The Washington Township Board of Trustees met in Regular Session on May 5, 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 21, 2008, and the Workshop held April 28, 2008.

Vote on Motion:          Blair, aye;        Snyder, aye;        Young, aye.                     M2008-147

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 April 30, 2008, Washington Township has collected from all funds $9,545,641.26, and has dispersed in all funds $7,072,156.72, for a positive cash carryover of $2,473,484.54. 

SWEARING IN OF FIREFIGHTER/PARAMEDIC

Washington Township’s newest full-time firefighter/paramedic, Nicholas Bergman, was sworn in by Chief Gaul.

Citizen Concerns

Paul Gresham, M.D., 870 Vintage Lake Court, read the following statement:

Trustees Young, Blair, and Snyder, Fiscal Officer Zobrist, and Township Administrator Lightle:

My neighbors and I are here tonight to address an ongoing safety issue in the southwest section of the unincorporated area of our community.

Almost five years ago, shortly after I moved to the southwest area of our community, at a joint entities meeting, which I believe was attended by all three of the current Trustees, I asked Township Administrator Gary Huff about the condition of Paragon Road south of Spring Valley Road.  I distinctly remember Mr. Huff saying that "it is just an old farm road not meant for today's traffic". I assumed from his answer that the
township was aware of the safety hazard this "old farm road" posed to those of us who use it to access the rest of the community. I also assumed that Mr. Huff’s statement published in the summer 2002 Washington Township Quarterly which said "Well maintained roads help keep neighborhoods attractive, enhance property value, and help prevent maintenance problems for vehicles. Public safety also is improved because vehicles, walkers and bike riders aren't forced to dodge potholes" reflected township policy and was not just rhetoric to convince voters to pass a road and bridge levy. Unfortunately, I was foolish enough to believe that if our elected officials knew there was a problem and the township believed in well maintained roads, the problem would soon be corrected. 

You can imagine my surprise as each road building season came and went and no progress was made to bring the "old farm road" into the twenty-first century. At least twice a year, I questioned the township, at joint entities meetings, about progress on this project and never got a satisfactory answer.  Finally in the fall of 2006 Washington Township Quarterly I read there was a "tentative" schedule for improving Paragon Road which called for removing the double curve and widening the road in that segment in 2007 and widening the rest of Paragon Road in 2008.

Although I was disappointed when the snows came last winter and nothing had been done to improve Paragon Road, I thought surely 2008 would be the year that we would see this project finally started. I was again disappointed when I received the last issue of the Washington Township Quarterly and saw no mention of Paragon Road in this year's schedule of township road projects. When I spoke with Ms. Lightle two weeks ago about this, I was amazed to learn that a road project which was "tentatively" scheduled to begin in 2007 had not even had money budgeted to obtain the right of way until this year.

All this leaves me with the following questions which I would like to have answered tonight:

1.   Do you believe Paragon Road is any safer than it was nearly five years ago when Mr. Huff described it as "an old farm road"?
2.   Do the trustees believe they have a duty to provide safe roads to the residents in a timely manner?  What is a timely manner?
3.   When Mr. Snyder told me "government moves slowly" was he talking about the "efficient township form of government" so enjoyed by the residents of the unincorporated area of our community?
4.   Does the township make a habit of publishing "tentative" schedules for road projects before it budgets the money to obtain the right of way?
5.   Are you any closer to solving this safety problem than you were five years ago or is someone going to have to be killed on Paragon Road before the needed repairs are made?

Dr. Gresham added that there was a recent tragedy on Social Row Road and Sheehan Road, another dangerous area in the Township, that had not been addressed. 

Administrator Jesse Lightle was asked to address Dr. Gresham’s concerns.  She indicated that she had talked with Dr. Gresham earlier.  At that time, she reported to him what was in this year’s financial plan, which is the right of way acquisition and design work.  She also informed him that the roadway improvements are scheduled in 2009.  She asked Mr. Wanamaker to answer Dr. Greshem’s question about what the Township has done to obtain right of way.

Mike Wanamaker, Public Works Director, responded to Dr. Gresham’s question by indicating that the primary property affected by the right of way acquisition was appraised, funding has been set aside for the project, and the Township has applied for Issue II funding.  Mr. Wanamaker further added that Paragon Road has been improved over the years.  The road has been resurfaced from Social Row Road to the city limits.  Considerable repair work over the last 10-15 years has been done.  Deep base repairs were completed in-house and it was recently resurfaced by a contractor hired by Washington Township.  Additionally, from the north end of the city limits to St. Rt. 725, some leveling work has been done to evaluate the base structure of the road.  In Mr. Wanamaker’s opinion, Paragon Road is much safer now than it has ever been before.  There are also plans in place to soften out the 90 degree turns.  He also noted that since there have been a lot of development projects on Paragon Road, road widening has been required from the developers.

