The Washington Township Board of Trustees met in Regular Session on February 5, 2007, at 7:30 p.m. at the Washington Township Government Center, 8200 McEwen Road. President Blair opened the meeting, gave an invocation, and led the Pledge of Allegiance.
MINUTES OF PRECEEDING MEETINGS
It was moved by Mrs. Young, seconded by Mr. Snyder, that the Board approves the pre-meeting minutes and the minutes of the Regular meeting held January 22, 2007.
Vote on Motion: Young, aye; Snyder, aye; Blair, aye. M2007-049
FISCAL OFFICER’s Business
Levy
The Board of Trustees has been reviewing the monies needed to operate the Public Works Department for the next five years. In 2007, a five year, 1.70 mill levy will expire and the Trustees are considering replacing the levy with a five year levy of 1.70 mills.
Section 5705.03 (B) requires the Township to certify to the County Auditor a resolution requesting the County Auditor to certify the Township’s total current tax valuation of the unincorporated area of Washington Township and the number of mills required to generate a specified amount of revenue or dollar amount of revenue that would be generated by a specified amount of mills.
It was moved by Mr. Blair, seconded by Mrs. Young, that the Board, in accordance with Section 5705.03 (B), adopts the following resolution, requesting the County Auditor to certify the Township’s total current tax valuation of the unincorporated area of Washington Township and the dollar amount of revenue that will be generated by 1.70 mills.
WASHINGTON TOWNSHIP
MONTGOMERY COUNTY , OHIO
RESOLUTION R2007-002
WHEREAS, The Board of Trustees of Washington Township has determined that it is necessary to levy a tax outside of the ten mill limitation for purposes of the general construction, reconstruction, resurfacing and repair of streets, roads and bridges as authorized by Section 5705.19 (G) of the Ohio revised code; and,
WHEREAS, The Board of Trustees of Washington Township proposes that said tax be a replacement tax as authorized by Section 5705.192 of the Ohio Revised code; and
WHEREAS, Section 5705.03 (B) requires the Township to certify to the County Auditor a resolution requesting the County Auditor certify to the Township the total current tax valuation of the unincorporated area of Washington Township and the number of mills required to generate a specified amount of revenue or the dollar amount of revenue that would be generated by a specified amount of mills.
NOW, THEREFORE, BE IT RESOLVED, by the Board of Trustees, Washington Township, Montgomery County, Ohio, that in accordance with Section 5705.03 (B) of the Ohio Revised Code, the Board of Trustees of Washington Township hereby requests the Auditor of Montgomery County, Ohio, to certify the total current tax valuation of the unincorporated area of Washington Township and the dollar amount of revenue that will be generated by 1.70 mills.
It is found and determined that all formal actions of the Washington Township Board of Trustees concerning and relating to the adoption of this resolution were adopted in open meetings of the Washington Township Board of Trustees and of any of their committees that resulted in such formal action were in meetings open to the public, in compliance with all legal requirements including Section 121.22 of the Ohio Revised Code.
Vote on Motion: Blair, aye; Young, aye; Snyder, aye. R2007-002
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 January 31, 2007, Washington Township has collected $804,965.92 from all funds and has dispersed $1,001,191.16 in all funds for a negative cash flow of $196,225.24.
Citizen Concerns
None.
REAPPOINTMENT OF LAW DIRECTOR
It is required by the Ohio Revised Code for the Board of Trustees to reappoint the Township’s Law Director annually. Staff is recommending the reappointment of the firm of Surdyk, Dowd & Turner Co., L.P.A. and is requesting a Home Rule Resolution to appoint Bob Surdyk as the Township’s Law Director.
President Blair asked for a motion to read the Resolution by title only.
It was moved by Mrs. Young, seconded by Mr. Snyder, to read the resolution by title only.
Vote on Motion: Young, aye; Snyder, aye; Blair, aye. M2007-050
Roll Call: Blair, aye;
Young, aye;
Snyder, aye.
RESOLUTION RETAINING SURDYK, DOWD & TURNER CO., L.P.A. AS LEGAL COUNSEL TO ADVISE AND REPRESENT THE TOWNSHIP IN VARIOUS MATTERS
President Blair asked for a motion to pass the Resolution on for the second and final reading.
It was moved by Mrs. Young, seconded by Mr. Snyder, to pass the Resolution on for the second and final reading.
Vote on Motion: Young, aye; Snyder, aye; Blair, aye. M2007-051
Roll Call: Blair, aye;
Young, aye;
Snyder, aye.
President Blair asked for a motion to suspend the reading of the Resolution on two separate days.
It was moved by Mrs. Young, seconded by Mr. Snyder, to suspend the reading of the Resolution on two separate days.
Vote on Motion: Young, aye; Snyder, aye; Blair, aye. M2007-052
Roll Call: Blair, aye;
Young, aye;
Snyder, aye.
President Blair asked for a motion to read the Resolution for the second and final time by title only.
It was moved by Mrs. Young, seconded by Mr. Snyder, to read the Resolution the second and final time by title only.
