Minutes
Regular Meeting
Meeting called to
order:
Members Present: Trustee Donald Butler, Trustee Lynda Bowers, Trustee Lee Kehoe, Fiscal Officer Shirley Bailey.
Minutes – Mr. Butler reported that he has sent a letter to the County Prosecutor and would like to wait for a reply before handling any business with the minutes.
Fiscal Report – Ms. Bailey reported the status as of today:
Checking - $902,672.69
HRA - $964.77
Balance - $901,707.92
Investments - $1,742,741.96
Requisitions – Ms. Bailey reported that the total for the Service Department of $7,677.97 includes a proposal for three buildings to have work completed by All Purpose Construction. The Fiscal Officer’s requisitions for the Post Office total $17.22. Fire and Rescue’s total is $5,863.08. The Grand Total is $13,558.27. Mr. Kehoe reported on two additional requisitions being presented by the Fire Department for warranty repair of a pager, $12, and Fireworks and Pyrotechnics Training Seminar for Jeff Hall and Brad Winters, $65 each for a total of $130.00. The new Grand Total would be $13,700.27.
Mr. Butler asked Mr. Figgers to explain the proposals for maintenance from All Purpose Construction. Mr. Figgers explained that all 3 Complex Buildings would be worked on. The Town Hall would have missing siding replaced, loose siding reattached, bottom siding replaced with a harder material to prevent damage from landscaping equipment. This same material will be applied to the bottom of all three buildings. The Administration Building will have the cupola fixed, dusk to dawn light installed, replace missing siding, and the bottom siding replaced. The Service Department Building will have the bottom siding replaced, remove the one man door, change threshold on other man door, tile office floor and paint the office. Mr. Butler stated the funds will come from Building Repair Funds. Ms. Bowers asked if that would be in the General Fund. Mr. Butler replied if that is where the money is. Ms. Bowers cautioned the Board about watching those funds, since the township is currently $48,000 over expenses in General Fund, which will drop the carryover amount. All of the carryovers are down and the revenue is actually up, indicating that spending is the cause. Ms. Bowers understands that things need to be done, but feels the board needs to be careful in spending for the rest of the year on anything not currently in the budget. Mr. Butler replied that this may be the smallest bill that the Board sees with regards to building. Mr. Butler wants to get things done and has not yet looked at where the money will come from. Ms. Bowers asked what buildings are being looked at. Ms. Bailey replied that all three buildings should have the funds come out of their individual funds. Mr. Figgers asked where the fire doors payment came from. Ms. Bailey replied from the Fire Fund.
Ms. Bowers stated that she keeps a spreadsheet of the expenses and wanted to verify where the funds were being spent. Mr. Butler stated Ms. Bowers can keep track and he will start spending the money to get things done.
Mr. Butler questioned Mr. Figgers about the small tiller in the requisitions. Mr. Figgers stated that the flower beds had a fall clean-up. Mr. Butler stated that the spring clean-up is coming; having been told that it would be done by next week at the latest depending upon the weather. (Mr. Butler and Mr. Figgers are referring to the contract work that was done by Peter’s Landscaping.) Mr. Butler stated that the tiller would be crossed off the list.
Ms. Bailey stated that funds will need be to be appropriated for the building projects. Road & Bridge – Improvement of Sites has $2500 appropriated. The amount proposed is $2365 for the maintenance repairs. It is determined that there is enough in the fund to cover that expense. The Administration Building and Town Hall repairs will both be funded by the General Fund. There is enough in the Town Hall line item as well as in the Administration Building line item. It is determined that there is enough funded to cover these projects without additional funding. Ms. Bailey pointed out that the Service Department amount just covers the expense. There will only be $135.00 left in that line item. Mr. Butler promised that they will be doing a lot more than $135.00 and they will increase that line item when needed.