Mrs. Young answered Dr. Gresham’s five questions.  1) Five years ago when Paragon Road was described as “an old farm road,” it was discovered that the base was not deep and could not withstand a lot of traffic.  Since the Township knew there would be a lot of development on this road, they decided to wait to see exactly what would be needed and when.  2)  Yes.  The Trustees do believe it is their duty to provide safe roads and they have a regular schedule for improving roads and they follow that schedule rather religiously.   At one point, they decided not to repave Paragon Road until the construction was over and they could put down a good base and do it right.  3) They are moving slowly because they want to do it right the first time and take advantage of funds available, which would mean a lower cost to the Township.  4 and 5) The Township is purchasing the right a way.  The Township takes the right of eminent domain very seriously and tries very hard not to use it.  She agreed that it is a hard road to drive.  On the other hand, the Sheriff’s Office confirmed that there have not been a large number of accidents on Paragon Road and that they are not experiencing a large problem at this time. 

Warren Tripp, 785 Yankee Trace Drive, does not believe that Paragon Road is safe.  He is especially concerned over walkers and bikers who have no place to go because of a ditch on either side of the road. 

Jack Eggert, 988 Villa Vista Place, asked if traffic counts had been established or if the increase in traffic going down that road had been taken into consideration.  Mr. Wanamaker did not have the numbers in front of him; however, traffic count numbers are used to determine what streets to include in the street improvement program and for capital improvements. 

Raymond Russell, 880 Vintage Lake Court, commented that he travels on Paragon Road every day.  He learned from his rattling truck and car that you can drive on or close to the centerline and have a smoother ride.  He also indicated that any future work on Yankee Street will result in increased traffic on Paragon Road.

Mrs. Young commented that this issue is being taken seriously by the Trustees and she understands concerns for safety.  The road has been used much more than it was ever intended to be.  The Township is endeavoring to bring it up to where it needs to be.

ZONING CASE Z-446B    MINOR MODIFICATION TO APPROVED PLANNED DEVELOPMENT RESIDENTIAL (PD-R), STERLING COVE

The applicant is requesting an amendment to the approved Planned Development Residential plan for Sterling Cove. The proposal would eliminate previously designated open space and associated amenities and enlarge individual lots. The approved density would remain the same at 12 lots and the road configuration would be the same as was originally approved.

JoEllen Postle, Development Services Director, made a staff presentation.  She indicated that this property is a 15 acre tract of land located on the north side of Alex Bell Road at McEwen Road.  This is a second stage approval request.  The first stage was approved in the late 1980’s.  Section 1 has been completed and the applicant is asking for a change to Section 2.  This involves 12 residential lots.  The original plan was for 13 lots—one lot was dedicated open space.  The applicant is asking to eliminate that open space lot and incorporate that open space into the remaining 12 residential lots.  The other change is to eliminate some of the designated detention area.  The developer is proposing that the roads be public roads. 

Robert Rhoads represented the developer, R.A. Rhoads.  He indicated that the original plan was to put in a swimming pool and tennis court in the open area.  With the Township’s acceptance of the roadways in Section 1 as public roads, the Homeowners Association’s responsibilities are very minimal.  They are left with maintenance of the detention pond, for which he will be accepting half of the responsibility and the other half will be shared by the 12 lot owners, and a very small strip of land in front of the development.  They are proposing taking the 15 acres and increasing the average lot size from half an acre to one acre.  They will still have the same number of lots and will have approximately 26 percent of open space.  The primary change is to the common area’s open space and making it a nature preserve.  The nature preserve will be primarily made up of the easement area for the sewer, some of which is still wooded, and the Holes Creek channel.  It would be owned by the owners of the lots in which it is encompasses.  There would be a covenant that would prohibit cutting trees and would require it to be left as natural space.  The streets will align and be the same kind of streets as before. 

Brad Judge, Judge Engineering, answered Mr. Snyder’s question if a portion of the sewer line is in the creek.  A portion crosses the creek, but primarily on the eastern bank.  The original sewer line has been replaced with the new sewer line running parallel to it.  There are some cross connections, however. 

Mike Gibney, 1441 Beaushire Circle, asked if an environment impact study was done.  The answer was no.  Mr. Rhoads, however, indicated that they are held to the criteria established by the Township and County as far as storm water runoff, minimum radiuses of streets, and in terms of design criteria. 

Mrs. Young closed the hearing.

