The Washington Township Board of Trustees met in Regular Session on January 11, 2010, at 7:30 p.m. at the Washington Township Government Center, 8200 McEwen Road. President Young opened the meeting and led the Pledge of Allegiance.
MINUTES OF PRECEEDING MEETINGS
It was moved by Mr. Berry, seconded by Mr. Paulson, that the Board approves the pre-meeting minutes and the minutes of the Regular meeting held January 4, 2010.
Vote on Motion: Berry, aye; Paulson, aye; Young, aye. M2010-020
MVRPC PRESENTATION
Martin H. Kim, AICP, GISP - Director of Regional Planning for MVRPC, gave a presentation on the “Going Places” initiative. He posed the question, “How might the Region look in 30 years?” He showed urbanization trends in 1970, 2000, and forecasted what it might look like in 2030. The size of the urban area expanded from 1970 to 2000; however, the population decreased to approximately 2,000 people per square mile. This has resulted in a thinner tax base to cover larger service areas. According to Mr. Kim, if the current trend continues, they anticipate a further decline in population density, about 1,300 people per square mile by 2030. In 2007, the Board of Directors initiated a regional land use planning initiative called Going Places. It is a four year program to bring citizens, businesses, and various special interest groups together to find out what the future should look like. It is a three phase planning process. Phase I is an existing condition assessment. The second phase is exploring our future options. With the conclusion of both the first and second phase, they would be able to come to a consensus in terms of a regional vision. Phase I was just completed.
Phase I included a study of Miami, Greene and Montgomery counties and also the cities of Carlisle, Franklin and Springboro in Warren County. They looked at these areas from two perspectives: land supply and land demand. The study was conducted over the last two years. Reports are available on their website, www.mvrpc.org.
Mr. Kim indicated that the region is in the process of a demographic and economic shift. The population is aging and the household size has been decreasing. Secondly, the region is shifting from a production-based economy to a service-based economy and they anticipate that the trend will continue into the future.
Mr. Kim then pointed out that land development in our region has not been reflective of population change. While the population has remained relatively stable between 1970 and 2000, a lot of the land became urban during this time period. Between 1975 and 2000, there has been about a 45 percent increase in land development and a considerable increase in non-residential development.
Mr. Kim indicated that development has been shifting among land use types. They have found that commercial land has increased tremendously, about 150 percent, between 1975 and 2000, while residential land increased about 35 percent and industrial land increased about 22 percent. While there has been some variations among counties, they believe that there has been an oversupply of commercial land in our region, which has contributed to a number of vacant properties.
The region, according to Mr. Kim, contains varying degrees of potential for future land development. Some areas provide better opportunities than others. Looking at the natural environment factors as well as the building environment factors, they conducted a technical analysis to find out where the developable areas are located. He showed these areas on a map. A lot of the developable land has already been developed.
According to Mr. Kim, if the current development trend continues, a slight increase in terms of land development is needed. They anticipate about a three percent increase in population and a five percent increase in the number of jobs. He asked how much land needs to be developed in order to meet those demands. Over the next thirty years they anticipate a three percent increase in land development activities. When they compile the plan documents developed by the local jurisdictions at a regional level and compile the number of acreage that is slated for future development, there is a big mismatch between what is anticipated and what is slated for development from the local driven plan.
Mr. Kim indicated that we have choices in term of future development. Future development could be met by either developable areas outside the existing urban area or within the existing urban area or a combination of both. They do not know what the right answer is at this time. Because they do not know the answer to this question, they are conducting Phase II, which is exploring our future options.
The conclusion they reached from Phase I is that the entire region would benefit if development is planned and executed in a manner that takes advantage of existing infrastructure before paying for new construction. Also, the region will benefit if the development takes advantage of the region’s natural resources without threatening their quality. A good example of this would be to promote a bikeway along the river corridor to make the river corridor an important recreational asset for our region.
They are asking for the passage of a resolution for endorsing Phase I.
In Phase II, they will be exploring their options. There are two different tasks to do this. One is to build future land use scenarios. The second task would be to do a technical analysis to compare the scenarios in terms of performance; for example, how is it performing in terms of air quality or the average travel time in comparison to other scenarios.
