Minutes
LAFAYETTE TOWNSHIP BOARD OF
TRUSTEES
Regular Meeting
Monday, May 19, 2008
Meeting called to order: 7:00 p.m. followed by the Pledge of Allegiance.
Members Present: Trustee Lee Kehoe, Trustee Lynda Bowers, Trustee Donald Butler, Fiscal Officer Shirley Bailey.
Minutes:
4/21/08 – Mr. Butler moved to approve the minutes as presented, seconded by Ms. Bowers. All voting in favor.
Correspondence:
Fiscal Report:
Ms. Bailey presented the fiscal report. Ms. Bowers reviewed the bank reconciliation this month. The checking account has $828,125.66, investments are $1,523,337.10. The grand total is $2,355,419.32.
Mr. Butler commented that National City has increased the interest rate from .062% to 3%. The rate was calculated back to March, giving the township an additional $1230.00 for the month.
Mr. Dave Hollish asked how much money is in the fire and rescue fund. Ms. Bailey replied there is $1,141,516.39 in the investment fund and $175,222.71 in the checking.
Mr. Jack Heiszek asked what is going to be done with that money. Mr. Kehoe responded that eventually a fire station would be built and additional equipment would be acquired.
Requisitions:
Ms. Bailey presented the requisitions by department.
Service - $4,524.97
Fiscal Office - 1,631.52
Zoning - 164.86
Fire - 7,781.08
Total $14,102.43
Mr. Butler asked about the computer expense of $1161.00. Discussion was held. Mr. Bob Vernak also joined in the conversation. Ms. Nanci Shanley gave some details about the computer, it is a standard Dell unit just above a minimal level. It does include a government discount.
Mr. Kehoe moved to approve the requisitions at $14,102.43 with the exception that the Dell computer from the Fiscal Officer’s portion be tentatively approved pending a re-evaluation of the cost to determine whether or not it is possible to achieve a computer for less. Ms. Bowers seconded the motion. All voting in favor.
Mr. Butler asked Chief Sheppard if the repairs to the LifePacks were a band-aid measure or will it bring them up to standard. Chief Sheppard responded that it is not a band-aid. The units have been tested. There is some artifact that effects the units that comes and goes. This repair is the first step that was suggested. Ultimately, they would like to upgrade the units. Chief Sheppard has an appointment on the 6/16 to look at new lifepacks. They are working with the hospital to be up to their standards. He is planning on replacing the defibrillators early next year. They would run approximately $20,000 a piece and the township has two units. Mr. Kehoe asked how long it takes to get a defibrillator. Chief Sheppard responded it usually takes quite awhile. Mr. Kehoe suggested getting it approved next month and moving ahead with the sale. Chief Sheppard stated that they are not sure what the hospital wants them to have. The units still need to be fixed since it will take weeks or months before we would see new ones. The units have passed their test, but upgrades need to be made. Chief Sheppard wants to make sure the units that are purchased will be compatible with the hospital standards that are still being worked on. The new cables being purchased should help with the artifact interference. Mr. Kehoe suggested having a proposal at our next meeting to replace the defibrillators. Chief Sheppard again stated that the units have passed their testing, which is done twice a year. The units have never failed the test. There is occasional artifact showing up on the reads from the units. The defibrillating part of the unit works fine. The problem is in reading the strips, which technically they can’t do anyway. The units are eight years old. Mr. Kehoe again suggested moving forward with replacement at a greater speed. Ms. Karen Schoonover mentioned that these machines are capable of giving information to the hospital as well as shocking the heart. The equipment needs to be compatible with the hospital. It would not do the township any good to buy equipment and in a very short time find out that it is not compatible with the hospital. Ms. Schoonover suggested waiting until we see what the hospital is doing; get the correct information while we continue to save lives. Mr. Kehoe asked how long the hospital will take to make this decision. Ms. Schoonover replied it would take a long time. Chief Sheppard stated that the hospital is working on a program for the telemetry. He has also spoken with Dr. Levine to see what the units should have. Chief Sheppard reported that the tester of the machines suggested that the department could either do nothing or wait until new units are purchased, or use the units in their current condition, or make the fix of new cables. Chief Sheppard opted to replace the cables to hopefully get rid of the artifact. Mr. Butler asked if Chief Sheppard was in contact with Lodi Hospital also. Chief Sheppard replied that the department operates under Medina’s protocol. Mr. Butler requested that Lodi Hospital be included in the research for new equipment. Chief Sheppard replied that it is the hospitals choice as to whether or not they wish to receive telemetry.
