Minutes

LAFAYETTE TOWNSHIP BOARD OF TRUSTEES

Regular Meeting

Monday, September 15, 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.

Presentation by Cloverleaf Superintendent, Daryl Kobilus – Mr. Kobilus shared a power point presentation detailing 1) a new elementary school for the district, 2) the financial outlook, and 3) the strategic participation.

Correspondence – Mr. Kehoe reviewed the following:

· Letter from the Office of the Prosecuting Attorney re: HB562 (Township Zoning Authority)

· Letter from the Office of the Prosecuting Attorney re: private deed restrictions

· Reminger Attorneys – Eck vs. Bady case set for an oral hearing

· R. Green Concrete Leveling

· Akron Regional Air Quality Management District

· Medina Safety Council – meeting to be held 9/16/08

· Time Warner Cable – expiring networks

· Lafayette Township Board of Zoning Appeals – variance application for Natalie Zazik

· Lafayette Township Zoning Commission – minutes from regular meeting of 8/5/08

· Medina County Economic Development Corporation – minutes of last meeting

Mr. Kehoe moved to recess into Executive Session to consider the appointment, employment, dismissal, discipline, promotion, demotion, or compensation of a public employee or official or the investigation of charges or complaints against a public employee and the purchase and/or sale of real estate. Ms. Bowers seconded the motion.

Roll Call: Mr. Butler – yes, Mr. Kehoe – yes, Ms. Bowers – yes.

Executive Session convened at 7:35 p.m.

Resume Regular Meeting – Mr. Kehoe resumed the regular meeting at 8:10 p.m.

Minutes:

7/21/08 – Discussion was held by the board on various items. Spelling corrections were made on page 9, 2^nd paragraph, 5^th line of “again” to “ago”; page 15, Mr. Garbaccio’s comments, 3^rd paragraph, “treasurer” to “treasure”. Mr. Butler moved to accept the minutes as amended. Ms. Bowers seconded the motion. All voting in favor. Ms. Bailey asked if they would prefer to sign a “clean” copy. Mr. Kehoe replied affirmatively.

7/31/08 – Spelling correction on page 1, last line, “ensure” instead of “insure”. Mr. Butler suggested removing the line on page 2, last paragraph, “A member of the audience spoke and Ms. Bowers replied that for safety purposes it is important.” Mr. Kehoe agreed. Mr. Kehoe asked to have page 4, paragraph 1 summarized. Mr. Kehoe motioned to table the minutes. Mr. Butler moved to accept the minutes as amended. Ms. Bowers seconded the motion. All voting in favor.

The board suggested summarizing the minutes in the future. Ms. Bowers suggested that if a member of the board has something that they feel is important and needs to be included, they should let the writer of the minutes be aware of that.

8/11/08 – Mr. Kehoe requests to table August 11, 2008 minutes due to information that he does not understand.

Fiscal Report – Ms. Bailey reported that due to an electrical outage, the reports had not been prepared.

Depository Contracts – Mr. Butler read a State Auditor’s Bulletin with regard to a Village Clerk/Treasurer. He read that these individuals must receive training and continuing education provided by the Treasurer of State. Mr. Butler passed out an Investment Policy for review by the board. Mr. Butler asked if Ms. Bailey had filed an exemption with the state auditor for the continuing education. Ms. Bailey replied she had.

Department Reports – Mr. Kehoe stated that reports had been received from Zoning, Service, and Fire and Rescue. Mr. Kehoe reported to the audience that vandalism had occurred at Fire Station #1 the previous Friday. The board will pursue this matter to the full extent of the law. Mr. Kehoe is thinking that perhaps the Fire Department should be shut down and have the township utilize mutual aid until it is determined who has caused the vandalism. This is causing a safety concern for the township residents. Mr. Butler also stated that this matter would be dealt with to the full extent of the law.

Mr. Butler reported that the Sheriff’s Deputies bill for August was $25,052.66. Gas was up slightly and there was $964.00 of vehicle repairs. There was a 3^rd pay period for the month of August which caused the payroll to be elevated.

Ms. Bowers motioned to accept the Department Reports as submitted. Mr. Butler seconded the motion. All voting in favor.

Mr. Kehoe reported that new keys have been issued to all current firefighters.

Requisitions – Ms. Bailey reported that a certified letter for Administration ($4.90) and a “Then and Now” for the Fire Department repairs to 101-2 ($250) were not included on the Requisition List previously distributed to the board.

