The Washington Township Board of Trustees met in Regular Session on January 8, 2007, at 7:30 p.m. at the Washington Township Government Center, 8200 McEwen Road. Trustee Snyder was excused from the meeting. President Young led the Pledge of Allegiance.
MINUTES OF PRECEEDING MEETINGS
It was moved by Mr. Blair, seconded by Mrs. Young, that the Board approves the minutes of the Special meeting held December 27, 2007.
Vote on Motion: Blair, aye; Young, aye. M2007-001
FISCAL OFFICER’s Business
Volunteer Dependency Board
Each year the Trustees approve two Trustees to serve on the Volunteer Firefighters Dependency Board. This Board only meets in the event that a volunteer firefighter is killed in the line of duty. Trustees Snyder and Blair are the current representatives.
It was moved by Mrs. Young, seconded by Mr. Blair, that the Board approves the appointment of Trustee Lee Snyder and Trustee Terry Blair to the Volunteer Firefighters Dependency Pension Fund Board for 2007.
Vote on Motion Young, aye; Blair, aye. M2007-002
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, 2006, Washington Township has collected from all funds $21,296,166.61, and has dispersed in all funds $20,326,716.34 for a positive cash carryover of $969,450.27.
Citizen Concerns
Dick Welch, 222 Pleasant Hill Court, expressed his concerns, many of which have been addressed, at the Rec Center. His primary concern is about the temperature in the men’s locker room at the Rec Center, which he believes is too cold. He has brought this matter up to Mr. Huff numerous times; however, Mr. Huff responded that he believed the temperature was appropriate. Mr. Huff later responded that the temperature was adjusted and asked Mr. Welch to let him know if it needed further adjustment. Mr. Welch indicted that he is letting him know. Mr. Welch is also concerned about the front entrance lighting and the handicapped shower that is in disrepair.
STATE OF THE TOWNSHIP REPORT
Board President Joyce Young presented the State of the Township Report.
Washington Township
2006 State of the Township Report
Presented January 8, 2007
By Joyce C. Young
President
Washington Township Board of Trustees
It is always a thrill and a privilege to report on the many activities and accomplishments of Washington Township. It’s also a challenge to highlight the most significant of these for the year 2006.
First of all, I want to commend and thank the 380 employees, part-paid volunteers and elected officials for continuing to find ways to make an excellent organization better. Citizens expect excellence in the services we provide – public safety, road maintenance, fire protection, land use planning, recreation services – and we strive not to disappoint them. We do this in the most cost-effective way possible, and have once again earned high marks, an unqualified opinion, from the Auditor of the State Of Ohio.
The Fire Department is a noteworthy example of the excellence we strive for. It ended the year by taking the final step toward accreditation with the completion of a comprehensive strategic plan. The five-year accreditation process has provided a system for the Township to assess our community’s needs and a method for the fire department to evaluate its performance. Our fire department will be one of only four in the State of Ohio to receive this distinction.
The fire department made 4,367 emergency medical runs and 1,057 fire runs. It instituted around-the-clock staffing at the beginning of the year, purchased two new medic units, and provided hands-on training to students and experienced firefighters. The department also kicked off its first Citizens Fire Academy, a five-week program teaching emergency services for all citizens.
The April opening of Rec West marked a tremendous expansion of recreational opportunities with the transformation of an old movie theatre into a multi-use facility with a game room, a 250-seat auditorium with up-to-date technical equipment, community meeting space, and a mini-gym. This provided much needed space for classes formerly crowded into the Recreation Center, which saw 134,131 visitors in 2006. To help these visitors gain quick entry into the Rec Center, a card reader was installed to allow pass holders to swipe their cards without stopping at the front desk. In a continuing effort to serve families in Washington Township, the Rec Center launched another after-school program, Teen Taxi, for middle school students.
Woodland Lights has become a family tradition in this area, and offered new attractions to the 21,783 people who attended this year. Town Hall Theatre also has established a niche for itself by providing quality children’s theater. Last year, 25,890 people attended performances there.
