The Washington Township Board of Trustees met in Regular Session on March 16, 2009, at 7:30 p.m. at the Washington Township Government Center, 8200 McEwen Road. President Snyder opened the meeting and led the Pledge of Allegiance. Mr. Zobrist, Fiscal Officer, was excused. Mr. Barlow was Acting Fiscal Officer.
MINUTES OF PRECEEDING MEETINGS
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves the pre-meeting minutes and the minutes of the Regular meeting held March 2, 2009.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-114
EMPLOYEE SERVICE AWARDS
Mr. Snyder commented that 68 employees are being honored for a total of 750 years of service.
Each year since 1995 the Board of Trustees has presented service awards to employees and volunteers who have provided 5, 10, 15, 20, 25, 30 and 35 years of service. The awards are:
5 years Coffee mug with Washington Township logo
10 years Polo shirt with Washington Township logo
15 years $60 gift certificate to the Paragon Club Restaurant
20 years Gold Cross pen/pencil set with Washington Township logo
25 years Gold watch with Washington Township logo
30 years Mantel clock with Washington Township logo
35 years Digital camera with case with Washington Township logo
Employees who are eligible to receive awards were invited to attend the Trustee meeting to receive their awards. The list of recipients are as follows:
NAME DEPT YEARS NAME DEPT YEARS
Robert Hayes Fire 35
Thomas Beal Fire 30
Mark Gaul Fire 30
Michael Rohde Fire 25
Daniel Baker Fire 25
Frank Raches Fire 20
David Paice Rec 20
Linda Madden Rec 20
Joyce Fronzaglia Rec 20
Patricia Bridges Rec 20
Richard Palmer Fire 20
Kelli Snyder Rec 20
Jan Ruzicka Vol 20
John Davies PW 15
Vesta Hickey Rec 15
Edmund Kuzminski Fire 15
Thomas Llewellyn Fire 15
Chris Dewitt Fire 15
David Bussell Fire 15
Shazdeh Zafar Rec 15
Clarence Bisgaard Fire 15
Randy Marriott (Dr.) Fire 15
Janet Ruddy Rec 15
Thomas Shultz Juv Ct 15
Jim Nolen Fire 10
Ruth Schwab Rec 10
Nadine Rieser Rec 10
Melissa Moran Rec 10
Joel Hall Fire 10
Phil Jones Fire 10
Kim Montgomery Rec 10
Dawn Barnett DS 10
Barbara Geier Rec 10
Dottie Hammersley Fire 10
Melody Quick Rec 10
Bob Hunt Rec 10
John Lewis DS 5
Bryan Belden Rec 5
Zach Trent PW 5
Tyler Foust Fire 5
Douglas Paulick Fire 5
Joshua King PW 5
Kenneth Hornbostel Rec 5
Kristin Reeve Rec 5
Joseph Severyn Rec 5
Michael Rieser Rec 5
Catherine Lane Rec 5
Anthony Travis Fire 5
Kimberly Ewing Fire 5
Nathan Ford Fire 5
Joshua Gaul Fire 5
Jeremy Dudrick Fire 5
Christopher Vendely Rec 5
Joshua Augustine Fire 5
James Coyle Fire 5
Kristine Huber Fire 5
Dean Holtzman PW 5
John Atchley PW 5
Lauren Clemmer Rec 5
Milea Harwood Rec 5
Sherri Gross Rec 5
Evan Pennington Rec 5
Brittany Hayden-Hinkle Rec 5
Debra Priest Rec 5
Dennis Bristow Jr Fire 5
Maegan Aydelott Rec 5
Bob Hess Fire 5
Chad Current Vol 5
FISCAL OFFICER’s Business
Appropriation Adjustment
The Township Appropriation Resolution is prepared prior to the end of each year and is based on estimated revenues and expenses for the current year. The County’s Certificate of Estimated Resources is based on actual year-end numbers supplied by the Township in January. The Township may not appropriate more than what is reflected in the Certificate of Resources. Adjustments are needed because the County reflects only 98% of property taxes to be collected and because of the difference between the estimated and actual beginning of the year balances.
