained that the current Certificate of Estimated Resources listed funds for the Fire District at $1,942.27. The Board had estimated $3,000.00 in the budget. The account has been utilized and $1,999.52 has been encumbered. Resolution 19-2009 is needed to amend the Certificate of Estimated Resources for the Fire District by an additional $57.25.

Ms. Bowers asked Ms. Bailey about the movement of $21,133.56 from expenses to fund total (reflected on the provided reports). Ms. Bailey stated that some amounts were lowered on the Certificate. The Ambulance Fund was also lowered on the Certificate of Estimated Resources to $10,303.92. The Board had originally approved $30,000.00 for the Ambulance Fund. A resolution is not needed to decrease a fund, only to increase.

RESOLUTION 19-2009 – A RESOLUTION TO AMEND THE OFFICIAL CERTIFICATE OF ESTIMATED RESOURCES FOR FIRE DISTRICT FUND #2111 TO INCREASE $57.25. Ms. Bowers moved to approve Resolution 19-2009 and Mr. Kehoe seconded the motion. All voting in favor. Motion passes.

RESOLUTION 20-2009 – A RESOLUTION MAKING PERMANENT APPROPRIATIONS FOR 2009. Ms. Bowers moved to approve resolution 20-2009 and Mr. Kehoe seconded the motion. All voting in favor. Motion passes.

Direct Deposit Contract – Ms. Bailey reported she has the agreement from First Merit. Mr. Kehoe asked if Ms. Bailey had the additional information he requested in an email regarding additional schedules for fees. Ms. Bailey states that she did not receive Mr. Kehoe’s email. Mr. Butler says he did receive a copy of the email. Ms. Bailey states that First Merit is the lowest rate between First Merit and National City, the township’s two depository banks. Mr. Butler disagrees, stating that there are multiple schedules at First Merit. Ms. Bailey reported that the township would need to keep $10,000.00 in the First Merit account and then transfer in the payroll amount three days prior to distribution from National City.

Mr. Butler states that National City has a better deal than First Merit. Ms. Bailey disagrees. Ms. Bailey reported that with First Merit the township will pay $45.00 per month and $0.13 per transaction. There is no limit to the number of transactions. Ms. Bailey corrected her statement to $25.00 per month if $10,000.00 is kept in an account. This would keep the majority of the township’s money in National City earning interest. Ms. Bailey reported that National City is charging $32.00 a month, $0.13 per payroll template, and $0.30 per item. Mr. Butler stated another option with National City is $25.00 a month with the first one hundred items a month free. This would allow the township’s money to stay with National City earning interest.

Ms. Bowers asked Mr. Butler when he had received this information. Mr. Butler replied his letter is dated March 3, 2009. Ms. Bowers expressed a desire for Mr. Butler to have previously shared this and Mr. Butler replied he is sharing now. Mr. Butler will not sign something that has no fee schedule attached. The Board agreed to table this item until the next meeting.

Fire and EMS Dispatch Contract – Ms. Bailey presented two copies of the contract for signatures of the Board. Mr. Butler stated that the invoice from the Sheriff’s Department for the Fire and EMS Dispatch Contract is for $14,236.00. Ms. Bowers pointed out that the dispatch fees are based on usage from the previous year. Mr. Kehoe moved to accept the contract for the dispatching services as provided by the Medina County Sheriff’s Department. Ms. Bowers seconded the motion. All voting in favor. Motion passes.

Clarification of Invoices – Ms. Bailey reported there were two invoices that had need of clarification. One was for an interior clock for the ambulance. This is the ambulance that had nearly $58,000 worth of expenses recently. There is not enough appropriated in the line item to pay the bill of $338.81. No requisition has been received for approval. A supplemental appropriation will need to be made to the Repair and Maintenance for 107-2 line item. Ms. Bowers moved to make an increase in the appropriation of $500.00 to the Repair and Maintenance account for 107-2 ambulance. Mr. Kehoe seconded the motion. All voting in favor. Motion passes.

Ms. Bailey reported that Carnegie Body has also submitted an invoice for the Pierce Pumper (101-2) for $3,171.43 for a rebuilt alternator and to replace batteries. There was no requisition submitted and the line item for 101-2 has no more money available. Fire Chief Hall commented that he had attempted to contact Mr. Kehoe regarding this emergency repair. Ms. Bailey reminded Chief Hall that a “Then and Now” would need to be submitted at the time of the repair. Chief Hall felt that one had been filled out. Ms. Bowers commented that additional funds may need to be appropriated for regular maintenance items for the rest of the year. Ms. Bailey stated that the line item had started with $15,000.00. $13,428.80 has been spent leaving a balance of $1,574.20. Ms. Bowers motioned to increase the appropriation for the Pierce Pumper unit 101-2 in the amount of $5,000.00. Mr. Kehoe seconded the motion. All voting in favor. Motion passes.

Assistant Fire Chief Brad Winter stated that the department will research to assure the amount that has been spent on the Pierce Pumper. Ms. Bailey commented that $6,900.00 was the insurance amount that was spent out of that line item for that vehicle. The check from insurance for that amount is credited back to the Fire Department, but not to that line item.

Fidelity Bond – Ms. Bailey reported that an adjustment is needed on the Fidelity Bond line item. Padgett-Young was able to obtain a bond for Ms. Bailey at a cheaper rate. The combined amount for the bonds for Ms. Bailey and Ms. Turpin is $1120 ($560 each). The line item did not have enough appropriated for this. A refund check from Westfield is expected that will be credited to this line item. Until that time, the line item is short. The original amount of Ms. Bailey bond was $1,854.00 with Westfield. The $560 amount is prorated with Padgett-Young. The full term amount would be $763.00.

VFIS - Mr. Butler asked about the Volunteer Fire Insurance System insurance coming due. Ms. Bailey reported that this insurance has already come due. When the bill was received, Ms. Bailey was under the understanding that this insurance was in the package deal with OTARMA. She found out that it was not included. VFIS is a separate, stand-alone policy. VFIS has covered the policy amount until the Board makes a decision. If the township decides to cancel this insurance, VFIS can get their money back. Padgett-Young (Ohio Township Association Risk Management Agency) offers the insurance for $1,829.00 per year for three years. VFIS offers the insurance for $1,987.00 per year for three years.