It was moved by Mrs. Young, seconded by Mr. Blair, to approve a minor modification on Zoning Case Z-446 B, an amendment to the approved Planned Development Residential plan for Sterling Cove.

Roll Call:       Young, aye;
                       Blair, aye;
                       Snyder, abstained.
                               
Vote on Motion:          Young, aye;        Blair, aye;        Snyder, abstained.          M2008-148

ANNUAL BUSINESS

Regional Assessment  and Allocation

Each year, Washington Township pays an allocation to the Montgomery County Office of Emergency Management. The cost is based on our unincorporated population of 29,967, per the 2000 Official Census.

It was moved by Mr. Blair, seconded by Mr. Snyder, that the Board approves the Township’s 2008 financial contribution of 0.2 per capita to Montgomery County Office of Emergency Management in the amount of $5,993.40.

Vote on Motion:          Blair, aye;          Snyder, aye;          Young, aye.                 M2008-149

DEPARTMENTAL BUSINESS

FIRE

Purchase

The 2008-2012 Financial Capital Improvement Plan (CIP) identifies the purchase of two thermal imaging cameras in 2008. The 2008-2012 Financial Capital Improvement Plan (CIP) also identifies the purchase of three additional cameras in 2009. At this time, Warren Fire Equipment, Inc. offers a reduced price for each camera, making it possible to purchase three cameras this year, reducing the number to be purchased in 2009. Staff recommends purchasing these cameras from Warren Fire Equipment, Inc., as this vendor has a proven record with Scott Eagle Thermal Imaging Cameras, at a cost of $7,025 each or a total of $21,075. 

It was moved by Mr. Snyder, seconded by Mr. Blair, that the Board approves the purchase of three (3) Scott Eagle Thermal Imaging Cameras from Warren Fire Equipment Inc., Warren, Ohio, at the approximate total cost of $21,075. 

Vote on Motion:          Snyder, aye;          Blair, aye;          Young, aye.                 M2008-150

Training

Fire Chief Bill Gaul is requesting to send Captain Scott Kujawa to the Project Lifesaver Conference in Lynchburg, Virginia, from June 16 through June 20, 2008, at the approximate cost of $805. 

It was moved by Mr. Blair, seconded by Mr. Snyder, that the Board approves sending Captain Scott Kujawa to the Project Lifesaver Conference in Lynchburg, Virginia, from June 16 through June 20, 2008, at the approximate cost of $805.

Vote on Motion:          Blair, aye;          Snyder, aye;          Young, aye.                 M2008-151

GENERAL

Training

The International City Managers Association’s Annual Conference will be held in Richmond, Virginia, from September 21 through September 24, 2008. The Township Administrator has requested to attend this conference. 

It was moved by Mr. Blair, seconded by Mr. Snyder, that the Board authorizes Township Administrator Jesse Lightle to attend the ICMA’s Annual Conference in Richmond, Virginia, from September 21 through September 24, 2008, at the approximate cost of $1,758.

Vote on Motion:          Blair, aye;          Snyder, aye;          Young, aye.                 M2008-152

TOWNSHIP ADMINISTRATOR’S REPORT

Mrs. Lightle reported on a very successful Shred It Day on April 26th where identity theft was highlighted.  It will be done again on July 26th.

CHECK REGISTER APPROVAL

It was moved by Mr. Blair, seconded by Mrs. Young, that the Board approves the Regular Check Register dated May 5, 2008, in the amount of $227,193.43, said amount having been certified and appropriated.

Vote on Motion:          Blair, aye;        Young, aye;        Snyder, aye.                     M2008-153

It was moved by Mr. Blair, seconded by Mrs. Young, that the Board approves the Recreation Refund Check Register dated May 5, 2008, in the amount of $246.00, said amount having been certified and appropriated.

Vote on Motion:          Blair, aye;        Young, aye;        Snyder, aye.                     M2008-154

It was moved by Mr. Blair, seconded by Mrs. Young, that the Board approves the Special Check Register dated May 2, 2008, in the amount of $42,811.01, said amount having been certified and appropriated.

Vote on Motion:          Blair, aye;        Young, aye;        Snyder, aye.                     M2008-155

Trustee Comments

Mr. Blair commented on the fatality at Sheehan Road and Social Row Road to which Dr. Gresham referred.  It is Mr. Blair’s understanding that this accident was not road related. 

Mr. Snyder indicated that he was quite impressed with the students from Centerville High School last Tuesday who participated in the Youth in Government Day.   

Mrs. Young thanked everyone for participating in the Youth in Government Day. 

ADJOURNMENT:   8:33 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