Vote on Motion: Young, aye; Snyder, aye; Blair, aye. M2007-053
Roll Call: Blair, aye;
Young, aye;
Snyder, aye.
RESOLUTION RETAINING SURDYK, DOWD & TURNER CO., L.P.A. AS LEGAL COUNSEL TO ADVISE AND REPRESENT THE TOWNSHIP IN VARIOUS MATTERS
It was moved by Mrs. Young, seconded by Mr. Snyder, to adopt Resolution HR2007-001 in its entirety as follows:
HR2007-001
RESOLUTION RETAINING
SURDYK, DOWD & TURNER CO., L.P.A.
AS LEGAL COUNSEL TO ADVISE AND
REPRESENT THE TOWNSHIP IN VARIOUS MATTERS
WHEREAS, Washington Township has elected to become a limited self-government form of township government under Chapter 504 of the Ohio Revised Code; and,
WHEREAS, R.C. §504.15 requires a limited self-government form of township government to appoint a Township Law Director; and enables a township to employ additional legal counsel; and,
NOW, THEREFORE, BE IT RESOLVED by the Board of Trustees of Washington Township, Montgomery County, Ohio, that Surdyk, Dowd & Turner Co., L.P.A. be employed to provide legal services to the Township and that Robert J. Surdyk of that firm be reappointed as Law Director of Washington Township.
BE IT FURTHER RESOLVED that Surdyk, Dowd & Turner Co., L.P.A. be paid the rate of $150.00 to $165.00 per hour for the services of an attorney and $75.00 per hour for the services of all paralegals. In addition, Surdyk, Dowd & Turner Co., L.P.A. shall be reimbursed for all out-of-pocket expenses incurred upon the submission of appropriate documentation.
Vote on Motion: Young, aye; Snyder, aye; Blair, aye. HR2007-001
Roll Call: Blair, aye;
Young, aye;
Snyder, aye.
Departmental Business
FIRE
Contracts
The annual maintenance agreement for the Township’s software that records conversations at the dispatch center needs to be reapproved. The company’s name changed from Dictaphone to Nice CRS Solution in Uniondale, New York. This is a budgeted item.
It was moved by Mr. Blair, seconded by Mrs. Young, that the Board approves the annual maintenance agreement from Nice CRS Solution, Uniondale, New York, for software maintenance, 24 hours, 7 days a week, for the recording system at the dispatch center at an annual cost of $4,379.
Vote on Motion: Blair, aye; Young, aye; Snyder, aye. M2007-054
Training
Fire Chief Ken Parks is proposing to provide a 22 hour course to meet the NFPA Standards for Auto Extrication, Awareness Operations, and Technician Level Training. This will be provided to forty firefighters at the Fire Headquarters building.
It was moved by Mr. Blair, seconded by Mrs. Young, that the Board authorizes contracting with EMS Educational Partnership, Xenia, Ohio, to provide Auto Extrication, Awareness Operations, and Technician Level Training to forty members of the fire department at an estimated cost of $8,100.
Vote on Motion: Blair, aye; Young, aye; Snyder, aye. M2007-055
Fire Chief Ken Parks is proposing to send Michael Long to the National Fire Protection Association’s Annual Conference in Boston, Massachusetts, from June 2 through June 5, 2007, at an estimated cost of $2,100.
It was moved by Mr. Snyder, seconded by Mr. Blair, that the Board authorizes Michael Long to attend the NFPA World Safety Conference in Boston, Massachusetts, from June 2 through June 5, 2007, at an estimated cost of $2,100.
Vote on Motion: Snyder, aye; Blair, aye; Young, aye. M2007-056
GENERAL
Deputy Administrator Jesse Lightle has completed her six-month probationary period with Washington Township and has done an excellent job. Staff is recommending that Jesse Lightle be appointed to regular full-time status effective January 31, 2007.
It was moved by Mrs. Young, seconded by Mr. Snyder, that the Board appoints Jesse Lightle, 297 Concept Court, Centerville, Ohio, to the position of regular full-time Deputy Administrator effective January 31, 2007, at an annual salary of $86,350.
Vote on Motion: Young, aye; Snyder, aye; Blair, aye. M2007-057
PUBLIC WORKS
Roadside Mower Replacement
The 2007 CIP calls for the replacement of the mower used for mowing right-of-ways throughout the Township. This item is budgeted at $60,000. The mower being replaced has an open cab which allows contact with poison ivy. In addition, with the development that has taken place in Washington Township, the current mower is much larger than needed. Zimmer Tractor is the dealer for the State of Ohio Procurement Contract and has quoted a price of $52,354. The tractor will be purchased under State Bid Contract Index # STS515Y, Schedule 77515P, for a total of $29,577. The rear-mounted, mid-cut boom; the flail, 48-inch mower; and the rotary, 48-inch mower will be purchased under State Bid Contract Index # STS515, Schedule 777575U, for a total of $22,777.
It was moved by Mr. Blair, seconded by Mr. Snyder, that the Board approves purchasing a tractor from Zimmer Tractor under the State Bid Contract Index # STS515Y, Schedule 77515P, for a total of $29,577.
