Minutes
Regular Meeting
Meeting called to
order:
Members Present: Trustee Donald Butler, Trustee Lynda Bowers, Trustee Lee Kehoe, Fiscal Officer Shirley Bailey.
Financial Report – Ms. Bailey reported:
Checking - $ 809,042.25
HRA - $197.61
Balance - $ 808,844.64
Investments - $1,745,869.65
Disaster Policy –
Ms. Bailey reported that she had distributed a copy of this Disaster Policy to
the Trustees about a month ago. It is
recommended by the state for all Fiscal Officers to have a policy in
place. Discussion was held on what
portions of the UAN system the Fiscal Officer’s Office Assistant Ms. Turpin has
access to. Ms. Bailey stated that she
will be entering the hospital in July and Ms. Martha Evans has been contacted
to fill-in during her absence. Ms.
Bailey asked for an appropriation to cover the cost for Ms. Evans. Discussion was held regarding the number of
possible hours Ms. Evans would be working.
Ms. Bowers moved for an
appropriation of $1,000.00 from the unappropriated balance in the General Fund
for the visiting clerk (1000-110-121-1005).
Mr. Kehoe seconded the motion.
All voting in favor. Motion
passes.
Discussion was held regarding whether Trustee permission was needed for Ms. Evans to utilize the township’s UAN system. In this instance, Ms. Bailey will be giving Ms. Evans permission to enter the system as a visiting Fiscal Officer. If Ms. Bailey were unavailable to give permission, the Trustees would then have to give written permission to UAN for entrance into the system. Discussion was held regarding Ms. Turpin’s access and bonding.
Correspondence – Ms. Bailey reported the following correspondence:
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· Ohio Department of Development – confirmation of Ohio Community Reinvestment Area program.
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CUE (
Minutes – During the consideration of minutes, discussion was held on corrections vs. changes. Mr. Butler read a portion of a response received from Assistant Prosecutor Bill Thorne in regards to a letter sent to him by Mr. Butler concerning the minutes.
Feb. 23, 2009 – Ms. Bowers moved to approve the minutes of February 23, 2009. Mr. Kehoe seconded the motion. All voting in favor. Motion passes.
Mar. 26, 2009 – Mr.
Kehoe motioned to accept the minutes of March 26, 2009. Mr. Butler seconded the motion. All voting in favor. Motion passes.
April 15, 2009 – Ms. Bowers moved to approve the minutes of April 15, 2009. Mr. Butler seconded the motion. All voting in favor. Motion passes.
May 11, 2009 – Ms. Bowers moved to approve the minutes of May 11, 2009. Mr. Kehoe seconded the motion. All voting in favor. Motion passes.
Comments Regarding Minutes – Ms. Karen Schoonover asked Mr. Butler to please assure that the audience can hear his vote as well. Ms. Laura Gushue suggested adopting a policy to have the minutes done verbatim. Ms. Bowers suggests that if the board has a concern with the minutes that they discuss them with Ms. Bailey and Ms. Turpin, listen to the tape, and come to a conclusion before the meeting. Mr. Jim Sheppard commented that even at this meeting he is confused listening to the different things Mr. Butler is saying.
Direct Deposit – Mr.
Butler presented A Resolution To Initiate Direct Deposit For Township
Payroll. Mr. Butler is recommending
Mr. Butler corrected Ms. Bowers stating that he brought up the idea of direct deposit six to eight months ago. Mr. Butler stated that he has no problem signing checks but feels it is a waste of taxpayer money to have them printed out when it can be done more efficiently for very little cost. Ms. Bailey reported that it cost approximately $156.75 to print approximately 825 payroll checks. Mr. Butler will speak with Mr. Thorne regarding the direct deposit documents. Mr. Kehoe doesn’t agree that employees cannot be forced into direct deposit. Ms. Bailey replied that it is state law that employees cannot be forced to participate. Mr. Kehoe clarified that it could be a requirement of new employees. Discussion was held with regards to the amount of notice given for checks to be signed. Ms. Bailey stated that at the first of the year she supplied the Trustees with a listing of the payroll dates. Mr. Jim Sheppard stated that his check is one that is a constant problem for being signed on time. Mr. Kehoe would like to hold off on the resolution until more information is obtained and confirmed with Mr. Thorne. Ms. Laura Gushue asked why the Trustees didn’t set up a schedule for signing payroll checks.
