Minutes
Special Meeting & Budget
Meeting
Meeting called to
order:
Members Present: Trustee Lee Kehoe, Trustee Lynda Bowers, Trustee Donald Butler, Fiscal Officer Shirley Bailey.
Requisitions –
Ms. Bailey presented a requisition for the Service Department to repair a tire
for $14.50. Mr. Kehoe moved to approve this requisition. Ms. Bowers seconded the motion. All voting in favor. Motion passes.
The Trustees signed the payroll checks presented by Ms. Bailey.
Mr. Butler commented that he would prefer verbal communications rather than emails. Mr. Butler was able to negotiate a solution to a problem that was brought to his attention by Mr. Figgers regarding health insurance deductibles. Mr. Butler also asked for respect for each others liasonships. He asked Ms. Bowers why she had written a letter to the auditor regarding the police levy instead of coming to him. Ms. Bowers responded that was a financial issue and a comment had been made with regards to collecting. Mr. Butler told Ms. Bowers to spin it anyway she would like. Mr. Butler receives emails from Ms. Bowers asking why there was a meeting at the fire department and she wasn’t invited. Mr. Butler stated it is because it is not her liasonship. Ms. Bowers commented that she did receive questions about the collection on the prior police levy and wanted to have the response in writing. She continued stating that Resolution 22-2007, which all members of this board were intimately involved in, requires the board to review the levy on an annual basis. Ms. Bowers commented that she is interested in putting things in writing to keep the record clear and to be accountable.
Mr. Butler stated that the criterion for Resolution 22-2007 was met and he saw no reason to raise the levy amount for the Sheriff’s Contract. There was additional money that was coming in as well as collections being higher than were projected. Mr. Butler would have preferred to have Ms. Bowers call him to have a conversation regarding this levy as opposed to numerous emails. Ms. Bowers responded that when and how it was brought up was the proper way for the board to handle the situation. Individual members can not engage in conversations that are part of a decision making process. Things are brought up in open meeting for discussion purposes and to follow proper procedures. Mr. Butler stated that he wishes Ms. Bowers would follow procedures. Ms. Bowers responded that she believes she is.
Budgets:
Road and Bridge – Ms. Bowers reported that she has the breakdown on salary that was requested by Mr. Kehoe. Mr. Kehoe responded that he does not want it read into the record but would like a copy sent to him.
Sheriff’s Contract – Mr. Butler reported that the township’s expenses are within what is being collected. There are additional reimbursements being collected from delinquent taxes. There is not enough money to start a fund for the future. Gas prices, at this point, are no longer a concern. Ms. Bailey will use the same figures from 2008 for 2009 - $250,000.00. If more is needed the board can appropriate it at that time.
Zoning – Ms. Bowers reported that she is not recommending wage increases for 2009. The salary line includes $6,600 for Zoning Inspector, $6,600 for Zoning Secretary, $5,880 for Zoning Commission Members ($35/meeting/2 meetings a month/7 members), $2,940 for BZA ($35/meeting/1 meeting a month/7 members), 3 training meetings for each board member at $23,500.
Ms. Bowers commented that due to the amount of meetings in 2008, the salary budget is falling short of what was appropriated and will need to be adjusted by about $11,500.00 to meet payroll at the end of 2008 for the Zoning members.
The total proposed amount for Zoning in 2009 is $33,000.00. Ms. Bailey commented that the certificate for zoning is $28,211.32. A supplemental appropriation of $4,800.00 will need to be made from the General Fund. This will be shown as a transfer from the General Fund.
General Fund – The Board reviewed each line item for the General Fund. Discussion was held regarding bonding of the Office Assistant. Ms. Bowers moved that the Fiscal Officer’s Assistant be bonded. Mr. Kehoe seconded the motion. All voting in favor. Motion passes. Ms. Bailey proposed $11,000 for the salary amount for the Fiscal Officer Assistant. Mr. Butler proposed $3,500 stating that the responsibilities are unclear. Ms. Bowers reminded the board that the Performance Audit recommended hiring a part-time clerical employee to assist the clerk in carrying out the financial functions of the township. She and Mr. Kehoe had encouraged Ms. Bailey to fill that position as a service to the residents of the community. Ms. Bowers finds it disconcerting that this board would hire someone for $20,000 a year to do many of the things that the board was elected to do and not consider $11,000 a year to assist the person who is in the office, for the public, day to day.
Mr. Tony Winslow addressed the board with concerns about the hiring of someone for the board to do work that the Trustees were hired to do. Mr. Winslow also expressed a problem with Mr. Butler and Mr. Kehoe reprimanding employees in public. Mr. Kehoe stated that the Trustees have an assistant because he and Mr. Butler have full time jobs and don’t have time to sit at a computer or make phone calls. Mr. Winslow pointed out that Ms. Donna Young also had a full time job and handled her trustee duties.