Ms. Bowers commented that when this was last discussed, the fire officers were concerned that they would not have access to the many opportunities associated with VFIS. The Fire Department has not had the opportunity to compare the two programs to see if they are similar. Ms. Bailey stated that the two policies are basically identical and approximately $400 would be saved over the term period by going with OTARMA. Mr. Butler stated that Mr. Roberts with Padgett-Young had offered to come to explain the policy this evening but due to time constraints with the agenda was asked to hold off. Ms. Bowers feels if the package is the same, there is a benefit to having all of the insurance in one place. Mr. Kehoe recommends giving the Fire Department until Friday to find out if there are any differences and if they are basically the same, go with Padgett-Young. Mr. Kehoe motions to wait until Friday to have the Fire Department compare the coverage of the two insurance companies and if they are the same, to allow Ms. Bailey to switch the coverage to OTARMA with Padgett-Young. Ms. Bowers seconded the motion. All voting in favor. Motion passes.

Ms. Bailey stated that Mr. Dale Roberts would be happy to meet with the township if needed. Mr. Butler feels it would not be necessary to have Mr. Roberts make a presentation.

Ms. Turpin reminded the Board that no action had been taken on increasing the line item for the Fidelity Bond. Mr. Kehoe asked for clarification as to where the refund amount will be credited when received from Westfield. Ms. Bailey stated it would go into the General Fund revenue. Ms. Bowers moved to increase the Fidelity Bond appropriation by $420.00. Mr. Kehoe seconded the motion. All voting in favor. Motion passes.

KGC Computer Invoice – Ms. Bailey reported that an extra billing in the amount of $463.09 has been received from KGC Computers. Mr. Kehoe stated that Fire Chief Hall and Fireman Steve Kile could give an explanation of the billing. Fire Chief Hall stated that if he had known about it he could have checked into it. Ms. Bailey stated that $463.09 had been charged on the first bill for UPS. The second bill was over by the same amount of $463.09. Chief Hall stated that he will find out the answer. Mr. Butler stated that it would be a courtesy to the fire department to have Ms. Bailey forward these matters to them.

General Maintenance – Ms. Bailey reported that there was an invoice from General Maintenance for $1340.85 for the 350 Ford. Service Department Manager, Mr. Figgers, responded that the requisition number for that invoice was 09-0313-1 written on the 1995 Ford.

Wellington Implements – Ms. Bailey reported that a bill was received for the Scag mowers for $16,000.00. Mr. Figgers stated that when the budget was discussed in November it was mentioned that there would be a $7,000 upgrade per mower. The rollover program, which costs $1,000.00 per mower, was inadvertently not included in the budget. This amount is for the actual lease of the mowers. Mr. Butler asked if we now have $16,000.00 in our mowers. Ms. Bailey explained that $14,000.00 was for the upgrade and $2,000.00 is for the rollover program. Mr. Figgers stated that the township owns the mowers. Ms. Bowers explained that the rollover pays for the maintenance and storage of the mowers, which are always under warranty. Mr. Figgers explained the history of using different mowers and the problems associated with cheaper mowers. Ms. Bailey needs to have the appropriations amended by $1,000 for each mower.

Mr. Kehoe moved to add $1,000.00 to each line for each of the Scag mowers in the appropriations. Ms. Bowers seconded the motion. All voting in favor. Motion passes. Mr. Butler stated that he would like to sit down with Mr. Figgers and discuss farming out some of this work, with the idea that it would be most cost effective and provide a better use of the Service Department’s time. Ms. Bowers reported that there is a program available to do the mowing in the cemeteries at no cost to the township. Mr. Butler stated that he is looking at doing everything that way.

Don Whalen – Ms. Bowers introduced Mr. Don Whalen. Mr. Whalen has done restoration work in several other townships with pioneer cemeteries. Mr. Whalen stated that he lives in York Township, retired a couple years ago, and began a hobby of restoring cemeteries. He has done three cemeteries in York Township and two in Litchfield Township. The monuments he works on are the ones that are big enough that he can pick them up physically. He is willing to work on the Lafayette cemeteries. His prior agreements have him being put on the payroll of the townships part-time at $15.00 an hour and the township has paid for his supplies. He did 60 monuments in Litchfield last year at a total cost for labor of $900 and about $100 in supplies. Some of the monuments in the Lafayette cemeteries are in worse shape. The easy monuments average about three an hour. There have been others that have taken him four hours on one monument.

Ms. Bowers reported that a rough estimate received from Mr. Whalen would not exceed $2,000.00. The sales of the cemetery have begun to bring in close to that amount and those funds can only be used for maintenance.

Mr. Whalen explained that he is not in business for himself. He asks the township to hire him to cover his costs. Mr. Butler asked what obligations the township would have with him as an employee. Ms. Bailey and Ms. Bowers stated it would be the same as current part-time employees. Medical is not covered in part-time. Mr. Kehoe asked what the purpose was of being hired as an employee rather than an independent contractor. Mr. Whalen responded that as an independent contractor the insurance would cost him $400 a year for liability. Mr. Kehoe asked Mr. Bill Thorne for his opinion on this situation. Mr. Thorne stated that an independent contractor would definitely have to have their own insurance. As an employee of the township he would be covered by the township’s insurance. Mr. Butler noted that the only additional cost would be the township’s portion of Social Security / PERS. Discussion was held regarding which employees are covered by Social Security and which by Ohio Public Employee Retirement System. Mr. Whalen stated that the other townships have him with PERS.

Department Reports:

Fire – Chief Hall reported that for March there were seven fire calls and twelve EMS calls for a total of nineteen calls. Year to date for fire calls are twenty-five and EMS calls are sixty-one. On the report presented to the Trustees, Chief Hall corrected the language under Fuel Used from “total mileage” to “total gallons”.

Chief Hall asked about the status of an auction. Mr. Butler responded that could be handled later in the agenda. Chief Hall reported that the parking lot at Station 2 is in need of being sealed due to cracking. Mr. Kehoe asked Mr. Figgers if this sealing could be included in other road bids. Chief Hall turned in three late requisitions.

Mr. Butler asked the status of the shed. Chief Hall replied that he would need to check with Steve Kile who has been working on the zoning issues since the Fire Association had made the purchase.

Zoning Inspector Alliss Strogin explained that part of the legal issues have been resolved. Ms. Strogin asked Mr. Bill Thorne about the fifteen feet of road right-of-way that had been deeded to Adam Johnson. Ms. Bowers stated that had been handled. Mr. Thorne explained that the area had been dedicated and is now being vacated. The property will go back (50%) to the property owner on each side, and we own each side. Ms. Strogin stated that according to the last information she had, one side was owned by a different individual who had deeded the land to the township, but only to the road right-of-way. That would leave a 15 foot strip still belonging to that individual. Ms. Bowers and Mr. Thorne stated that is not the case any longer. Mr. Thorne explained that once the property is formally vacated, as a matter of law the property goes back to the adjoining property owner. Ms. Strogin stated that Fred Boreman had indicated there was still a problem with this area and Mr. Thorne stated that it had been taken care of. Ms. Bowers stated that Mr. Boreman would be forwarding a map to Ms. Strogin.

