sept192007

Minutes
LAFAYETTE TOWNSHIP BOARD OF TRUSTEES
Work Session
Wednesday, September 19, 2007

Meeting called to order: 3:30 p.m.

Members Present: Trustee Lee Kehoe, Trustee Lynda Bowers, Trustee Donna Young (notified
arriving 15 min. late – arrived at 3:35 p.m.), Fiscal Officer Shirley Bailey

Modify Job Title for Office Assistant – Ms. Bailey stated in the letter she presented to the board on
September 17, 2007 that she had referred to the job as Office Assistant to the Fiscal Officer and
that should be changed to Office Assistant. Ms. Bowers motioned to title the position filled by Ms.
Turpin as Office Assistant not Assistant to the Fiscal Officer. Mr. Kehoe seconded the motion.
This is a bonding issue. Ms. Bowers and Mr. Kehoe voting in favor. Ms. Young was not present.

Comment by President , Board of Trustees - Mr. Kehoe read a notice of Trustee decorum. (see
attached).

Minutes:
7/12/07 – There was a correction of adding reconvened to the minutes. Ms. Young motioned to
approve the minutes, Ms. Bowers seconded. All voting in favor.

Old Business:
Open Records Resolution – Mr. Kehoe referenced the typos to be corrected and the change of
wording for maintaining a schedule of costs at the Clerk’s Office. This was Section VIII. Ms.
Young asked if the resolution had been reviewed by legal counsel. Mr. Kehoe stated that Allan
Michelson had reviewed it, and Ms. Bowers stated that she had reviewed it with the State Auditor’s
Office. Ms. Young was concerned about only having open hours from 11-2. She was told that
people may write in, call in, and make appointments for other hours if necessary. Ms. Bowers
stated that the hours stated are generous compared to some other townships. As well, Ms. Bailey
is willing to make reasonable appointments for after hours. Ms. Young motioned to approve
RESOLUTION 24-2007 – LAFAYETTE TOWNSHIP’S OPEN RECORDS MISSION STATEMENT,
STATEMENT OF PRINCIPLES AND POLICY. Ms. Bowers seconded the motion. All voting in favor.

RESOLUTION 25-2007 – A RESOLUTION IN SUPPORT OF MEDINA GENERAL HOSPITAL’S
REQUEST FOR CONSIDERATION TO EXPAND EMERGENCY SERVICE FACILITIES. Ms. Bowers
moved to approve, seconded by Ms. Young. All voting in favor.

Life-Force – A letter was received from Life-Force recommending that the township increase the
amount charged for ambulance runs. Chief Sheppard recommended increasing the fee by
$100.00. Ms. Young moved to increase the rates $100 across the board, leaving the milege at
$5.00 per Chief Sheppard’s request. Ms. Bowers clarified that this is just for non-residents at this
time and seconded the motion. All voting in favor. The new fees are: ALS 2 - $550, ALS - $550,
BLS - $450, Mileage $5. Ms. Bowers asked to have Chief Sheppard present his recommendation
for billing insurance companies. The Trustees will wait for his proposal.

Motion to Clarify Special Council Status – Mr. Kehoe sent a letter in February 2007 to Mr. Dean
Holman advising him that the township had hired Mr. Michelson. The relationship between the
Prosecutor’s Office and the Trustees did not change. Mr. Michelson was being asked to do
special service. Mr. Michelson’s title is Special Counsel, not General Counsel. Ms. Bowers stated
she has reviewed the written correspondence sent to Mr. Holman and there is no reference to Mr.
Michelson being the township’s general counsel. Ms. Young stated that in the township’s minutes,
Mr. Michelson is repeatedly referred to as General Counsel. Ms. Bowers expressed
disappointment that Mr. Holman was not discussing this with the Board if he has a concern. Mr.
Kehoe will set up an appointment with Mr. Holman to discuss this situation.

Employee Benefits – Ms. Bailey reported that the township can apply to go into the Ohio Township
Association Risk Management Authority’s Health Plan. Ms. Young and Ms. Bowers discussed the
history of OTARMA with the township. Ms. Bowers stated that she was advised that the township
was no longer eligible to participate in OTARMA due to a health related issue that could not be
discussed. She has check with OTARMA and they have no record of this being the case. She is
not sure of the reasons why we were no longer with OTARMA. In the last year that Ms. Clevenger
was the township clerk, Ms. Bowers went to the Prosecutor’s Office to require that the insurance
issues be brought before the board. Ms. Bowers has had correspondence with Chris Jacob,
County Administrator, and about seventeen months ago he had said that maybe in two years it
would make sense for them to flip to OTARMA. He indicated that they would not be doing it in
2008. Mr. Kehoe recognized Frank Harman, an agent with Ohio Insurance Agency, and stated
that the Trustees need to review the program with more information from the Ohio Township
Association, Medical Mutual, and Anthem. A decision must be made before October 25, 2007.
Each company will need their own applications filled out. A question regarding preapproval was
asked by Mr. Figgers from the Service Department. The Trustees responded with information
regarding prescriptions. Mr. Figgers commented that there are only three employees currently on
the policy and wanted to state that none of them are smokers. He feels that should be a benefit
for our policy. Ms. Young stated that it is rare for employers to have policies where the
employees do not pay into their premiums. Discussion was held regarding prescription coverage
by all members. Ms. Bailey stated that insurance companies do scrutinize the applications and will
adjust rates upward with findings of smoking or high alcohol use. Rates are different for each
individual. The issue was deferred until more information is obtained. Mr. Kehoe asked for the
employees on the policy to have all applications turned in to Ms. Bailey in one week.