The Create the Vision Implementation Task Force, charged with carrying out the 198 strategies outlined in the comprehensive plan, won an Award of Excellence from the Ohio City/County Management Association. Now that it has completed 120 of those strategies, it will move into a monitoring role as Centerville and the Township continue to work together to implement the remaining mid- and long-term strategies.
One of those strategies was to update the zoning resolution to incorporate the goals outlined in the Create the Vision Comprehensive Plan. Township trustees, members of the Zoning Commission, the Board of Zoning Appeals and the Visual Improvement Program Committee have met monthly to update the resolution and will present their recommendations in 2007.
Washington Township is widely recognized as an excellent location for businesses, as demonstrated by 240,150-square feet of new commercial space approved for zoning permits in 2006. We welcomed them formally at the Second Annual Business Breakfast in September.
The Public Works Department completed two sidewalk installation projects, one north of Whipp Road on the west side of Far Hills, and the other on Paragon Road north of State Route 725 to Congress Park Drive. Residents are complimenting Public Works on timely leaf removal.
The Visual Improvement Committee continued to enhance our community by offering gardening classes for the first time this year. Once again they recognized those residents whose properties were outstandingly beautiful, and they planted lovely flower beds in all public locations, streets and Township facilities.
The Washington Township Substation of the Montgomery County Sheriff’s Office has maintained an outstanding clearance rate of 46 percent for criminal cases. Deputy Tony Ball was honored with the "John Kalaman Officer of the Year" award by the Noon Optimist Club. The sheriff’s office, along with the fire department, began conducting child safety seat checks on a monthly basis after a study by the National Safe Kids Association showed that 85 percent of child restraint systems were misused. The Sheriff’s Office also started aggressive enforcement of overweight vehicles to improve public safety and reduce road wear.
Once again, I want to thank all the people who had a part in this and particularly mention several people. The first is Sandy Spees, the dynamic woman who contributed so much to Washington Township’s beautification and who passed away suddenly this fall. I want to congratulate Chief Ken Parks, who announced his impending retirement this year. And I want to welcome Jesse Lightle, who joined us this summer as our new deputy administrator.
I also commend the group of Township employees and elected officials who traveled to Slidell, Louisiana, and Gulfport, Mississippi, where they delivered four of our old, but usable, police cruisers and one medic unit to communities hardest hit by Hurricane Katrina.
It has been a pleasure and a privilege to work with the elected officials and staff to serve the citizens of Washington Township.
Mrs. Young turned the gavel over to Terry Blair, the new president.
PROCLAMATION: EAGLE SCOUT ALEX VERSLYPE
Alex Verslype of Troop 530 in Centerville, Ohio, will be receiving the prestigious Eagle Scout Award from the Boy Scouts of America. Alex has been in Boy Scouts for 5½ years and has earned a total of 27 merit badges. He has served as troop historian, librarian, scribe and assistant senior patrol leader. Alex was the crew leader for a sea based High Adventure in the Florida Keys, sailing on a 78 foot ship. For his Eagle Scout project, Alex made several improvements to Rosewood Park.
It was moved by Mr. Blair, seconded by Mrs. Young, that the Board adopts the following Proclamation recognizing Alex P. Verslype for achieving the prestigious Eagle Scout Award from the Boy Scouts of America.
Alex P. Verslype
WHEREAS, Alex Verslype of Troop 530 in Centerville, Ohio will be receiving his prestigious Eagle Scout award from the Boy Scouts of America; and
Whereas, Alex has been a Boy Scout for 5 ½ years and has earned a total of 27 merit badges. He has served as troop historian, librarian, scribe, and assistant senior patrol leader. He participated in the Bear Claw Junior Leadership Training course and is a member of the Sea Scout Venture Crew. Alex was the crew leader for the sea base high adventure in the Florida Keys, sailing on a 78 foot ship for 7 days; and
Whereas, Alex works on the stage crew for the drama and musical productions at Alter High School and is a member of the French Club. He is also in the peer ministry and works part time; and
Whereas, for his Eagle Scout project, Alex made several improvements to benefit the users of Rosewood Park. He cleared a large overgrowth area, removing brush and stumps surrounding the primary path. Alex constructed a gateway and bench at the entrance to the play area and two additional benches along a pathway. He also installed a split rail fence.