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board adjusts the 2009 Appropriation Resolution No. R2008-023 from $41,236,012 to $40,440,512 for the six funds as follows:
Fund # Fund Name Account Increase
(Decrease)
01 |
|
General |
|
01-112-5993 |
|
($170,000) |
09 |
|
Police |
|
09-210-5993 |
|
($111,000) |
10 |
|
Fire |
|
10-220-5993 |
|
($250,000) |
21 |
|
Recreation |
|
21-610-5993 |
|
($136,500) |
23 |
|
Permissive Tax |
|
23-330-5993 |
|
($76,000) |
27 |
|
Flexible Benefits |
|
27-710-5153 |
|
($52,000) |
|
|
|
|
TOTAL |
|
($795,500) |
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-115
Appropriation Transfers
Under State law, a state line item account cannot carry a negative balance. To prevent eight accounts from going negative, staff needs approval from the Board of Trustees for intra-fund transfers.
The Township converted to a new Chart of Accounts in March. Since new accounts were created with this conversion, money needs to be transferred into them. This will not affect the total budget. It will allow the budget dollars to be transferred to the accounts where the expenses will be incurred.
As we create additional purchase orders over the next several months, we will be requesting additional transfers.
It was moved by Mr. Berry, seconded by Mrs. Young, that the Board approves the following appropriation transfers:
From: To:
General (01)
Zoning Information Technology
01-130-5231 $ 5,000 01-114-5231 $5,000
Township Travel – Educational Township Travel – Educational
Finance Information Technology
01-111-5231 $2,500 01-114-5231 $2,500
Township Travel – Educational Township Travel – Education
Satellite Juvenile Court Satellite Juvenile Court
01-116-5699 $330 01-116-5241 $330
Misc. Other Expense Telephone
______ ______
Cemetery (05)
Cemetery Cemetery
05-410-5260 $750 05-410-5241 $750
Utilities Telephone
______ ______
Fire (10)
Fire Administration Fire Administration
10-220-5993 $15,000 10-220-5202 $15,000
Contingencies Personnel Attorney Services
______ ______
Recreation (21)
Rec’ing Crew Programs Rec’ing Crew Programs
21-637-5359 $1,000 21-637-5698 $1,000
Misc. Operating Supplies & Materials Special Events/Misc. Programs
Parks & Recreation Woodland Lights
21-610-5993 $500 21-650-5412 $500
Contingencies Repairs & Maint. - Equipment
Parks & Recreation Town Hall
21-610-5611 $5,000 21-660-5611 $5,000
Credit Card Fees Credit Card Fees
______ ______
Vote on Motion: Berry, aye; Young, aye; Snyder, aye. M2009-116
Surplus Property
There are surplus items currently being stored throughout the Township. They are not needed for public use, are obsolete, or are unfit for the use for which they were acquired. Staff is recommending approval of the items for auction, with the auction being online through the contract Washington Township has with Montgomery County, using Gov Deals to sell the items.
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board declares the following items no longer needed for public use, obsolete, or unfit for the use for which they were acquired for the operation of Washington Township and authorizes the sale of these items at internet auction through the contract Washington Township has with Montgomery County.
1 Fugi Film Camera
1 Data Module (In-Vehicle)
3 Fugi Digital Cameras
1 CRT Monitor
1 Hewlett Packard Laser Printer
3 Crown Victorias
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-117
Year-to-Date Income/Expense Report
The Trustees have requested that a Year-to-Date Income/Expense Report be presented on a monthly basis. As of February 28, 2009, Washington Township has collected from all funds $7,494,759.47, and has dispersed in all funds $2,897,006.81, for a positive cash carryover of $4,597,752.66.
Risk Insurance
It is time for the Township to renew its risk insurance. The Township currently uses Cincinnati Insurance for all risk insurance coverage, including public officials’ liability. Staff is recommending that the Township renew the contract with Cincinnati Insurance, through the William G. Uhl Agency, for all insurance needs. Last year’s cost for risk insurance was approximately $154,000, and the cost for the public officials’ liability insurance was $28,200. There is no rate increase expected for 2009; however, the Township’s cost should be slightly higher since the value of the assets insured has increased by 3%. The 2009 estimate for risk insurance is $156,000, and for public officials’ liability it is $30,000.
