Minutes

LAFAYETTE TOWNSHIP BOARD OF TRUSTEES

Special Meeting

Wednesday, September 24, 2008

Meeting called to order: 4:05 p.m. followed by the Pledge of Allegiance.

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

Minutes:

7/21/08 – The board signed these minutes that had been approved at the previous meeting.

7/31/08 – The board signed these minutes that had been approved at the previous meeting.

Mr. Kehoe motioned to adjourn to 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. Ms. Bowers seconded the motion.

Roll Call: Butler – yes, Kehoe – yes, Bowers – yes

Executive Session convened at 4:09 p.m.

Mr. Kehoe motioned to reconvene to the Special Meeting at 4:15 p.m. Ms. Bowers seconded the motion. All voting in favor.

Mr. Kehoe motioned to accept an agreement made with Chief James Sheppard and the Lafayette Township Board of Trustees to accept his retirement as Fire Chief of the Lafayette Township Fire and Rescue Department. Mr. Butler seconded the motion. All voting in favor.

Ms. Sue Heiszek thanked Jim Sheppard for his years of dedication to the township.

Mr. Kehoe read the press release that was distributed to the news media. (see attached)

Mr. Kehoe motioned 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 or to consider a real estate matter. Mr. Butler seconded the motion.

Roll Call: Butler – yes, Kehoe – yes, Bowers – yes

Executive Session convened at 4:20 p.m.

Mr. Kehoe motioned to reconvene the Special Meeting at 5:02 p.m. Mr. Butler seconded the motion. All voting in favor.

Old Business:

Janitorial Position – Mr. Kehoe stated that an ad will be placed for a janitorial position with the township. The position will pay $8.00 an hour with an average of 5-8 hours per week.

Deerview Lane Status – Ms. Bowers reported that she and Mr. Figgers met with Mr. Fred Boreman of the Engineer’s Office. If it is the board’s desire to transition Deerview and take it to a more stable pavement, it would be a waste to do a full motor-pave surface. The life of the road could be extended by doing some of the resurfacing. Mr. Boreman suggests that this fall the township should address some driveway issues, blade filling for holes and ruts, and repair the intersection at SR42. In the spring of 2009 the recommendation is to seal the edges of Deerview Lane where there is cracking and do a chip and seal to extend the life of the road. The township could then start saving money to do the conversion. Mr. Figgers stated that any chip and seal would need to wait until the spring of 2009. Mr. Kehoe asked about the railroad intersection on Deerview. Mr. Figgers replied that there is a railroad right-of-way, but the Service Department could use some cold patch to help with that problem.

Mr. Figgers reported that the Service Department works on berms in the late fall. Mr. Boreman suggested that when the transition to 402 is made, the township should widen the road six inches on each side. The Department will attempt to widen the road as much as they can with berming at this time.

Mr. Kehoe restated that the work for the intersection of Deerview Lane and SR42 had been approved at the last meeting.

Paving at Fire Station #1 and Administration Building – Mr. Kehoe reported that the township is looking at paving in front of Station #1 to the drive, across the front of the building, and providing a parking area to the north. Bids have been received from: Most & Stanley - $12,256, Lonnie Neal - $12,564, C & W Paving - $17,500. Mr. Kehoe would also like to have paving in front of the Administration Building that ties into the concrete as well as adding an asphalt walkway to the west side of the building. Mr. Kehoe stated that the funds would be taken from the General Fund and the Fire Department Fund. He figures the cost for the Administration Building will be about $5,000. Ms. Bailey stated there would need to be supplemental appropriations made for the General Fund.

Mr. Kehoe recommends using Most & Stanley for the work requested. He would like to approach them about the project of working on the apron on Deerview Lane as well.

Mr. Kehoe motioned to accept Most & Stanley to do the asphalt in front of Fire Station #1, in front of the Administration Building, take care of the “ponding” issue in the drive, and see if they can repair the apron at SR42 and Deerview Lane. Mr. Butler seconded the motion. All voting in favor.