Comprehensive Plan
– RESOLUTION TO HIRE THE MEDINA COUNTY
DEPARTMENT OF PLANNING SERVICES TO COMPLETE THE
Department Reports:
Fire Department – Chief Jeff Hall stated there was no written monthly report due to the lightning strike that had occurred at Station 1. A listing of the damaged items has been given to the Fiscal Officer to be reported to the Insurance Agency. Chief Hall is again asking the Board to consider soft-billing the residents’ insurance companies.
Soft Billing of Residents -
Ms. Chris Knapp,
LifeForce Representative, explained that the residents would be treated the
same way as the current billing is done with the exception that they would not
receive a statement asking for a co-pay or deductible. The residents themselves are already paying
for
Ms. Knapp reported that communication should be sent to the
residents to educate them about the LifeForce billing. Mr. George Simon asked the Board why
Ms. Nanci Shanley stated that only an actuary can state whether the premium would increase or not. She personally feels the premiums would go up. Ms. Bowers recalls Mr. Butler stating before he took office that soft billing was a “no brainer” and questioned why the township wasn’t doing it. Mr. Butler disagrees with the statement and is on record as stating that it is not fair to responsible people who pay taxes and a premium, and let the people who don’t have coverage off. Ms. Bowers discussed that the people paying premiums are also getting off and is worried that a few years down the road all may have to pay for raised taxes, affecting everybody. Ms. Bowers stated that she will never vote to raise taxes on the taxpayers, the people of this township, when there are other revenue streams available that will not cost them anything out of their pocket.
Ms. Nanci Shanley suggested having someone from the insurance industry come to answer what impact soft billing may have on people’s premiums. Mr. Butler stated that his problem is with the term “free money” and doesn’t like the attitude that we have a means here that we can just take money from and it costs no money. Ms. Knapp reported that the communities that did bill non-residents and then decided to bill residents have not turned back. She has heard of no complaints and it is usually not looked at as a negative thing once the residents are informed. The communities that have gone to soft billing are able to buy squads and avoid layoffs.
Ms. Bowers motioned to institute soft billing effective immediately. Mr. Kehoe stated he will not second the motion. Mr. Kehoe stated that every year since 1966 his medical insurance has increased. He would like to have more information before a vote is taken. Mr. Butler stated that even with all the information, the board would still have to make a decision. If this were presented as an alternative, he would not have a problem. Ms. Bowers thought this was being discussed as an alternative. Mr. Butler states he hears “free money”.
Assistant Chief Brad Winter reported that if the township
has the chance to receive any reimbursement from an insurance company, he feels
it is foolish to not implement that into our policy. Asst. Chief Winter related a personal story
of how soft billing works in
Ms. Bowers stated that she is hearing that there are escalating costs and escalating demands on the department’s services. The township has an opportunity to use a different revenue stream as opposed to turning to the taxpayers. Ms. Bowers asked Mr. Butler if he would entertain this or not. Mr. Butler asked Ms. Bowers to restate the motion with it being an alternative funding source and he would not be opposed.
Ms. Bowers motioned
to pursue soft billing to the extent that insurance reimbursement is available
in the operation of our Fire and EMS as an alternative to looking at a tax
increase to continue funding that department and providing staffing. Mr. Butler and Mr. Kehoe asked to have the
last part of the motion removed. The
motion on the floor is to pursue soft billing to the extent that insurance
reimbursement is available for the operation of our Fire and
Ms. Knapp stated that with the soft billing there would be changes to the contract with Life Force. Mr. Kehoe stated that the new contract can be sent to Ms. Bailey for her to distribute.
