The Washington Township Board of Trustees met in Regular Session on April 21, 2008, 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. Blair, seconded by Mr. Snyder, that the Board approves the pre-meeting minutes and the minutes of the Regular meeting held April 7, 2008.
Vote on Motion: Blair, aye; Snyder, aye; Young, aye. M2008-129
PRESENTATION BY CAROLYN RICE, MONTGOMERY COUNTY TREASURER
Carolyn Rice gave an overview of the Montgomery County Treasurer’s office. They are located downtown in the County Administration Building on the second floor. They now have a payment center on the first floor on the south side of the building. The entire second floor is the Treasurer’s office. They have 32 full-time employees. From January through mid-February they hire seasonal employees because that is when the first half taxes are due. This summer they will be bringing in additional people when the second half taxes are due. They are organized into five departments: Taxpayer Services, which most people interact with; Cash Management, which includes the cashier and analysts and all of the people who move and take in all of the money; Delinquency, who collects taxes and deals with bankruptcies and tax liens on properties; Finance and Investment; and Administration. They are the fourth largest county in the State.
People signed up last year for the homestead reduction on real estate property. Approximately 97 percent of the people who are eligible were signed up. Ms. Rice informed everyone that it is still not too late. June 1st is the deadline to apply. As new people turn 65, they should be reminded to apply for next year. She also advised new residents to look carefully at their tax bill to make sure they received the two and one-half percent rollback. She also informed everyone that active duty military personnel assigned out of state or out of the country can have their taxes deferred for up to six months from the date they return. They were advised to call her office at 225-4010.
Washington Township has a very small delinquent tax base. As of March 31st, only $642,685 was due delinquent. This is not a large number when compared to other areas in the County. This represents only 106 parcels. Of those 106, 72% are residential, and 26 percent are already on delinquent payment plans. The remaining delinquent tax payers may be planning to pay by July 16th; if not, she highly encourages people to call her office and pay as much as they can. This shows good faith that they are trying and it will also reduce penalties. She indicated that their office has cross-trained with United Way’s Help Link 211. United Way’s staff was trained on taxes and United Way trained them on the many services that they make available. When the delinquency counselor has a citizen in their office with a problem beyond their capability to help, they can pick up the phone and get them credit counseling, food services or other help they need. Ms. Rice indicated that her office is also working with County Corp. who has individuals on staff who can look at a mortgage loan and help determine if they have a bad mortgage for their situation.
There will be a tax lien sale this year on November 15th. Last year she received a check for $2.69 million for 875 parcels that were sold in the tax lien sale. From August until November 15th they collected almost $14.6 million from delinquent tax collection. They may not have received these monies had it not been for the tax lien sale, which motivated people to come forward and pay their obligation before their homes were sold.
In 2005, 2006, and 2007, a total of $628,350 was collected for Washington Township. Since $.66 or $.67 of every property tax dollar goes to the schools, over the last three years $2.3 million was collected through the tax lien process for Centerville City Schools. To the public library, it meant another $162,000. It also meant $162,000 for the Park District. Their goal is to get to the point where they can say that they just don’t have enough properties for a tax lien sale. It probably won’t happen anytime soon, but that is their goal.
In the past, after every collection, there were bins with about 5,000 tax bills that were returned for various reasons, including changes of address. Last summer, she assigned the task to work on the bins to the Taxpayer Services group. Between August and the end of December, they were able to track down 600 and collect $1.2 million dollars. After this tax collection, only 3,600 came back, which is an improvement and they have already solved or looked into 1,100 of those and they hope to work through them all.
In conclusion, Ms. Rice indicated that the Board of Elections is in need of poll workers. They need about 2,000 workers for every election. A general election is coming up in November and a high volume of voters are expected. She encouraged citizens to donate a day to ensure that elections go smoothly.
Mrs. Young added that high school students over the age of 18 are allowed to work at the polls, get the day off, and get paid.
Mr. Blair indicated that there is a lot of misunderstanding about property tax. He suggested that an article be written in the Township Quarterly that explains the process. Ms. Rice indicated that there are going to be a lot of questions about the reappraising of all of the properties that they are mandated to do every six years. She indicated that she would love to do anything to increase awareness.
Mr. Blair asked what percentage of people escrow their taxes with their mortgages. Ms. Rice indicated 12,000. This has grown by 20 percent since last year. This means that about 40 to 45 percent of the people escrow their taxes along with their mortgage.