Ms. Bailey reviewed the requisitions by department.

Service Department - $10,512.86

Administration - $1,162.03

Zoning - $71.90

Sheriff’s Department - $814.95

Fire Department - $40,982.42

Grand Total - $53,544.16 (+$254.90) = $53,799.06

Mr. Kehoe stated that the Phillips requisition for the Fire Department defibrillators needs to be put on hold since it needs to go to the Prosecutor’s Office.

Mr. Kehoe moved to accept the requisitions as presented, with the exception of holding the requisition for Phillips Medical Supply for the two monitors. Mr. Butler seconded the motion. All voting in favor.

Mr. Figgers clarified that the requisition being approved this evening from Richard Hill is for proposed light work on the Service Department building. The light work done on the Fire Department and Town Hall building has not been submitted as of yet. It is expected to be around $2,200.00.

Old Business:

Purchasing Resolution – Mr. Butler moved to present Resolution 32-2008 – A RESOLUTION TO AMEND THE APPROVAL PROCEDURE FOR CERTAIN PURCHASES AND EXPENDITURES. Ms. Bowers seconded the resolution. This resolution amends the amount for nonemergency purchases to no more than $250.00. Roll call: Bowers – yes, Butler – yes, Kehoe – yes.

Safety Deposit Box – Mr. Kehoe reported that a safety deposit box has been acquired and the Administrative Office keys have been placed in it for safekeeping. Mr. Kehoe stated that keys for the other buildings and equipment will need to be added.

Inventory List – Mr. Kehoe asked Mr. Figgers the status of the requested inventory list of Mr. Figgers’ personal items that are being maintained on township property. Mr. Figgers replied that the list is not complete. Mr. Kehoe will present the final list to the Prosecutor for any concerns and a “Hold Harmless” agreement.

Roads – Ms. Bowers asked Mr. Butler and Mr. Kehoe if they had any questions about the estimate she had presented last month. Mr. Kehoe asked if it is too late in the year for this project. Ms. Bowers replied no. Mr. Kehoe stated that the ruts on the apron of Deerview need to be taken care of. Ms. Bowers stated that the moto-paver is a soft pavement and will continue to need attention in a couple years. She stated that a hard surface for Deerview would cost about $25,000.00 more. There are 42 homes on Deerview Lane that Ms. Bowers has sent survey letters to. The response has been 50/50. Appropriations had been made of $145,130.00 for anticipated repairs. There is another $35,870.00 in Road and Bridge that could be used for contracts if needed. Ms. Bowers reported that to moto-pave the project would run $89,000 + $7,500 for berming and limestone. To do the project with Special 402 it will be $114,830.00. The difference is about $26,000.00. Moto-paving will require more frequent maintenance than the Special 402.

Mr. Figgers reported that Mr. Boreman suggests that if money is an issue, the road can be held off until next year. Deerview has historically been used for county salt trucks, which are heavy and will continue to cause ruts as long as moto-pavement is used. Mr. Boreman had suggested going with the Special 402 to avoid this scenario. He had also stated that the project could wait until next year. Mr. Figgers stated that there is not a lot of base on Deerview and he would suggest putting in the Special 402 for a harder surface and then build on top of that.

Discussion was held regarding putting a load limit on Deerview Lane. Ms. Bowers stated that there is a process to be followed and she would check on that.

The board discussed the timing of when the project should begin.

Mr. Kehoe motioned to repair the apron on SR42 and Deerview Lane if the estimate is under the state mandated bid level ($25,000). Ms. Bowers seconded the motion. All voting in favor.

Service Department Staffing – Ms. Bowers discussed the recommendation of the Performance Audit with regard to reducing the number of employees in the Service Department. She explained that other employees were being paid out of the Road & Bridge account at the time. The audit of 2004-2005 reports the findings of these incorrect records.

Review of Appropriations – Ms. Bowers reported that the Service Department is at approximately 45% of their appropriations for the year. The salary line item has been reduced each of the past two years. Repairs are at 22% of the appropriated amount.

Cell Phones – Mr. Butler moved to cancel the contract on the Sheriff’s Deputies cell phones due to non-usage. Ms. Bowers seconded the motion. All voting in favor.