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves the expenditure of approximately $156,000 to the William G. Uhl Agency, Washington Township, Ohio, to provide for Washington Township’s risk insurance needs for a one-year period commencing April 1, 2009, through March 31, 2010.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-118
It was moved by Mr. Berry, seconded by Mrs. Young, that the Board approves the expenditure of approximately $30,000 to the William G. Uhl Agency, Washington Township, Ohio, to provide for the Township’s public officials’ liability insurance needs for a one-year period commencing April 1, 2009, through March 31, 2010.
Vote on Motion: Berry, aye; Young, aye; Snyder, aye. M2009-119
Bond Issuance-Sterling Cove
Residents of Sterling Cove petitioned the Trustees of Washington Township to reconstruct, resurface and improve Olde Sterling Way and Southwick Circle to the minimum requirements of the Montgomery County Ohio Subdivision Regulations for Residential Streets. They also requested in the petition that all costs for the improvement be apportioned and paid by assessment against the property owners of Sterling Cove. The project was paid up-front by the Township and is now complete. Staff proposes issuing bonds to recoup the money the Township expended and to assess the property owners over ten years to cover the bond payments. At this time, staff is recommending approval of a Resolution, authorizing the issuance and sale of bonds for the Sterling Cove Street Improvement Project and authorizing participation in the Ohio Capital Asset Program.
It was moved by Mrs. Young, seconded by Mr. Berry, to approve a Resolution, authorizing the issuance and sale of bonds, for the Sterling Cove Street Improvement Project and authorizing participation in the Ohio Capital Asset Program.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. R2009-006
Citizen Concerns
Mike "Slinger" Gibney, 1441 Beaushire Circle, in "the greatest township in the State of Ohio” commented on the awards ceremony. He thought it was outstanding and that staff and the Trustees did a great job. He believed that the Township employees deserved to be recognized. He then asked about the suggestion he made last year to recognize a student for their outstanding performance in relation to their civic duties.
Mrs. Young commented that she thought it was a great idea. She informed him that taxpayer money could not be used for this purpose and asked if he would like to chair a committee to do some fundraising for an award.
Mr. Gibney indicated he would get back to her on this.
Mr. Gibney also expressed his appreciation for informing him about the Hithergreen Aviation Club.
Mr. Gibney’s last comment concerned the traffic light at Congress Park and McEwen and the traffic lines that were put down. He thanked Mr. Wanamaker for this.
Lillianne Ulrich, 5780 Terrace Park Drive, asked if the Township has a nuisance abatement law to take care of old and neglected buildings. There is one across the street from where she lives. She indicated that it has been abandoned for ten years. She asked how long it would take to have this problem resolved.
JoEllen Scott, Deputy Administrator, indicated that she is aware of the history of this property. The question involves the condition of the property, the Township’s authority, and how far the Township can go in exercising its authority. The Township is doing everything it can and will continue to do so. Ms. Scott indicated that the Township does not have the authority to demolish privately-owned property or the authority to order it done. The only thing the Township can do is to go on the property and cut the grass and remove dangerous conditions. The Township can also notify the owner of violations, which they are required to address. If they do not address them, they could be taken to court and prosecuted. It would then be up to the judge to decide what to order them to do.
Mrs. Young requested and Ms. Scott agreed to double the Township’s monitoring efforts. In response to Mrs. Young’s question, Ms. Scott also indicated that the Township was able to make contact with the owner in the past, but does not know how recent it was.
Captain Osterfeld is in receipt of an application for a new liquor permit for a D5I, food service operation in a municipal corporation or township with a population less than 50,000, offering full course meals and whose beer and liquor sales do not exceed 25% of its gross receipts (on-
premises consumption and carry-out privileges, same as D-1 and D-2). The application is for EFBQF Hospitality of Ohio, LLC, DBA Carvers Steaks and Chops & Patio, at 1535 Miamisburg-Centerville Road. Captain Osterfeld has reviewed the application and sees no reason to object. No action taken.