Now, therefore, be it proclaimed by the Washington Township Board of Trustees, Montgomery County, Ohio, that Alex Verslype be congratulated on fulfilling this significant requirement for his advancement to Eagle Scout and that he and other members of Boy Scout Troop 530 be sincerely thanked for their contribution to our community.
Proclaimed this 8 th day of January 2007.
Vote on Motion: Blair, aye; Young, aye. P2007-001
SWEARING IN OF BOARD OF ZONING APPEALS ALTERNATE SUSAN GASTINEAU & DANIEL GROSS
Susan Gastineau, 9271 Paragon Road, and Daniel Gross, 7419 Cheshire Road, have expressed an interest in serving as alternate volunteers for the Board of Zoning Appeals. Daniel and Susan were interviewed by the Trustees at a previous meeting.
It was moved by Mrs. Young, seconded by Mr. Blair, that the Board appoints Daniel Gross, 7419 Cheshire Road, Washington Township, Ohio, and Susan Gastineau, 9271 Paragon Road, Washington Township, Ohio, to a five-year term as alternates on the Washington Township Board of Zoning Appeals effective January 1, 2007, and ending December 31, 2011.
Vote on Motion: Young, aye; Blair, aye. M2007-003
The Trustees thanked them for their willingness to volunteer for their community.
APPOINTMENT OF REC ADVISORY BOARD MEMBER TIMOTHY HACKERT
Timothy Hackert, 7306 Jade Court, Washington Township, Ohio, expressed an interest in serving on a vacant position for the Washington Township Rec Advisory Board. The Board of Trustees interviewed Timothy at a previous meeting and wanted to thank him for being willing to serve his community. Appointments to the Rec Advisory Board are for three years in length.
It was moved by Mr. Blair, seconded by Mrs. Young, that the Board appoint Timothy J. Hackert, 7306 Jade Court, Washington Township, Ohio, to a three-year position on the Washington Township Recreation Advisory Board, effective January 1, 2007 and ending December 31, 2009.
Vote on Motion: Blair, aye; Young, aye. M2007-004
ANNUAL BUSINESS ITEMS
Regional Assessments and Allocations
It was moved by Mr. Blair, seconded by Mrs. Young, that the Board approves the expenditure of $13,784.82 to the Miami Valley Regional Planning Commission for the 2007 Membership Dues.
Vote on Motion: Blair, aye; Young, aye. M2007-005
It was moved by Mrs. Young, seconded by Mr. Blair, that the Board approves the expenditure of $12,717.84 to the Miami Valley Fire EMS Alliance for the Township’s 2007 Alliance contribution.
Vote on Motion: Young, aye; Blair, aye. M2007-006
It was moved by Mrs. Young, seconded by Mr. Blair, that the Board approves the expenditure of $7,418.74 to the Dayton Regional Hazardous Materials Response Team for 2007 membership dues.
Vote on Motion: Young, aye; Blair, aye. M2007-007
It was moved by Mrs. Young, seconded by Mr. Blair, that the Board approves the Township’s 2007 financial contribution to Hithergreen Senior Center in the amount of $108,000; said amount to be paid in four equal quarterly installments.
Vote on Motion: Young, aye; Blair, aye. M2007-008
It was moved by Mr. Blair, seconded by Mrs. Young, that the Board approves the Township’s 2007 financial contribution to Centerville-Washington Township Historical Society in the amount of $69,025; said amount to be paid in four quarterly installments.
Vote on Motion: Blair, aye; Young, aye. M2007-009
It was moved by Mrs. Young, seconded by Mr. Blair, that the Board approves the expenditure of $5,394.06 to the South Metro Regional Chamber for the Township’s membership dues for 2007.
