Minutes

LAFAYETTE TOWNSHIP BOARD OF TRUSTEES

Workshop Meeting

Monday, June 1, 2009

Meeting called to order: 10:45 a.m. followed by the Pledge of Allegiance.

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

Mr. Butler explained that the purpose of this Workshop Meeting was to go over the tax budget for 2010.

Tax Budget - Ms. Bowers stated that she had asked Ms. Bailey to prepare an estimate with the same percentage as used last year and distribute to the Trustee’s boxes on May 26^th. Ms. Bowers explained that typically a certain percentage is applied to the Tax Budget and then the Trustees go over each account to determine if there are special needs to be considered. Ms. Bowers feels there is need for all the revenue anticipated to be collected. Mr. Kehoe agrees with the need for collection.

Ms. Bowers noted that in 2007 the township’s total valuation was $130,589,040.00. The amount went to $137,387,897.00 in 2008, and to $151,193,185.00 in 2009. Today’s estimate for 2010 is $152,338,740.00. The increases can be directly attributed to new development / construction. 2009 has not provided the new construction that was experienced in the last several years and the Auditor is in the process of conducting hearings regarding the recent re-evaluation. Ms. Bowers anticipates that the revenue will actually not increase, but likely decrease due to the fact that taxes and new construction comes into the mix a year and a half after the fact. For the last part of 2010 and probably all of 2011, the township will feel the economic situation that we are experiencing in 2009. Discussion was held regarding the re-evaluations and the ability to collect taxes.

Mr. Kehoe asked if the Board was going to get rid of the three small funds. Ms. Bowers replied that the Board had budgeted to try and get rid of those funds by the end of the year. Ms. Bailey stated that the Police District Fund is at 0, though $906.00 has come into this account and that amount will need to be transferred into the General Fund since the General Fund had assumed the prior negative balance. The Fire District Fund is at 0 and the Ambulance Fund is being worked down to be at 0 by the end of the year.

Ms. Bowers asked Ms. Bailey if for the Capital Improvement account in the Fire Department Fund, if she was comfortable using the same document that had been sent in last year and adding the fact that the RFQ has been sent out. Ms. Bailey replied she is. Ms. Bowers suggested having Mr. Bill Thorne copied on that document since he sits on that board.

Service Department Projects:

Roads - Ms. Bowers asked Mr. Figgers, Service Supervisor, if there were any major road projects that the Board should be aware of. Mr. Figgers reported that it has been ten years since there has been anything done with the Chippewa roads and something needs to be done. Ms. Bowers asked if the cost had doubled for motor-paver and chip & seal. Mr. Figgers replied that as of Friday, without berming, 2” motor-paver with chip & seal on a 20 foot wide road (which is not the case in Chippewa) is about $72,000 a mile. The department is looking to do Hunter’s Circle, Overlook, Walnut, First, Sixth and others in that area. He estimates that would be about two miles, but it is not 20 foot wide. He figures about $150,000 for the project. Mr. Figgers reported that there is a new sealant available, Replay, which is seventy cents per square foot. Westfield Township will be using this and Mr. Figgers would like to see how it works. Some type of topping needs to be applied to the north end of Ballash and a section of Ryan. Culvert work is also needing to be completed, either this year or next for the three culverts on Carsten. Coon Club can possibly wait until the year after next. The crossover pipes on Carsten need to be addressed either this year or next as well as the box culvert on Ballash. The crossovers will run about $3500 each. The box culvert may run about $60,000. Ms. Bowers asked if the department should try to acquire Issue 2 Funds. Mr. Figgers does not think it will qualify. Ms. Bowers stated that the Board should be able to say that all funds in Permissive and Motor Vehicle License would be needed. She asked if Mr. Figgers should do bids for these projects in October so the Board will have good numbers for decision making. Mr. Butler agreed.