He asked everyone to share their vision at upcoming workshops. They are attempting to reach out to as many people as possible. They will be coming to the Centerville/Washington Township area on Thursday, February 18, 2010, at 6:00 p.m. at the Centerville Police Department, 155 W. Spring Valley Road. Information is available at the website and they also have a Facebook site: www.facebook.com/GoingPlacesMV).
In response to Mr. Paulson’s question regarding the national trend, Mr. Kim indicated that the difference between the Midwest and the rest of the nation is that the other parts of the nation are experiencing a physical expansion along with a population growth. In our region, however, the population density is decreasing, which is a larger consumption per capita. We are spreading out, but our population is not growing.
State of the Township Report
Traditionally, at the beginning of the year, following his/her term as President, a State of the Township Report is given. Mr. Snyder, who was President in 2009, asked Mrs. Young to read the 2009 State of the Township Report for him:
Our nation and region have faced economic challenges in the last few years that at times have impacted local governments. Fortunately, I can report that Washington Township government remains robust despite these economic influences.
The Township’s financial outlook is healthy, in part, because property tax, our primary source of income, has remained stable. Equally important, Washington Township has continued to act as a conscientious steward of public money. The Township has budgeted conservatively; kept its organization lean; forecast capital expenditures five years into the future; and pursued cost efficiencies and supplementary sources of income, such as grants.
All together, $1.38 million in 2009 grant money is helping to fund road projects, provide firefighter equipment and training, support theater programming, and improve handicapped accessibility at the Recreation Center.
Grants and in-kind contributions also have enabled the Township to expand our green initiatives, with new opportunities for residents to recycle electronics and household hazardous waste. In October, our Community Shred Day was expanded to include electronics, resulting in 750 car loads of paper, data storage and electronics. In September, our Public Works Department provided a collection site for 48,094 pounds of household hazardous waste in partnership with Montgomery County and Centerville.
In another “green” initiative, Trustees donated a one-acre parcel on Spring Valley Road to the Centerville-Washington Park District for its 50th anniversary. The gift will help the district reach its goal of conserving land for 50 parks in 50 years.
Adding depth and quality to our core services is an ongoing priority for Washington Township. For this reason, I’m most pleased to report that our accredited police services were recognized as among the best in the nation in 2009. The Montgomery County Sheriff’s Office became the first sheriff’s office in Ohio to earn the Flagship Agency Award from the Commission on Accreditation for Law Enforcement Agencies, an honor achieved by meeting100 percent of accreditation standards.
Accreditation received great attention in our fire department as well. It’s been more than a year since the department celebrated its milestone as the second in southwest Ohio to become accredited. This means the fire department has met the highest standards of excellence and, also, that it has embarked on a process of continuous improvement.
Since accreditation, the department’s emergency records management system has been updated to more accurately track employee training and the cost associated with keeping equipment in service. The system also provides a way to isolate response times for specific districts in order to fine tune emergency response. In addition, the dispatch center is being made more functional with the recent purchase of ergonomic consoles.
To provide outstanding service, it is important to communicate with citizens about their government. Toward that end, the Trustees held a series of Neighborhood Nights, each focusing on a different quadrant of the Township. Residents were invited to attend a reception, meet Township officials, and comment on issues of importance to them.
The Township also communicated with residents through an expanded web site that offers a growing number of interactive features. In addition to recreation registration, visitors can sign up online for the annual Business Breakfast, register for emergency notification, or subscribe to an electronic newsletter. The web site has enabled us to get more information to residents in a cost-effective manner. New pages are geared to local businesses, the environment, emergency preparation, and more.
In a year when development slowed dramatically in the Miami Valley, Washington Township continued to see an interest in some projects. In particular, the Austin Pike interchange is providing development opportunities in the southern part of the Township.
To keep property values high during a weak economy, the Township has stepped up enforcement activities in the areas of property maintenance and nuisance abatement. Meanwhile, the development services staff is helping to support local businesses by working with Montgomery County on the Business First Program.
Quality services, such as recreation, also help keep values high, by helping to provide a desirable place to live and raise a family. At no time was that more apparent than when we celebrated the 100th anniversary of our Town Hall. This historic landmark has been the site of many community activities and programs, the most recent being Town Hall Theatre, which is a program of our recreation department. The Township celebrated Town Hall’s centennial with an original play, documentary film, historical displays and a gala for those who have acted on the stage or who have a connection to the building.