Department Reports:
Reports have been received from fire, zoning, and service.
Fire
A letter has been received from Lafayette Firefighter John Broemalkamp requesting usage of a fire engine on 7/12/08. Mr. Kehoe read the letter. Mr. Broemalkamp is getting married and would like to use the engine to transfer from the wedding site in Wadsworth to the reception site in Sharon Center. Mr. Kehoe noted that the fire engines are used occasionally for special occasions within the township around the holidays. After discussion, the board decided to not allow the engine to be used out of the township for this occasion.
Zoning
Ms. Alliss Strogin, Zoning Inspector, reported that there are new homes being built.
Ms. Bowers presented a lot split for the Sayer Farm at the corner of Chippewa and Westfield Road, creating a two-acre lot that complies with zoning that needs to signed off on for the Zoning Inspector.
Ms. Bowers reported that she and Ms. Strogin met with the Prosecutor with regards to zoning permits being applied for that can not be approved (Chippewa Area). There are parts of structures that are other people’s lots as well as in the right-of-way. They had been previously permitted. The Prosecutor stated that the owners do not have recourse against the township when a building is built on someone else’s property; it is an issue between the two property owners. As the value around Chippewa Lake increases, people will be requesting to improve their property. There is not much that can legally be approved with the zoning. The suggestion from this group that met is to have Karen Schoonover, Ms. Strogin, Prosecutor Thorne, and Ms. Bowers sit down and make a blanket variance for that area to be taken to the Board of Zoning Appeals. Ms. Strogin stated that there are several variances that have already been applied for. Mr. Kehoe asked if there were minimums that could be established for this area. What would a blanket variance mean? Ms. Strogin replied that Prosecutor Thorne suggested having the Board of Zoning Appeals give a blanket variance for a specific area. Otherwise, all permit applications will have to be turned down and sent to the Board of Zoning Appeals.
Ms. Bowers reported that the fence has been removed from the center line of Third Street.
Ms. Schoonover asked if the township was going to check with Chippewa Village for possible language since they deal with these issues on a more regular basis. Ms. Bowers replied that the township does have their language.
Ms. Nanci Shanley wondered about the wisdom of a blanket variance as opposed to creating a specific district in Chippewa with certain zoning requirements. Ms. Bowers stated that there would be a work group that will discuss these issues.
Police
Mr. Butler reported that the township does have three deputies. There is a new agreement being drawn up by Prosecutor Bill Thorne. It will be presented when it is completed. Mr. Butler expressed concern about the amount of the Sheriff’s Department bill that has been received thus far this year. At the current rate, he is concerned. Ms. Bailey pointed out that the bill does include fuel charges and maintenance. Mr. Butler discussed the vehicle repairs charges. Mr. Dave Hollish asked about the recent damage to the car. Mr. Butler replied that the car had inadvertently not been put in park and the car had rolled forward, causing damage to one side. Mr. Butler asked if insurance would be covering this claim. Ms. Bailey replied that she had submitted the information to the insurance company. Ms. Bowers suggested going to the county insurance company since we lease the cars. Mr. Bob Vernak asked if the township would have to cover the deductible. The board did not have the answer at this time. Mr. Kehoe concurred that the board needs to monitor the expenses. Gasoline prices have definitely increased. Mr. Butler stated that there seems to be about $1600 worth of maintenance that is having to be done on the cars each month.