Spitzer Cemetery Fence – Mr. Figgers reported that there is a fence at Spitzer Cemetery that separates it from the Country Club in need of work. Ms. Bowers stated that the resolution previously adopted states that it is the township’s responsibility to fence the cemetery, which was not done; therefore the Country Club erected the fence. Mr. Figgers stated that the fence needs to be replaced and money will need to be set aside. Ms. Bowers suggests asking the Country Club if they would be willing to contribute to this project to put in the same type of fence that the Country Club is already using, asking them to be responsible for the actual erection of the fence with their company. Mr. Butler does not feel that the Country Club will contribute, but it can be attempted. Mr. Figgers estimates that there is between 400 – 600 feet of fence. Mr. Kehoe asked what type of fencing is required. Mr. Figgers replied chain link. It will need posts, top rails and fabric. Mr. Butler asked how much the ball park fencing is per square foot. Mr. Figgers replied that the whole project is about $14,000.00.

Ms. Bowers and Mr. Figgers discussed a 36” hole in front of Spitzer at 162; Ms. Bowers will inform Ohio Department of Transportation (ODOT). Mr. Butler requested Mr. Figgers to get a cost on the cemetery fence and he would present it to the Country Club.

Tax Budget Continuation -

After discussion of what percentage rate should be utilized for the increase, it was agreed to have a 0% increase.

Cemetery & County Work Programs – Ms. Bowers reported that she had separate conversations with Michelle at the Medina Country Club and Trustee Butler regarding the condition of Spitzer Cemetery. Ms. Bowers then inspected Spitzer Cemetery for herself. Ms. Bowers had expressed to Mr. Butler the reason she was not as concerned about it was due to the fact that the Service Department is mowing six acres of cemeteries, thirty acres of other township grounds, and forty-four miles of roadside. Ms. Bowers read from a letter that she had addressed to Mr. Butler and had given copies of to Mr. Butler and Mr. Kehoe (see attached). Mr. Figgers commented that Spitzer Cemetery has been mowed twice as well as being mowed again that morning. Ms. Bowers commented that the pioneer cemeteries require a lot of maneuvering around the headstones as well as stuff laying everywhere. The department does not have the equipment or the funds to fix all of the toppled stones. The department has been more concerned with Waltz Cemetery these past two weeks to prepare that cemetery for the service that is conducted by Waltz Church for Memorial Day. The heavy equipment cannot go into the site until usually late June or early July due to ground conditions. Ms. Bowers commented that the Service Department men had spent some of their weekend before Memorial Day making sure that the flags were put up, having been delayed by the weather during the week.

Ms. Bowers and Mr. Butler continued to discuss the condition of Spitzer Cemetery. Ms. Bowers stated that her budget had been frozen and she had been told she is not allowed to do anything this year. She stated that Don Weiland had come and introduced himself to the Board and explained what he can do for the cemeteries. Ms. Bowers again stated that the board had budgeted for the cemeteries and then told her to not spend the funds. If she receives the go-ahead, she will fix the cemeteries. She can have Mr. Weiland start immediately. Mr. Butler stated that there is money for the project. Ms. Bowers replied it is budgeted and asked if she can utilize the funds. Discussion was held regarding whether Mr. Weiland would work as an employee or independent contractor and what he would be entitled to as an employee. Mr. Kehoe asked why the township would pay him as a part-time employee at $15.00 an hour when they are only paying $10.50 for the current part-time employee. He feels this is a discriminatory action. Ms. Bowers stated that this is not a part-time employee for general purposes, but for his specialty in rehabilitating cemetery stones. Mr. Kehoe stated that Mr. Weiland could then work as an independent contractor.