While looking back at Town Hall’s past, the recreation department moved forward with an exterior renovation of Rec West, a new Summer Karnival, and plans for a Butterfly Playground designed to increase spontaneous play opportunities for children.
Other notable highlights of 2009 include planning for the resurfacing and improvement of North Paragon Road and the procurement of funding for the improvement of South Paragon. Last, but certainly not least, our finance department kept careful watch on taxpayer money. The Auditor of State again issued an unqualified opinion, recognizing the Township’s financial statements and accounting practices. We are proud to have achieved the highest rating that is presented.
In early 2009, Trustees said good-bye to Terry Blair who, after 21 years as a trustee, was elected to the Ohio General Assembly. Trustee Joyce Young and I selected Dale M. Berry to fill Terry’s post and have been most pleased with his contributions to the Board.
With this address, I am bringing my own years as a trustee to a close. These 12 years have given me the opportunity to serve the community that means so much to me and to participate in government that is grassroots governance at its best – service oriented, cost-effective, and focused on excellence. I have confidence that the Trustees will continue to move the Township forward and that they will remain committed to its future.
My sincere thanks to our residents for this great opportunity to serve.
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 December 31, 2009, Washington Township has collected from all funds $25,392,095.02, and has dispersed in all funds $23,003,639.27, for a positive cash carryover of $2,388,455.75.
Centerville-Washington Foundation Presentation
Judy Budi gave a presentation on the Centerville-Washington Foundation. She indicated that it is a community foundation that started about 12 years ago. Many citizens have funds that they use to support causes, but the Board actually raises funds several times during the year to support community projects. They use discretionary funds to provide grants to non-profit organizations in the community. It is their way of giving back. The idea behind this community foundation is that the citizens that live here can give back to the community and continue to support the quality of life.
Ms. Budi appreciated Mr. Snyder’s report and indicated that the reason she was here was to present a grant to the Washington Township Rec Center to support the Butterfly Garden that was talked about in his report. The $800 grant is to support one of the music instruments that is going to be used at the childhood park.
In the fall, they presented five grants, a little over $4,000, to various organizations in the community. She indicated that Linda Madden did a great job in providing color pictures in her grant request.
Linda Madden thanked the Foundation.
Citizen Concerns
None.
Board and Committee Appointments
The following are the 2010 Board and Committee Appointments:
It was moved by Mrs. Young, seconded by Mr. Paulson, that Scott Paulson be appointed as the Board’s delegate to the MVRPC with Dale Berry serving as an alternate.
Vote on Motion: Young, aye; Paulson, aye; Berry, aye. M2010-021
It was moved by Mr. Berry, seconded by Mrs. Young, that John Davies be appointed as the Board’s delegate to the Transportation Committee with Jesse Lightle serving as an alternate.
Vote on Motion: Berry, aye; Young, aye; Paulson, aye. M2010-022
It was moved by Mr. Paulson, seconded by Mr. Berry, that Joyce Young be appointed as the Township’s delegate to Hithergreen Senior Center with Dale Berry serving as an alternate.
Vote on Motion: Paulson, aye; Berry, aye; Young, aye. M2010-023
It was moved by Mr. Berry, seconded by Mrs. Young, that Scott Paulson be appointed as the Township’s delegate to the South Metro Chamber of Commerce with Jesse Lightle serving as an alternate.
Vote on Motion: Berry, aye; Young, aye; Paulson, aye. M2010-024
It was moved by Mr. Paulson, seconded by Mr. Berry, that John Davies be appointed as the Township’s delegate to the Transportation Committee’s Technical Advisory Committee and the Dayton Mall Task Force with Mike Wanamaker serving as an alternate.
Vote on Motion: Paulson, aye; Berry, aye; Young, aye. M2010-025
It was moved by Mr. Berry, seconded by Mrs. Young, that Bill Gaul be appointed as the Township’s representative to the Miami Valley Fire/EMS Alliance with Jesse Lightle serving as an alternate.
Vote on Motion: Berry, aye; Young, aye; Paulson, aye. M2010-026
It was moved by Mr. Paulson, seconded by Mr. Berry, that Dale Berry be appointed as the Township’s representative to the South Suburban Coalition with Joyce Young serving as an alternate.
Vote on Motion: Paulson, aye; Berry, aye; Young, aye. M2010-027
It was moved by Mr. Paulson, seconded by Mr. Berry, that the Board approves the appointment of Joyce Young and Dale Berry to the Volunteer Firefighters Dependency Pension Fund Board for 2010.