Mr. Hollish asked if the miles are logged on the vehicles. Ms. Bailey replied that the deputies have an ID card that is used when they fuel up their vehicles that keeps track of the mileage. Mr. Hollish asked if when the cars are doing extra work or are on mutual aid calls, we are paying those bills. Mr. Kehoe replied that with mutual aid, there are agreements. The understanding of the board is that any extra work would be reimbursed to the township. Mr. Hollish asked how we know we’re being reimbursed. Mr. Butler replied that we are not. Mr. Hollish asked how much revenue is being generated for the township through tickets. Mr. Butler replied he had not seen anything on that. Mr. Hollish’s understanding was that when tickets are issued in Lafayette Township that the money would come back to the township. Ms. Bower replied that she pulls a monthly report and the figures are consistent with what it has been in the past. The amount is not a lot and has never been a lot. A report of $12,000 and $20,000 coming in from tickets was inaccurate. Those amounts were from real estate fines and taxes. They were lumped into police collection. By the time all the fees are collected from the courts, etc., very little of the money comes back to the township. Ms. Bailey reported that the township receives about $20 per ticket. Mr. Butler reported that there was a directive put out by the Sheriff that the township cars are not to be used outside of the township except for emergency calls. Any private duty of the deputies would be done in the Sheriff’s cars.
Mr. Bob Vernak asked where the money would come from if new vehicles were purchased. Mr. Butler replied that the township would not need new vehicles. Mr. Vernak stated that this is year one of a five year contract with no growth potential in the levy. Where do we stand if the township is in the negative? Ms. Bowers stated that typically there would be a carryover, but due to the circumstances that the township was in, this wasn’t the case. The police budget was living off of the General Fund for many years. When the calculations were done on the initial levy, fuel costs could not be foreseen, as well as these repair costs. The levy collection should be a little more than what is needed the first couple of years and start to build up a carryover. There was only a $31,000 carryover coming into this year without adding the numbers from the levy. That does leave a little room. There are also options to lease cruisers. In the event that the township does run short, the township has the ability to contract with the district. Ms. Bowers has received information from Prosecutor Thorne indicating there is a way to do that. There is an issue with the collection in Chippewa Lake Village. Ms. Bowers agrees that the numbers need to be monitored. Mr. Butler stated that the commissioners office looked at the numbers for him and they feel that the township should have about a $17,000 carryover at the end of the year. Mr. Butler feels that the township will eventually go down to two cars. Mr. Kehoe suggested to Ms. Bowers to keep Mr. Butler informed with the information she shared. Ms. Bowers replied she had just received the information on Friday and has made a copy to give to the other trustees this evening. One of the issues she discussed with Prosecutor Thorne was how to handle the deficit in the old police district which was approximately $47,000.00. Mr. Thorne drafted language for a resolution that Ms. Bowers has prepared and brought with her to distribute to Mr. Butler and Mr. Kehoe to review for the next meeting.
Mr. Kehoe motioned for the Board of Trustees to move into executive session for the purpose of employment, dismissal, discipline, demotion or compensation of public employees. Mr. Butler seconded the motion. Roll call: Bowers – yes, Butler – yes, Kehoe – yes.
Executive session convened at 8:07 p.m.
Mr. Kehoe moved to reconvene the regular meeting at 8:50 p.m.
New Business
Chippewa Resort Overlay Zoning Map Amendment Public Hearing – Zoning Inspector, Alliss Strogin, suggested that the meeting be held on the same day as the next Trustee Meeting since there did not seem to be much controversy. The board set the meeting for Monday, June 16, 2008, 6:30 p.m. at the town hall. Ms. Marlene Oiler, Zoning Secretary, will take care of the notices.
Comprehensive Plan Status – Mr. Kehoe has spoken with Mr. Bob Arnold. Things are coming together. Public Hearings will need to be held as well as an open house. Ms. Karen Schoonover of the Zoning Commission stated the last meeting was held May 12th. The steering committee had not met since September of 2007 due to the facilitator’s schedule. Ms. Schoonover is very excited about the work that has been done thus far. She is hopeful that there will soon be a comprehensive plan to give to the zoning board to give them some guidance. Ms. Schoonover urged everyone to spread the word that these meetings will be coming up. This document should reflect what the community sees as the vision for the future of Lafayette Township. The next meeting is scheduled for May 29th at 7:00 p.m. at the town hall. Ms. Schoonover would like to see press in the Trading Post as well as the township website. This meeting is for the steering committee but is open to the public. The purpose of the meeting is for continued review of the draft version of the comprehensive plan. Mr. Kehoe stated that this comprehensive plan will definitely impact the township and the direction it takes for the future. Mr. Kehoe also urged all to attend the meetings and have an input. The steering committee has spent quite a bit of time defining what “rural” is. Ms. Schoonover stated that after the document is adopted, the next step would be to look at the zoning resolutions and the zoning text. There are many problems in these documents and better language is needed. Mr. Kehoe emphasized that this is not the final meeting, but this is still a work in progress.