Ms. Strogin is still waiting for the paperwork to be filled out for the variance for this property by the Fire Department. Chief Hall will follow up on the paperwork. Discussion was held regarding the paperwork and assistance in filling it out.

Chief Hall reported that several years ago the Board of Trustees had prohibited the Fire Department from standing-by at Smith Road Race Track. Chief Hall requests that the Board reconsider that action. The department is called to the track when there are races on holidays and during the race days. To stand-by would alleviate the risk associated with personnel responding “hot” to the station and responding to the call. When they are called to the track, nine out of ten times they transport to the hospital. When the department is on stand-by, patients are billed for transport. The number of paid personnel standing-by would be monitored. In turn, the track gives a donation to the Fire Association, who then buys equipment for the Township. This is a win-win situation and minimizes risk. Ms. Bowers recalls that a resident had complained about this issue in the past and in fact the Board, though divided, supported standing-by. Input had been received from the Prosecutor’s Office stating that as long as the Board of Trustees approves, the stand-by action can occur. Ms. Bowers believes that it was the Association’s decision to discontinue the service to avoid the harassment. Chief Hall feels it was a Board decision since they were no longer able to stand-by at the Chippewa Lake Ski Show as well. Ms. Bowers feels it would be right to allow the stand-by at the track.

Ms. Bowers moved to give Chief Hall the discretion to have the department stand-by at Smith Road Race Track. Mr. Kehoe seconded the motion. All voting in favor. Motion passes.

Service – Mr. Dave Figgers gave the report for March and part of April. Maibach Machinery installed a thumb on the backhoe and some ridges were cut off of the ball fields. The department will have to pick up cold patch for pot holes in Columbia Station due to local companies going out of business. Ditch work has been done on Ballash Road. Five crossovers have been replaced and the Contractor is done with those projects. An estimate has been received for the Fire Station doors and the ball field fences. Some intersection work has been done, and berms worked on at Carlton & Egypt and Carsten & Egypt. All equipment for the new season has been received: two tractors with mowers and two zero turn mowers. The department is looking into estimates for the kitchen in the Town Hall.

After speaking with the County Engineers Office, it has been determined that the road work previously discussed will need to be bid out due to the fact that it is close to force account work. When the three roads are lumped together, regardless of maintenance or not, a certain monetary amount requires the work to be bid out. Mr. Figgers will have the winning bid contractor see what can be done to seal up the lots at this complex as well as Chippewa Station.

Mr. Figgers expressed concern about the $250.00 limit on spending. With weather conditions, the department has been rebuilding the landscaping trailer (tires, painting, deck, jack). When they reached the $250 limit, they had to stop work. His understanding is that if the Board doesn’t agree to each expenditure then the bill will not be paid. The department has gone on to other tasks since they have had to cease work on the trailer repair due to the spending limit. Mr. Butler asked if this was an emergency to get the work done.

Ms. Bowers asked what roads needed to be bid out for a contractor. Mr.Figgers replied Deerview (Rt. 42 to Rt. 162), Egypt (Lance to Carlton) and Ballash (Chippewa Road south to the Township line).

Mr. Butler moved to apply for the Engineer’s Estimates for the road work on Deerview (Rt. 42 to Rt. 162), Egypt (Lance to Carlton) and Ballash (Chippewa Road south to the Township line). Mr. Kehoe asked how a bid is requested since there is only one company that does this type of work and also what would happen if the Township rejects the bid. Mr. Figgers stated that there are non-local companies that have bid before on projects from Columbus. Mr. Figgers wants to follow the advice of the Engineer’s Office. Mr. Kehoe asked why there is a problem if the Township already has a quote that is less than the statutory numbers. Assistant Prosecutor Bill Thorne replied that over a certain amount, the Engineer’s Office must get estimates for bids. Mr. Figgers read the letter from the Engineer’s Office stating that they had reviewed the “facts” received from Lytle Construction for wedging and chip and seal on the three roads. The unit prices included in the estimate are reasonable. The overall cost of the work for the three roads as a single package exceeds the force account limit of $25,000.00 for maintenance work. The letter states that the township may want to consider revising the amount or type of proposed work or competitively bid the project to be in conformance with the force account limits. Ms. Bowers seconded the motion. Ms. Bowers and Mr. Butler voted in favor of the motion and Mr. Kehoe voted against the motion. Motion passes.

Fire Doors – Mr. Butler stated that two quotes have been received to replace the Fire Doors at Station 1. One quote is for $2,760.80 and the other has a range of $2,200.00 - $2,675.00. Mr. Butler asked Mr. Figgers for his recommendation. Mr. Figgers stated that he has not seen work done by the first contractor. The other contractor did the work on the Administration Building and has a more detailed quote. Mr. Figgers would have no problem going with All Purpose Construction unless the board feels differently. Mr. Butler asked which option (A, B, & C) should be looked at with All Purpose Construction. Mr. Figgers recommends the door with the best closing mechanism.

Mr. Kehoe motions to accept the proposal from All Purpose Construction Services, Option C, for $2,675.00 for replacement of two doors at Fire Station #1. Mr. Butler seconded the motion. All voting in favor. Motion passes.

Ball Park Fencing – Mr. Butler stated a quote has been received. Mr. Figgers reported that the quote is not for complete replacement of the fencing. According to the fencing company, the biggest field does not need fabric replacement. It does need a bottom rail and horizontal posts. Mr. Butler read the quote. The amount of repair for ball field #1 would be $2,032.00. Field #2 would be $3,044.00. Mr. Figgers stated that Field #3 would not have fabric replaced. Line posts would be replaced. The fabric on the chain link fence is causing the posts to bend when caught by the wind. The $6,300.00 would install a new bottom rail. The big field would also have the backstop hood extended five feet for $1,991.00. The total estimate is $14,227.00. The project could be broken down over a couple of years. Mr. Figgers recommends speaking with Mr. Mike Mohney to determine a wish list. Ms. Bowers would like to see the safety issues taken care of first. Mr. Butler asked Mr. Mohney to meet to determine the needs. Mr. Mohney stated that they have volunteers that can help with any demolition to help defray some of the costs. Mr. Figgers stated that between the volunteers and the Service Department they can probably work on a solution. Mr. Butler asked Mr. Mohney to meet with Mr. Figgers to discuss the priority of the work to be done. Mr. Figgers asked how much money the Board would like to spend on this project this year. Mr. Butler agreed with Ms. Bowers that the safety issues need to be taken care of first and then go from there. Mr. Butler feels this can be handled by the next meeting.

