The Washington Township Board of Trustees met in Regular Session on October 19, 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. Fiscal Officer Tom Zobrist was excused. Mike Barlow, Finance Director, was acting Fiscal Officer.
MINUTES OF PRECEEDING MEETINGS
It was moved by Mrs. Young, seconded by Mr. Snyder, that the Board approves the pre-meeting minutes and the minutes of the Regular meeting held October 5, 2009.
Vote on Motion: Young, aye; Snyder, aye; Berry, aye. M2009-335
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 for the Vehicle Maintenance Fund to reflect the actual beginning of the year balance and in the General Fund for the lowering of estimated revenue for local government receipts.
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board adjusts the 2009 Appropriation Resolution No. R2008-023, M2009-115, from $40,440,512 to $40,414,337 as follows:
Fund # Fund Name Account Increase
(Decrease)
01 General 01-112-5993 ($30,000)
91 Vehicle Maintenance 91-332-5371 $2,000
91 Vehicle Maintenance 91-332-5372 $1,825
$3,825
TOTAL ($26,175)
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-336
Appropriation Transfer
Under State law, a State line item account cannot carry a negative balance. To prevent accounts from going negative, staff needs approval from the Board of Trustees for intra-fund transfers.
It was moved by Mr. Berry, seconded by Mrs. Young, that the Board approves the appropriation transfers attached as Exhibit A.
Vote on Motion: Berry, aye; Young, aye; Snyder, aye. M2009-337
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 these items be declared surplus and is recommending approval of the items for auction, with the auction being online, using GovDeals to sell the items.
It was moved by Mr. Berry, seconded by Mrs. Young, that the Board approves the attached resolution, Exhibit B, declaring 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 GovDeals.
Vote on Motion: Berry, aye; Young, aye; Snyder, aye. R2009-027
Robert O’Toole Award
Each year, the Centerville Noon Optimist Club honors a member of the Washington Township Fire Department for their contribution to the community in remembrance of Robert O’Toole, a firefighter with Washington Township who was killed in the line of duty. Mr. O’Toole was responding to a traffic accident on January 12, 1998, on I-675.
This year the member of the department being honored is David Lantz. EMT/Paramedic David Lantz began working part-time with Washington Township in September 1999 while working full-time with the Oakwood Public Safety Department. Dave is a Squad Leader and uses his skills to instruct his crews and reviews various emergency situations that his team encounters as a way to increase their knowledge and understanding. Dave leads by example and, as a result, is highly respected by his peers. He strongly believes in positive reinforcement on the job, giving his crews a sense of pride in their service to the community. Along with receiving the Robert O’Toole EMT/Firefighter of the Year Award, Dave is also a recipient of the 2009 Township Employee Award of Excellence.
Ms. Lightle read and presented the award to David Lantz. Mr. Lantz thanked everyone and said he was proud to serve. Ms. Lightle also thanked the Fire Department for being at the meeting on a training night.
Joyce Young thanked the Optimist Club for their involvement in the community.
Proclamation – Centerville-Washington Park District
Mr. Snyder recognized and welcomed all members of the Park District. He then read and presented a proclamation to Carol Kennard. He asked all Park District members to come forward for a picture and indicated that he had a surprise for them. He indicated the Trustees were donating Park #48 to the Park District, a one acre parcel on Spring Valley Road.
Proclamation – Lysanne Burke
Mrs. Young read and presented a proclamation to Lysanne Burke for her newly-acquired United States citizenship and for her contributions to the economic vitality of the Miami Valley.
It was moved by Mrs. Young, seconded by Mr. Berry, to approve the above proclamation.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. P2009-015
Citizen Concerns
None.
Departmental Business
Fire
As part of the Nextel Communications rebanding of the 800 radio frequency, P&R Communications is offering free replacement of any radios that cannot be rebanded. The Fire Department currently has four portable bike radios and two mobile radios that are eligible for free replacement. Staff is recommending the replacement and the purchase of an upgrade package for these radios.
It was moved by Mr. Berry, seconded by Mrs. Young, that the Board approves the replacement and purchase of an upgrade package of two Motorola XTL2500 mobile and four Motorola XTW2500 III portable radios from P&R Communications, through Montgomery County, at an approximate total cost of $3,816.
