The Washington Township Board of Trustees met in Regular Session on August 17, 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 August 3, 2009.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-277
FISCAL OFFICER’s Business
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 July 31, 2009, Washington Township has collected from all funds $20,337,305.06, and has dispersed in all funds $12,573,966.91, for a positive cash carryover of $7,763,338.15.
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. M2009-278
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 Mrs. Young, seconded by Mr. Berry, that the Board approves the attached resolution 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: Young, aye; Berry, aye; Snyder, aye. R2009-023
Ohio GFOA Conference
Each year the finance director and accounting supervisor attend the Ohio GFOA Annual Fall Conference. This year the conference is being held in Cincinnati, Ohio, from September 23 to September 26, 2009. The Ohio GFOA Conference has sessions that cover accounting, finance, management and legal issues, which are specific to townships and Ohio government.
It was moved by Mr. Berry, seconded by Mrs. Young, that the Board approves the finance director and accounting supervisor to attend the Ohio GFOA Annual Fall Conference, in Cincinnati, Ohio, from September 23 to September 26, 2009, at the total approximate cost of $1,085.
Vote on Motion: Berry, aye; Young, aye; Snyder, aye. M2009-279
Appointment - BZA Alternate
Currently, the Township has two alternate positions on the Board of Zoning Appeals. The Trustees have interviewed Mary Miller and would like to appoint her to one of these positions.
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board appoints Mary Miller, 1120 W. Social Row Road, Washington Township, Ohio, to a five-year term as a BZA Alternate on the Washington Township Board of Zoning Appeals, effective August 17, 2009, through August 17, 2014.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-280
Citizen Concerns
None.
Departmental Business
The 2009 budget includes $7,500 for replacing carpet in Development Services. Staff has obtained quotes for this work and is recommending the purchase and installation of carpeting from Carpet Shoppe.
It was moved by Mr. Berry, seconded by Mrs. Young, that the Board approves the purchase and installation of carpeting for the Development Services office area from Carpet Shoppe, Franklin, Ohio, for the approximate total cost of $4,700.
Vote on Motion: Berry, aye; Young, aye; Snyder, aye. M2009-281
Training
Chief Bill Gaul would like to send Mechanic Tyler Foust to the Emergency Apparatus Maintenance Symposium in Reynoldsburg, Ohio, from September 21 through September 25, 2009.
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves sending Tyler Foust to the 2009 Ohio Association of Emergency Vehicle Technicians Emergency Apparatus Maintenance Symposium in Reynoldsburg, Ohio, from September 21 through September 25, 2009, for a total approximate cost of $805.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-282
Requests for a “no parking” zone have been made for the 600 block of Peachcreek Drive. Staff has both reviewed and validated the request.
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board authorizes a “no parking” zone on Peachcreek Drive at Washington Colony Drive.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-283
Right-of-Way
Final plans have been completed for Nutt Road Phase II improvements. Right-of-way acquisitions are now needed for this project.
It was moved by Mr. Berry, seconded by Mrs. Young, that the Board authorizes the signing authority for the contract of sale and purchase of real property to the Township Administrator.
Vote on Motion: Berry, aye; Young, aye; Snyder, aye. M2009-284
Change Order
The Far Hills sidewalk is near completion. A change order is needed for this project.
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves a change order for the sum of $10,702.95 for the completion of the Far Hills Sidewalk project.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-285
Fire Station 43 Approach
Mainline Road and Bridge is performing improvements at State Route 48 and Social Row Road. A drive approach is needed on State Route 48 at Fire Station 43. A proposal has been submitted by Mainline Road and Bridge for this approach.
It was moved by Mr. Berry, seconded by Mrs. Young, that the Board approves the installation of a drive approach by Mainline Road and Bridge, Beavercreek, Ohio, for the approximate cost of $11,980.