PRESENTATION BY JUDY STANG, CENTERVILLE-WASHINGTON FOUNDATION
Judy Stang gave a presentation on the Centerville-Washington Foundation. She is the new president of the Centerville-Washington Foundation. She distributed the Foundation’s 2007 Annual Report. The Foundation started about ten years ago when some leaders and citizens of the community decided they needed to do things that would improve the quality of life for citizens, that would go beyond what tax dollars provided. The Centerville-Washington Foundation consists of volunteer Board members. Their goal is to work with people who are interested in giving back to the community through charitable donations or to provide opportunities to enhance the life of individuals that live in the community. The program started ten years ago by individuals who gave $1,000 to become charter members of the Centerville-Washington Foundation. All of the accounts together now total over a million dollars. The discretionary fund that is available to provide grants for individuals in the community is a little over $70,000. The Centerville-Washington Foundation is a growing community foundation. They have two fundraisers. One is a Founder’s event where they recognize a community leader. They are also working with the Township and the City of Centerville and a donor to place a four-sided clock in the Town Hall area. The Centerville-Washington Foundation provides an opportunity to make a difference in the lives of people who live here.
FISCAL OFFICER’s Business
Internet Property Disposal Resolution
The Ohio Revised Code requires the Trustees to approve their intent to sell obsolete and unneeded items by Internet auction each year. The Township also renews its contract with the County, with whom Washington Township contracts, to sell the items through GovDeals. This year, the County has increased its fee from 15 percent to 20 percent with a $5.00 minimum. Staff and the Township’s Law Director have reviewed the contract. At this time, staff is proposing approval of an Internet property disposal resolution for this year.
It was moved by Mrs. Young, seconded by Mr. Blair, that the Board approves a Resolution of Intent to conduct Internet auctions for the sale of unneeded, obsolete or unfit for use Township personal property and contracting with Montgomery County, Ohio, for the facilitation of the Internet auctions.
Vote on Motion: Young, aye; Blair, aye; Snyder, aye. M2008-130
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 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. Blair, seconded by Mrs. Young, that the Board declares the following 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: Blair, aye; Young, aye; Snyder, aye. M2008-131
Citizen Concerns
None.
Departmental Business
DEVELOPMENT SERVICES
The purchase of advertising services with Cox Publishing is needed for 2008.
It was moved by Mr. Blair, seconded by Mr. Snyder, that the Board approves the purchase of advertising services with Cox Publishing for legal advertisement purposes, at the approximate cost of $8,500.
Vote on Motion: Blair, aye; Snyder, aye; Young, aye. M2008-132
FIRE
Training
Fire Chief Bill Gaul would like to send Plans Examiner Craig Rauch to the International Code Council Hearings in Minneapolis, Minnesota, from September 17 through September 22, 2008, at a total approximate cost of $1,756.
It was moved by Mr. Blair, seconded by Mr. Snyder, that the Board authorizes Plans Examiner Craig Rauch to attend the International Code Council Hearings in Minneapolis, Minnesota, from September 17 through September 22, 2008, at a total approximate cost of $1,756.00.
Vote on Motion: Blair, aye; Snyder, aye; Young, aye. M2008-133
GENERAL
Township Organizational Charts
The Township’s organizational charts, identifying the Administrator, Deputy Administrator, Development Services, Fire Department, Recreation Center, Police, Public Works and Finance Department, have been updated.
It was moved by Mrs. Young, seconded by Mr. Blair, that the Board adopts the Township’s organization charts dated April 17, 2008, by position and by function for Administration, Development Services, Finance, Fire, Police, Public Works and Recreation.
Vote on Motion: Young, aye; Blair, aye; Snyder, aye. M2008-134
PUBLIC WORKS
Contracts
Washington Township has been in negotiations over the last couple of months with AFSCME Ohio Council 8 for updating the Public Works department’s union contract. The Public Works department voted to approve the amendments to the contract on April 14, 2008. At this time, staff is recommending the Trustees to authorize entering into the contract. The contract provides for essentially the same benefits that the non-union employees of Washington Township enjoy as well as the Firefighter Union employees.
It was moved by Mr. Blair, seconded by Mr. Snyder, that the Board authorizes the Administrator to enter into the contract negotiated with AFSCME Ohio Council 8 for the Public Works department.
Vote on Motion: Blair, aye; Snyder, aye; Young, aye. M2008-135
Bids for the Washington Meadows Rehabilitation Project were opened on April 15, 2008. There were three bids submitted. The lowest bidder was Maple City Concrete, Norwalk, Ohio, for $558,526. Staff has checked references and recommends awarding the bid.
It was moved by Mr. Snyder, seconded by Mr. Blair, that the Board authorizes awarding the Washington Meadows Rehabilitation Project to the lowest and best bidder, Maple City Concrete, Norwalk, Ohio, for the approximate cost of $558,526.
Vote on Motion: Snyder, aye; Blair, aye; Young, aye. M2008-136
Permission to Go to Bid
Bids for the 2008 Street Improvement Program were recently opened. The bid prices were comparable to pricing that was submitted four years ago. A total of $925,000 was budgeted; the lowest bid was $781,441. Staff recommends that additional streets be resurfaced with the extra budgeted funds. At this time, staff is requesting permission to go to bid for additional quantities in the 2008 Street Improvement Program.