Ms. Nanci Shanley stated that concerns had been brought up
about the person doing the Comprehensive Plan and she was asked to look at the
other plans that had been presented at the time the decision was made. She and Ms. Bailey were unable to find the
other proposals and she asked Mr. Hartt for a copy of what he had submitted. Since she has been hired, she has been
involved in many things. For almost
three years, the township was paying double insurance on police cars. There have been savings in insurance. Other townships do have this same type of
assistance as she is providing. She
spent the first 60 days on the job helping the fire department with their
situation. She has also met with the
Prosecutor’s Office with the Trustees.
With the defibrillators, there was much legal paperwork that she
facilitated with the Prosecutor’s Office.
There have been other errors that she has found - $7,156.00 had been
charged to the police fund. Ms. Shanley
believes that her time has been of value to the township and it is not a
duplication of time. She wants
Ms. Bowers stated that she does have a full time job as well as employees. Her job does put her in front of the computer much of the time and that is why she is able to respond immediately. She also puts a high priority on collecting all of the education and training she can in the area of being a Trustee. She has not said that the position of Assistant to the Trustees is a problem. She cannot see how it is responsible to fund that position to serve the board of Trustees and not fund the position of the day to day administrative operations of this township that directly interacts and assists the residents of this township for half the cost.
Mr. Butler asked Mr. Winslow if the same premise of taking care of the business a person was elected to do applies to Ms. Bailey. Mr. Winslow responded he would agree; however, with the duties the Fiscal Officer has, it also demands somebody to take care of the phones and have somebody in the office to help the public. Ms. Bowers pointed out that the general public, Fire Department, as well as the Service Department have gone to the Office Assistant for help and information. There are times when the Fiscal Officer needs to be able to work uninterrupted.
Mr. Butler stated that if he had more clarity about the position he would be more receptive to the position. Mr. Winslow commented that Ms. Turpin was hired to be an assistant and to do whatever was needed to assist Ms. Bailey.
Ms. Turpin commented that when she came into the position, there had not been anyone helping Ms. Bailey. The position has grown as she has been there. Ms. Turpin has stated to each member of the board that she does want responsibility and to take on more duties. As time has gone on, there have been more duties placed upon her.
Mr. Butler apologized to Mr. Figgers about the insurance issue. He stated that he doesn’t like receiving an email because then the party that sent the email knows where he works and lives. The insurance company knows they were wrong and have corrected the situation. Mr. Butler would like to call an executive session to discuss the personnel matter.
Mr. Kehoe motioned to set the 2009 appropriation for the Fiscal Officer Assistant at $11,000 pending an executive session to determine the needs of the position. Ms. Bowers asked to have the executive session at the close of today’s meeting and have Ms. Bailey, Ms. Shanley and Ms. Turpin to remain in case there are questions. Mr. Butler stated he would not have the time. Ms. Bowers seconded the motion. Voting yes – Ms. Bowers and Mr. Kehoe. Voting no – Mr. Butler. Motion passes.
Mr. Butler explained that the health insurance coverage for the township has a renewal date of October 25th. Since there had not been a deductible in the past, it went unnoticed that the deductible is run on a calendar year. When the plan changed recently, the insurance company added a deductible for the last three months of the year. This has now been changed to run as a calendar year deductible even though the plan renews on October 25th.
Discussion was held on the website expenses. Ms. Shanley indicated that more pages may need to be added to accommodate all of the minutes.
The Information Technology (IT) person for the township will need to have a line item added under contracted services.
Discussion was held regarding the telephone service. The administration building is currently paying for individual long distance calls. A plan can be acquired that could possibly lower that cost. Ms. Shanley has been researching cell phone packages and found that AT&T offers the best plan from among Sprint, All-tel, AT&T, and Verizon. She also kept in mind that the Fire Department will need the capability to communicate the telemetry information to the hospital via these phones with data service. A plan with1400 minutes would be $89.99. A plan with 700 minutes is $69.99. Each additional phone would run $9.99 with a maximum of five phones. Each phone would run about $400 a year. The Fire Department phones would have an additional $20 per month for each phone for the data service. Mr. Kehoe feels the township should not be caring insurance on the phones.
Mr. Butler requested Ms. Bowers to follow through with Seibert Keck in determining the status of a check owed to the Township for overpayment on the deputies’ cars.
Discussion was held regarding door replacement for the fire stations as well as repair of the kitchen outside door in the town hall. Mr. Figgers reported that the roof needs to be repaired.
Ms. Shanley questioned Ms. Bailey about the Office Assistant line creation and funding.
The Board requests Ms. Bailey to notify them if there is urgency in getting a check signed to avoid a penalty charge.