Police Building Renovations – Ms. Bowers handed out floor plans of the current building setup.
She stated that the Service Department is in need of storage and she would like to use two bays
of the existing garage for their equipment. There is a mold situation in the garage. Ms. Bowers
reviewed the plans with the Trustees. She suggested having a secure area for the Fiscal Officer’
s records as well as a public area consisting of a conference room and bathroom. Another door
needs to be added for exiting. Ms. Bowers understands that $1500 should be enough to take
care of the mold issue. Ball park figures for a utility window - $1,000, an exterior door, electrical
work (thermostat needs to be moved) were provided. The amount of money would be comparable
to what is being spent on the current school building. Carpet needs to be added. The tile is in
fairly good shape, just dirty. Prisoners can be utilized for painting and cleaning. Mr. Kehoe stated
that all parties need to have input and be mindful that it is a public building. If the conference
room needs to be larger, more storage, etc., those things need to be considered. Mr. Kehoe
asked all parties to submit ideas to him and then they will be consolidated. He agrees that the
Clerk needs to be in a secure area. Mr. Kehoe stated that the township will need to obtain
estimates for the construction, duct work, electrical, etc. He asked for ideas to be submitted within
a week. Ms. Bowers stated that the building needs to be cleaned out. She will have the Service
Department help to the extent that they are able. There are some things of value and things that
need to be held. Ms. Bowers asked if there were objections to her starting having it cleaned. No
objections noted. Ms. Bowers would like to utilize the prisoners for cleaning and pulling up the
carpet. There are some damaged desks. Ms. Bowers asked if they could be trashed if they are
not salvageable. The modular units are fine. There was no objection noted.

Status of Old School Building – Mr. Kehoe reminded that as discussed on September 17, 2007,
the township would like to get out of the building by the end of the year. There was a plea from
the Cloverleaf Youth Wrestling group to maintain the relationship until the end of February. Ms.
Bowers tried to reach the President of the School Board and was not able to. She stated that
December through February is when we have the high gas bills and we are talking about public
money. Ms. Bowers sympathizes with the group and hopes that the school board will work with
them and she herself will help mitigate that, but feels that should not be the only reason that we
stay in the building during those months. Ms. Young asked what it costs the township per year.
Ms. Bailey replied in the winter months we run between $1700 and $2100 a month for gas. She
has enrolled the building in the budget plan offered by the gas company and it is running $643 a
month. Mr. Kehoe agreed that the township can not base its decision on just one group. He
noted that the Young Marines and the Train Club also meet in the building. He stated that ending
the contract by the end of the year is a good idea but questions whether the township can get
everything operational in the other building within that time. Ms. Bowers replied that depends on
how long the board takes in making its decision. The actual work should not take too long. Mr.
Kehoe feels that it will take four to six months to complete everything. Ms. Bowers is concerned
about moving the records during the winter months. Ms. Young feels that the Service Department
and the volunteer firemen should be able to move the records. Mr. Kehoe added we could also
use the prisoners. Ms. Bowers stated that moving the records can be done, she is concerned
that the middle of winter is bad timing. Mr. Kehoe stated ninety days notice is all we have to give
the school. He is not concerned about getting out by the end of the year. Ms. Bowers stated the
School Board has probably heard talk about the move. She imagines they would like to have an
idea of what to be prepared for. Ms. Young replied to tell them six months. Mr. Kehoe said he is
putting the responsibility for talking with the School Board on Ms. Bowers. The initial reason for
speaking with him was to see if the township could do month to month for the wrestling group. Ms.
Bowers clarified that she would let the school board know that the township is thinking of moving
out in six months. If it is sooner, they will still receive a ninety day notice.

Licensing Proposal for SOBs (sexually oriented businesses) – Mr. Kehoe reviewed the licensing
received. He asked the Trustees to look over the paperwork, think about the time frame the
businesses should be open. The zoning is in place. The Trustees are to be prepared to discuss
this proposal at the next meeting in October.