Men’s Bathroom Stalls – Mr. Figgers reported that a small partition can be placed between the sink and the urinal, but a partition cannot be placed between the door and the urinal. This is due to ADA compliance.

Town Hall Floor – Mr. Figgers reported that the floors have been redone by Mr. John Lanzer. Mr. Figgers feels the results are beyond expectations and look great. He would like to see the floors buffed every quarter to keep them in this shape. The Service Department has never been able to get the floors as shiny.

Ball Fields – Mr. Kehoe asked about the possibility of putting gravel under the bottom rails of the fencing. Mr. Figgers stated that in talking with the fence company, if a bottom rail is put on the fencing and left about an inch and half above the grass, a weed wacker would be able to take care of that area.

Ms. Bowers conveyed thanks to the Service Department for removal of a family of skunks that had been killed on University Center Drive in a timely fashion. The University has expressed their thanks.

Police – Ms. Bowers reported that Fuel Charges for last month were $768.43, Vehicle Maintenance was $60.01. The expedition needs a light and charger replaced for an estimate of $125.00. One vehicle is waiting to go to auction after being taken out of service a few weeks sooner than anticipated due to being in an accident. The repair estimate for this vehicle exceeds the value of the vehicle and the County insurance requires a $5,000.00 deductible. Ms. Bowers has been told that the value of that car is between $300.00 and $1500.00. The auction is anticipated to be in August. The items that are stripped from the Lafayette car will be stored and held for use on other Lafayette vehicles. Any items that can’t be used will be auctioned off. Proceeds from the auction will be credited to the township.

Medicare Premium Reimbursement – Mr. Butler asked Mr. Bill Thorne for clarification on reimbursement of Medicare premiums. Ms. Bowers moved to approve the reimbursement for any Trustee who is eligible and qualifies for the basic Medicare premium. Mr. Kehoe asked if this is specifically for Medicare or for any kind of medical insurance when a Trustee opts out of the Township’s coverage. Mr. Thorne advised that would be up to the Board of Trustees. Ms. Bowers asked if the motion should be amended to be all inclusive now since there may be new Trustees after the first of the year. Mr. Thorne stated that the plan would need to be in place before someone takes office. Mr. Kehoe stated that he had opted out and is on his own plan. Mr. Thorne and Ms. Bowers stated that Mr. Kehoe is eligible for the plan up to the amount that would be paid under the township’s plan at the start of next year. Mr. Kehoe feels the motion should be amended to cover anybody and not just a limited number of situations.

Ms. Bowers moved that anyone who is eligible for Basic Premium Medicare reimbursement or private plan reimbursement from opting out be eligible for reimbursement up to the township average plan amount. Mr. Thorne stated that this would start with the new term.

Mr. Thorne stated that the bids for the Fire Department parking lot cannot utilize Road Funds even though they may be a part of the bidding package. The Board stated that it would be paid from Fire Department funds.

Mr. Butler seconded the motion to reimburse Medicare or any other premium that is not eligible under the township’s plan. Discussion was held regarding payment of premium for someone who is not eligible under the township’s plan due to possible medical condition. That person would be eligible to receive reimbursement of the average cost of the other participants. Mr. Thorne stated that it used to be that the actual cost was reimbursed, but the statute has been amended and is no longer possible – the average cost is what can be reimbursed. Mr. Kehoe and Ms. Bowers voting in favor, Mr. Butler abstaining. Motion passes.

Mr. Bill Thorne announced he would be leaving at this point in the meeting and was requested to stay by members of the audience to discuss the Port-a-Potty issue.

Port-a-Potties – Mr. Butler reported that last year the township started with a regular port-a-potty, went to an ADA unit, to a shortage of port-a-potties. Mr. Butler stated that the Board had discussed, but not formalized, having this expense be one paid by the Association, since the fencing and maintenance are already paid by the township. Ms. Cindy Cain, director of the girl’s league at Lion’s Park, stated that the township only cuts the grass at Lion’s Park and feels the least they can do is to supply two port-a-potties. Mr. Butler feels this should be the Associations responsibility. The cost was shared last year with Mr. Butler paying for part of a port-a-potty. He would entertain splitting the cost but does not feel the township should supply the units.

Ms. Bowers feels that before a fence is torn down, the township should step back and look at why the fence was built. Both ball fields were donated to the township at no cost. The caveat was that the township was to maintain them and make them available for the ball fields. Mann Field has an actual deed restriction as discussed last year. The township provides services of mowing the grass and has historically provided two port-a-potties for each field at a cost of approximately $1500 a year. The township occasionally does other maintenance such as fence repair and providing dirt materials. The Association maintains the schedule, stripping, lining, dirt work, dragging, watering, amending of soil, built bleachers, fixed fences and built concession stands. Ms. Bowers feels the township gets off cheap in providing the port-a-potties. Mr. Butler corrected that there was only one port-a-potty at each field last year. Ms. Bowers feels the township owes the Association the port-a-potties, stating that parents have a difficulty with multiple children when attending games. The Lafayette Market has hung signs denying usage of their facility. Ms. Bowers felt that the time to ask the Association to pay for port-a-potties would not be after they have already gotten their sponsor fees done and fees have already been collected.

Mr. Butler doesn’t question the need for potties but is concerned about the liability issue. He is willing to share the cost of the units as last year. Ms. Cindy Cain asked if she pays for the port-a-potties would the Trustees pay for gravel on the street coming down into Lion’s Park. Mr. Butler stated that was a different issue. Mr. Butler reported that he sees where the Association is raising money for festivities for the players and feels the bathroom should be a priority. Ms. Cain asked if they were being penalized for having a fundraiser. Ms. Cain, Lafayette Girls Softball Association, stated that a fundraiser was held for new uniforms and equipment. They are self-sustaining and haven’t asked the township for anything other than to cut the grass. Taking the port-a-potties away would cause them to go into funds that have already been spent for this year. The girls do not have the luxury of going into the woods to use the bathroom. If the Trustees want the Associations to budget for port-a-potties, then she asks for an amendment now to allow them to work on it for next year. There was no letter sent letting them know this situation.

Mr. Butler apologized, saying that he felt it had been discussed unofficially last year and realizes that Ms. Cain had not been notified.