Ms. Bowers pointed out that they are $145,062 over the carryover amount going into January 2009 and advises to keep an eye on this situation. Mr. Butler states that he is the one who has advised watching it and that Ms. Bowers has stated it is no problem. Ms. Bowers disagrees saying she watches the accounts every meeting. The Board budgeted very tightly and now has to keep amending the budget. Ms. Bailey states that the Board needs to look ahead to make sure that there is enough in the budget, stating that the auditors do not like to see amendments. The budget has been amended about three times already this year. Ms. Bailey stated that the auditors prefer that the Board have a good check in the beginning to carry through to the end of the year. Ms. Bowers stated that she has no problem doing things that need to be done as long as they improve service. If the expenses are just for appearance sake, she is not keen on that. She related that ten years ago the township was just about out of money with no carryovers. The State Auditor had wanted to take the township into Fiscal Emergency. Since that time, the roads have been brought up to speed, ambulances have been replaced, and trucks have been replaced, and encouraged better training in the Fire and Rescue. The township has also been able to have almost a full year carryover, which is what is supposed to happen. This would be the first year to have the full year carryover, and there are four accounts already that will be significantly less than the beginning amount going into January 2009. Fire is under by $264,000.00 and all are aware as to why. Ms. Bowers cautions keeping an eye on the spending. Mr. Butler agrees and also states that some things need to get done.
Mr. Kehoe motions to accept the requisitions as amended with the two additions for the Fire Department and the one removal from the Service Department. Ms. Bowers seconds the motion. All voting in favor. Motion passes.
Ms. Bailey stated that she has come across a note from Columbia Gas where they are to be paying the Township $15 a year for the property they utilize for a small gas building. This is the first time she has been told of this situation. Ms. Bailey will have Ms. Turpin research as to when this agreement first started and when the payments should have been received.
Mr. Butler stated that a Budget Meeting needs to be scheduled. Ms. Bowers asked if Mr. Butler was interested in doing a series of short workshops. Mr. Butler has no problem with that and would prefer that. After discussion the Board decided on June 1, 2009 at 10:45 a.m. Ms. Bailey will publish the notice of the Workshop Budget.
Department Reports:
Fire Department – Fire Chief Jeff Hall reported that in April there were 17 fire calls, 24 EMS calls, with a total of 41 calls for the month. Year to Date is 137 calls. Ms. Bailey clarified that the report shows 214.9 gallons of diesel fuel.
Chief Hall stated that the new fire door is binding in the locking mechanism. Mr. Figgers will follow up on this item. Chief Hall expressed a problem with parking by the league parents in front of the fuel tanks, causing them to not be able to have access to the tanks at times. Mr. Butler stated a No Parking Zone could be put in. Ms. Bowers stated it is already there and doesn’t work. Mr. Kehoe stated that the parents could be informed that their cars will be towed. Ms. Bowers asked Mr. Figgers if filled buckets with a tape run between them could be utilized to mark off the space. There currently is no sign at the tanks showing No Parking. Mr. Kehoe stated that he will contact the league parents.
Mr. Kehoe asked Chief Hall about the department’s experience on the controlled burn in Chippewa. Chief Hall stated it provided a lot of good training and it went well.
Emergency Preparedness – Ms. Bowers stated that between the Health Department and Emergency Management she receives information about pandemic data. Even though we did not have an issue with the current flu, there are other things that may be coming. Ms. Bowers is concerned about the fire personnel going into houses, becoming exposed, then spreading a sickness among the township’s first responders, taking away our first responders. The first responders’ families also need to be protected. Ms. Bowers suggests that the department have a list with all their membership as well as their families so that if inoculations are prepared, the township can immediately submit to Emergency Management Agency who needs to be taken care of. Ms. Bowers also suggests thinking of any other emergency systems in place to isolate members who have been subjected to situations. Ms. Bowers stated that Kristen Hildrith with the Health Department has done a good set-up with Hinckley as well as Buck Adams, who has good information.
Mr. Kehoe asked what kind of plan the township has. Ms. Bowers replied that there is no plan in effect right now. Chief Hall stated that they are aware and take precautions, but should take it to the next step. Ms. Bowers stated that there are a lot of retired nurses in our township who have maintained certification. She recommends finding a drive-thru area out of the weather if mass inoculations are called for. Chief Hall recommends the County Highway Garage. Ms. Bowers recommends having that arrangement in place.