Fire Station Doors – Mr. Kehoe reported that the doors will run approximately $1,000 each for materials and $350 for installation. This is a repair and maintenance item but would like approval from the board to proceed. Mr. Kehoe motioned to investigate and move forward to replace the doors on the Fire Department buildings in the most economical way possible. Ms. Bowers seconded the motion. Mr. Figgers explained that the price quoted includes the hardware, closer, but no panic bar. All voting in favor.

New Business:

2009 Medina County Budget Review Committee – Mr. Kehoe reported that the Budget Review Committee will meet 9/25/08 to approve the collection millage. Ms. Bowers pointed out to the board that the Police Levy was approved at 2.5 millage and is currently collecting at 2.3. This amount is less than the amount of $289,900.00. To collect at 2.4 would bring in about $287,000.00. Ms. Bowers suggests that the board look at collecting at 2.4. The difference in the millage is about $15,000.00. This amount would be spread across the valuation of the township. Ms. Bowers, working independently, came up with approximately the same number that Ms. Bailey received working with Mary Beth Gunther of the Auditor’s Office.

Ms. Bowers moved to instruct the Fiscal Officer to adjust the millage to 2.4 for the Police Levy collection. Discussion was had with several members of the audience regarding how much the increase would be for the homeowners. Ms. Bowers clarified that the amount can be adjusted as long as it doesn’t exceed 2.5. The motion died for lack of a second.

Budget Meeting Schedule – Mr. Kehoe suggests looking at the Fire Department last in the schedule so that the new chief could present the information. Ms. Bailey stated that the budget needs to be turned into the County in November. Mr. Kehoe suggested October 8^th and October 22^nd at 4:00 p.m.

Sink Hole in Ryan Road – Ms. Bowers reported that there is a sink hole in Ryan Road south of Country Club Estates about a foot and half into the road. The County Engineer’s Office has examined and determined the problem to be where an old clay pipe is meeting a plastic pipe. The ditch has also been washed out and the berm has slid away. The recommendation received is to fix the crossover, replace with plastic pipe, and set the ditch back. This project will cost about $6,000.00 and there is money in the crossover account to cover it. Mr. Kehoe asked if this would be the start of moving all the ditches back to provide wider berms. Mr. Figgers replied that when they do a project, they are moving the ditches back.

Ms. Bowers moved to approve the project of repairing the sink hole and following the recommendations of the County Engineer’s Office. Mr. Kehoe seconded the motion. All voting in favor.

Bennington Pointe – Ms. Bowers reported that she had received information from the County Engineer’s Office regarding Bennington Pointe. The end of the street is currently stubbed out and was designed to connect to the City of Medina. Montville Township has indicated that they will not be proceeding with the connection. A sidewalk design that “L” shapes into the end of the road is being requested to be approved by Lafayette Trustees. The cost would be paid for by the developer. A cul-de-sac will be put in by Montville. The board approved the design for the “L” shaped sidewalks.

Cemetery Budget – Ms. Bowers passed out a spreadsheet to the other Trustees with regard to the Cemetery budget. Ms. Bowers then reported that the stones in the cemeteries are in bad shape. As she has indicated before, the Trustees are charged with the responsibility of taking care of these cemeteries. Ms. Bowers had in the past made arrangements with Mr. Mike McCann to reset headstones. At that time, the township was quoted, for two of the cemeteries, 600 hours at $10/hours. This was three to four years ago.

The cemetery on Friendsville Road does not have township access. The township does own an easement along the edge of a farm field. Ms. Bowers has previously asked to budget for a survey and a culvert to be installed to identify the access of the cemetery. The Kleburgs, current owners of the farm land, have been caring for the cemetery.

Ms. Bowers feels there is benefit to black-topping the entrance to Waltz Cemetery. The last estimate Ms. Bowers had to bring the cemeteries up to a reasonable level of care was approximately $30,000.00, and that was four to five years ago. There has not been support from the board in the past to do these projects.

