The Washington Township Board of Trustees met in Regular Session on July 20, 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. Mrs. Young was excused.
MINUTES OF PRECEEDING MEETINGS
It was moved by Mr. Berry, seconded by Mr. Snyder, that the Board approves the pre-meeting minutes and the minutes of the Regular meeting held July 6, 2009.
Vote on Motion: Berry, aye; Snyder, aye. M2009-245
FISCAL OFFICER’s Business
Appropriation Transfers
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. 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.
It was moved by Mr. Berry, seconded by Mr. Snyder, that the Board approves the appropriation transfers attached as Exhibit A.
Vote on Motion: Berry, aye; Snyder, aye. M2009-246
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 through the contract Washington Township has with Montgomery County, using GovDeals to sell the items.
It was moved by Mr. Berry, seconded by Mr. Snyder, that the Board approves the resolution attached as 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 the contract Washington Township has with Montgomery County.
Vote on Motion: Berry, aye; Snyder, aye. R2009-011
Contract – Auction of Obsolete Township Property
For the past several years, the Township has sold unneeded, obsolete or unfit property accumulated within the Township via internet auction. The Township has accomplished this through an agreement with Montgomery County, who contracts with GovDeals. This arrangement has worked very well for the Township; however, Montgomery County charges twenty percent and quite a bit of staff time is still involved in preparing the items for auction. Staff recommends contracting directly with GovDeals to sell items on the internet. This has been reviewed by the Township’s law director who indicates the Township can sell items both through the County and directly via GovDeals. Staff would like to start selling larger items directly and review the two methods to determine which method would work best for the Township. The fee to contract directly with GovDeals is 7½ percent.
It was moved by Mr. Berry, seconded by Mr. Snyder, that the Board approves the resolution of “Notification of Intent to Conduct an Internet Auction for the Sale of Unneeded, Obsolete or Unfit Personal Property of Washington Township for the Calendar Year 2009,” attached as Exhibit C, and contracting with GovDeals for the facilitation of internet auctions.
Vote on Motion: Berry, aye; Snyder, aye. R2009-012
EMPLOYEE AWARDS OF EXCELLENCE
Since 1988 Washington Township has selected employees for an annual Award of Excellence. There are five recipients in 2009 from the following categories: Fire part-time, Fire full-time, General part-time, General full-time and Public Works. Full-time Award of Excellence winners will receive $125 plus three additional days of vacation. Part-time winners will receive $200. In addition, the names of winners will be permanently inscribed on plaques displayed in various Township buildings.
Marsha Blair: Employed with the Township since 2002, Marsha works in the Finance Department as an Administrative Aide. During the last year, she has provided exceptional support to the Human Resources Department during the transition of that function to the Deputy Administrator’s office. Her nomination reads, “Marsha has shown a consistent upbeat attitude in dealing with a complete change of direction in benefits administration. Most employees are not aware of the large amount of effort that goes into making benefits easily accessible for employees and their families. That is a tribute to Marsha’s expertise, attitude and experience.”
Dean Holtzman: Dean has been with the Township since 2003, working in the Public Works Department as a Cemetery Service Worker. Dean’s nomination noted that “Dean does an excellent job in all areas. I can always count on him to get the job done in the best manner possible and never have to check his work. He takes pride in his work and being a Washington Township employee.”
Anthony Travis: Anthony is being recognized by his peers for his calm, cool demeanor during emergencies. With the Township since 2003, Anthony is a full-time Alarm Operator. In his nomination it was noted that “Mr. Travis was nominated by his peers for his level headedness and his excellent interaction with citizens. Anthony is very refreshing and has a positive attitude when dealing with citizens and his coworkers. Mr. Travis takes his position very seriously and handles stress extremely well.”
Amanda Egloff: Ms. Egloff was a major figure in two very successful productions this year. One production was Willy Wonka and the other was the birth of her new son, Dylan Jacob Egloff. Amanda has worked for the Township since 2006 as a Set Designer for Town Hall. She received several nominations from her peers, one of which indicated that “Ms. Egloff has consistently demonstrated her commitment not only to her job and assigned work duties, but also to a higher ideal for this program and its impact on young people.”
David Lantz: David has been with the Township since 1999 as an EMT in the Fire Department. His nomination spoke of his superior attitude and willingness to teach other employees. The nomination read in part that “Dave is highly respected by his peers who look forward to working with him. Dave is an outstanding employee who goes the extra mile to teach students and medics alike. Dave takes the time to give positive reinforcement to his crews in order for them to understand the situation they have just encountered and in order to make them feel good about the service rendered to the community.”
Mr. Snyder and Mr. Berry handed out plaques to all of the award winners, except for Anthony Travis, who was absent.