Administration
Building – Mr. Kehoe announced that the administration building has been
moved into. Ms. Bailey reported that
most everything has been moved. The
phones were installed today. The cable
service will take about a week. The
phone service is currently with Verizon, but will be moving to Time Warner due
to savings. The administrative building
will house the Fiscal Office and the Zoning Office. Mr. Kehoe stated that the keys will be issued
and that the side door is to be used as a security door only, not as a regular
entrance and exit.
Job Postings – Mr. Kehoe stated that there are two part-time jobs to post for the township. The first is an Assistant to the Trustees. Mr. Kehoe read the job description. The second position is a Custodian for the Township Buildings. Mr. Kehoe read this job description. Mr. Kehoe moved to post these two job offerings until Friday, May 23, 2008 at 5:00 p.m. Interested parties should submit qualification in writing to Mr. Kehoe. Mr. Butler seconded the motion and amended the motion to give Mr. Kehoe the authority to hire. Mr. Kehoe seconded the amendment. All voting in favor.
Egypt Road, Carlton Road & Deerview Road – Lytle Construction has submitted an estimate for repairs and maintenance. Ms. Bowers stated that she has not seen this document. She spoke with the Service Supervisor and he reported that this is just a research document at this time. There is no recommendation at this time. This item is tabled.
Township Association Meeting – Ms. Bailey reported that she had attended a Township Association Meeting on 5/15/08. The meeting provided excellent information regarding public records and other items to benefit Fiscal Officers and Trustees. Since none of our trustees had attended the meeting, Ms. Bailey is suggesting having Mr. Bill Thorne come give a training session for Lafayette Township employees and trustees. Ms. Bailey is asking for a date from the trustees. Mr. Kehoe asked how much time this training would require. Ms. Bailey replied about 1 ½ to 2 hours. Ms. Bowers stated that at her meeting with Mr. Thorne the prior Friday, he had also expressed interest in having this meeting. Chief Sheppard stated that there are issues floating around that are not good. Mr. Kehoe restated that the employees and trustees would need to be involved in this meeting. Ms. Bowers stated that if it is done early enough in the day there would be no overtime to be paid. Ms. Bailey will check for time options and get back to the trustees. Mr. Butler stated that he will not be available until after 5/29.
County Fair Fire Watch – Chief Sheppard asked for approval from the trustees to be able to participate in this event at the county fair. He also stated that there is an old boat the department has that they would like to get rid of. There is a question as to whether the boat belongs to the township or to the association. The boat is usable but the department has two other boats, so this old one is not needed. Chief Sheppard reported that he has received information about a snow plow that would fit the department’s truck. The plow would come from Copley Fire Department and has a value of about $4100. It has never been used. Some additional items may be needed to make it fit our truck. Chief Sheppard would like to have some of the firefighters look at the plow and make an offer if they feel it would benefit the township. This would take a letter of approval from the trustees. Chief Sheppard is asking for a preapproval of this transaction if the firefighters can negotiate a good deal. Mr. Kehoe stated that the township should have an evaluation of the snow plow before purchase. The request to participate in the Fire Watch at the fair is approved. Mr. Kehoe concurs to get rid of the boat. Chief Sheppard stated that it is an antique and therefore it is difficult to determine it’s worth. It is a row boat. Ms. Bowers stated that if it is determined that the boat is the property of the township, it needs to be determined if it has value. A resolution would be required to rid the township of the boat. Chief Sheppard stated that there are other departments that have utilized EBay with success. Mr. Kehoe told Chief Sheppard to check it out.
Public Participation:
Ms. Dianne Wenslow – Asked about revisiting the gas mileage reimbursement for the Zoning Inspector. Mr. Kehoe replied that the board is doing that. Chief Sheppard interrupted and stated that if the township were to look at that, he would like it looked at for him also. Ms. Bowers pointed out that Ms. Strogin does not have a township vehicle available to her for her use. Chief Sheppard stated it is not cost efficient for him to be driving his own car. Perhaps the township should buy a car for the department’s use.