There is also a need for cemetery software. Ms. Bowers has recreated the books by hand and identified the markers. She also handles the deeds, sales, recording, and choosing of lots on a voluntary basis. There is no backup person at this time.

Ms. Bowers is willing to check with vendors again to get current estimates if the board is willing to support these projects. She would also like to have the board approve an updated Cemetery Rules.

Discussion was held by the board regarding the equipment previously approved to aid in resetting of headstones. Ms. Bowers explained that this would not be able to repair the stones that are in pieces. The previous estimate to do the survey for the easement, the culvert placement, headstone repair, and the blacktop entrance was about $35,000.00. Mr. Kehoe noted that the appropriations for 2008 were $4,200.00. Ms. Bowers explained that the 2008 appropriations were to lease equipment to reset headstones. The improvements previously mentioned for $35,000.00 were only addressing Waltz Cemetery, Shaw Cemetery, and the culvert at Crush Cemetery. Since this estimate is about four years old, Ms. Bowers is sure the amount will be at least that much.

Discussion was held regarding the need to survey an area where the township only has an easement at Crush Cemetery. The survey would run about $900.00.

Ms. Bowers will obtain a current estimate on the work to be done. The board was in agreement.

Peter’s Professional Landscaping – Mr. Kehoe reported that an estimate had been received from Peter’s Professional Landscaping to take care of the property on the corner and in front of the Administration Building and prepare it for winter. The estimate is for $325.00. Mr. Kehoe motioned to allow Peter’s Professional Landscaping to proceed with the work specified in their estimate. Mr. Butler seconded the motion. All voting in favor.

RESOLUTION 33-2008 – A RESOLUTION TO REALLOCATE FUNDS CURRENTLY IN ACCOUNT #1000-110-121-1005 TO BE MOVED TO UNAPPROPRIATED GENERAL FUND. Mr. Kehoe read the resolution allowed. Mr. Kehoe motioned for this resolution and it was seconded by Mr. Butler. Ms. Bowers stated that she had just now seen this resolution but is aware of ongoing discussion among other members of the board. Ms. Bowers stated that the Prosecutor’s Office had indicated that the procedures were proper. She continued stating that to strip the funding this late in the year seems to be a move to keep the Fiscal Officer from having clerical assistance in her office. Ms. Bowers reported that the former Fiscal Officer had three assistants. Ms. Bailey obtained one assistant after much encouragement. Ms. Bowers believes that this is a personal move, is inappropriate and doesn’t serve the residents of the township.

Mr. Butler commented that the job description he received doesn’t make sense to him. Ms. Bowers pointed out to Mr. Kehoe that Ms. Turpin is the designated representative for public records for the township and asked if someone else would be trained to handle this. Mr. Kehoe replied that should be done. Mr. Kehoe read the job description aloud. Mr. Kehoe stated that comments in the job description indicate that Ms. Turpin is handling money and the job is being directed by the Fiscal Officer, reporting to the Fiscal Officer, not the Trustees. Ms. Bailey stated that in her conversations with the Prosecuting Attorney, she is entitled to have an assistant and it doesn’t have to be titled Assistant to the Fiscal Officer. If a bond is not wanted, the Fiscal Officer can still have an assistant in the Fiscal Officer’s Office with Ms. Bailey doing the hiring.

Ms. Bowers recommended getting the bond for the position if that is the issue. She would like to see the assistant be trained on the UAN system. Mr. Butler commented that he doesn’t feel the township needs a receptionist. Ms. Bailey has no objection to Ms. Turpin being trained on the UAN system. Ms. Bailey mentioned that the bond would need to be the same as the bond held on her. Discussion was held regarding advertising for the job, the rate of pay for a visiting Fiscal Officer and the employees who had been billed to the Service Department as mentioned in the Performance Audit.

Ms. Bowers commented that when a resident calls or comes into the Administration Building they immediately get an answer or are referred to the right place. The Township Officials are in the business of customer service. Mr. Butler stated that this is only until the end of the year and the Trustees could revisit this when they have more concrete information.