Mr. Mike Mohney, Lafayette Baseball, stated he is representing many of the parents. Mr. Mohney stated that a meeting many years ago had taken place with the Prosecutor’s Office and they had discussed the responsibilities and liabilities of the Township and the Association. The quote he received was that the Board did not feel the taxpayer money should be spent on port-a-potties and they should be provided by the Association. If that is what the Board wants for the future, it is pulling the rug out from under them this year as their budget has already been spent. They were denied usage of the Town Hall. In the ten years that he has been involved, the Board has provided port-a-potties and cut the grass. Mr. Mohney stated that the township has spent very little maintaining the fields and the Association has spent quite a lot. He can have his treasurer provide an itemized list of what has been spent, close to $20,000.00 for improvement of fields. If the Association walks away, the township would still have the fields to maintain. They are only looking to keep the port-a-potties.

Mr. Kehoe had no comments. Mr. Butler suggested having one port-a-potty per field. Ms. Bowers remembers having one regular and one ADA unit at each field. The cost is $1500 a year. Mr. Kehoe read that the total for last year was $1340.50. Discussion was held on the number of port-a-potties actually at each field last year. Mr. Mohney and Ms. Cain pointed out that the leagues are not the only one using the facilities. Thousands of people are at Lion’s Park on the 4^th of July. Ms. Bailey feels that it is the township’s responsibility to provide the facilities to anyone using the ballparks. Mr. Butler agrees. Mr. Kehoe asked what the Associations were actually requesting. Mr. Mohney stated they have had two units at each field in the past with the ADA being asked for this past year. They would like one regular and one ADA unit at each field, with the ADA unit not being so large. Ms. Bowers asked if the Service Department could take the responsibility of making sure the needs are met. Mr. Figgers reported that in the past when the Service Department was handling the port-a-potties, there was no problem. Discussion was again held about how many units were at each park last year.

Ms. Dianne Winslow asked if the Lions Club could help with Lion’s Park. Ms. Cain stated that they would not. It is the township’s field. Mr. Kehoe suggested two units, one regular unisex and one ADA unisex, at each location. The Associations agreed that this would be acceptable. Mr. Mohney stated that they have looked into the costs of the permanent units. Those units start at about $10,000.00. Mr. Butler stated that was not feasible for this season. Mr. Mohney stated he was proposing this for next season. Mr. Butler doesn’t feel it is feasible even then and that they are better off renting the units. Mr. Mohney stated that they can get the excavating and the concrete donated. Mr. Kehoe suggested being concerned with that at a later time and just deal with the immediate needs. Mr. Kehoe requests that the Service Department handle the port-a-potties. Mr. Figgers stated they will take care of it as long as the Board is in agreement with one ADA and one regular unit at each location. Ms. Cain will have the one unit currently at Lion’s Park removed. Ms. Bowers asked the Board if they were in agreement to pay for this out of Budget Stabilization in order to move forward. Ms. Bailey said there is a line item already set up for this - $700 at one field and $800 at the other. Mr. Mohney asked for the Board’s motion to be ongoing for the future. Ms. Bowers stated that it would have to be reviewed at each budget cycle which is done in January. Mr. Butler recommended finding sponsors for one unit next year.

Mr. Kehoe motioned to provide one regular and one ADA compliant port-a-potty for each location which will be managed by the Service Department. Ms. Bowers seconded the motion. All voting in favor. Motion passes.

Mr. Tom Huscek of Chatham Road stated that the best decisions the board can make would be with our young rather than with our dead.

Inventory of Garage – Ms. Bowers moved that the Board of Trustees determine by its’ vote that everything on the list determined to have no value has no value for any public purpose and can be disposed of accordingly. Mr. Butler stated that a letter had been received from the Society for the Prevention of Cruelty to Animals stating they would be happy to take care of these items. They are a 501(c)3 organization and eligible for donation. The Board is in agreement that the SPCA can receive the items of no value. Mr. Kehoe asked how the value is determined. Ms. Nanci Shanley reported that Mr. Dennis Somogyi has determined that the computers and monitors are so outdated that they have no monetary value in his professional opinion. Much of the equipment is broken, and the printers also have no monetary value. The Ohio Revised Code states that if it is $2500 or less in value the Board still has the option to donate if they wish. Mr. Kehoe asked what would be done with the junk. Mr. Butler stated that everything would be donated to SPCA and they could make that determination. Ms. Bowers stated items could be disposed of at Clean-Up Day. Mr. Kehoe stated that items such as uniform components should not be out in the public. Ms. Shanley stated that Medina City Police Department burns anything with badges. Ms. Shanley stated that the SPCA is also interested in the furniture items. Ms. Bowers stated that after the SPCA takes what they want, the Service Department, as in years past, can determine what should be disposed of appropriately. The items on the first two sheets presented by Ms. Shanley would be donated. Ms. Bowers asked for it to be done by May 2^nd, to allow for disposal at Clean-Up Day for any other items. Mr. Butler stated that it had been moved to donate the first two sheets of items to the SPCA. Mr. Kehoe seconded the motion. Ms. Shanley asked if she has permission to let the SPCA know and to be here when they come to retrieve the items. Mr. Butler agreed. Ms. Shanley asked if Clean-Up Day was definitely happening so she could put that on the website. Mr. Butler replied that would be addressed after this motion. Ms. Bailey stated that the 15 boxes that are marked as “assumed Police Dept.” probably are and cannot be destroyed. Mr. Figgers stated that some of the items on the first two pages belong to the Service Department. The blue cloth office arm chair belongs to Service and the white wall cabinets (EEE). Ms. Bowers clarified that the motion will exclude item EEE. Mr. Figgers stated that this duty used to be handled by the Service Department. Ms. Bowers agreed. Mr. Butler stated they are trying to get things out of the garage. Mr. Figgers stated that there is not enough storage and that is why things are in the garage. After discussion, it was determined that items EEE, AAA, TT, and OO would be excluded from disposal.

Ms. Alliss Strogin commented that it would be preferred to have the old locked mailbox installed at the Administration Building to safe keep items left for that building. Ms. Bowers asked if Mr. Figgers could be present when the SPCA comes to retrieve items. Ms. Shanley stated it would probably be on the weekend. Mr. Butler asked Mr. Figgers to tag the items he would like to keep.

Ms. Bowers amended her motion that the SPCA can take items that are not tagged by the Service Department. Ms. Turpin commented that as requested last year she had removed all the patches from the uniforms and they are in safe keeping. All voting in favor. Motion passes.

Comprehensive Plan Update – Mr. Butler reported that the Trustees had suspended the contract with Mr. Bob Arnold at the last meeting. Alternatives are being looked at, which are few due to the amount of money that has already been spent. $37,500.00 has been spent thus far on the Comprehensive Plan to Mr. Bob Arnold. Mr. Butler has talked with the Planning Staff and they are willing to look at the plan. Mr. Butler requests permission from the Board to talk with Mr. Arnold and bring him up to date. Ms. Bowers motioned to allow Mr. Butler to speak with Mr. Arnold to update him and see if he has interest in completing the work and report back to the Board. Mr. Butler feels that the plan should have been completed within this past three years. Mr. Kehoe seconded the motion. All voting in favor. Motion passes.