Mr. Dave Hollish – Asked if Trustee Bowers had taken the snow plow out and hit mailboxes. Ms. Bowers replied that she had driven the snow plow with Mr. Figgers and she did hit a mailbox. The box was in the right-of-way. Mr. Hollish asked if a CDL was necessary to drive the truck. Ms. Bowers replied it was not. She had checked before she went out. Mr. Hollish asked if any taxpayer could take the truck out for a spin. Ms. Bowers replied that some trustees in other townships are actually responsible for the snow plowing. She has plowed once before when she was first elected. She went out to research how the cul-de-sacs were being handled and obtained a lot of information. Ms. Bowers does have experience in driving larger trucks and did do some training with Mr. Figgers. Mr. Bob Vernak asked if the truck has air brakes. Mr. Kehoe replied that it does. Mr. Vernak thought that vehicles with air brakes required a CDL. Mr. Kehoe replied that the state revised code does require that the trustees have to take care of the roads. Ms. Bowers stated that trustees are exempt from CDL requirements. This was a training exercise. Snow plows are not classified as emergency vehicles.
Ms. Karen Schoonover – asked about access to the new administrative building. She requests that zoning personnel be able to access the zoning area without having to call in the Fiscal Officer. Mr. Kehoe responded that the Fiscal Officer’s office will be locked. They will have access to the building.
Ms. Sue Heiszek – feels there was an omission made in the minutes of April 1, 2008. She requests the following statement be put into the record.
“Ms. Bowers stated Allan (Michelson) had collaborated with the county prosecutor’s office, who had gotten some information from the trustees on what we would do different than we had the year before. I checked with Bill Thorne. Mr. Michelson in no way collaborated with prosecuting attorney’s office regarding the contract of August 14th. So that’s a lie”
Ms. Bowers responded she did not believe it to be a lie. She believes that Mr. Michelson had in his possession Mr. Thorne’s contract. She knows he had it because she had given it to him. She had the email from Mr. Thorne as well. Ms. Heiszek stated that Mr. Thorne’s office stated the prosecutor’s office had absolutely nothing to do with it. Ms. Bowers replied she was relaying her understanding. Ms. Heiszek stated that Ms. Bower’s understanding and the truth never coincide.
Mr. Mike Biskup – asked about the possibility of the Meier’s snow plow program being available for the fire department. Ms. Bowers replied that she is pretty sure that program would not be available to the fire department. They were looking for service department scenarios with a lot of use.
Mr. Biskup asked if there are any plans in the future for the clean up of ditches on Carlton Road and Egypt Road. The trustees responded affirmatively.
Mr. Gale Norton – what is the fire department going to mount this plow on to? Chief Sheppard replied that the department has a Ford 350 pickup truck that could be used to help clear driveways in emergency situations. Chief Sheppard stated that the plow could also be used to clear the fire department lots. He had talked about putting a blade on the truck when it was purchased, but there were some issues at that point. He is hopeful they can get a deal on this plow from Copley. Mr. Kehoe stated that it could also be used in the summertime to help with brush clearing.
Mr. Steve Kile – at the September 17th meeting there was mention of a Fire Steering Committee. Has there been anything done with that since the one meeting that was held? Mr. Kehoe stated that there had been one meeting held. With his schedule, it has been difficult to get another meeting together. Mr. Kile stated he had spoken with several members on that board who stated that multiple calls had been made to Mr. Kehoe without return calls. Mr. Kehoe replied he would not say that. He does intend to continue with the meetings, but with his schedule it is difficult to plan in advance. Mr. Kehoe stated that the last meeting had things discussed after the meeting that should not have been discussed. If that continues, there will not be any more meetings.
Trustee Kehoe adjourned the meeting.
Meeting adjourned at 9:30 p.m.
The warrants of the township were signed.
Approved:________________________ ________________________
Lynda Bowers, Trustee
________________________
Donald Butler, Trustee
________________________
Lee Kehoe, Trustee
_________________________________
Shirley Bailey, Fiscal Officer