Service Department – Mr. Butler stated that the Board had received a proposal for Ball Park fencing at the last meeting from Mr. Figgers who is now providing a time and cost schedule. Mr. Figgers reported that the Ball Park fence will cost $14,227.00. The Company can start work as soon as the Board makes a decision. Mr. Figgers asked Chief Hall to express his thanks to the three cadets who helped at Clean-Up Day. Mr. Butler asked if the fence work should be done all at once or in phases. Mr. Figgers thinks that if the money is available, then all the work should be done. No other proposals have been acquired, since historically, when the lowest bid is accepted, that is also the quality of work acquired. The Service Department did check out Medina Township’s fencing that was completed by Elyria Fencing and feels that they did nice work.
Ms. Bowers asked to have the fields identified by their numbers. Mr. Figgers explained that Field 1 is the little back field at Mann, Field 3 is the big field. There is no work being done at Lion’s Park. Warranty work was performed before the warranty expired for Lion’s Park. Ms. Bowers stated that she does not see the need to spend money at Lion’s Park at this time when there is a possibility for substantial work being done next year. She does note that the new fences are curled up at the bottom. Mr. Figgers stated that cannot be fixed.
Mr. Kehoe asked for Mr. Figgers’ recommendation. Mr. Figgers replied that he would have all the work done at Mann Field by Elyria Fencing for $14,227.00. Ms. Bowers asked if there is a warranty on the bottom rail to be installed. Mr. Figgers is unsure and will check into that. Ms. Bowers asked if any of the road funds could be utilized for this project. Ms. Bailey stated they could not. The funds could come from Road & Bridge, Contracted Services and be moved into Improvement of Sites. There is $28,000 in the Contracted Services that can be moved. Mann Field has $303.64 left in the Mann Field line item. Lions Park line item has $394.00. Those two line items are slated for the balance of the port-a-potties. Mr. Kehoe asked if the money could come from the Contracted Services and be moved into the Improvement of Sites. Ms. Bailey stated it could since it is in the same fund. Ms. Bowers asked Mr. Figgers how far they were with the culvert work, since that line item had been substantially funded. Ms. Bailey pointed out that the other two funds could be utilized for the culvert work. Ms. Bowers would prefer to see the Board supplant what’s left on culverts from Motor Vehicle License Tax or Permissive Motor Vehicle as opposed to utilizing the Road & Bridge Fund. Mr. Butler stated that those two funds are hefty with nothing against them at this time. Mr. Figgers reported that there are three culverts that are marginal after this winter on the south end of Carsten that may need to have two of them redone. Ms. Bowers stated that there are substantial appropriations in Motor Vehicle Tax, Gas Tax and Permissive Motor Vehicle Tax that can be used to cover those expenses. Mr. Butler stated that Permissive Motor Vehicle Tax has about $164,000.00 total. Ms. Bowers stated that Permissive Tax Appropriations are close to $157,468.00. Ms. Bowers recommended having Ms. Bailey pay these expenses out of Road & Bridge where she feels appropriate and then supplant the funds appropriately at the next meeting. It may not be necessary to increase the appropriations. Ms. Bailey reported that the Crossover line item has $3,110.00 remaining. Ms. Bowers stated that there is also money in Contracted Services. Ms. Bailey reported that the Contracted Services line item has $28,100.00. Ms. Bowers reported that there is $15,000 appropriated in Motor Vehicle License, $60,000 appropriated in Gas Tax, and $60,000 appropriated in Permissive Motor Vehicle Tax and feels the township should be in good shape. Ms. Bailey will take the funds from Contracted Services and place them in Improvement of Sites [Road & Bridge Fund].
Ms. Bowers moved to reappropriate $15,000 out of Contracted Services into Improvement of Sites, reducing Contracted Services by $15,000 and increasing Improvement of Sites by $15,000. Mr. Butler seconded the motion. All voting in favor. Motion passes.
Mr. Butler motioned to accept the bid from Elyria Fencing for the three ball fields subject to being provided with a reasonable warranty. Ms. Bowers seconded the motion. All voting in favor. Motion passes. Ms. Bowers pointed out that this repair is necessary due to safety issues.
Salt Building – Mr. Figgers reported that a salt building has been discussed many times in the past. In 2007, quotes were received after discussions with Mr. Kehoe and the Department discussed the issue with Mr. Butler last week. Prices continue to go up on salt buildings. The trend now is to have a hoop building which is a support with a membrane over it. Another alternative is a concrete block with a tarp covering. Guilford and Medina Township utilize this last option as well as many Ohio Department of Transportation facilities. The price, with a concrete pad needed to push off of, is between $50,000 to over $100,000. The location of the salt bin would depend on what is going to be done with the Complex. The opening needs to be to the east to avoid problems.