Training Burn –
Chief Hall reported that there is a house on the southwest corner of
Insurance Premiums
for Fire Department – Ms. Bowers asked Mr. Kehoe about the information
received on April 20th (letter and copies of insurance premiums for
Fire & Rescue and
Sheriff –
Ms. Bowers distributed the department report through May. There were some tire replacement and vehicle
repairs that had been previously authorized.
Ms. Bowers stated that there are resolutions available that may be good
tools for the township officers to use with regards to juveniles. A situation occurred regarding juveniles from
Noise Resolution – Ms. Bowers spoke with the Prosecutor regarding the township’s noise resolution and the Prosecutor indicated that changes have been made that could help the township. Our current resolution is not enforceable.
Deputy Kevin Rohr reported on vandalism in the Hunter’s Run
subdivision. If a curfew violation were
on the books for
Parking Issue – Ms. Bowers reported that Deputy Rohr and Deputy Clark have had conversations with those involved in the parking issue in Hunter’s Run. This issue seems to be resolved for now.
Ms. Bowers will have Asst. Prosecutor approve potential resolutions and then send them to the Board for review.
Service -
Employee Injury -
Mr. Figgers reported that one of the part time people had been hurt on the
mower and related the status of the equipment and the employee.
Ball Field Fence – Mr. Figgers reported that the fences are about ¾ done with the repair work. The canopy is currently being worked on.
Mr. Figgers reported that the department is looking at getting turf mats to help in getting the equipment in the cemeteries without as much damage. The department did use a smaller rented piece of equipment and it still left ruts in the soupy ground. Mr. Figgers asks the board to understand that for the department to do the work, they do need certain equipment.
Sealing – Mr.
Figgers reported that someone from the township had called Most & Stanley
and asked for a bid to seal the newest asphalt areas. The quote received is about $3,000.00.
Truck – Mr. Figgers stated for the department to do a proper job with the snow plowing, a new truck will be necessary. They are currently having problems with the brakes, exhaust and lights. The payments for a new truck would be $17,900 semi-annually for five years. The cost would be $156,000 when outfitted for snow plowing. The truck could be leased through PAC and Mr. Figgers is asking the Board to make a decision. The proposed truck would be a 2010 truck with 2009 emissions. If the Board waits and 2010 emissions have to be purchased, it will cost 7,000 – 10,000 more. The current truck is 15 years old and repairs would include lights as well as having the top side of the engine gone over. Mr. Figgers has checked with Ms. Bailey and the money is available.
Buildings – Mr. Figgers reported that the department is continuing to paint the buildings. The kitchen in the Town Hall has been looked at by a contractor and reported to Mr. Butler what can be done. Mr. Butler reported that certified plans would be needed for liability issues and someone would need to spec out the possible projects. Mr. Butler would like to see time and effort put into the Town Hall feeling that the money spent would come back in through rental fees.
Ms. Bowers noted that the Health Department and EPA would need to be notified about work that involves the septic system. The current system was installed in 2000 as a temporary system. Ms. Bowers reported that the Fire Association donated the land where the septic system sits to the township since there was no other area available. The current system cost about $25,000 as opposed to a $250,000 system. At that time, it was stated that there could be no changes, expansions, or drains. The day time personnel at the fire station were also not included in that application.
Mr. Butler would like to see a Kerry Illis type of firm
utilized for the drawings. Mr. Figgers
stated that he and Mr. Delaney have come up with a different idea for a salt
building that would be similar to
Mr. Figgers reported that All Purpose Construction will
provide an estimate to finish some trim work on the
Cemetery Fence –
Ms. Bowers stated that there is an overlapping problem in that maintenance of
the cemetery is done by Service, which Mr. Butler is the liaison of. This would include all maintenance (mowing,
plowing, fences, etc.). The liaison for
the cemetery handles organizing the burials, coordinating and setting of
stones, and record keeping. Ms. Bowers
requests that cemetery issues be copied to Mr. Butler as well as her. Mr. Figgers reported that the cost for the
fencing would be $5,900.00. Ms. Bowers
had understood the amount to be $5665.00.