Mr. Butler and Mr. Kehoe voted in favor of the resolution. Ms. Bowers voted against the resolution. The resolution passes.

Public Participation:

Mr. Steve Kile – asked the board what the short-term / long-term plans going forward would be for the Fire Department. Mr. Kehoe replied that the long-term plan would be to have a Fire Department with a part-time chief. The board will put an ad in the paper. Mr. Kehoe stated that they would not set their sights on only a part-time person. The person they hire will be looked at to see if they are strictly part-time or if there is a future for a full-time person again. This would depend on the growth and needs of the township. Mr. Kehoe stated that on a temporary basis the board would need to look at the hierarchy of the Fire Department. He feels a temporary chief needs to be appointed. Mr. Kehoe stated that in the interim, this will be a hard switch to handle but will be in the best interest of the township. The improved quality and responsiveness of the Fire Department and Rescue Squads is being sought.

Mr. Kile asked when the appointment of the interim chief would occur. Mr. Kehoe responded that the trustees would work on that soon. Until that time they would rely on Steve Garver as the Assistant Chief to be the leader of the Fire Department. The board would be moving quickly to make sure that the officers and appointed chief are proper – if realignment is necessary, so be it. Mr. Butler stated that he has not been impressed with what he has seen since Chief Sheppard has been on vacation. He does not feel that going down the line of succession is in the best interest of the township.

Ms. Bowers motioned 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. Mr. Kehoe seconded the motion.

Roll Call: Bowers – yes, Kehoe – yes, Butler – yes

Executive Session convened at 6:15 p.m.

Mr. Kehoe motioned to reconvene the Special Meeting at 6:37 p.m. Mr. Butler seconded the motion. All voting in favor.

Mr. Kehoe motioned to appoint Mr. Jeff Hall as the Interim Fire Chief of Lafayette Township with all responsibilities, duties, and benefits accruing to him as a part-time Fire Chief. The Board also gives Mr. Hall the authority the reorganize the department as he sees fit. This includes requesting any resignations of officers as necessary. Mr. Butler seconded the motion. All voting in favor.

Public Participation:

Mr. Dave Hollish – asked who cut the grass in the berms on Carlten Road on Monday. Mr. Delaney replied he had. Mr. Hollish discussed his complaints with the service. Mr. Hollish asked where the wood from the trees that had been cleared after the storm on September 14^th had gone. He had seen a township truck loaded with fire wood leave the parking lot at 3:00 p.m. that Monday. Mr. Figgers replied that there was still wood on the truck.

Mr. Nathan Savetsky – asked Trustees if there was a way to file a formal complaint against an employee rather than bringing it up in a public meeting. He feels the employees are being put on the spot for attending a public meeting that they as residents have a right to attend without fear of being hassled simply because they work for the township. Mr. Kehoe replied that there is not a procedure such as that in the township.

Mr. Dave Figgers – commented that at the recent Sexual Harassment Seminar information was received stating that harassment can come from employers, supervisors, co-workers, and residents. He questions why the employees have to be chastised at the public meetings. Mr. Figgers read what Mr. Hollish had stated at the October 15, 2007 Trustee Meeting. Mr. Figgers stated that he has filed a police report on someone who has trespassed on his property and took pictures of what happens on his property. He will do it again if the harassment to the township employees continues.

Ms. Joy Turpin – stated that she does not agree with Ms. Heiszek regarding not considering the 2.4 mills for the police levy collection. She is disappointed that the motion did not receive a second to allow a vote and reflect the trustees’ thoughts. Ms. Turpin is concerned that by the Trustees purposefully allowing this to be underfunded they are setting it up to fail.

Mr. Kehoe motioned to pay the warrants.

Mr. Kehoe adjourned the meeting at 6:45 p.m.

Approved:________________________ ________________________

Lynda Bowers, Trustee

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Donald Butler, Trustee

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Lee Kehoe, Trustee

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Shirley Bailey, Fiscal Officer