Ms. Bowers asked what is wrong with the current salt bin. Mr. Butler replied that it looks bad and is limiting the township’s ability to do things, with vehicles and equipment being stored outside. Mr. Butler feels the first step in doing anything with the Complex is a salt bin and expanding from there. After the salt bin is installed, the current building portion can be knocked down and three or four more bays can be added for equipment. Ms. Bowers asked if it would make more sense to look at everything all at once and see the best scenario. She does not have a problem with planning, but doesn’t feel the changing of the salt bin will increase storage much in that location. She reported that there are many townships that store their salt under a tarp and has a problem spending $50,000 - $100,000 on a building when it will not get the salt on the road any faster or better. Mr. Butler stated that it is limiting the township’s ability to be effective and move forward with the Complex. He had asked Mr. Figgers to bring the subject up this evening for the Trustees to look at the situation. Mr. Kehoe feels that Mr. Figgers should put together a proposal based upon their needs and present a price to the Board. Mr. Figgers reported that the prices they had were from 2007 and they only had a day and a half to try and come up with three new proposals. Different companies are needed for the tarp, the block, the concrete, the finisher of concrete, etc.
Ms. Bowers stated that there is a barn on Ryan Road with a sign that may be available for winter storage since she is unable to store things this year. She stated that since the township is sending out Request for Qualifications, it may make sense once the people are identified to look at the Fire Stations, to have them look at the entire Complex and determine future spatial needs. Then a financial plan could be put together to perhaps complete the work in phases. Mr. Butler said he doesn’t have a problem with that but something has to be done with the salt as it is holding everything else up. Ms. Bowers asked why it was holding things up. Mr. Figgers replied that they cannot expand on the building until the salt is moved. Ms. Bowers asked if it was known that that building was going to be expanded upon. Mr. Butler stated that they need to; they are going to expand that building out a few bays. Ms. Bowers commented that she had missed that decision. Mr. Butler stated that is where he is trying to go and that is why it was brought up tonight to bring to the table. He stated that this complex has basically had nothing done to it in the past decade and he would like to see things done, whether it be the Town Hall building with a new kitchen and cleaning or to keep the equipment here and give a better feel to the Complex.
Mr. Kehoe asked how many pieces of equipment there are. Mr. Figgers replied that some of the Fire Department’s equipment that had been in the shed is currently being stored in the Service Department shop, causing more of their equipment to temporarily be stored outside. Normally there are two tractors and truck that sit out. There is room to store four pieces of equipment plus the mowers inside. Mr. Kehoe commented that this was only a proposal and not something that had already been decided. Mr. Butler stated that he was bringing it to the table for discussion. He sees that the other townships in the County are looking good. Ms. Bowers pointed out that Medina Township has money due to Home Depot, Kohl’s, Wal-Mart, etc. Ms. Bowers asked if the township could shop for storage for the winter and when the RFQ’s are received, look at them with an eye towards designing more than a fire facility. Mr. Butler replied that was fine with him, but he will keep on pushing for this. Ms. Bowers stated that she likes “pretty” too, but it must provide better service.
Mr. Figgers reported that he had spoken with Assistant Fire Chief Brad Winter regarding the fire suppression system in the kitchen. Asst. Chief Winter will have an expert come in at the end of the week to see the best way to proceed. Mr. Figgers reported that their department had met with the County Engineer regarding the lot lines brought up by Ms. Katy Albright at the previous meeting. Mr. Roy Delaney was able to tell the homeowner where the lot lines were and the Engineer agreed with him. The homeowner is pleased and the Service Department will be doing some work in the right-of-way. Ms. Bowers asked if the other members of the Board would like to see the situation that Mr. Figgers is referring to, since it tends to come up fairly often. Mr. Butler replied he had already seen it. Ms. Bowers stated that she has copies of the maps, aerials, etc. and asked who should keep them. Mr. Figgers will keep the records.