DEPARTMENTAL BUSINESS
FIRE
Training
Fire Chief Bill Gaul is requesting to send Fire Marshal Mike Long to the Fire Findings Laboratories’ Residential Electricity for Fire Investigators seminar in Benton Harbor, Michigan, from April 14 through April 16, 2009.
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves sending Mike Long to the Fire Findings Laboratories’ Residential Electricity for Fire Investigators seminar in Benton Harbor, Michigan, from April 14 through April 16, 2009, at an approximate cost of $811.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-120
Fire Chief Bill Gaul is requesting to send Captain Joel Holbrook to the Self-Assessment and Standards of Coverage workshops offered by the Commission on Fire Accreditation International from April 15 through April 17, 2009.
It was moved by Mr. Berry, seconded by Mrs. Young, that the Board approves sending Joel Holbrook to the Self-Assessment and Standards of Coverage workshops in Brownsburg, Indiana, from April 15 through April 17, 2009, at an approximate cost of $896.
Vote on Motion: Berry, aye; Young, aye; Snyder, aye. M2009-121
PUBLIC WORKS
Engineering Services
The north side of Calverda Drive experiences severe storm water flooding during heavy rains. A clear path for storm water to travel is needed in this area. The 2009 Financial Plan identifies the engineering for this project.
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves Mad River Engineering, Dayton, Ohio, to prepare storm water drainage plans and construction drawings for the approximate cost of $9,880.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-122
Purchases
The 2009 Financial Plan calls for the replacement of a 1999 pick-up truck at the cemetery. A total of $30,000 was budgeted for this purchase. The vendor, 32 Ford Mercury Sales, is approved by the Ohio Department of Purchasing for the purchase of a Ford F-350 truck with a snow plow package.
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board authorizes the purchase of a Ford F-350 truck from 32 Ford Mercury Sales, Batavia, Ohio, through State Bid Pricing Contract #GDC093E at the approximate cost of $ 30,000.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-123
The 2009 Financial Plan calls for the replacement of a cemetery mower. A total of $9,000 was budgeted for this purchase. Centerville Gravely Sales submitted the lowest and best quote for this replacement.
It was moved by Mr. Berry, seconded by Mrs. Young, that the Board authorizes the purchase of a Toro Series Z 500 mower from Centerville Gravely Sales for the approximate cost of $7,443.
Vote on Motion: Berry, aye; Young, aye; Snyder, aye. M2009-124
ADDENDUMS
DEVELOPMENT SERVICES
Training
The IT staff is requesting technical training needed to support the Township’s computer network system. New Horizons has been identified as the preferred provider of this training as they are local, offer the technical courses needed, and provide volume pricing.
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves the purchase of 25 days of training for the IT staff from New Horizons, Dayton, Ohio, at the approximate cost of $7,400.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-125
FINANCE DEPARTMENT
Appropriation Transfers
Due to the creation of new purchase orders, subsequent to the preparation of the agenda packet and prior to the Trustee meeting, additional transfers have been identified.