It was moved by Mr. Berry, seconded by Mr. Snyder, that the Board recognizes Marsha Blair, Anthony Travis, Amanda Egloff, Dean Holtzman and Dave Lantz as the 2009 Award of Excellence winners.
Vote on Motion: Berry, aye; Snyder, aye. M2009-247
Citizen Concerns
None.
Zoning Case Z-673B - TIMBERLODGE TRAIL
Minor Modification to an Approved Second Stage Planned Development Residential Multi-Family (PD-RM)
The applicant is requesting approval for changes to building elevations associated with the approved Timberlodge condominium development. The development is to be located on Timberlodge Trail, south of State Route 725. This development was approved for a total of nine condo units and a clubhouse/pool facility.
JoEllen Scott, Deputy Administrator, made a staff presentation. Her slide presentation included an existing zoning map, an aerial photograph, an approved site plan, both the approved and proposed elevations for the condo units, and site photos.
Ms. Scott indicated that the applicant is Larry Deckard. The request is to modify the building elevations for the nine unit condominium development. Timberlodge is located off of State Route 725. The proposed building elevation changes include a standing seam metal roof, the addition of new windows, the relocation and redesign of approved windows, the addition of gable vents, the redesign of entrance doorways and the addition of decorative elements to include trim board and keystones.
The property is Planned Development Residential Multi-Family and is surrounded by Special Use. Ms. Scott went over the changes in more detail.
Mr. Berry commented that the changes looked favorable and well thought out. He asked about the advantage of a metal roof over asphalt shingles.
Mark Buckley, Energy Lite Homes, represented the applicant. He indicated that the metal roof started out to integrate three kilowatts of solar power per unit. The solar cells chosen to use integrate seamlessly into that metal roof between the standing seams. Metal roofs tend to be superior to asphalt shingle roofs. The roof being proposed has a fifty year warranty on it. Metal roofs also have higher solar reflectivity; therefore, it takes a lot less energy to heat or cool the building than an asphalt shingle roof would. Also, the metal roof contains recyclable materials. He indicated that they are trying to get a platinum lead certification on this project.
Mr. Berry asked if it is going to cost the builder a little bit more money to put in a metal roof. Mr. Buckley indicated that it would.
Mr. Snyder asked about the roof type and color. Mr. Buckley responded that it is called a standing seam metal roof and he believed the seams are either 22” or 24” standing seams. The roof is taupe in color. The roof is coordinated in a neutral tone. They want to keep it a light
color because the lighter the color, the higher the reflectivity. They have to integrate the colors of the drivit or the efface system and the stone veneer so that they are all complimentary. It will be a light brown or taupe color roof and will match the lighter aggregate in the shingles of the other condominiums.
Mr. Snyder received confirmation that the layout of the condominiums remained the same and that they are primarily talking about the roof and windows for the bathrooms. Mr. Buckley indicated that they are trying to pull in some natural light into the bathrooms. The footprints of the buildings have remained the same. For the record, he indicated that construction would start on the south end of the lot.
Mr. Snyder closed the public hearing.
It was moved by Mr. Berry, seconded by Mr. Snyder, to approve Zoning Case Z-673 B – Timberlodge Trail with the minor modifications to an Approved Second Stage Planned Development Residential Multi-Family (PD-RM).
Vote on Motion: Berry, aye; Snyder, aye. M2009-248
Departmental Business
dEVELOPMENT SERVICES
BZA Appointment
With the resignation of Carol Fischer, there is a vacancy on the Board of Zoning Appeals. At this time, the Trustees would like to appoint the current alternate member, Larry Roberts to the Board of Zoning Appeals.
It was moved by Mr. Berry, seconded by Mr. Snyder, that the Board appoints Larry Roberts, Washington Township, Ohio, to a five-year term on the Washington Township Board of Zoning Appeals, effective July 21, 2009, through July 20, 2014.
Vote on Motion: Berry, aye; Snyder, aye. M2009-249
FIRE
The Fire Department is requesting to purchase a new Biosystems SCBA bench testing unit to replace the current unit, which is now obsolete due to SCBA technology upgrades. Purchase of the new equipment will allow the Fire Department to continue bench testing SCBA in-house, versus contracting a third-party to do the bench testing. The unit will pay for itself within three years. This is a CIP budgeted item in 2009 for $11,070. Staff has obtained quotes from three vendors. All quotes included hardware and software for the bench testing. Fisher Scientific provided the lowest and best price at $11,002, which includes estimated shipping costs.
It was moved by Mr. Berry, seconded by Mr. Snyder, that the Board approves the purchase of a Biosystems SCBA bench testing unit from Fisher Scientific, Hanover Park, Illinois, for an approximate total cost of $11,002.
