The Washington Township Board of Trustees met in Regular Session on April 6, 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. 

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 16, 2009.

Vote on Motion:          Young, aye;        Berry, aye;        Snyder, aye.                   M2009-130

PROCLAMATIONS

It was moved by Mrs. Young, seconded by Mr. Berry, to approve the following proclamations:

PHILIP C. COALE

WHEREAS,  Philip C. Coale of Centerville, Ohio, will be receiving his prestigious Eagle Scout award from the Boy Scouts of America; and

WHEREAS, Philip began scouting in fourth grade and has participated in the annual summer camps and a week-long kayak trip, which he helped plan and lead, to Land Between the Lakes in 2008; and

WHEREAS, Philip attends Centerville High School where he played Freshman Football and ran Track and Cross Country, earning a varsity letter. He is a member of the German Club, Model U.N. Team and the Southbrook Church Youth Group.  Philip was recently designated as a National Merit Semi-finalist and AP Scholar with Honor and is a member of both the National Honor and German National Honor Societies. He was also nominated for an appointment to the United States Naval Academy; and

WHEREAS, for his Eagle Scout project, Philip helped to preserve the five hundred year old, “Three Sisters”, oak trees in Sugarcreek Metro Park.  He led 25 volunteers in an effort to remove honeysuckle and other invasive plants, choking the roots of the oaks.  He also helped construct a bench swing overlooking the trees.

Now, therefore, be it proclaimed by the Washington Township Board of Trustees, Montgomery County, Ohio, that Philip C. Coale be congratulated on fulfilling this significant requirement for his advancement to Eagle Scout and that he and other members of Boy Scout Troop 516 be sincerely thanked for their contributions to our community.

JONATHAN A. HEINRICHS

WHEREAS,  Jonathan A. Heinrichs of Centerville, Ohio, will be receiving his prestigious Eagle Scout award from the Boy Scouts of America; and

WHEREAS, Jon began his scouting career at Driscoll Elementary School while in the first grade.  He earned his Arrow of Light, served as troop bugler, new Scout Guide, Patrol Leader, Quartermaster, Senior Patrol Leader, and was inducted into the Order of the Light.  Jon participated in many camping, climbing and skiing trips; and

WHEREAS, Jon is a senior at Centerville High School, is a two-year varsity letter recipient in cross country and was a member of the track team for three years.  Jon is a lunch buddy and STAND volunteer, mentoring elementary and middle school children; and

WHEREAS, for his Eagle Scout project, Jon designed and constructed an observation deck in the playground area of Normandy Elementary School.

Now, therefore, be it proclaimed by the Washington Township Board of Trustees, Montgomery County, Ohio, that Jonathan A. Heinrichs be congratulated on fulfilling this significant requirement for his advancement to Eagle Scout and that he and other members of Boy Scout Troop 516 be sincerely thanked for their contributions to our community.

MICHAEL S. SCHAERER

WHEREAS, Michael Schaerer of Centerville, Ohio, will be receiving his prestigious Eagle Scout award from the Boy Scouts of America; and

Whereas, Michael began his scouting career at John Hole Elementary in 1997.  Michael earned his Arrow of Light, became a Troop Guide and a member of the Order of the Arrow.  He was the Scout in charge at Ransburg in 2008 and worked with both the adult leaders and boys; and

Whereas, Michael is a senior at Centerville High School in the Biotechnology program. He is a member of the Swim Team, the Centerville Chamber of Commerce Leadership Academy and the Fellowship of Christian Athletes.  Michael is the recipient of the Presidential Service Award and the 2008 Gray Memorial Award; and

Whereas, for his Eagle Scout project, Michael, with the help of family and friends, designed and constructed an 8’ x 8’ observation deck behind the Centerville Kindergarten Village.  The deck will be used to study nature and wildlife. It is part of a larger project called Friendship Way.