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves the following appropriation transfers:
From: To:
General (01)
Administrative Human Resources Department
01-110-5111 $66,000 01-131-5111 $48,000
Salaries – Full-Time Salaries – Full-Time
Human Resources Department
_______ 01-131-5112 $18,000
$66,000 Salaries – Part-Time $66,000
Finance Department Information Technology
01-111-5111 $38,000 01-114-5111 $36,000
Salaries – Full-Time Salaries – Full-Time
Information Technology
_______ 01-114-5113 $2,000
$38,000 Overtime, Salaries $38,000
General Government Finance Department
01-112-5601 $1,000 01-111-5601 $500
Membership Fees Membership Fees
Elected Officials
______ 01-113-5601 $500
$1,000 Membership Fees $1,000
General Government General - Lighting
01-112-5993 $2,000 01-142-5467 $1,000
Contingencies Traffic Signal/Street Light Repair
General – Recreation
______ 01-143-5756 $1,000
$2,000 Maintenance Equipment $2,000
Satellite Juvenile Court Satellite Juvenile Court
01-116-5110 $20,000 01-116-5112 $19,700
Salaries – Employees Salaries – Part-Time
Satellite Juvenile Court
________ 01-116-5133 $300
$20,000 Medicare $20,000
________ ________
Gasoline Tax Fund (03)
03-330-5381 $20,000 03-330-5759 $20,000
Small Tools & Minor Equipment Other Machinery & Equipment
______ ______
Road And Bridge Fund (04)
Highways Road Right of Ways
04-330-5111 $510,000 04-333-5111 $510,000
Salaries – Full-Time Salaries – Full-Time
Highways Road Right of Ways
04-330-5113 $20,000 04-333-5113 $20,000
Overtime, Salaries Overtime, Salaries
Highways Highways
04-330-5309 $500 04-330-5601 $500
Misc. Office Supplies & Materials Membership Fees
________ ________
Fire (10)
Fire - Career Lieutenants
10-221-5111 $54,000 10-228-5111 $29,000
Salaries – Full-Time Salaries – Full-Time
Captains
_______ 10-227-5111 $25,000
$54,000 Salaries – Full-Time $54,000
Part-Time Fire EMS Department
10-225-5112 $350,000 10-230-5112 $350,000
Salaries – Part-Time Salaries – Part-Time
Part-Time Fire EMS Department
10-225-5113 $20,000 10-230-5113 $20,000
Overtime, Salaries Overtime, Salaries
________ ________
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-126
TOWNSHIP ADMINISTRATOR’S REPORT
Ms. Lightle announced that on March 23rd there will not be a Workshop. On Tuesday, March 24th, the Trustees will be hosting the Montgomery County Commissioners meeting in the meeting room at 7:00 p.m. The Trustees will be meeting with the Commissioners beforehand. This is an effort by Montgomery County, which they have been doing for several years, to hold meetings at various locations throughout the County.
Ms. Lightle also indicated that on Monday, March 30th, the Trustees will be attending the Joint Entities meeting with the City of Centerville, the Park District, the schools and the library.
The next regular meeting is scheduled for Monday, April 6th.
Mr. Snyder commented that this is the first time the County Commissioners will be meeting at Washington Township. Mr. Berry added that the public is invited to attend this meeting.
CHECK REGISTER APPROVAL
The O.R.C. requires purchase orders that are created after the invoice date for goods and services to be certified by the Fiscal Officer that a sufficient sum was appropriated and free of any encumbrances (Then and Now Purchase Orders). If the amount is greater than $3,000.00, the Board must authorize payment.
It was moved by Mrs. Young, seconded by Mr. Snyder, that the Board approves the following Then and Now purchases for payment:
Vendor PO# Amount Approved Monthly Vendor
Anthem BCBS 1st Qtr 46008 $262,105.44 No
Health Insurance Payment
Montgomery County Treasurer 45996 $20,577.00 No
ED/GE Payment
Vote on Motion: Young, aye; Snyder, aye; Berry, aye. M2009-127
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves the Regular Check Register dated March 16, 2009, in the amount of $791,132.70, said amount having been certified and appropriated.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-128
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves the Special Check Register dated March 3, 2009, in the amount of $7,065.23, said amount having been certified and appropriated.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-129
Trustee Comments
Mrs. Young complimented Town Hall Theater. She saw “Jamie and the Giant Peach.” She commented that the costumes were spectacular. She highly recommended it.
Mr. Snyder commented on the nice turn out to the meeting. He thanked staff and the employees for their many years of service.
ADJOURNMENT: 8:30 P.M.
All formal actions of the Board of Trustees of Washington Township concerning and relating to the adoption of resolutions and/or motions passed at this meeting were adopted in an open meeting; and of any of its committees resulting in such formal action, were in meetings open to the public, in compliance with the law, including Section 121.22 of the Ohio Revised Code.
_______________________________
President
_______________________________
Acting Fiscal Officer