Ms. Bowers reported that some of the old stones in Waltz Cemetery have been scrubbed and cleaned by the Community Services Assignment, a program that she worked out with the Medina Municipal Court. Mr. Mike McCann worked with Ms. Bowers to identify the original locations of many of the broken stones that had been thrown about. The County program will start soon, providing 25 hours of free labor each week to be used in part for the lawn care in the cemeteries. Ms. Bowers also reported that for the past several years she has placed feeding stakes at the trees that appeared to be dying, resulting in them looking better now. Ms. Bowers stated that the fence repair and the stone repair will require people. She feels this is the least that can be done for the war dead and pioneer settlers. Mr. Kehoe asked if the program with Mr. Mike McCann was for lawn service. Ms. Bowers clarified that Mr. McCann had helped her recreate records and replace parts of stones to their original positions. She stated that Don Weiland would work at the cemetery. Mr. Kehoe asked about the 25 hours of free labor for lawn care. Ms. Bowers explained that is the grant program, work program, through the County. They are the ones that can do the weed whacking and spraying. Discussion was held regarding the start time of this program and how it is run. Ms. Bowers reported that the current workers in the cemetery are through the Medina Court Program, not the County’s Program.

Mr. Kehoe asked if they would only be doing weed whacking. Mr. Figgers replied that they can do anything that they are physically capable of doing with some supervision and direction. Mr. Figgers has spoken with Mr. Bill Hannigan, the program director, and related to him that there is outside painting, mulching, weeding, weed whacking, and washing & waxing of vehicles to be done. Mr. Hannigan had stated that they could do all of that. Mr. Figgers stated that they would provide their own transportation to the Complex. They will need supervision and cannot go to Waltz Cemetery on their own. Mr. Figgers stated that when the department is mowing, he will have the crew weed whacking, if the department is around the Complex, he will have them work around here. Ms. Bowers asked if there would be a time when enough work would warrant them having their own crew supervisor. Mr. Figgers replied that they would have to have ten workers and that is not necessary. Mr. Kehoe commented that these people would need to be supervised at all times. Mr. Figgers is unsure of the transportation requirements, but will make the program work.

Discussion was held regarding township hall projects and the fact that these workers could be utilized in many projects. Mr. Figgers stated that there was an article in the Trading Post that explained this program. The youths must meet certain qualifications to be accepted into the program. The program runs for a straight 8 weeks. Lafayette Township will receive two youths at 25 hours per week each. Ms. Bowers commented that her letter should be reflected to show 50 hours per week rather than 25. Mr. Figgers stated they would work 5 hours a day, times 2 workers, 5 days a week for 8 weeks. Mr. Kehoe asked if this was regardless of when the program started. Mr. Figgers replied he was unsure, but according to Mr. Hannigan that was correct. They would start the middle of June and work until the middle of August.

Mr. Kehoe stated that contingency plans should be made for when the workers are no longer available to help with the work in the cemetery. Ms. Bowers commented that the court program is a year round program and would be available. Mr. Kehoe asked if we could be assured of that. Ms. Bowers and Mr. Kehoe continued to discuss how the maintenance could continue. Mr. Figgers stated that in August growth will slow down. This year the department is ahead of schedule on road work. They have had a set back with the part-time employee, but they will have a fire person step in to help with that situation. The department tries to have everything prettied up for Labor Day, but does not see a big deal with the weed whacking.

Burials - Mr. Figgers would like to see the burials contracted out. The contractors have better equipment to utilize during the winter and sloppy months. Mr. Kehoe requests that Mr. Figgers get information on this.

Veterans Stones - Mr. Figgers commented that there is a product that can be used to put stones back together. He has spoken with Mr. Ralph Waite, who is in charge of veteran memorials. Veterans’ headstones can be replaced at no cost to the township by contacting Mr. Waite. Mr. Figgers suggests that rather than hire an outside person and worry about insurance, to have the Board determine an amount they would be willing to pay that person and instead allow the department employees to work additional hours to do the necessary work. Then the liability would not be an issue. Mr. Butler asked if this would be overtime on Saturday. Mr. Figgers replied yes. Ms. Bowers asked where they would learn how to do the repair work properly. Mr. Figgers replied that he had done it for 31 years in the steel mill and feels he can do it in the cemetery.