Now, therefore, be it proclaimed by the Washington Township Board of Trustees, Montgomery County, Ohio, that Michael S. Schaerer be congratulated on fulfilling this significant requirement for his advancement to Eagle Scout and that he and other members of Boy Scout Troop 516 be sincerely thanked for their contributions to our community.

THEODORE L. TERHUNE

WHEREAS,  Theodore L. Terhune of Centerville, Ohio, will be receiving his prestigious Eagle Scout award from the Boy Scouts of America; and

WHEREAS, while a Cub Scout, Ted earned his Arrow of Light, later became a Woodsman in the Firecrafter program and an Ordeal member of the Order of the Arrow.  Ted has completed the mile swim at Woodland Trials summer camp and the BSA 50 Miler award; and

WHEREAS, Ted has served as Senior Patrol Leader, Assistant Senior Patrol Leader, Patrol Leader, Troop Guide, and Quartermaster and is a senior at Centerville High School.  He is a member of the Centerville High School Wind Symphony, a member of the Centerville Jazz Ensemble I and Jazz Combo; and

WHEREAS, for his Eagle Scout Project, Ted repaired and updated the structures for the Safetyville Square program.  Ted and his crew of scouts helped put a new roof on the trailer which stores the village, completing 134 hours of service.

Now, therefore, be it proclaimed by the Washington Township Board of Trustees, Montgomery County, Ohio, that Theodore L. Terhune be congratulated on fulfilling this significant requirement for his advancement to Eagle Scout and that he and other members of Boy Scout Troop 516 be sincerely thanked for their contributions to our community.

Vote on Motion:          Young, aye;        Berry, aye;        Snyder, aye.                    P2009-002
                                                                                                                                       P2009-003
                                                                                                                                       P2009-004
                                                                                                                                       P2009-005

PROCLAMATION – arts day

Mark Metzger and the members of the cast from “If You Give a Mouse a Cookie” attended the Trustee Meeting.  Mr. Metzger indicated that this month is Arts Advocacy Month.  It is a time to recognize the importance of the arts.  The following cast members shared why Town Hall is important to them:  Christine Fiala, who plays the girl, is a resident of Washington Township and is in the sixth grade at Watts Middle School; Emily Fischer, who plays Mirror Mouse, is a resident of Centerville and is in the sixth grade at Watts Middle School; and Carly Marten, who plays the Mouse, is a resident of Washington Township and in the sixth grade at Incarnation School.

EMILY FISCHER:  Hi, my name is Emily Fischer and I’d like to tell you why Town Hall Theatre is special to me.  I like Town Hall Theatre because it lets me do what I love—act and sing.  The people that work there have taught me so much about being on stage and being a part of the crew backstage.  The theatre also lets me be with people who enjoy doing the same things I do.  I also like Town Hall because it has a friendly, family-like feeling.  I always laugh and have fun when I am there.  That’s why I love Town Hall Theatre.

CARLY MARTEN:  To me, Town Hall Theatre is my home away from home. I am not an athlete. While other kids preoccupied their extra time with football and soccer, I was at home with nothing to do. When I tried acting, I knew I’d found my niche. Town Hall is not only a place for me to be artistic and express myself, but it is a place where I can build my confidence and learn how to be comfortable in front of an audience. These skills can be useful to me all throughout my life. With each production, I build character, an understanding of the arts, and friends.  At Town Hall, I have never heard a rumor and I have never seen a fight. I have friends in second grade and in high school. Town Hall Theatre is a safe environment for children and that’s why it’s the ideal place for me.

CHRISTINE FIALA:  My first Town Hall play was “The Little Mermaid” in 2006.  I was an “Evil Seaweed”.  It was a small part, but the play was so much fun!  I made a ton of new friends and had a great time.  Since then, I’ve been in four Town Hall plays with bigger parts and I’ve loved them so much, I’m pretty sure I’ve cried after each one was over!  Town Hall has given me the confidence to speak in front of an audience.  I’ve learned a lot about acting and about team work.  Town Hall made me realize how fun it is on stage and that I love to act!