Mr. Figgers reported that the maintenance work for the roads has begun today. Some of the major pot holes were repairs as well as wedging. Mr. Figgers is pleased with their work. The doors have been installed at the Fire Stations and he will call the contractor to have the lock fixed. Clean-Up Day went well with a lot of trash collected. There were 8 trash dumpsters, 3 metal trash dumpsters and many trailers utilized. There were also many people who came and took some of the furniture items.
Mr. Figgers stated that in February a truck had been discussed, and was postponed to May. This could be the last chance to order a truck before the new emissions come into effect. The new emissions will increase the cost of a truck by $10,000.00. Mr. Butler asked if this was the Peterbilt. Mr. Figgers replied this would be to replace the old truck with another Tandem. Ms. Bowers stated the last time this was discussed, the 2008 repairs were $5,198.00 and the Year to Date Repairs are $2,705.00. The truck is a 1995. Ms. Bowers asked if Mr. Figgers had checked the state bid. Mr. Figgers replied the ball park figure for a new truck would be $150,000 outfitted. The truck is $90,000 +. Mr. Kehoe stated they had also discussed leasing as an option, Mr. Figgers agrees. That would be $17,000 every six months, about $35,000 per year. Ms. Bowers asked if Mr. Figgers had the Engineer’s Estimates for the road projects slated for this year. Mr. Figgers replied approximately $45,000 would be spent this year on road maintenance (Deerview, Ballash & Egypt). Ms. Bowers stated that $120,000 had been budgeted. Mr. Figgers added that the culvert replacement for the south of Carsten would run $3500 per pipe. Two to three will need to be replaced. Ms. Bowers asked what road projects were being looked at for next year. She stated that the Chippewa Streets estimate is $174,000.00. She is trying to get grant money for that project. Mr. Figgers replied that wedging needs to be done in Chippewa and chip & seal. He and Mr. Jim Lytle had a discussion today where Mr. Lytle stated he is not keen on secondary roads being made a hard surface, preferring a motor-paver with a chip & seal on top. Mr. Figgers stated that most of the township roads are secondary and the motor-paver holds up well. Deerview is considered a secondary road.
Mr. Butler asked which truck was being considered for replacement. Mr. Figgers replied it is the old red dump truck and stated that we are on borrowed time with this truck. He stated that the truck can be made to last 40 years, but people expect certain services from the Service Department. Ms. Bowers asked if the truck were ordered now, when the truck would come in. Mr. Figgers replied he was unsure. Ms. Bowers compared a salt bin or a truck. Mr. Figgers stated that is the reason he looked at his notes, knowing that money cannot be pulled from everywhere for multiple projects. Ms. Bowers stated that there is $135,000 budgeted for roads in 2009 and the projected projects would be $45,000 for roads and $10,000 for crossovers. Mr. Figgers heard that one of the Trustees has a problem with leasing a vehicle. He understands that a little more will be paid, but it would fit better into the budget. Ms. Bowers asked Mr. Figgers if he could have a proposal prepared for the Trustees by the June 1st Budget Meeting. Mr. Butler asked Mr. Figgers to have some alternatives as well. Ms. Bowers commented that the township has the opportunity to sell items in the Township Association Magazine for a small fee.
Fire Department Shed – Mr. Butler noted that the Fire Department Shed had been removed and the tree will be removed soon. Mr. Figgers commented that they had taken three loads to the Central Processing Facility so far for the tree.
Ms. Bowers moved that the Fire Department Shed has no value, is not necessary for any public purpose, and that it be removed by demolition. Mr. Butler seconded the motion. All voting in favor. Motion passes.
Mr. Butler asked Mr. Figgers to keep the pressure on for the salt bin.
Police – Ms. Bowers reported that the Sheriff’s Contract is on budget. Mr. Kehoe asked about the car that was damaged by a deer. Ms. Bowers replied that the report is the same as last meeting and the car is scheduled for auction, which is anticipated to be in August. Any proceeds from the sale will come to the township. Mr. Kehoe asked about the insurance. Mr. Butler stated they were not going to insure it as it would have a $500 deductible. Ms. Bowers corrected that it is a $5,000 deductible. Mr. Butler stated that the car is only worth about $3,000.00. Ms. Bowers reported that the car is at the impound and will be stripped with about 15 other cars at one time. Our car parts will be used for our vehicles. Mr. Butler stated that it will cost $200 to strip the car.