Request for Qualifications (RFQ) for Fire Stations – Mr. Kehoe reported that all should have received an RFQ statement for architectural design services for the Fire and EMS Service facilities. The purpose is to get qualified firms to review our facilities, equipment, and locations of current buildings and determine the total overall needs. Mr. Kehoe would like to have this process work down to about three organizations that qualify. The Board will receive the RFQ’s, sort and determine which would be interviewed, interview four or five, then limit the qualifiers to three and determine the best party to do the work.

The project description indicates the project will involve a space needs analysis for the buildings, the design of new or renovated facilities for both fire and EMS services. The selected firm will work with the Township to fully develop the project as it relates to Lafayette Township’s future Comprehensive or Master Plan.

Mr. Kehoe stated that the firms are asked to go on line or call to ask for a questionnaire with eighteen questions (firm’s history, technical expertise, knowledge of Township, etc.). The Board has previously approved a Request for Proposal, but Mr. Kehoe is asking for the Qualifications first before attempting to look for a Proposal for new or renovated facilities for Fire and EMS Services.

Mr. Butler moved to publish the Request for Qualifications. Ms. Bowers seconded the motion. Ms. Bowers stated that Mr. Bill Thorne had requested that when this RFQ or RFP is published that any emails or mailings to specific agencies outside of publication be recorded. Mr. Kehoe wasn’t aware of any special mailings to be done. All voting in favor. Motion passes.

Ms. Nanci Shanley asked if the deadline of May 22^nd should be altered. Mr. Kehoe replied the deadline should be thirty days from Wednesday, which would be May 22^nd. Ms. Bailey will publish the first page of the RFQ. Ms. Bailey asked how long the RFQ should run. Mr. Kehoe stated it needs to run ten days. Ms. Bowers clarified that it needs to run ten days out, not ten times. Mr. Kehoe suggested running the RFP in the Plain Dealer and the Beacon Journal, not in the Gazette. Mr. Kehoe stated that the Board has already received information from someone who has seen that there was a grant application. He feels that there will be a lot of response even though there is a short time frame. Ms. Shanley will publish the form on the website.

Cemetery Maintenance – Ms. Bowers reported that she had received a notarized statement and the estate documentation showing that Marjorie Hamlin has obtained the burial rites to two spaces in the family plot by gift, descent and distribution. Ms. Bowers would like the Board to approve issuing a new deed to Mrs. Hamlin based on this documentation. Ms. Bowers moves to approve a new deed to be issued to Ms. Hamlin for grave numbers 5 & 6 in Lot #8 in Section #9 of Waltz Cemetery. Mr. Butler seconded the motion. All voting in favor. Motion passes.

Probation Workers – Ms. Bowers reported that the Board had spoken about having probationary workers assisting with lawn maintenance in the cemetery and have determined that this does not seem to work out. They are not always available and have to be supervised, etc. Ms. Bowers has met with Mr. Bill Hannigan, in charge of the Medina County Works Program, who has a program available for people ages 16 – 24 where these people are hired as County Employees, covered by County insurance and on their payroll. Because there are a number of veterans in the Township Cemeteries, they are able to utilize this program at no cost to the Township. The program would use their own mowing equipment and they are unsupervised with their own crew chief. They would need equipment, delivered to the site, such as week wackers, buckets and shovels. They would need to be shown by the Service Department what work is needed to be done and a schedule provided. Ms. Bowers thinks this would be one full day a week. The Board asked Mr. Figgers if he had any comments. Mr. Figgers does not see any problems with this program, but does have a problem with probationers who are serving on felonies and would prefer not to work with them. He is willing to try this new program. Mr. Butler is concerned about the availability of the workers (probationers).

Ms. Bowers stated that the employees on this program use push mowers and may work better in our cemeteries. Mr. Kehoe asked about the delivery of equipment. Ms. Bowers stated that they will store the equipment but our weedwackers, gravel, etc. need to show up on site for the workers at the arranged scheduled time. They will not haul the township equipment. They will take care of their own mowers. Mr. Kehoe asked where those would be stored. Ms. Bowers replied they would be stored somewhere centrally within the Township she would suspect. The Township would need to supply them with weed wackers and gas. The Board feels the program is worth a try and ask Mr. Figgers to let them know if the program is not working out. Mr. Figgers commented that it would be cheaper than having a contractor come do the work.

Ms. Bowers motioned to have the Township enter into an arrangement with the Medina County Works Program to provide cemetery maintenance for Lafayette Township. Mr. Kehoe seconded the motion. All voting in favor. Motion passes.

Grant Programs – Ms. Bowers reported that she has attended three training sessions since the last Board Meeting on Federal Grant Programs available. Lafayette Township is on the website for the State funneled stimulus funds for two fire departments. The Board would need to approve this. Ms. Bowers has been strongly encouraged to move these projects somewhere else and redraft and align them within a cooperative program that some of the other agencies are looking at. There is a 12 ½ million dollar proposal being put together that is public and private. It includes emergency management to remove the remaining six houses in Gloria Glens and to remove the utilities down there. It also includes demolition of structures in the Chipppewa area, some asbestos assessment and abatement in the Chippewa area, an underground storage tank removal in that area, some grading and retention, and some environmental issues to be taken care of. The County Engineer’s Office, the Sanitary Engineer’s Office, County Commissioners and the Chippewa Partner’s are also involved. Ms. Bowers has proposed funding to look at widening Lake Road for the turn out lane, construction of a new Lafayette Township Fire and Rescue Station on land donated by that project, $200,000 in road improvements (the actual number received from the Engineer’s Office is $174,000 for off-site not associated with the project). If the project goes forward and the work is being done, it is not a problem to increase the extra footage for the Township. Also included is $750,000 for the Lion’s Park access road, parking, and construction of restrooms, and a Comprehensive Housing Improvement Program which would be $150,000.00 set aside to be made available for rehabilitation of homes in the area for energy efficiency. This would be for new roofs, furnaces, windows, gutters and/or downspouts in the area designated at the Community Reinvestment Area, although it is not dependent upon the CRA being approved. The Grant would also include a pilot program to Cloverleaf School District to make up for any tax freeze of the overage portion.