Ms. Lightle read the following proclamation:

OHIO ARTS DAY

WHEREAS, Arts Day will be celebrated in April 2009 by the Ohio Arts Council and the Ohio Citizens for the Arts Foundation; and

WHEREAS, The non-profit arts industry now generates $134 billion annually and a growing number of visitors rank the arts and cultural activities as one of their top five reasons for travel.

WHEREAS, Ohio has nearly 18,000 arts-related businesses that employ 88,000 people, which give artists and the communities in which they live opportunities for growth and economic development; and

Whereas, Arts and arts education cultivate the kind of imaginative thinking, problem-solving skills and innovation that our community needs to prepare our children for the global workforce of the 21st century. Students who participate in arts experiences improve their academic achievement and develop their social and cognitive growth; and

Whereas, Every child and every community matters. Public support of the arts ensures broad access to the arts for all, so that the benefits of participating in the arts can be realized by everyone.

Whereas, Communities across Ohio have come together through arts and culture in ways that strengthen both their social bonds and economic health -- from art classes, parades and festivals, to the creation of arts districts.

Now, therefore, be it proclaimed by the Washington Township Board of Trustees, Montgomery County, Ohio, that April 6th be celebrated as Arts Day, and that we recognize the important contribution the arts make to our community.

It was moved by Mrs. Young, seconded by Mr. Berry, that the Trustees approve the above proclamation.

Vote on Motion:          Young, aye;        Berry, aye;        Snyder, aye.                 P2009-006

FISCAL OFFICER’s Business

Appropriation Transfers

Under State law, a state line item account cannot carry a negative balance. To prevent 11 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 Mrs. Young, seconded by Mr. Berry, that the Board approves the following appropriation transfers:

From:                                                                          To:

Vote on Motion:     Young, aye;       Berry, aye;       Snyder, aye.                          M2009-131

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 March 31, 2009, Washington Township has collected from all funds $9,528,926.33, and has dispersed in all funds $4,679,906.89, for a positive cash carryover of $4,849,019.44. 

Citizen Concerns

Mike "Slinger" Gibney, 1441 Beaushire Circle, from "the greatest township in the State of Ohio" asked about the initiatives to take a look at speeds.  On McEwen, past the new light, the speed limit is 45 miles per hour.  Congress Park, Yankee, and Paragon are all 35 miles per hour roads.  He is questioning why.  He would like it changed for several reasons.  One reason is for standardization.  Another is due to losing a member of the community on the icy bridge last winter.  He believed that speed was a secondary cause.  He asked if there is a process that he could initiate to have someone take a look at it.

Ms. Lightle indicated that Townships do not have the authority to set speed limits.  The Township, therefore, works with the Ohio Department of Transportation and the County to establish speed limits.  She did indicate, however, that there is a lot of traffic enforcement on McEwen, especially during school hours when the traffic is supposed to be going 20 miles per hour. 

Captain Osterfeld added that crash data and speed surveys are looked at; however, she did not believe there is enough crash data on McEwen.

Ms. Lightle indicated that he was welcomed to contact the ODOT district office.  She also indicated that the Ohio Township Association lobbies with our State legislators to allow the townships to set speed limits on certain roads.  That effort will continue.  Ms. Lightle indicated that she would get him contact information.

Mr. Gibney asked about a new intersection with a traffic sign that indicates no turn on red.  This sign is located on the ground instead of being up by the traffic light.  He indicated that people are missing this sign.  Mr. Wanamaker indicated this is an item on their punchlist that will be corrected.

Departmental Business

Purchase

in 2009 the Fire Department budgeted for the purchase of cables and sensors for six (6) LifePak 12 defibrillators. The cables and sensors are necessary replacement components, which must be kept in stock and available to crews.  The LifePak 12 defibrillators were purchased from Medtronic Physio-Control, and the company is under contract with the Fire Department for maintenance of these units. As part of that contract, Medtronic offers a discount for the purchase of these items.