Vote on Motion: Young, aye; Blair, aye. M2007-010
It was moved by Mrs. Young, seconded by Mr. Blair, that the Board approves the Township’s 2007 financial contribution to Montgomery County Office of Emergency Management in the amount of $5,993.40.
Vote on Motion: Young, aye; Blair, aye. M2007-011
SALE OF PROPERTY TO CENTERVILLE SCHOOL DISTRICT
A Real Estate Contract for Sale and Purchase, Option and Right of First Refusal between the Centerville City School District and the Washington Township Board of Trustees was presented to the Trustees for their approval. The Real Estate Contract is for the sale and purchase of 28.32 acres of land, located on Social Row Road, generally between Sheehan and Watch Hill Lane. The price of the property is $38,664.73 per acre. The Option and Right of First Refusal relates to 14.129 acres of property, located just to the north of the previously mentioned property. The price of that property per acre is the same, with an escalating clause after five years time. The Board of Education and Board of Trustees have been discussing this contract for several months and have come to an agreement.
It was moved by Mr. Blair, seconded by Mrs. Young, that the Board enter into a Real Estate Contract of Sale and Purchase, Option and Right of First Refusal for 28.362 acres of property owned by Washington Township, located on Social Row Road, and 14.129 acres of property, located north of the previously-mentioned property.
It was noted that the price represents the same price that the Township paid for the property plus any interest the Township would have gained had the money been in an account with Star Bank.
Vote on Motion: Blair, aye; Young, aye. M2007-012
Departmental Business
GENERAL
Personnel
Administrator Gary Huff and Deputy Administrator Jesse Lightle have been conducting a selection process for the Development Services Director over the last several months and are recommending JoEllen Postle, 301 Southbrook Drive, Washington Township, Ohio, for the position. JoEllen comes to the Township with numerous years of experience in planning and development activity. She currently works for the City of Kettering as a Neighborhood Services Manager. She has been a Village Planner and Assistant Village Manager for Yellow Springs and a Planner for the Miami Valley Regional Planning Commission.
It was moved by Mrs. Young, seconded by Mr. Blair, that the Board appoints JoEllen Postle, 301 Southbrook Drive, Washington Township, Ohio, to the position of probationary Development Services Director, at an annual salary of $74,000 per year, effective February 12, 2007, subject to the successful completion of a post-offer physical.
Vote on Motion: Young, aye; Blair, aye. M2007-013
Purchases-VIP
There are approximately 40 sets of flags along State Route 725. These flags and the hardware that support them are in poor shape and need replacement. Also, an additional ten locations will be added per the Visual Improvement Program (VIP) Committee’s recommendation. Staff has solicited quotes from three different companies for the replacement of the flags and hardware. Bronners was the only company that could supply both hardware and flags.
It was moved by Mr. Blair, seconded by Mrs. Young, that the Board approves the purchase of 50 sets of flags and hardware from Bronners, Frankenmuth, Michigan, for the approximate cost of $3,670.
Vote on Motion: Blair, aye; Young, aye. M2007-014
PUBLIC WORKS
Purchases
Dump Truck Replacement
The 2007 CIP identifies the purchase of an eight-ton dump truck. The Ohio Department of Transportation Office of Contracts has approved the International Truck and Engine Corporation to provide a cab and chassis under Bid Invitation # 023-06. A dump bed will need to be purchased at a later date to complete this truck. The CIP identifies the purchase at $75,000. The cab and chassis will cost $55,539. When the dump bed and other accessories are purchased, the total cost should be under budget.
It was moved by Mrs. Young, seconded by Mr. Blair, that the Board authorizes purchasing a cab and chassis from International Truck and Engine Corporation, West Chester, Ohio, under the Ohio Department of Transportation Office of Contracts, bid invitation # 023-06, at the quoted price of $55,539.
Vote on Motion: Young, aye; Blair, aye. M2007-015
Two Pickup Truck Replacements
The 2007 CIP calls for the replacement of a 1991 and 1997 pickup truck. These items were budgeted at $55,000. Staff is proposing to purchase both trucks from 32 Ford Mercury Sales, Batavia, Ohio, who has the State Bid Pricing Contract. One truck will be a Ford-F350 with a dump bed. The other will be a Ford-F350 with a snow plow. State Bid Pricing for these vehicles was $55,425.