Vote on Motion: Paulson, aye; Berry, aye; Young, aye. M2010-028
Departmental Business
Fire
Training
Chief Bill Gaul is requesting to send Lieutenant Tony Carusone to the Crash Course Auto Extrication Class at Howell Rescue from May 1, 2010, through May 2, 2010.
It was moved by Mr. Berry, seconded by Mr. Paulson, that the Board approves sending Lieutenant Tony Carusone to the Crash Course Auto Extrication Class at Howell Rescue, Dayton, Ohio, from May 1, 2010, through May 2, 2010, for the total approximate cost of $574.
Vote on Motion: Berry, aye; Paulson, aye; Young, aye. M2010-029
General
MVRPC has requested that Washington Township adopt a resolution endorsing the existing condition assessment phase of Going Places, an integrated land use vision for the Miami Valley region.
It was moved by Mr. Paulson, seconded by Mr. Berry, that the Board approves the above-mentioned resolution.
Vote on Motion: Paulson, aye; Berry, aye; Young, aye. R2010-001
Public Works
Permission To Go To Bid
Staff has been evaluating street conditions within the Township. It is anticipated this year’s Street Improvement Program will cost approximately $1,000,000. At this time, staff would like permission to go to bid.
It was moved by Mr. Paulson, seconded by Mr. Berry, that the Board authorizes going to bid for the 2010 Street Improvement Program, as proposed.
Vote on Motion: Paulson, aye; Berry, aye; Young, aye. M2010-030
The 2010 Financial Plan identifies improvements of Nutt Road Phase II, from Quailwood Trail east to School House Park.
It was moved by Mr. Berry, seconded by Mr. Paulson, that the Board authorizes going to bid for the improvements of Nutt Road Phase II.
Vote on Motion: Berry, aye; Paulson, aye; Young, aye. M2010-031
Purchase
The 2010 Financial Plan identifies the purchase of a Skid Steer Loader. A total of $45,000 has been budgeted for this purchase.
It was moved by Mr. Paulson, seconded by Mr. Berry, that the Board authorizes the purchase of a Case loader with bucket and cold planer attachments from the State of Ohio Bid Contract #STS-515 for the total approximate cost of $38,561.
Vote on Motion: Paulson, aye; Berry, aye; Young, aye. M2010-032
ADDENDUM
In order to save processing costs associated in running payroll checks, Washington Township will require all new hires of the Township to complete a direct deposit authorization form for their payroll as a condition of employment.
It was moved by Mr. Berry, seconded by Mrs. Young, that the Board requires, as a condition of employment, all individuals employed by Washington Township subsequent to February 1, 2010, to provide and at no time during their employment revoke written authorization designating a financial institution and an account number to which the payment of funds by the Township is to be credited.
Vote on Motion: Berry, aye; Young, aye; Paulson, aye. M2010-033
TOWNSHIP ADMINISTRATOR’S REPORT
Ms. Lightle indicated that the Township offices will be closed on Monday, January 18th in observance of Martin Luther King Day. There will not be a regular Trustee meeting on that day. The next Regular Trustee meeting day will be Monday, February 1st, at 7:30 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 Mr. Berry, seconded by Mr. Paulson, that the Board approves the following Then and Now purchases for payment:
Vendor PO# Amount
MCSO 47301 $260,000.00
Wm. G. Uhl Agency Multiple $39,342.00
Superior Dental 47342 $5,509.44
Vote on Motion: Berry, aye; Paulson, aye; Young, aye. M2010-034
It was moved by Mr. Berry, seconded by Mr. Paulson, that the Board approves the Regular Check Register dated January 11, 2010, in the amount of $202,896.04, said amount having been certified and appropriated.
Vote on Motion: Berry, aye; Paulson, aye; Young, aye. M2010-035
Trustee Comments
Mr. Paulson complimented the Rec Center on their well-run basketball program in which his five-year old son had participated. He had also participated in the soccer program. He indicated that the coaches are really good.
Mrs. Young congratulated Public Works on their super job on Thursday night. She indicated that the streets looked great. She also reminded everyone of the Martin Luther King breakfast at Yankee Trace at 7:30 a.m. on Monday, January 18th. Tickets are $10.00.
ADJOURNMENT: 8:18 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