The Board noted that there will need to be an appropriation to the Cemetery Funds from the General Fund of $6,500.00. The Board decided to place $11,300.00 in the Transfers-Out line item to cover the known shortages in the Cemetery Fund and the Zoning Fund for 2009.
The Board requests that Ms. Bailey notify them when she utilizes the Stabilization Account in 2009.
Fire Department – Chief Jeff Hall presented the research requested for purchasing a new fire truck. The cost comes in at $350,000.00. There are many safety increases included in this figure due to the NFPA standards which take effect in 2009. Ms. Bowers asked for a report on the vehicle that is slated to be replaced detailing the issues / problems for justification purposes. Chief Hall stated that the current apparatus might sell for up to $30,000.00.
Requisitions – Chief Hall stated that there is a furnace malfunction at Station 2. He requests permission to have the furnaces at both stations serviced. Mr. Kehoe motioned to have Chief Hall do what needs to be done for the furnaces. Mr. Butler seconded. All Trustees in favor. Motion passes.
Storage of Safety Trailer at Fair Grounds - $162.50
Purchase 2 Canon Copier/Printer/Scanner/Fax - $2,892.00
Mr. Kehoe motioned to approve the requisitions for the Fire Department. Mr. Butler seconded the motion. All voting in favor. Motion passes.
Insurance Billing
– Assistant Fire Chief Brad Winter presented information about potentially
billing residents’ insurance companies for the cost of
There is another company that the township can enlist to do billing for motor vehicle accidents. As an example, if LifeFlight is called in for a motor vehicle accident, the township could be reimbursed $2,100.00. This is money that the insurance companies will pay, the township just needs to authorize the billing companies to do so. Mr. Winter also suggests that the Board would need to communicate with the residents if this is the direction the township wishes to go.
Mr. Winter clarified that heavy rescue and engines can be billed for their services and time through a billing company. Mr. Butler is concerned about the billing and waiving of billing for those without insurance. The Trustees will review the proposal. There was discussion about the accuracy of the current rates that were approved in 2007.
Zoning Board Letters of Interest – Ms. Shanley passed to the Trustees letters of interest received for the Zoning openings.
Most & Stanley – Ms. Bailey asked for an amendment to the appropriations for 2008 to pay the bill for Most & Stanley’s asphalt and concrete work. The amount for the Fire Department is $12,436.00 and Administration is $10,749.00. Ms. Bowers motioned to make a supplemental appropriation of $12,436.00 from the unappropriated balance in the Fire Fund and a supplemental appropriation of $10,749.00 in the unappropriated balance in the General Fund for the purposes of paying bills for Most & Stanley for asphalt work already completed. Mr. Kehoe seconded the motion. All voting in favor. Motion passes.
Fire Levy Rollback
– Ms. Bowers reported that the township is currently rolling over $1,225,325.00
in the Fire Fund. This is proceeds from
a levy that is collecting approximately $116,700.00 more than the average cost
of operations per year. The current Board
has decided to not move forward with proposals for a new building at this time
due to studies being done. Ms. Bowers
asked the Board if they would like to consider rolling that millage back for a
year, due to the economic climate, and then reconsider collections again for
2010. Mr. Kehoe clarified that the
building of the building has been delayed, not stopped. Ms.
Bowers moved to reduce the effective
rate from 2.7845 mills to 2.0 mills.
This would be a reduction of 28%, yet still collect $300,135.00. Discussion included the proposal of a new
truck for the department as well as the fact that it is unknown the cost for a
new building. Ms. Bowers commented that
the residents of
Discussion was held regarding the deadline for this decision to be made and Mr. Kehoe and Mr. Butler not having time to confirm figures. Ms. Bowers stated that a comment from Mr. Butler at the prior meeting led her to believe the Board may wish to discuss the topic. The topic was previously brought up in June of this year.
Assistant Chief Brad Winter reported that in 2009 the Fire Department is hoping to begin rehabilitation of Station 2. They hope to have an architect submit a proposal for the best utilization of the available space. Even if regionalization were to occur, Station 2 would be a necessary building. The Board discussed that the money currently invested is not just for a new building. Mr. Kehoe stated that the department could be looking at purchasing two engines in the next two years. Mr. Winter commented that staggering the acquisition of equipment is recommended. The department would like to do this for the airpacks that are currently needed.
Mr. Kehoe does not feel that the collection of the millage
should be reduced. The motion failed for lack of a second.
Mr. Butler moved to adjourn.
Meeting adjourned at
Approved:________________________ ________________________
Lynda Bowers, Trustee
________________________
Donald Butler, Trustee
________________________
Lee Kehoe, Trustee
_________________________________
Shirley Bailey, Fiscal Officer