Vote on Motion: Blair, aye; Snyder, aye; Young, aye. M2007-058
It was moved by Mrs. Young, seconded by Mr. Snyder, that the Board approves the purchase of the rear-mounted, mid-cut boom; the flail, 48-inch mower; and the rotary, 48-inch mower from Zimmer Tractor under the State Bid Contract Index # STS515, Schedule 777575U, for a total of $22,777.
Vote on Motion: Young, aye; Snyder, aye; Blair, aye. M2007-059
The 2006 Budget identifies the purchase of a traffic control arrow board for additional safety for working on the roadways. This board will be used during construction projects, for changing of banners along State Route 725, during emergencies and during numerous other times. Staff has received competitive quotes for this purchase.
It was moved by Mr. Blair, seconded by Mrs. Young, that the Board authorizes the purchase of an Eclipse Light Tower 2220 from Village Rental, Lebanon, Ohio, at the approximate cost of $4,025.
Vote on Motion: Blair, aye; Young, aye; Snyder, aye. M2007-060
Training
Mike Wanamaker, public works manager, has requested to attend the Supervisor Training Program at the Miami Valley Communications Council. The training will take place between March 15 and June 7, 2007, at an approximate cost of $925.
It was moved by Mr. Snyder, seconded by Mr. Blair, that the Board authorizes Mike Wanamaker to attend the Supervisor Training Program at the Miami Valley Communications Council between March 15 and June 7, 2007, at the approximate cost of $925.
Vote on Motion: Snyder, aye; Blair, aye; Young, aye. M2007-061
Certification of Mileage
Each year the Board of Trustees is required to certify the road mileage in Washington Township to the State of Ohio. As of December 31, 2006, the mileage is 134.24 miles.
It was moved by Mr. Blair, seconded by Mrs. Young, that the Board adopts the Annual Township Highway Mileage of 134.24 township miles as of December 31, 2006.
Vote on Motion: Blair, aye; Young, aye; Snyder, aye. M2007-062
ADDENDUM
The Public Information Manager is preparing a 2006 Annual Report for residents of Washington Township. Three agencies have submitted their bids for design and printing services. After reviewing these bids, she is recommending that Nova Creative Group be selected for this project. The cost for last year’s Annual Report was $15,735.
It was moved by Mrs. Young, seconded by Mr. Blair, that the Board approves the purchase of services from Nova Creative Group to design and print the 2006 Annual Report at the approximate cost of $15,890.
Vote on Motion: Young, aye; Blair, aye; Snyder, aye. M2007-063
TOWNSHIP Administrator’s Report
Mr. Huff reminded the Trustees that they would be meeting again next week. The meeting was moved up to February 12 th due to recognizing President’s Day on February 19 th.
Mr. Huff also asked the Trustees to meet with him in Executive Session before the meeting adjourned to discuss a personnel matter.
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 Mrs. Young, seconded by Mr. Blair, that the Board approves the following Then and Now purchase for payment:
Vendor PO # Amount Approved Monthly Vendor
City of Centerville 41814 $4,220.17 No
Vote on Motion: Young, aye; Blair, aye; Snyder, aye. M2007-063
It was moved by Mrs. Young, seconded by Mr. Blair, that the Board approves the Regular Check Register dated February 5, 2007, in the amount of $382,790.43; said amount having been certified and appropriated.
Vote on Motion: Young, aye; Blair, aye; Snyder, aye. M2007-064
It was moved by Mrs. Young, seconded by Mr. Blair, that the Board approves the Recreation Refund Check Register dated February 5, 2007, in the amount of $466.50; said amount having been certified and appropriated.
Vote on Motion: Young, aye; Blair, aye; Snyder, aye. M2007-065
It was moved by Mrs. Young, seconded by Mr. Blair, that the Board approves the Special Check Register dated January 29, 2007, in the amount of $40,142.46; said amount having been certified and appropriated.
Vote on Motion: Young, aye; Blair, aye; Snyder, aye. M2007-066
Trustee Comments
Mrs. Young indicated that she enjoyed going to the Ohio Township Trustee Conference in Columbus last week. She brought back information about asphalt for Mike Wanamaker, including information on asphalt made with soy beans and other materials. She also attended a session on cemeteries and cemetery law and brought back information about that, too. Mrs. Young additionally received information concerning the disposal of Township property. The law concerning this has been rewritten over the past couple of years and needs to be reviewed before the Township disposes of anything.
It was moved by Mrs. Young, seconded by Mr. Blair, to go into Executive Session to discuss a personnel matter.
Vote on Motion: Young, aye; Blair, aye; Snyder, aye. M2007-067
Roll Call: Blair, aye;
Young, aye;
Snyder, aye.
It was moved by Mrs. Young, seconded by Mr. Snyder, to return from Executive Session to the regular meeting.
Vote on Motion: Young, aye; Snyder, aye; Blair, aye. M2007-068
Roll Call: Blair, aye;
Young, aye;
Snyder, aye.
ADJOURNMENT: 8:30 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