Ms. Bowers stated that meetings have taken place with Legislator Sherrod Brown and Congressman John Boccieri’s Office. The Ohio Department of Development may try to package all of this and Ms. Bowers would like the Township to be at the table on this and have the Board approval. This would not obligate the Township to anything other than being a part of the application. If the funds come, the Township would have to choose to accept the funds or not. The funds may not come, come completely, or come in parts.

Ms. Bowers reported that Sherrod Brown’s office suggested that information on the Rural USDA Programs be pulled for the Fire Department, as they are underutilized funds. Ms. Bowers has attended their workshop and in speaking with them, it appears that the township would qualify for those funds due to the average income. The Township is encouraged to make application for these funds.

The large Grant Application is tied to a job creation and retention of 910 jobs. This will allow it to carry a lot of weight.

Mr. Butler stated that he is not aware that any land has actually been donated for a Fire Station as yet. Ms. Bowers replied that the offer has been made. Mr. Butler, in talking with the Fire Chief, feels the land being offered is questionable due to size and drainage. Ms. Bowers replied nothing is conditional. Mr. Butler asked what role Chippewa Partners would have in this grant. Ms. Bowers replied they are part of the application. The portion Ms. Bowers suggests the Township apply for is $3,938,750.00. The County portion is $373,750.00 and the School District is $115,000.00. The project does not break down what is County Engineer and Highway Engineer, but the balance is $8,500,000.00. The application is a collaborative effort, but pieces go different places. There are traditional Grant venues, Stimulus venues, State funds, and Federal funds. This will probably break down into seven or eight applications going to different places. The Township is on the “wish list” with the state for the two stations. This new application would be all of these other things plus the fire station. A separate application would go from the Township to USDA just for the stations. The Governor’s Coordinator for the Ohio Department of Development has encouraged the group to send the application everywhere, not worrying about double-dipping. This does not obligate the Township but opens up the chance for funds. If accepted, then the Township would have to make a decision. If applications are not made, then opportunities are missed. Mr. Butler agrees, but is concerned that the money will come in and the Chippewa project will get the brunt of the funds and the residents will not get any of it. Mr. Butler does not want to subsidize the project anymore than has already been done. Ms. Bowers stated it is possible for them to have their portion funded and ours not, but their funding does not affect our funding. By packaging the application, it shows that there is an overall benefit for everything to happen at once.

Mr. Kehoe would like to see more information. Ms. Bowers reported this is all the information she has. Mr. Kehoe has zero information and feels that in order to make an educated decision, the information being presented needs to be reviewed better. Ms. Bowers appreciates Mr. Kehoe’s position. The position the Township is in is that this is an unprecedented offering across the state and across the United States. It will not be around for very long and Ms. Bowers is concerned that if the Trustees wait for another meeting the opportunity may pass. Ms. Bowers is aware of this situation, and has shared all of her information, because these meetings have been put together very fast, are a public record, and she has attended the workshops offered by the Federal Government, the State Workshops, as well as other meetings where this has been discussed. Ms. Bowers reported that there is another meeting on Tuesday around Columbus and she can forward details to the Board. Mr. Kehoe stated Ms. Bowers could provide information that she has gleaned off of these various meetings. Ms. Bowers stated that is what she has just shared with the Board. Mr. Kehoe stated he does not have this information or a listing of the various applications. Ms. Bowers stated can forward the listing she received today. Ms. Bowers stated that the Board all receive the same information in their mailboxes and she attended some of the meetings. Mr. Kehoe states that he has not received any of this information in his mailbox.

Mr. Butler asked if Mr. Kehoe has any problem with the application process, noting that it guarantees nothing. Mr. Butler feels the most logical recipient of this money is the Chippewa Project since they are providing jobs and he does not want to fund them anymore. Ms. Bowers asked how we would be funding them. Mr. Butler responded we would be applying for the grant. Ms. Bowers corrected him saying that we are only applying for our portion, not theirs. The overall picture provides a narrative that states the County Engineer is asking for a part of the whole bigger picture, the Township is asking for this portion which is a part of this bigger picture, etc. Each entity is making application for their own part. Chippewa Partners is taking the entities under their umbrella and allowing us to bootstrap onto their job creation, which is the target.

Mr. Kehoe asked who would be writing the grant requests. Ms. Bowers responded that Director Dentler has been involved as well as Kimberly Rice with the Ohio Department of Development. Chippewa Partners has drafted their own but it also lists all the other applications that they anticipate would be available as cooperative. The goal is to try and get everything, but Ms. Bowers does not feel that will happen but we can get what we can. Mr. Kehoe again asks who is going to write the applications. Ms. Bowers responded that she feels the predominate drafter would be Director Dentler and Gary Sills. All the other entities would obviously be at the table. Ms. Bowers stated that she would be working with Chris Couples out of John Boccieri’s Office.

Mr. Kehoe stated that based on the lack of information, he feels the Township needs to restrict the situation and make sure that nothing is authorized except the actual application for funding, no Revolving Loan Fund program. Ms. Bowers asked why the RLF - Comprehensive Housing Improvement Support (CHIS) program would not want to be applied for to rehabilitate their homes, if the funding is available. Mr. Butler asked if that funding was available to Chippewa Partners. Ms. Bowers replied it is not, it would be the Township. It is a Community Development Block Grant Program only available to public entities.

Mr. Kehoe suggested approving the submission of the grants but feels the fire department should be involved in their portion. Ms. Bowers stated that would be fine. Assistant Fire Chief Brad Winter asked if the department were to get the $5,000,000.00 grant that has already been applied for, would they sacrifice that grant and have the money split up. Ms. Bowers replied no, the grant applications stand on their own. She has been told that the Fire Department grant is only on the state side. That is the smallest pot and the most aggressively pursued. There is nothing in the application that tells the reviewers an importance other than being another fire department making a request. It would be a surprise if the application is approved. Asst. Chief Winter stated that there were 400 applications for fire stations. Ms. Bowers stated that the application for each station would stand on its own, meaning that one could get funded and possibly not the other. The CHIS Program could get funded or not. Any one of the projects could stand on its own, but they are all under one goal set. The legislators have stated that the best bet is to have the applications be part of a bigger picture.

Mr. Kehoe motioned to approve to submit the grant applications. Ms. Bowers seconded the motion. All voting in favor. Motion passes. Ms. Bowers stated that she will continue to send the information she receives to the Board.

May Meeting – Mr. Butler asked to move the May meeting to May 11^th. Ms. Bowers and Mr. Kehoe are in agreement.