The estimate does not include the fencing across the front. Mr. Figgers would like to put in dwarf bushes
along the front fence area. Ms. Bowers
reported that there are no maintenance records for
Cemetery – Mr.
Butler and Ms. Bowers discussed the repair / replacement of headstones. Ms. Bowers reported that she had received an
email from Mr. Butler stating that it was not his intention to freeze the
cemetery work funds. Ms. Bowers stated
that last year a quote had been received from Mr. Dan Cunningham and Mr. Fred
Boreman to identify and mark the easement for
Ms. Bowers moved to
approve Mr. Fred Boreman to do a survey to identify and mark the easement for
Stones – Ms.
Bowers reported that she has spoken with Mr. Weiland to ask if he would consider
doing the stone work as an independent contractor. Mr. Weiland replied he would at a cost of $25
an hour with the township paying an additional $400.00 for a liability policy. The $25 per hour would include Mr. Weiland
supplying his own materials. The
alternative would be for Mr. Weiland to work part time, only for stone
restoration, at a rate of $15 per hour plus the cost of materials, estimated to
be $150.00. Mr. Weiland estimates
completing approximately three headstones per hour depending upon the severity
of the damage. Ms. Bowers did look at
other contractors and the best price received was $80 - $100 per
headstone. The only cemetery being
considered at this time is Waltz.
Mr. Butler is concerned about spending money for the stones
if the grass, limbs, fencing, and shrubs are a disgrace. Mr. Butler would like to have the fence and
suggestions from Mr. Figgers done. Ms.
Bowers reported that
Mr. Butler and Ms. Bowers discussed the condition of
Ms. Bowers reported that Mr. Weiland is willing to waive the Public Employees Retirement System (PERS) contribution. Discussion was held on who can waive PERS. Discussion was held on whether Mr. Weiland should be hired as a part time employee or a private contractor.
Ms. Bowers moved to
approve Mr. Weiland to start working in
Consideration of
Contract for Maintenance of
Mr. Figgers and Mr. Butler discussed the “deplorable” condition of the township. Ms. Shanley clarified that the contract for Peter’s Landscaping had originally been for a one time service in the fall. Ms. Bailey reported that she had pointed out the contract was only for the fall the prior month and that the dead shrubs were due to over pruning by Peter’s Landscaping in the fall.
Mr. Figgers reported that he is not sure when the Job Corp.
program will start for
Discussion was held on having the Lafayette Boy Scouts plant flowers at the gazebo. About 12 scouts will be planting flowers supplied by Ms. Bowers on Tuesday evening.
Zoning – Zoning Inspector Alliss Strogin had nothing to add to her report. A lot split was presented for Trustee signatures.
Pending Decisions – Ms. Bailey stated that no decision had been stated regarding Mr. Figger’s request for the truck and the cemetery. Ms. Bowers asked to look at the fence issue at Spitzer in the fall after reviewing the budget. Mr. Butler was in agreement.
Ms. Bailey reported that money had been placed in investments to help with Road & Bridge expenses. Mr. Figgers reported that the old truck could be placed in the Sheriff’s Auction or sold by sealed bid. It is possible that there are some contractors that could be interested in the truck. The trade in value had previously been valued at $10,000.00 but Mr. Figgers feels the truck is worth more than that, possibly up to $16,000.00. Mr. Butler defers to Mr. Kehoe and Ms. Bowers on this decision. Ms. Bailey commented that to have the truck for the winter, it will need to be ordered now. Mr. Figgers is looking at the lease program that would have a zero balance at the end. Ms. Bowers would like to have a Special Meeting to look at the paperwork and have the Prosecutor’s input. Mr. Butler hesitates making expenditures for future boards. Discussion was held regarding the financing options. Mr. Kehoe requests that the contract be reviewed by Mr. Thorne before a Special Meeting is held. Ms. Bowers requests copies of the paperwork for review as well.