Vote on Motion: Berry, aye; Snyder, aye. M2009-250
GENERAL
Lease Agreement
Since Washington Township purchased the Rec West facility, the Township has leased parking spaces to Saturn of Dayton. Due to inventory reduction, Saturn is requesting a modification in their agreement with Washington Township. The new agreement leases fewer spaces to Saturn, but uses the same per parking space price.
It was moved by Mr. Berry, seconded by Mr. Snyder, that the Board approves the new lease agreement, attached as Exhibit D, with Saturn of Dayton.
Vote on Motion: Berry, aye; Snyder, aye. M2009-251
Training
Public Information Manager Jackie Curl has requested to attend the 3CMA Conference in Scottsdale, Arizona. 3CMA is a national organization dedicated to communications in local government.
It was moved by Mr. Berry, seconded by Mr. Snyder, that the Board authorizes Jackie Curl to attend the 3CMA conference in Scottsdale, Arizona, from September 23 through September 25, 2009, at the approximate cost of $1,413.
Vote on Motion: Berry, aye; Snyder, aye. M2009-252
PUBLIC WORKS
Pavement Maintenance
Washington Township participated with Montgomery County again this year for crack sealing various Township roads. This item was budgeted for $70,000.
It was moved by Mr. Berry, seconded by Mr. Snyder, that the Board approves payment to Montgomery County for the approximate sum of $10,659 for the crack sealing program.
Vote on Motion: Berry, aye; Snyder, aye. M2009-253
Purchase
A snow plow is needed for the cemetery truck. Staff has received quotes for this budgeted item.
It was moved by Mr. Berry, seconded by Mr. Snyder, that the Board authorizes purchasing a new snow plow from Kaffenbarger Truck Equipment Company, Dayton, Ohio, for the approximate total cost of $4,395.
Vote on Motion: Berry, aye; Snyder, aye. M2009-254
Repair
A Public Works dump truck is in need of fuel injection repairs. An authorized dealer is best suited for this type of repair.
It was moved by Mr. Berry, seconded by Mr. Snyder, that the Board approves Miami Valley International Trucks, Dayton, Ohio, to perform repairs on Public Works truck #128, for the approximate cost of $3,800.
Vote on Motion: Berry, aye; Snyder, aye. M2009-255
VIP Member Re-appointment
Mable Leyes has served on the Visual Improvement Program Committee for four years and her term has expired. Mable has requested to be re-appointed as a Visual Improvement Program member.
It was moved by Mr. Berry, seconded by Mr. Snyder, that the Board appoints Mable Leyes, Washington Township, Ohio, to a four-year term on the Washington Township VIP Committee, effective July 21, 2009, through July 20, 2013.
Vote on Motion: Berry, aye; Snyder, aye. M2009-256
ADDENDUM
Washington Township contracts with several towing companies to provide services when dispatched by public safety personnel. Washington Township has a towing agreement with Breitenstrater Automotive. At this time, Washington Township would like to terminate its agreement with them.
It was moved by Mr. Berry, seconded by Mr. Snyder,that the Board terminates the towing agreement with Breitenstrater Automotive, thus authorizing the Township Administrator to notify them in writing.
Vote on Motion: Berry, aye; Snyder, aye. M2009-257
TOWNSHIP ADMINISTRATOR’S REPORT
Ms. Lightle reminded everyone of Shred It Day on Saturday, July 25, 2009, from 10:00 a.m. to 1:00 p.m. at the Public Works facility.
CHECK REGISTER APPROVAL
It was moved by Mr. Berry, seconded by Mr. Snyder, that the Board approves the Regular Check Register dated July 20, 2009, in the amount of $596,792.05, said amount having been certified and appropriated.
Vote on Motion: Berry, aye; Snyder, aye. M2009-258
It was moved by Mr. Berry, seconded by Mr. Snyder, that the Board approves the Recreation Refund Check Register dated July 20, 2009, in the amount of $1,233.00, said amount having been certified and appropriated.
Vote on Motion: Berry, aye; Snyder, aye. M2009-259
It was moved by Mr. Berry, seconded by Mr. Snyder, that the Board approves the Special Check Register dated July 10, 2009, in the amount of $10,159.52, said amount having been certified and appropriated.
Vote on Motion: Berry, aye; Snyder, aye. M2009-260
Trustee Comments
Mr. Berry indicated he went to the opening of the Historical Society’s Chautaugua Series. He encouraged employees and staff members to attend as many of these as possible at Stubbs Park.
Mr. Snyder congratulated Mike Wanamaker for the work done at Social Row Road and State Route 48. He encouraged everyone to go and take a look at the front lawn going to the retention pond. A fine job of engineering was done.
ADJOURNMENT: 8:06 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