Clean-Up Day – Mr. Butler has asked what the cost of Clean-Up Day is. He states that according to Ms. Bailey, if a requisition is not turned in, the bill will not be paid. Mr. Butler has not seen a requisition regarding Clean-Up Day. Ms. Bowers stated that Clean-Up Day was budgeted for. Ms. Butler again stated that Ms. Bailey has stated without a requisition, nothing will be paid. Ms. Bowers does not think it is more than $2,000.00. Ms. Bailey stated that $1,500 has been budgeted by the Board. Ms. Bowers explained that the Service Department usually swaps their day off to be able to cover Clean-Up Day. Mr. Figgers stated that in the eight years he has been here, he has only swapped his day off once. Mr. Butler asked if it would be overtime. Mr. Figgers stated it would be for two people, and the part-time worker would use his regular hours. The containers run $150 each and it cost $23 a ton for dumping.

Mr. Butler asked when the containers would be picked up and how are they secured to prevent others from dumping into them until they are picked up. He asked if the containers could be picked up on Saturday. Mr. Figgers did not think they could be, and if so, it would be an additional cost. Ms. Bowers asked if the driveway could be chained off. Mr. Figgers pointed out that the Fire Department needs access.

Ms. Bowers reported that an Auxiliary Officer from the Township would donate his time to cover traffic control while our dedicated officer supervises the prisoners. There will be no additional charge to the Township. Mr. Butler asked for clarification, and Ms. Bowers stated that our regular officer would supervise the prisoners, and Nate Savetski, an auxiliary Sheriff’s Deputy, is donating his time to work the township.

Mr. Kehoe asked if requisitions would be submitted to cover these expenses. Mr. Figgers stated that it would have to be after the fact. Ms. Bailey explained that Clean-Up Day is normally not done on a requisition since items are not purchased, fixed or repaired. It is treated like a contracted item. Mr. Butler read a memo from Ms. Bailey stating that Trustees do not have authority to make his or her own decision. The subject has to be brought before the Board at a public meeting and must be discussed, a decision may be rendered. Until then no purchase shall be made. If the paperwork is not done, Ms. Bailey is not paying the bill. Ms. Bailey explained that has to do with purchases being made without notifying her to find out if the money is available such as individual items and repairs, as with the Fire Department, where work has been done on vehicles without finding out if the money is available.

Ms. Bowers stated that this Board beats on Ms. Bailey for having adjustments, and now she is not doing that. This makes the Board deal with each occurrence. This is the system that the Board has put into place for giving Ms. Bailey grief for being cooperative. Mr. Butler disagrees, stating that courtesy would have been going to the individuals involved rather than stacking them up to discuss at a meeting. Ms. Bowers stated that Ms. Bailey used to do adjustments within the account, which she has the ability to do, and then works it out on the backside. The Board has given her grief over this and Ms. Bailey is no longer doing that. Mr. Butler states there is no grief over asking for a requisition. Ms. Bailey stated that she did contact the Fire Department on the Carnegie Body invoices. Fire Chief Hall requests that anything involving the Fire Department, he be contacted – not the daytime staffing people. Chief Hall was unaware of the clock issue with Carnegie Body. Mr. Kehoe stated that Chief Hall needs to be aware of any issues with the Fire Department. Chief Hall stated that he had made an attempt to contact Mr. Kehoe, and at that point it was an emergency repair. Ms. Bailey stated that when Mr. Kehoe was attempted to be contacted, she also should have been contacted to make her aware of a “Then & Now” to assure funds are available, which they weren’t in this case. Mr. Butler asked if this would be the same case with the Service Department trailer – if Mr. Figgers could contact them to be able to continue with the work to finish the project. Mr. Butler stated the policy is that anything over $250.00 needs to have the liaison contacted, who would contact another Trustee for approval. Ms. Bowers stated that anything over $250.00 she will not approve until a meeting unless it is an emergency.

Clean-Up Day – Ms. Shanley asked if there was a consensus on Clean-Up Day as to whether it is happening and what the hours would be. Ms. Bowers stated that Clean-Up Day was never taken off. On March 16^th it was moved to May 2^nd – 8am – 3pm and is unaware of a change. Mr. Butler stated that Clean-Up Day was never approved. Ms. Bowers disagrees. Mr. Butler states that he has asked for costs and just got those this evening. Ms. Bowers stated that on March 16^th there was a motion made by Mr. Kehoe and it was approved. Mr. Kehoe and Mr. Butler stated that was to change the date. Mr. Kehoe states it was also stipulated that they would find out the cost. Ms. Bailey stated that the cost last year was $1,685.58. Ms. Bailey stated that she has no email asking for the cost. The Clean-Up Day will be from 8am – 3pm.

Katy Albright – lives in Races Allotment and is preparing to do landscaping and putting up a fence. There is a question as to where her property line is located. The Engineer’s Office had previously placed pins in the ground. Ms. Bowers asked if this was the Spear’s property. Ms. Albright acknowledged it was. The pins are no longer there. She is aware of a right-of-way and is requesting to have the pins placed in the ground again. Ms. Bowers, who has familiarity with this situation, stated that the Township is not permitted to do pins. She does have a file on this issue and the current aerial photos are up to date. The pins are private property. The Engineer’s Office had marked the center line to determine the right-of-way for the township. Mr. Butler asked to discuss the details of this matter at the end of the meeting.

Requisitions – Ms. Bailey reported that Chief Hall presented additional requisitions this evening for Fire Services - $85.50, NAPA (for battery for fire trailer) - $100.00, Carnegie Body (internal clock) - $338.81, Carnegie Body (101-2) - $3,171.43.

Mr. Kehoe moved to accept the requisitions as presented. Mr. Butler seconded the motion. All voting in favor. Motion passes.

Bank Reconciliation – Mr. Kehoe stated that there are six checks that are outstanding from 4/15/08 – 1/15/09 and feels they need to be cancelled out. Ms. Bailey stated that the first three checks referred to have been marked void. One for $102.00 is being rewritten. The one for OPERS is not owed according to them and will need to be marked void. Ms. Bailey has not heard from Michael Costello regarding his check and she has contacted Linda Fanta since her check was issued in January. Mr. Kehoe asked why we are sitting on checks for so long, and thought we have a 90 day restriction on the checks. Ms. Bailey replied they are not good after 90 days. Mr. Kehoe stated that the banks are paying on checks older than that. Mr. Kehoe asks Ms. Bailey to notify these people that they have a check outstanding and if they want their money they will need to follow up. Ms. Bailey replied that she has contacted the top three payees and this is the reason for changing the amount of pay to at least $50, since the employees tend to not cash the checks for smaller amounts.

Mr. Kehoe moved to pay the warrants of the township. Ms. Bowers seconded the motion. All voting in favor. Motion passes.

Meeting adjourned at 10:26 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