Mr. Kehoe asked about the service Mr. Waite provides for the veterans’ stones. Mr. Figgers stated that the stones could be replaced. He has literature that there is a company that will repair stones. Mr. Kehoe asked if replacing a stone would cause a problem with family members. Mr. Figgers replied that if anyone were still around, the family should probably be contacted. The one stone that has been replaced is a nice stone, with the name and years. Mr. Kehoe suggests that Mr. Figgers should gather the information and present it to the Board. He feels that the cemeteries should be preserved and repairs to the fencing should be done. Mr. Kehoe stated that the fencing at the ball park is for those that are alive, but the fencing for the cemeteries is where we have our memories. Mr. Figgers feels that if the Board allows them to repair a couple of rows, and if they don’t like the work done, then they can hire the work out. It will take time – they are currently mowing the ball fields twice a week which is why he suggests doing the work on Saturday. The department has straps to use to lift up the stones and the gravel is already waiting to be utilized. Mr. Kehoe would like to have information presented to contract out the burials, since they do have lighter equipment to not cause damage. Mr. Figgers commented that the equipment is very expensive and it would take quite a few years of burials to justify the cost. Mr. Butler stated that he feels Mr. Figgers and Mr. Delaney can handle the cemeteries and he has no problem with that.

Landscape Contracts - Mr. Butler does question as to whether some of the mowing should be contracted out to avoid having to pay the Service Department overtime. Ms. Bowers stated that she had previously looked into this when Mr. Butler was running for office at the request of Ms. Shanley. She collected Granger’s and York’s contracts; their road side mowing, which is less area than Lafayette Townships, was about $40,000.00 for two rounds. Mr. Butler stated that he had checked on it and feels that the township should be able to get someone for about three, three-fifty to do everything and free up the Service Department. Ms. Bowers stated that she would like to see those estimates and Mr. Butler replied he would be happy to show them to Ms. Bowers. Mr. Butler feels if time from mowing could be freed up, then the department would be able to go work on the cemetery.

Ms. Bailey stated that Peter’s Landscaping, at a cost of $325.00 two times a year, would equate to 4 hours and 34 minutes at $75.00 an hour (cost provided by Peter’s). Ms. Bailey began to state the cost to utilize the Service Department for 4 hours and 34 minutes when Mr. Butler stated that the cost of equipment and materials would also need to be added. Ms. Bowers stated that the townships currently contracting out their work are now looking to do as Lafayette does due to the expense. Ms. Bowers asked what the department’s time was going to be freed up to do; there is always a lot of work to do. In the spring, the mowing is always burdensome, but in the fall the mowing slows and they are able to fit other things in. She has not received many complaints about work not being done and asked Mr. Butler if he had received complaints. Mr. Butler stated that if they work in the cemetery it will be overtime. Ms. Bowers stated that is one choice. Mr. Figgers stated that he was sure Don Weiland could do it cheaper with allowing the service department to continue to mow rather than paying someone else $75.00 an hour to mow. Mr. Butler stated that he is not talking of a seasonal contract but rather an occasional contract, such as taking on one mowing per week. Ms. Bowers stated that is very expensive. Mr. Butler stated that it is not that much more than what we are currently paying. Mr. Delaney asked how that could be done. Mr. Butler responded that right now the economy is so bad that there are people looking for work. Ms. Bowers reported that the department has employees hired at $10 an hour that have been restricted and that they were the ones used to help free up the department. She asked why the Board would not return to that structure since it had been working. Discussion was held regarding the number of people from Peter’s Landscaping who came to work and what that would equate to hourly. Mr. Kehoe computed the cost of the workers with Peter’s and determined it to be about $20 an hour per person. Ms. Bailey stated that her computations for the service department to do the work would have been about $208.00 for the same length of time. Mr. Butler stated that they don’t have time to do the work since they are doing everything else.