It was moved by Mr. Berry, seconded by Mrs. Young, that the Board approves the purchase of cables and sensors for the Fire Department’s six (6) LifePak 12 defibrillators from Medtronic Physio-Control, Redmond, Washington, at an approximate cost of $3,179. 

Vote on Motion:     Berry, aye;       Young, aye;       Snyder, aye.                          M2009-132

Training

Chief Gaul is requesting to attend the Fire Rescue International Conference.  This conference offers training and networking for fire chiefs and other fire department command staff.  The conference will be held August 24 through August 29, 2009, in Dallas, Texas. 

It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves Chief Bill Gaul to attend the 2009 Fire Rescue International Conference, in Dallas, Texas, from August 24 through August 29, 2009, at an approximate total cost of $1,964.

Vote on Motion:        Young, aye;          Berry, aye;          Snyder, aye.                 M2009-133

The Montgomery County Sheriff’s Office has purchased 75 in-car camera systems to take advantage of a bulk rate from MPH Industries.  The current State bid price for the camera system is $4,500.   By purchasing a large number, Montgomery County Sheriff’s Office is offering the camera systems to Washington Township for $3,923 each.  At this time, Captain Osterfeld would like to purchase five True View Digital DVD In-Car Video Systems.

It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves the purchase of five True View Digital DVD In-Car Video Systems from the Montgomery County Sheriff’s Office for the approximate total cost of $19,615

Vote on Motion:        Young, aye;          Berry, aye;          Snyder, aye.                 M2009-134

Master Gardeners

Each year the Master Gardeners have planted and maintained flowers in the Township’s landscape beds. This program was well received and the Master Gardeners have expressed an interest in undertaking this program again in 2009. Master Gardeners has agreed to provide this service to Washington Township at a cost of $6,500, which is the same price as last year.

It was moved by Mr. Berry, seconded by Mrs. Young, that the Board authorizes the Township Administrator to enter into a contract with the Greater Montgomery County Master Gardeners Association, Dayton, Ohio, for the planting and maintenance of flower beds at various locations around Washington Township, at an approximate cost of $6,500. 

Vote on Motion:     Berry, aye;       Young, aye;       Snyder, aye.                          M2009-135

Permission to Go to Bid

Each year Washington Township receives requests from residents to repair defective sidewalk and curb. At this time, staff would like permission to go to bid for the 2009 Sidewalk /Curb Repair Program to respond to such requests.

It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves going to bid for the 2009 Sidewalk/Curb Repair Program.

Vote on Motion:     Young, aye;       Berry, aye;       Snyder, aye.                          M2009-136

Purchases

Quotes for asphalt have been received from Valley Asphalt and Barrett Paving Materials. These two companies are the only two full service plants in the area.  Staff is requesting approval to use both companies for in-house repairs.  By using two different sources, the Township will have the flexibility to choose which contractor to use in order to receive materials in a timely manner. 

It was moved by Mrs. Young, seconded by Mr. Berry, that the Board authorizes the purchase of 340 tons of asphalt and miscellaneous materials from Valley Asphalt, Dayton, Ohio, for a total cost of approximately $20,000, and 255 tons of asphalt and miscellaneous materials from Barrett Paving Materials, Dayton, Ohio, for a total cost of approximately $15,000.

Vote on Motion:     Young, aye;       Berry, aye;       Snyder, aye.                          M2009-137

The Township’s seasonal banners and flags are showing wear. It is budgeted in the CIP for the maintenance of these items.  Bronner’s has supplied these items in the past and has the preferred fabric and hardware.

It was moved by Mr. Berry, seconded by Mrs. Young, that the Board approves the purchase of seasonal banners and hardware from Bronner’s, Frankenmuth, Michigan, at the approximate cost of $12,000.