Vote on Motion: Berry, aye; Young, aye; Snyder, aye. M2009-286
Improvements for Rec West Building
Included in the financial plan is an improvement to the front of the Rec West building. Improvements include replacing the cedar paneling, column stonework and various trim items. Staff has received four quotes for the improvements and recommends contracting with Kent Development Group.
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves contracting with Kent Development Group, Dayton, Ohio, for the improvements to the Rec West building for the approximate total cost of $65,765.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-287
Improvements for Rec Center
Also, included in the financial plan are improvements to the Rec Center. Improvements include re-tiling the women’s locker room, replacing the ceiling tile throughout the Rec Center and replacing wood railroad ties in the parking lot. Staff has received multiple quotes for these improvements.
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves contracting with Ken API Supply, Springboro, Ohio, for the replacement of ceiling tiles at the Rec Center for the approximate total cost of $8,449.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-288
It was moved by Mr. Berry, seconded by Mrs. Young, that the Board approves contracting with Barco Products, Batavia, Illinois, for parking lot landscape timbers at the Rec Center for the approximate total cost of $9,329.
Vote on Motion: Berry, aye; Young, aye; Snyder, aye. M2009-289
It was moved by Mr. Berry, seconded by Mrs. Young, that the Board approves contracting with Harry Bond, Moraine, Ohio, for the re-tiling of the women’s locker room at the Rec Center for the approximate total cost of $11,040.
Vote on Motion: Berry, aye; Young, aye; Snyder, aye. M2009-290
ADDENDUMs
Right-of-Way
Professional services are needed for right-of-way acquisitions on Paragon Road. CESO has submitted a proposal for these services. Staff has reviewed and recommends acceptance of the proposal.
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board accepts the proposal submitted and authorizes the Township Administrator to enter into a contract with CESO, Dayton, Ohio, for professional services that are needed along Paragon Road for the approximate cost of $87,054.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-291
Retaining Additional Legal Counsel
From time to time, Washington Township retains additional legal counsel in addition to the Township’s Law Director. Staff is recommending hiring Gottschlich & Portune, LLP to provide additional legal services.
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves a resolution to hire Gottschlich & Portune , LLP to provide additional legal services at the contract rate of $175.00 per hour for the services of an attorney.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. R2009-024
Emergency Repair
On Friday, August 14, 2009, Ladder 41 suffered a transmission failure. The vehicle would not operate and had to be towed. Reliable Transmission has determined that the transmission needs to be rebuilt.
It was moved by Mr. Berry, seconded by Mrs. Young, that the Board approves the repair of Ladder 41 by Reliable Transmission, Dayton, Ohio, for a total approximate cost of $8,956.
Vote on Motion: Berry, aye; Young, aye; Snyder, aye. M2009-292
TOWNSHIP ADMINISTRATOR’S REPORT
Ms. Lightle thanked everyone who participated in the Ice Cream Social. It was very hot, but a very nice day. She thanked the Fire Association for all they did to put the event together and thanked the residents who came.
Ms. Lightle also reminded everyone that the Township offices will be closed on Monday, September 7th in honor of Labor Day.
The next Trustee meeting will be held on Monday, September 14th at 7:30 p.m. at the Government Center.
CHECK REGISTER APPROVAL
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves the Regular Check Register dated August 17, 2009, in the amount of $625,256.65, said amount having been certified and appropriated.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-293
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves the Recreation Refund Check Register dated August 17, 2009, in the amount of $584.50, said amount having been certified and appropriated.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-294
It was moved by Mrs. Young, seconded by Mr. Berry, that the Board approves the Special Check Register dated August 11, 2009, in the amount of $13,874.00, said amount having been certified and appropriated.
Vote on Motion: Young, aye; Berry, aye; Snyder, aye. M2009-295
Trustee Comments
Mrs. Young expressed her regret that she was unable to attend the Ice Cream Social. From all accounts, she heard it was absolutely great. She also thanked the Fire Department for putting on a great event.
Mr. Snyder informed Mrs. Young that he ate her share of ice cream and agreed that it was a very good event.
ADJOURNMENT: 7:52 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