Ms. Bowers again asked what the department was going to be freed up to do and wasn’t aware of a particular problem. Mr. Butler replied there wasn’t a problem, but there are other things that could and should be done, such as fixing up around the complex. Ms. Bowers asked for specifics. Mr. Butler stated that the doors that had been up for two months have not been painted yet. Mr. Kehoe stated that they are talking about trying to get the cemeteries taken care of, doing the mowing and doing repairs. He does not have a problem with that and restated that Mr. Figgers suggested about four hours of overtime on a Saturday. Mr. Kehoe stated that this indicates that the department cannot complete all of the work within a forty hour work week. To get all of the work done, it will require two people at forty hours a week plus any part-timers plus additional part-time work. All of the work is not getting done because there is not enough time in the week to do it. Ms. Bowers asked why they would not hire a part-time person for the cemetery rather than hire people to mow the grass. Mr. Butler stated he does not have a problem with that if Mr. Weiland wants to come in as an independent contractor. Ms. Bowers will contact Mr. Weiland and see if he is willing to do that and supply a proposal. If he is not willing to do that as an independent contractor, she can see who else would be willing to do the work. Ms. Bowers restated that Mr. Weiland had quoted doing the work for $2,500.00. Mr. Kehoe commented that Mr. Weiland should come in as an independent contractor and not an employee, to avoid paying benefits and covering him under worker’s comp. Mr. Kehoe has concerns due to previous worker’s comp claims that he feels were bogus. Ms. Bowers will speak with Mr. Weiland. A conversation was held with Ms. Sue Heiszek and Ms. Bowers regarding needing people with specialized knowledge to work with the memorial stones. Ms. Bowers knows that other townships have been pleased with the work done by Mr. Don Weiland.

Mr. Figgers reported that with regards to the doors at the Fire Station not being painted, he is going to do that work himself to assure the quality of the work. Mr. Figgers asked why the Board didn’t accent positive things within the township. Every piece of broken vinyl has been changed out, shutters have been changed out, 8 gallons of paint has been applied to the back of the building, the office floor has been redone, and new trim has been applied. Rather than hearing good things, the minor imperfections are picked upon. Mr. Figgers pointed out that the lights in the town hall had been fixed as well as the ceiling tiles. This is not said to merit a pat on the back, but he is tired of hearing the nit-picking. Mr. Figgers encouraged the Board to accent the positives.

Ms. Bowers thanked Mr. Figgers for putting the flags up for Memorial Day weekend. Mr. Figgers replied that there is a need for more since there are many with broken holders. Mr. Kehoe reported that he had also thanked the department on the phone for placing the flags. Mr. Figgers reported that there are reasons certain things are not done. If he paints the doors at the Fire Station, it will not include the top or side edges because they do not have keys for that building. Ms. Bailey reported that she also does not have keys for the Fire Station, only for the Administration Building. Mr. Figgers reported that after the “water incident” the locks were changed. Mr. Kehoe reported that he also did not have a key and would speak with Chief Hall to provide keys.

Lightning Strike - Mr. Figgers stated that if the fireball from the recent lightning strike had started a fire, there would have been loses by the time the firefighters would have arrived. The Service Department was in their office at the time and could have moved equipment if they had access. Mr. Butler and Mr. Kehoe assumed that since a policy had been implemented, the keys had been distributed. Mr. Kehoe understood that the locks had been rekeyed to the old lock. Mr. Butler stated that Ms. Bailey and Mr. Figgers should have a set of these keys.

Mr. Kehoe reported that the radio and the sending equipment, amounting to about $2,400.00, needs to be replaced due to the fireball / lightning strike incident. Ms. Bowers and Mr. Kehoe discussed checking into new technology available for the sirens. Mr. Kehoe states we are covered by insurance but need to make sure money is available in the budget. Ms. Bailey reported that there is question as to whether the township siren is covered or not and it is being looked into by our agent. The siren was not listed on the inventory. Mr. Kehoe stated that the equipment of concern is located inside the building. Ms. Bailey stated that what is inside the building is covered. Mr. Kehoe stated that the siren does work and was tested that morning. He also recommends checking all electronic equipment to assure it is working properly. Ms. Bailey reported that equipment in the Administration Building is working properly.

Ms. Bowers asked if any of the firemen would be interested in learning how to work on the cemetery stones since they are already covered by our insurance. She asked if it would be alright to talk with the firemen about this. Mr. Butler was in agreement and Mr. Kehoe was only concerned about their time constraints.