Vote on Motion: Berry, aye; Young, aye; Snyder, aye. M2009-338
General
Financial Plan 2010-2014
Elected Officials and staff have spent the last few months reviewing the proposed Financial Plan for Washington Township for the years 2010-2014. The intent of the Financial Plan is to predict for five years what kind of capital expenditures Washington Township may be facing and what type of monies will be needed to fund various projects, associated personnel, and operating costs.
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board adopts in concept the Washington Township Financial Plan for the years 2010-2014.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-339
Mrs. Young noted that the Trustees spent the last few months reviewing the Financial Plan in detail and thanked staff for their hard work.
Red Flag Rule
The Fair Accurate Credit Transaction Act of 2003 has added several new provisions to the Fair Credit Report Act. In November 2007 these agencies adopted the federal rules referred to as the “Red Flag Rules.”
Among other things, these new federal rules require that all “financial institutions” and “creditors” that maintain a “covered account” adopt an Identity Theft Program that is designed to detect, prevent and mitigate identity theft by identifying “red flags.” The regulations went into effect on January 1, 2008, and mandatory compliance was required by November 1, 2008, although the Federal Trade Commission has now extended the deadline three times. The deadline is now November 1, 2009. The Township’s Law Director has prepared a policy for the Township.
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves a Resolution To Adopt Identity Theft Prevention, Detection And Mitigation Program.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. R2009-028
Public Works
Contract
The Township is requesting to contract with Special Waste Systems, Inc. for $4,750 for electronic recycling services to be provided as part of the Township’s Shred It and Electronics Recycling Day on Saturday, October 24, 2009. The Township will be reimbursed by Montgomery County’s Solid Waste District for 75% of the amount, for a total of $3,325. This reimbursement is from the County’s 2009 Recycling Incentive Grant Program.
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves contracting with Special Waste Systems, Inc., Miamisburg, Ohio, for $4,750, for electronic recycling services to be provided as part of the Township’s Shred It and Electronics Recycling Day.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-340
ADDENDUM
FIRE
Contract
The specifications provided to Ohio Electrical Services, the electrical contractor for the Station 42 bunkroom remodeling project, require the contractor to connect a new switching system for each bunkroom into the station’s existing system. This new system will have the ability to individually select each bunkroom for EMS or fire audio and lighting control. This specification was not included in the original bid packet. Staff has obtained a proposal from P&R Communications, the sole provider of the Fire Department’s 911 equipment.
It was moved by Mr. Berry, seconded by Mrs. Young, that the Board approves contracting with P&R Communications to add the Fire and EMS decoding capability to the house alerting system at Station 42 for an approximate total cost of $4,130.
Vote on Motion: Berry, aye; Young, aye; Snyder, aye. M2009-341
TOWNSHIP ADMINISTRATOR’S REPORT
Ms. Lightle announced that the Township’s Shred It and Electronics Recycling Day is scheduled for Saturday, October 24, 2009, from 10:00 a.m. to 1:00 p.m.
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. Berry, that the Board approves the following Then and Now purchase for payment:
Vendor PO # Amount Approved Monthly Vendor
Frank Gates 47008 $33,031 No
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-342
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves the Regular Check Register dated October 19, 2009, in the amount of $481,163.05, said amount having been certified and appropriated.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-343
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves the Recreation Refund Check Register dated October 19, 2009, in the amount of $351.50, said amount having been certified and appropriated.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-344
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves the Special Check Register dated October 15, 2009, in the amount of $10,180.01, said amount having been certified and appropriated.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-345
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves the Recreation Refund Check Register dated October 13, 2009, in the amount of $232.00, said amount having been certified and appropriated.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-346
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves the four Special Check Registers dated October 6, 2009, in the total amount of $33,031.00, said amount having been certified and appropriated.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-347
Trustee Comments
Mr. Berry indicated that there are a lot of things to look forward to at the Township, including the Township’s Shred It and Electronics Recycling Day, Woodland Lights and plays at Town Hall.
Mrs. Young noted some remodeling is being done at the Government Center.
Mf. Snyder noted that there was a good turnout from the Fire Department and the Park District who is celebrating 50 years.
ADJOURNMENT: 7:51 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.
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President
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Acting Fiscal Officer