New Business:
Budget – Ms. Bailey provided the certificate from the Budget Commission. Ms. Bailey explained
what was turned into the Commission, showing the estimations for each fund. The Budget
Hearing is on Friday, September 21st. Mr. Kehoe stated that the township can expect
modifications due to the levy that was passed. Ms. Bailey reported that she has provided that
information to the Commission. The police district (2081) should have a carryover of $4907.23 in
2008. Ms. Young asked if this amount is after the transfer of funds to the general fund for
invoicing. Ms. Bailey replied yes. The carryover can not be reduced or eliminated until the new
year. Ms. Young asked if that would be returned to the taxpayers. Ms. Bailey said nothing can be
done until after the new year. Ms. Bowers stated it could be reduced on the taxpayer’s bills. Ms.
Bowers reported that she sits on the State Auditor’s Ohio Regional Advisory Board.

At a recent meeting she was able to have a conversation with the auditors who are working on
Lafayette Township’s audit. She asked them why the township had not received the results of the
audit yet – over nine months. They reported that they have determined that the police is a
separate district. The legal people are trying to take the judgment back to 1977. They are
concerned about the transfers and consider that a large issue. Ms. Bowers explained the new
levy to the auditors and told them that the levy funds are restricted for the contract service. They
are aware that the old levies have been terminated. They are also concerned about how many
payments are tested. The 2004/05 audit addresses a pattern of pre-signed blank checks. The
township will probably not get the audit until the end of the year. Mr. Kehoe clarified that the legal
people are the ones currently holding up the audit. Ms. Bowers reported that the 2006 audit can
not be done until the 2004/05 audit is completed. Mr. Kehoe stated that there is not much the
township can move forward with on budget until the information is received from the audit. He
reported that Road & Bridge is doing well, Service Department has moved forward with the roads
and equipment. The Fire Department is looking at a potential new building as well as potential
new equipment. If there are ideas on financing for new ambulance, tanker, etc., Mr. Kehoe would
like to hear them. Mr. Figgers asked if the township had looked into leasing of equipment. Mr.
Kehoe stated that the board should look into leasing. More equipment will be needed as the
township numbers increase. A member of the audience had a question to ask of Ms. Bailey. She
asked how much money was available to transfer back to the general fund. Ms. Bailey responded
that she has transferred out $167,000 that has been invoiced into the general fund. There is a
balance of $133,000. Ms. Young asked if that amount could be transferred to the general fund
since that department no longer exists. Ms. Bailey replied that any monies would have to be
invoiced. Ms. Bowers stated that the district still exists and must be serviced. She believes the
total amount that is subject to invoicing is about $206,000. Ms. Bailey reported that she has
found some additional amounts for medicare, social security, etc., that were paid from the general
fund and needed to be added to the list. That amounted to about $2900. Ms. Young questioned
why the auditors were requiring the township to pay back this police entity to the general fund
when in the past, such as with the trustee salaries, the township did not have to. Ms. Bowers
replied that it is a separate district that stands alone from the township.

Ms. Shanley asked for clarification regarding the Prosecutor’s Office saying that they are no
longer the township’s legal council. How will the township proceed? Mr. Kehoe replied that he will
be setting up a meeting with Mr. Holman to find out the status of the situation. Ms. Young stated
that Mr. Michelson has been at every meeting. Ms. Bowers reported that on February 21st, Mr.
Kehoe sent a letter explaining that Mr. Michelson would be attending the trustee meetings. This
was one of the purposes for which he was brought on. There have not been any problems
brought up about him being there until the last few weeks. Just recently the township has begun
receiving things from the prosecutor’s office stating that the township should ask their other
council. A member of the audience stated that a letter received by Mr. Kovach from Mr. Michelson
had him referring to himself as general council. Ms. Bowers stated that is not the township’s
doing. Mr. Kehoe stated that was a faux pas on Mr. Michelson’s part. Ms. Young asked if Mr.
Michelson had corrected it. Mr. Kehoe replied it was his understanding that Mr. Michelson had
spoken with Mr. Holman and explained what his position with the township was. Mr. Kehoe stated
that if Mr. Michelson used the term “General Council” to refer to himself, it was not at the trustees
direction. Ms. Young stated that it has been referenced in the minute of the trustee meetings.
Mr. Kehoe said that if that is the case then it needs to be corrected. Mr. Michelson was to go
through Mr. Kehoe as President of the Board. Sue Heiszek stated that in the past public
participation was not allowed during workshops. She asked if that policy had changed. Mr.
Kehoe replied that it was not a policy, it is his option.

Ms. Young moved to adjourn and Ms. Bowers seconded.

Meeting adjourned at 5:10 p.m.