Parking / Hunter’s Run – Ms. Bowers and Mr. Kehoe noted this was not on the agenda due to omission, but Ms. Bowers had asked to discuss this item. Ms. Bowers stated that all legislation has been passed and the only needed items are the tickets for enforcement. Mr. Butler stated he has all that information. Ms. Bowers had received an email from Susie Hoisington, head of Hunter’s Run Home Owner’s Association. Ms. Bowers again stated that everything is in order except for the tickets. Mr. Butler stated that he has the verbiage from the City of Medina for tickets. Ms. Bowers stated that a Parking Bureau will need to be established that is consistent with the Administration Open Hours. Ms. Bailey has offered to do this during the normal business hours. Ms. Bowers stated that if it were not done here at the township, arrangements would have to be made with a court, and she recalls that the Judge wasn’t keen on having Deputy Clerks do this task.
Mr. Butler stated that there will be a cost for the tickets and setting up the Bureau and collecting. Based on history, the first couple violations end up not being enforced. Mr. Butler feels there will be a lot of unhappy people if the parking ban is put into place. Ms. Bowers stated that the parking ban is already in place. Mr. Butler stated that it is not enforced and the public doesn’t know about it. Ms. Bowers stated that the Home Owner’s Association is asking for it and the regulations were passed for all of the subdivisions, not just Hunter’s Run. Mr. Butler stated he will revise the documents for the next meeting if the Board would like. Ms. Bowers stated that the Home Owner’s Association (HOA) would like them enforced. She had told the HOA it would be on tonight’s agenda if they would like to speak to the issue, but doesn’t see anyone here. Mr. Butler feels the regulations should be for the northern Associations as well and that they should perhaps be contacted. Ms. Bowers restated that the regulations were for all of the subdivisions. Ms. Bowers stated that with our own officers, it is possible to have enforcement in the subdivisions that would like to have it enforced and not in those that don’t want enforcement. Mr. Kehoe stated that the Board should ask the subdivisions what their needs are and what they would like to talk about. Ms. Bowers asked Officer Rohr to speak to the offenders, which he did, and the offender cooperated.
Ms. Karen Schoonover asked what the issue was in the subdivision and what they wanted to have done. Ms. Bowers reported that there were cars parking over night and the HOA doesn’t want cars left out overnight on the street. Mr. Butler stated that in the winter, the plows have to go around cars. Ms. Bowers read the email from Ms. Hoisington of Hunter’s Run HOA (see attached). Ms. Schoonover asked if a resolution could be adopted by the Township. Ms. Bowers replied that it had already been done in 2004. Mr. Kehoe stated that the rules are already there, they are just not being enforced. Ms. Bowers reported that the resolution doesn’t say no parking at all, it states no parking on the side of the street that the fire hydrants are on and no overnight parking between 2am – 6am. Mr. Butler feels that the Board needs to be consistent and do the enforcement for all subdivisions rather than letting them choose. Ms. Bowers suggested getting it in writing from each subdivision and instruct the officers to try to knock on doors first unless there is a snow hazard. Mr. Kehoe feels the safety issues need to be addressed. Ms. Sue Heiszek asked if signs were posted regarding the parking. Mr. Butler replied they are not. Signs as well as tickets would need to be taken care of. Mr. Kehoe compared the cost of the signs, tickets, etc. with having the officers make a request of the offenders. Ms. Bowers stated that the HOA’s do not have authority to send a letter to their residents regarding this issue. If the legislation is in place, then the HOA’s could have the opportunity to police themselves or we can go the route of setting up the bureau. Ms. Bowers is concerned about having many penalized for a few issues. Mr. Butler stated that if the offenders don’t respond to the officer, then the next step would need to be taken. Ms. Bowers asked if the Board would approve for her to send a letter to all the HOA’s letting them know what the township’s resolution is and that it is enforceable for them to police themselves or for the township to take the next step of enforcement. The Board was in agreement.