It was moved by Mr. Blair, seconded by Mr. Snyder, that the Board authorizes going to bid for additional quantities in the 2008 Street Improvement Program.
Vote on Motion: Blair, aye; Snyder, aye; Young, aye. M2008-137
Personnel
Zach Trent is currently a Service Worker I in the Public Works Division. Zach has developed his skills and responsibilities and has been performing and accepting responsibilities depictive of a Service Worker II.
It was moved by Mr. Blair, seconded by Mrs. Young, that the Board promotes Zach Trent, 5089 Heincke Road, West Carrollton, Ohio, to Service Worker II, at pay grade 6, step 4, effective March 26, 2008.
Vote on Motion: Blair, aye; Young, aye; Snyder, aye. M2008-138
Purchase
The salt supply at Public Works is very low due to a very active winter. Replenishment of this supply is needed for the next winter season. At this time, staff is requesting permission to purchase approximately 1,000 tons of salt from the Morton Salt Company at $45.94 per ton.
It was moved by Mrs. Young, seconded by Mr. Blair, that the Board authorizes purchasing approximately 1,000 tons of salt from Morton Salt Company, Chicago, Illinois, at $45.94 per ton, for a total approximate cost of $45,940.
Vote on Motion: Young, aye; Blair, aye; Snyder, aye. M2008-139
ADDENDUM
Engineering Services
Right-of-way for two properties is needed for the north side of Nutt Road from Quail Run to Meadow Woods Lane for connection of the sidewalk. This connection will be necessary for future developments along the north side of Nutt Road.
It was moved by Mr. Blair, seconded by Mr. Snyder, that the Board approves contracting with TEC Engineering, Dayton, Ohio, to prepare right-of-way acquisitions for sidewalk installation on Nutt Road for the approximate cost of $6,500.
Vote on Motion: Blair, aye; Snyder, aye; Young, aye. M2008-140
township administrator’s report
Jesse Lightle reminded everyone of the Indentify Theft/Community Shred Day on Saturday from 10:00 a.m. to 1:00 p.m. in the Public Works garage. It is an opportunity for residents to bring anything that they would like to have shred and have it done free. Also, a member from the Sheriff’s office will be there to discuss any identify theft issues and answer any questions.
CHECK REGISTER APPROVALS
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. Blair, seconded by Mrs. Young, that the Board approves the following Then and Now purchase(s) for payment:
Vendor PO # Amount Approved Monthly Vendor
City of Centerville 44240 $7,427.00 No
Architectural Resources Corp. 44265 $3,710.24 No
Vote on Motion: Blair, aye; Young, aye; Snyder, aye. M2008-141
It was moved by Mr. Blair, seconded by Mr. Snyder, that the Board approves the Regular Check Register dated April 21, 2008, in the amount of $263,897.34, said amount having been certified and appropriated.
Vote on Motion: Blair, aye; Snyder, aye; Young, aye. M2008-142
It was moved by Mr. Blair, seconded by Mr. Snyder, that the Board approves the Recreation Refund Check Register dated April 21, 2008, in the amount of $1,426.50, said amount having been certified and appropriated.
Vote on Motion: Blair, aye; Snyder, aye; Young, aye. M2008-143
It was moved by Mr. Blair, seconded by Mr. Snyder, that the Board approves the Special Check Register dated April 14, 2008, in the amount of $9,834.61, said amount having been certified and appropriated.
Vote on Motion: Blair, aye; Snyder, aye; Young, aye. M2008-144
Trustee Comments
Mrs. Young commented that she went to the funeral of Cotton Heisel who was a former Clerk-Treasurer at Washington Township. At her funeral it was mentioned that she enjoyed serving as Clerk-Treasurer at Washington Township.
Mrs. Young also commended everyone at the Rec Center for all of the work they did to help put on a wonderful Town Hall last Thursday evening. Town Hall, a discussion by the South Suburban Coalition for drug abuse and alcohol prevention, was held at Rec West.
A motion was made by Mr. Snyder to go into executive session pursuant to Section 121.22.G.1. of the Ohio Revised Code to consider an appointment of a public employee. Mr. Blair seconded the motion. All in favor. Unanimously approved. The Trustees went into Executive Session at 8:20 p.m.
Vote on Motion: Snyder, aye; Blair, aye; Young, aye. M2008-145
Roll Call: Blair, aye;
Young, aye;
Snyder, aye.
At 8:40 p.m. it was moved by Mr. Blair, seconded by Mr. Snyder, that the Board adjourns from executive session and back into regular session. All in favor. Unanimously approved.
Vote on Motion: Blair, aye; Snyder, aye; Young, aye. M2008-146
Roll Call: Blair, aye;
Young, aye;
Snyder, aye.
ADJOURNMENT: 8:40 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