Requisitions – Ms. Bailey presented the requisitions to the Board.

Public Comments:

Ms. Sue Heiszek – asked about the rumor that the Chippewa Landing project was dead. Ms. Bowers reported that there is a meeting today that she will be attending. She explained that the clear cutting done in the area was not the start of the project but to have the clearing done during the available time (due to Indiana bats) to allow the project to start when the financing is in place. The meeting today will be with the Port Authority, Economic Development, County Commissioners, as well as others. The financing is contingent on the Community Reinvestment Area being approved. Discussion was held on the status of the financing.

Requisitions – Mr. Kehoe reviewed the individual requisitions: Repair to Fire Engine 101-1 for $2,500 with Carnegie Body as a Then & Now, Shipping for fire helmet fronts of $10.15, USPS for Zoning of $181.54, a hydraulic hose for the tractor for $40.48 (emergency repair), cost overrun for All Purpose Construction is an additional $240.00. Ms. Bowers moved to approve the presented requisitions. Mr. Kehoe seconded the motion. All voting in favor. Motion passes.

Zoning Issue – Discussion was held regarding a property in Chippewa Lake. The business owner has been assessed a fine due to not seeking a permit before starting a project. The owner would like to have the fine removed and Mr. Butler has informed Zoning Inspector Alliss Strogin to not remove it. Mr. Kehoe asked what kind of business this is. Mr. Butler replied it is a junk dealer resale shop. Ms. Bowers commented that the enforcement needs to remain equal for all.

Church Camp Permits – Mr. Butler asked about the status of the permits for the church workgroup. Ms. Bailey replied that the paperwork had been turned in but Ms. Strogin has not been in yet to take care of it. Mr. Butler explained that a church group from Chatham was seeking a permit with a waiving of the fee; since they stated all other townships have waived their fees for the home repairs. They will be working on three homes in the Lafayette Township. Mr. Butler understands that one of the homeowners has already obtained a permit. Mr. Kehoe asked for clarification as to which group of people this was. Discussion was held regarding this particular group of people who will be doing the work. Ms. Bowers stated that it is sponsored by a church and in cooperation with the schools, Mr. Dale Roberts is involved and would have more information. Mr. Butler asked the board if they would like to waive the fees. Mr. Butler is concerned about waiving a fee since they are non-profit and others may claim non-profit status and ask to have fees waived.

Ms. Bowers, upon learning that Mr. Popal had paid a $50 fee for a handicap ramp, just realized that a fee was charged for this type of permit. The Zoning Permit Fee lists this as an alternation to a structure. Since those requesting a handicap ramp may be ones with lesser means, Ms. Bowers would like to exclude handicap ramps from the fee, not the permit process.

Mr. Butler explained that the church group was asking for the fee waiver of all their projects since they are non-profit. Mr. Kehoe understood that a listing of the projects would be provided, and feels that broad range exclusion should not be granted. Mr. Butler reported that the representative stated letters regarding this project had been sent but none of the townships received their letters. Mr. Kehoe explained how he believed the program was run with high schoolers coming in to do the work on projects that have been predetermined. Ms. Bowers thought the homeowners themselves would be paying the permit and questioned why the organization was asking for the waiver. Mr. Kehoe asked if the organization was acting as the agent for the homeowner. Mr. Butler reported that the representative told him that all the other townships were waiving their fees, but he questions that. Ms. Bailey reported that she has the addresses of the projects. Ms. Bowers will put the ramp issue on the agenda for the next meeting.

Ball Park Fence - Mr. Figgers reported that the fence currently being put up on the ball fields supports the reasoning for keeping an eye on contract workers. The fence would have been installed incorrectly if he had not been here to witness the work being done.

Ms. Bowers moved to adjourn, seconded by Mr. Kehoe.

Meeting adjourned at 12:23 p.m.

Approved:________________________ ________________________

Donald Butler, Trustee

________________________

Lynda Bowers, Trustee

________________________

Lee Kehoe, Trustee

_________________________________

Shirley Bailey, Fiscal Officer