Cemetery Rules – Ms. Bowers stated that at the last meeting the Board had stated they would entertain an amendment to allow deed changes for people who inherit or receive the right to interment by gift. Ms. Bowers has proposed the amendment and sent it to the Trustees. The first sentence of the red portion may not need to be included. “A new deed may be issued upon presentment to the Board of Trustees of a written request along with the documentation of the requesters’ entitlement to owners subject to the approval of the Board of Trustees”. Ms. Bowers reported that for the last instance of a new deed request, she had the requester provide a copy of the will and the final order when the estate was closed showing this had gone with the instrument of the will. Ms. Bowers stated that this amendment will keep the township’s records cleaner as there are many unused graves and sometimes these graves are inherited or gifted to others. At this time, there is nothing the Trustees can do to help the recipient. Mr. Kehoe asked if the first sentence should be included. Ms. Bowers replied it can be, but it is just an explanation as to why this would be done; “The Township recognizes that due to the passage of time or original deed owners it is sometimes necessary to issue new deeds to persons entitled to ownership by circumstances such as lost documents, gift, or instrument of will”. Mr. Kehoe feels that the next line should have the word “of” removed from in front of a written request. Discussion was held on this issue. It was determined that the wording would be changed to “A new deed may be issued upon written request to the Board of Trustees along with the documentation of the requesters entitlement”.
Ms. Bowers moved to approve the amended Lafayette Township Cemetery Rules. Mr. Kehoe seconded the motion. All voting in favor. Motion passes.
Zoning – Ms. Bailey noted that Zoning had not been on the agenda, but there have been two resignations received from Mr. Jack Chester and Ms. Peggy Folk.
Ms. Bowers moved to accept the resignations of Mr. Jack Chester and Ms. Peggy Folk. Mr. Kehoe seconded the motion. All voting in favor. Motion passes.
Comprehensive Plan – Mr. Butler reported that he had met with Mr. Bob Arnold and they agreed to agree. Mr. Butler stated that Mr. Arnold’s understanding had been that he was hired to do a visionary plan with no promise or direction that would lead to anything with zoning regulations. Mr. Arnold feels that he is done with what he had promised to do; Mr. Butler respectfully disagrees with him and stated that was not what the township was looking for and it did not serve the purpose intended. According to Mr. Arnold, he had been emphatic with the Board to say that his work would not lead to zoning changes, but was only a visionary plan. Mr. Arnold agrees that the vision is old at this time. Mr. Arnold was taken aback about the Community Reinvestment Area (CRA) since he had a section in the plan about raising more money for the township and didn’t see where the CRA fit with that plan. Mr. Butler stated that Mr. Arnold admits that the plan he prepared is probably not pertinent to what the township needs in the current situation. They agreed to part ways. Mr. Butler asks the Board approval to send Mr. Arnold a letter terminating his services to the township and then move on to stage two to find someone who can take what Mr. Arnold has done and modify it to be part of our zoning code. Next month will have been three years that this project has been in the works. Mr. Arnold has been paid $37,500.00. Mr. Butler stated that Mr. Arnold feels he is entitled to more compensation and Mr. Butler stated that he told him that for the work done, we should be even.
Mr. Butler recommends/moves that the Board terminate the contract with Mr. Arnold under the provision in the contract and move on to secure services of a firm or people who can finish the plan for the township. Ms. Bowers seconded the motion but asks for discussion. Ms. Bowers agrees that she would like to see a more traditional set up to the planning document, not that what Mr. Arnold did is wrong, but it is not user friendly to the public in its present format. Ms. Bowers stated that she greatly disagrees with the information received regarding the CRA. This was very distinctively, clearly and specifically one of the bigger recommendations in the performance audit and it was discussed. Mr. Butler reported that Mr. Arnold wasn’t aware of it. Mr. Kehoe agrees that the contract needs to be terminated as it is a waste. Mr. Butler stated that he will compose a letter to Mr. Arnold and hint that the township is done paying him, since the contract was not finished. He will also secure the maps and paperwork that Mr. Arnold has. All voting in favor. Motion passes.