Vote on Motion:        Berry, aye;          Young, aye;          Snyder, aye.                 M2009-138

ADDENDUMS

Paragon Road Improvement Project

On March 27, 2009, proposals were opened for the engineering and design of the Paragon Road Improvement project. Staff has reviewed the four proposals submitted.  Costs in the proposals ranged from $77,781 to $223,847.  CESO Engineers and Surveyors submitted the best scope of work and timeline, along with the lowest cost of $77,781.  It is anticipated that engineering and plans for the project will be completed by July 2009.

It was moved by Mr. Berry, seconded by Mrs. Young, that the Board contracts with CESO Engineers and Surveyors, Washington Township, Ohio, for the Paragon Road Improvement Project at the approximate cost of $77,781. 

Vote on Motion:     Berry, aye;       Young, aye;       Snyder, aye.                          M2009-139

Street Improvement Program

Bids for the 2009 Street Improvement Program were opened on March 31, 2009.  There were two bids submitted. The low bidder was Barrett Paving Materials.  The engineer’s estimate for this program was approximately $1,005,732.  In addition, staff is requesting that the Trustees approve a contingency purchase order for approximately five percent of the project costs for additional work in the field related to the project.

It was moved by Mrs. Young, seconded by Mr. Berry, that the Board authorizes awarding the 2009 Street Improvement Program to the lowest and best bidder, Barrett Paving, Dayton, Ohio, at the approximate cost of $855,571.40 and authorizes the Administrator to approve contingency purchases for $43,000. 

Vote on Motion:     Young, aye;       Berry, aye;       Snyder, aye.                          M2009-140

Easement

Dayton Power and Light has requested a utility easement along Social Row Road, on the Township-owned property at 10499 Dayton-Lebanon Pike, where Station 43 is located. Compensation in the amount of $3,400 will be provided to the Township for this easement. Staff has reviewed this request with no outstanding issues or concerns.

It was moved by Mr. Berry, seconded by Mrs. Young, that the Board grants the subject right-of-way and easement to the Dayton Power and Light Company and accepts the payment of $3,400 for that easement.

Vote on Motion:     Berry, aye;       Young, aye;       Snyder, aye.                          M2009-141

TOWNSHIP ADMINISTRATOR’S REPORT

Ms. Lightle announced that on Monday, April 13th, the Washington Township Board of Trustees will meet in a Workshop, as they usually do, but at a different time.  They will start at 5:30 p.m.  and then a Joint Entities Meeting with the City of Centerville Council members is scheduled for 7:00 p.m. at the City of Centerville’s law library on Spring Valley Road.  The next regularly scheduled meeting is Monday, April 20th.

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

Standard Insurance
Company                                46078                 $3,091.04                                   No

Vote on Motion:          Young, aye;        Berry, aye;        Snyder, aye.                   M2009-142

It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves the Regular Check Register dated April 6, 2009, in the amount of $1,238,083.31, said amount having been certified and appropriated.

Vote on Motion:          Young, aye;        Berry, aye;        Snyder, aye.                   M2009-143

It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves the Recreation Refund Check Register dated April 6, 2009, in the amount of $3,480.00, said amount having been certified and appropriated.

Vote on Motion:          Young, aye;        Berry, aye;        Snyder, aye.                   M2009-144

It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves the Special Check Register dated March 27, 2009, in the amount of $39,180.77, said amount having been certified and appropriated.

Vote on Motion:          Young, aye;        Berry, aye;        Snyder, aye.                   M2009-145

It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves the Special Check Register dated April 2, 2009, in the amount of $9,945.28, said amount having been certified and appropriated.

Vote on Motion:          Young, aye;        Berry, aye;        Snyder, aye.                   M2009-146

Trustee Comments

Mrs. Young announced that Hithergreen Senior Center is having its first annual golf outing on May 18th at Yankee Trace.  This is a good way to support Hithergreen.  Half of the money raised will help support Hithergreen’s annual operating expenses.

Mr. Snyder wished everyone a happy Easter and expressed his hope that it warms up a bit.

ADJOURNMENT:   8:17 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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Fiscal Officer