Investment Policy – Mr. Butler requests Ms. Bailey to consider moving money out of the National City account. He would like her to move the non-working capital to a more secure situation. Mr. Kehoe suggested that the money be more liquid than a CD. Ms. Bailey suggested Star Ohio, and Mr. Butler consented.

Medical Insurance – Mr. Butler reported that the township policy is up for renewal. The premium is scheduled to increase by 21%. The current plan has the first $3,000 as self-insured, the next $1,000 is a deductible, and then full coverage thereafter. Mr. Butler suggests changing from a $1,000 deductible to a $2,000 deductible to save approximately $8,000.00 a year. Mr. Butler moved that the township move from Option 17 to Option 29 on the township medical insurance. Ms. Bowers seconded the motion. All voting in favor. Mr. Butler mentioned for the record that in eight months, he and his wife will be turning 65 and the rates will drop about 50%.

Cemetery Rules – Ms. Bowers reported that there had been a Saturday interment and board approval is needed to bill $300.00. The new cemetery rules have yet to be adopted. Ms. Bowers motioned to approve billing $300.00 for a recent Saturday interment. Mr. Kehoe seconded the motion. All voting in favor.

Ms. Bowers redrafted and condensed the proposed Cemetery Rules and distributed these to the board. She asks the board to be ready to address this issue at the next meeting.

Halloween Party – Ms. Bowers moved to sponsor a Halloween Party in the township the last Saturday in October (October 25^th – 1-3p.m.). This will be advertized in The Trading Post. The Trustees are encouraged to participate in this event. Mr. Kehoe seconded the motion. All voting in favor.

Fire Capital Improvements – Mr. Kehoe reported that the building has been painted as well as lighting installed. The township is receiving proposals for paving in front of Station 1 and top-coating the lot at Station 2. New doors are also being looked into. The board is also looking at paving in front of the Administration Building as well as continuing the renovation to make the Administration Building more compatible.

Fire Association Proposal – Mr. Kehoe reported that a proposal had been received from the Lafayette Township Fire and Rescue Association. Mr. Kehoe read the proposal aloud (see attachment). The Association is asking for the township to pay for the installation of a second phone line at both stations, to purchase the anti-virus software, to upgrade the internet at Station 1 and to add internet at Station 2. Mr. Steve Kile clarified that the Association will be purchasing the hardware items and is asking the township to support the operations side. Ms. Bowers moved to approve the Fire Association Proposal. Mr. Butler seconded the motion. All voting in favor.

Discussion was held regarding the necessity of internet access. Ms. Karen Schoonover asked if the township has a policy for internet access. Mr. Kile responded that is covered in the proposed Standard Operating Guidelines. Mr. Kehoe responded that the township should come up with an Internet Policy for all.

Sexual Harassment Seminar – Mr. Kehoe reminded township employees that this mandatory seminar is being held on 9/22/08.

Budget Meeting – The board set the first meeting for 9/24/08 at 4:00 p.m. This will be a Special Meeting and can conduct other business.

Public Participation:

Dave Hollish – Reports that he will be leaving the township for 2-3 years. Mr. Hollish thanked Ms. Schoonover and the Board of Trustees for the opportunity to serve on the Zoning Board.

Karen Schoonover – Reported that the Zoning Commission had Bob Arnold come speak about the Comprehensive Plan and where it stands. The preliminary portion is expected soon for the Zoning Commission to start reviewing. By the end of the month they should have received the entire plan. After that an open house will be held for the public and then the plan will be submitted to the Trustees.

Ms. Schoonover suggests having an addendum at the end of the minutes that includes a task list of items to be done. She asked Mr. Kehoe about the Fire District Study progress. Mr. Kehoe replied that it was still in process and a grant had been applied for. Ms. Schoonover asked the status of the Fire Station RFPs. Mr. Kehoe agreed with her that they had been removed. Ms. Schoonover also asked about the computer clean-up last discussed in June. Due to time that item was not discussed this evening.

Lot Split – the Board of Trustees signed the lot split presented to them.

Mr. Kehoe moved to pay the warrants of the township.

Mr. Kehoe moved to adjourn, seconded by Mr. Butler.

Meeting adjourned at 9:45 p.m.

Approved:________________________ ________________________

Lynda Bowers, Trustee

________________________

Donald Butler, Trustee

________________________

Lee Kehoe, Trustee

_________________________________

Shirley Bailey, Fiscal Officer