Ms. Karen Schoonover, Zoning Chairman, states that it is vitally important for the township to have a legally defensible, easily understandable by the community, Comprehensive Plan document. The Zoning Commission has been working without this type of plan since she has been on the Commission and she feels this is the one thing that these Trustees need to accomplish for the citizens. Ms. Schoonover urges the Trustees to keep the fire lit and to find somebody who can take the information from Mr. Arnold and formulate a plan as soon as possible and to continue to involve the people in the community. She urges to allow for understanding by the residents, questioning, honest feedback and discussion. Mr. Butler stated that the pressure will be kept on to move forward with the Comprehensive Plan.
Ms. Bowers stated that the Board has received a proposal from the Department of Planning Services to finish the Comprehensive Plan and asks if discussion can be held. Mr. Butler would like to look at other alternatives as well.
Grant – Ms. Bowers distributed copies of information she has received. She has attended many meetings regarding the collaboration including meetings with the University of Akron, Akron General Hospital development team, Administrator of the Lodi Hospital, Representatives of the Ohio Department of Development, and the U.S. Department of Agriculture consultant. She reports that the process is moving along and that the key to getting the funding is that it has to point to sustainable job creation. None of the Township, County, or emergency management projects have this. However, the Chippewa Landing Project does bring this to the table. They also bring a bio-energy component to the table. They are working with Schmeck Industries to take the waste/sewage and feed it into a plant to generate their own electricity and gas on site.
Ms. Bowers has spoken with Fire Chief Jeff Hall regarding the site that has been designated as donated land for a fire facility. Chief Hall states that his only concern was the size, and Ms. Bowers states that the size is larger than anything the township currently has. There was no objection to looking at more size if needed. Ms. Bowers reports that the excavation that has been done on the site so far was necessary to do before the Indiana Bat restrictions. The funding is not in place, and they are looking at every option, as it is extremely difficult. Mr. Butler stated that the project has gone way beyond the clearing of trees because of the mandate; they have brought in acres of dirt and have been moving dirt. Ms. Bowers stated that they are only grading. The County Engineer’s Office had needed a place to dump and had asked if the project could take the dirt. They had agreed since they will need the fill anyway. Ms. Bowers believes the County is doing the grading. Mr. Kehoe asked if this was being done on private property. Ms. Bowers replied that the County is disposing of the dirt for free and was willing to do this. Ms. Bowers reports that the Commissioners have meetings scheduled.
Armstrong Presentation – Ms. Karen Wolff, General Manager with Armstrong
Ms. Wolff reported that this is her first time to appear before the Trustees. In 2007 the state started a state franchise arrangement. Prior to that time it was not necessary to have a franchise agreement with the township since they were on our 500 homes pass. There are approximately 426 homes passed in the Lafayette area. Out of that, 66% are Armstrong customers. Over 90% of those customers are taking the internet service. Medina County is in the top 5% of the state with broadband service. She is here today to talk about those who are not able to receive service. Armstong came in about ten years ago and covers all the industrial parks within the service area as well as commercial areas. Armstrong is putting together a data base of those areas that don’t have service. With the Broadband Stimulus Plan there may be money available and they want to expand into those rural areas without service. Ms. Wolff is asking the Board to let them know of any unserved areas in the township that they can include in their database. Armstrong is not sure if they will be applying for the stimulus money at this time, but is doing the groundwork to prepare. Ms. Bowers asked if they wanted Time Warner’s area as well. Ms. Wolff replied no, but if there are areas between the two or even areas that are Time Warner’s and not being served by them, to let her know. Ms. Wolff again stated that they are not sure if the application will be sent in since the rules are not yet stated, but they do want to be ready to do so when the time comes.
Ms. Bowers reported that in Armstrong’s territory, the roads not currently served are Ryan (south of 162, south of 6440), Eastlake (all), Chippewa (west of Rt. 42) and Erhart (all). Ms. Wolff stated that she will keep the Township abreast of the status of their application. Discussion was held regarding who provides coverage for an area off of Ryan Road. Ms. Wolff stated that Armstrong has a state franchise agreement for all of Lafayette, as well as Time Warner. Any dead zones can be looked at by Armstrong for coverage. Ms. Bowers stated that she has the addresses and written communication from almost all of those property owners in those areas. Ms. Wolff would appreciate a letter of endorsement should they choose to proceed with the application.
Ms. Bowers moved to pay the warrants of the township. Mr. Kehoe seconded the motion. All voting in favor. Motion passes.
Meeting adjourned at 8:40 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