Handicap Ramps – Ms. Bowers requests to have handicap ramps excluded from the permit fee schedule. This would not exempt homeowners from obtaining a permit, just from the fee. Many of the applicants tend to be seniors who are struggling to stay in their homes.
Ms. Bowers motioned
to exclude the handicap ramp fee from the Permit Fee Schedule. Mr. Kehoe would like to know how many other
townships exclude this fee. Discussion
was held. Mr. Kehoe feels the ramps
should be inspected and permitted for safety reasons. Ms. Bowers reiterated that she is suggesting
waiving the $50 zoning permit fee only.
Applicants would still have to go through the county building department. Ms. Strogin explained that the township
permit states that the item is legal and meets set back requirements, etc. The county then determines if the building is
done correctly. Ms. Strogin explained
how the county checks on permits. Ms.
Bowers commented that agricultural buildings are permitted but also exempt from
fees. Mr. Kehoe would like to find out
what other townships do. Motion is held until the next meeting.
Procurement Cards – Ms. Bowers explained that there needs to be a policy for emergency procurements. Ms. Bowers suggests having a credit card for Mr. Figgers and for Fire Chief Hall. Ms. Bowers has distributed a sample policy to Mr. Kehoe and Mr. Butler.
Grants – Ms. Bowers reported that Jim Troike and she discussed the possibility of bringing a sewer line down to the Town Hall to service the Hall as well as businesses along the corner of Rt. 162 and Rt. 42. An application can be made in concert with the county and Ms. Bowers is asking for permission to add this to the list. Mr. Troike is working on the specifics of where the sewer line would run. The application needs to be done by the first week in July. Mr. Butler and Mr. Kehoe agree.
Direct Deposit – Mr. Butler, for the record, asked Ms. Bailey if the First Merit contract that was presented to the Board had been approved by Mr. Bill Thorne. Ms. Bailey replied he had not looked at it. Mr. Butler asked if it would have been a potential problem if it had been signed without Mr. Thorne reviewing the contract. Ms. Bailey replied that the contract would have been given to Mr. Thorne before signatures. The entire contract was not presented to the Board and Ms. Bailey stated she was looking for an approval by the Board that evening. Mr. Butler stated that two months ago we were looking at direct deposit and now, two months later no one is interested in direct deposit. Ms. Bailey stated that the more she looks into it, the less she is interested in direct deposit since she would then have to two payrolls, one for those with direct deposit and one for those without. Mr. Butler asked how many do not want direct deposit. Ms. Bailey replied she is aware of three.
Requisitions - Mr.
Butler stated that he does not see the need for a roto-tiller for the Service
Department. Discussion was held
regarding the requisition for 36 flags.
Mr. Figgers stated that a cost break occurs at 36 units. Mr. Figgers stated that eventually the flags
would be positioned from
Chief Hall stated that the uniforms requested are for replacement. Ms. Bailey questioned the reimbursement for Adam Nielson. Chief Hall replied this reimbursement was for the basic training. Ms. Bowers asked if these reimbursement policies had been included in the Fire Department Policies and Procedures. Chief Hall replied they had not. Ms. Bowers suggested updating the documents.
Mr. Kehoe moved to approve the remainder of the requisitions minus the roto-tiller. Ms. Bowers seconded the motion. All voting in favor. Motion passes.
Comments from
Audience:
Ms. Joy Turpin – asked for clarification of the Board’s intention with regards to the Service Department and the landscaping maintenance. Mr. Butler replied that the Service Department will maintain the landscaping and they will not look to bring in a monthly contractor. Mr. Kehoe stated that if this does not pan out, they will reconsider. Ms. Turpin asked about the equipment needed, such as the roto-tiller. Mr. Butler stated for the department to rent one. Mr. Butler commented on the weed issue and does not feel a roto-tiller is necessary to get the job done.
Meeting adjourned at
Approved:________________________ ________________________
Donald Butler, Trustee
________________________
Lynda Bowers, Trustee
________________________
Lee Kehoe, Trustee
_________________________________
Shirley Bailey, Fiscal Officer