It was moved by Mr. Blair, seconded by Mrs. Young, that the Board authorizes the purchase of two 2008 Ford-F350 trucks from 32 Ford Mercury Sales, Batavia, Ohio, through the State Bid Pricing Contract # GDC093E at the quoted price of $55,425.
Vote on Motion: Blair, aye; Young, aye. M2007-016
Permission To Go To Bid
In the fall of 2006, staff received permission to go to bid for the Rec West parking lot, Rec Center parking lot and some work at fire stations. The 2007 CIP identifies resurfacing of the Hithergreen parking lot and at this time staff would like to add that bid into the specifications.
It was moved by Mrs. Young, seconded by Mr. Blair, that the Board grants permission to go to bid to resurface the Hithergreen Senior Center parking lot on Hithergreen Drive.
Vote on Motion: Young, aye; Blair, aye. M2007-017
ADDENDUMS
Development Services
Personnel
Andy Ehrhart, Zoning and GIS Manager, has been required over the last several months, to perform additional duties above and beyond his job description. This was caused by the departure of the Deputy Administrator and the Senior Planner in the Development Services area. Andy has done a very good job in keeping up with the workload and making sure that all the necessary services were provided. Because of that, staff is recommending that Andy’s step be increased by one more step.
It was moved by Mr. Blair, seconded by Mrs. Young, that the Board approves Zoning and GIS Manager Andy Ehrhart’s salary at Grade 14, Step 5, effective January 3, 2007.
Vote on Motion: Blair, aye; Young, aye. M2007-018
Clyo Road and Spring Valley Pike Joint Study
The Montgomery County Engineer proposed a joint study of the intersection at Clyo Road and Spring Valley Pike. That intersection needs to be designed to see if there is a way to improve the traffic flow.
It was moved by Mr. Blair, seconded by Mrs. Young, that the Board approves participating with the Montgomery County Engineers Office in the evaluation of the intersection of Clyo Road and Spring Valley Pike, up to $10,000.
Vote on Motion: Blair, aye; Young, aye. M2007-019
TOWNSHIP Administrator’s Report
Mr. Huff announced that the offices would be closed on Monday, January 15 th, in observance of Martin Luther King Day.
CHECK REGISTER APPROVAL
It was moved by Mrs. Young, seconded by Mr. Blair, that the Board approves the Regular Check Register dated January 8, 2007, in the amount of $79,668.63; said amount having been certified and appropriated.
Vote on Motion: Young, aye; Blair, aye. M2007-020
It was moved by Mrs. Young, seconded by Mr. Blair, that the Board approves the Recreation Refund Check Register dated January 8, 2007, in the amount of $458.00; said amount having been certified and appropriated.
Vote on Motion: Young, aye; Blair, aye. M2007-021
Trustee Comments
Mrs. Young mentioned that the Township received a very nice note from Eastway, thanking the Township for their donations during Christmas. Mr. Huff pointed out that it was the employees from the Fire Department, Rec Center, and Government Center who put together the donations.
Mr. Blair asked about the heating system at the Government Center and asked if it was monitored somewhere else. Mr. Huff indicated that the Government Center had a sophisticated heating system at the Government Center, but it is monitored at the Government Center. Mr. Huff indicated that the Rec Center has a thermostat and that he is there several times a week and receives complaints that the locker room is too hot in there. Mr. Paice indicated that they have taken readings and are trying to keep the temperature in a range that is most comfortable for all of their patrons. Mr. Huff also indicated that the amount of air flow in the locker room is much higher than in the pool area. When you open the door from the pool, the locker room receives a burst of air and, if you are wet, you feel a lot colder. This is a problem that you cannot do anything about.
Mr. Blair thanked Mrs. Young for being the president of the Board of Trustees over the past year. He is also glad to be president once again.
ADJOURNMENT: 8:16 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