Untitled Document

The Washington Township Board of Trustees met in Regular Session on February 12, 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 February 5, 2007.

Vote on Motion: Young, aye; Snyder, aye; Blair, aye. M2007-069

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, the five-year, 1.70 mill levy will expire and the Trustees are proposing to replace it with a five-year, 1.70 mill levy. At the February 5, 2007, meeting the Trustees approved a Resolution requesting the County Auditor to certify the Township’s total tax valuation of the unincorporated area of Washington Township for the dollar amount of revenue that would be generated by a 1.70 mill levy for the Public Works Department. The certification of valuation has been received. Law Director Bob Surdyk advised that a Home Rule Resolution is needed.

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. M2007-070

Roll Call: Blair, aye;

Snyder, aye;

Young, aye.

A Resolution declaring it necessary to replace an existing levy in excess of the ten mill limitation for the purpose of the general construction, reconstruction, resurfacing and repair of streets, roads and bridges in the unincorporated area of Washington Township.

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. M2007-071

Roll Call: Blair, aye;

Snyder, aye;

Young, 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. Blair, to suspend the reading of the Resolution on two separate days.

Vote on Motion: Young, aye; Blair, aye; Snyder, aye. M2007-072

Roll Call: Blair, aye;

Snyder, aye;

Young, aye.

President Blair asked for a motion to read the Resolution for the second and final time by title only.

It was moved by Mr. Blair, seconded by Mrs. Young, to read the Resolution the second and final time by title only.

Vote on Motion: Blair, aye; Young, aye; Snyder, aye. M2007-073

Roll Call: Blair, aye;

Snyder, aye;

Young, aye.

It was moved by Mrs. Young, seconded by Mr. Snyder to adopt Resolution HR2007-002 in its entirety as follows:

WASHINGTON TOWNSHIP ,

MONTGOMERY COUNTY , OHIO

RESOLUTION HR2007-002

WHEREAS, Township voters originally authorized a 1.70 mill levy in excess of the ten mill limitation on May 7, 2002, for a period of five years, beginning with tax year 2002, collection year 2003; and,

WHEREAS, Section 5705.192 of the Ohio Revised Code provides authority for the Township to "replace" any existing levy and the Trustees of Washington Township desire to replace such previous tax levy.

NOW, THEREFORE, BE IT RESOLVED, by the Board of Trustees, Washington Township, Montgomery County, Ohio that:

Section 1: It hereby is determined that the amount of taxes which may be raised within Washington Township, Montgomery County, Ohio, within the ten mill limitation by levies on the current tax duplicate will be insufficient to provide an adequate amount of funds for the necessary requirements of Washington Township.

Section 2: It is necessary to levy a replacement tax in excess of the ten mill limitation for the benefit of Washington Township, Montgomery County, Ohio, for the purpose of the general construction, reconstruction, resurfacing and repair of streets, roads and bridges within the unincorporated area of Washington Township at a rate not exceeding one point seven zero (1.70) mills for each dollar of valuation, which amounts to seventeen cents (17¢) for each one hundred dollars in valuation for five years.

Section 3: The question of the adoption of said replacement tax levy shall be submitted to the electors of the unincorporated area of Washington Township at the election held on May 8, 2007; and if approved by a majority of said electors, said replacement levy shall be placed upon the 2007 tax list for first collection in calendar year 2008.

Section 4: The Fiscal Officer of the Washington Township Board of Trustees be and is hereby directed to certify a copy of this Resolution to the Board of Elections, Montgomery County, Ohio, prior to February 22, 2007, and to notify said Board of Elections to cause notice of election on the question of levying said tax to be given as required by law.

Section 5: It has been found and determined that all formal actions of the Board of Trustees of Washington Township concerning and relating to the adoption of this Resolution were adopted in open meetings of the Board of Trustees of Washington Township and that all deliberations of the Board of Trustees of Washington Township and any of their committees which resulted in formal action were in meetings open to the public and in compliance with all legal requirements, including Section 121.22 of the Ohio Revised Code.

Vote on Motion: Young, aye; Snyder, aye; Blair, aye. HR2007-002

Roll Call: Blair, aye;

Snyder, aye;

Young, aye.

EAP Contract

Washington Township contracts with Magellan Behavioral Health, Pittsburgh, Pennsylvania, for an Employee Assistance Program. The Township’s current contract with Magellan expires on May 31 st and was a one-year contract. There is no price increase for the 13-month contract offered by Magellan. Staff has been satisfied with Magellan and is proposing to renew the contract for a 13-month period beginning June 1, 2007, through June 30, 2008. The Township requested a 13-month period so that our contract would end at the calendar quarter since Magellan bills on a calendar quarterly basis.

It was moved by Mr. Blair, seconded by Mrs. Young, that the Board authorizes contracting with Magellan Behavioral Health, Pittsburgh, Pennsylvania, for the Employee Assistance Program as outlined in their proposal for a 13-month period beginning June 1, 2007, ending June 30, 2008, at the approximate cost of $8,702.

Vote on Motion: Blair, aye; Young, aye; Snyder, aye. M2007-074

Citizen Concerns

None.

RE-APPOINTMENT OF ZONING COMMISSION MEMBER VERONICA WINWOOD

Veronica Winwood expressed an interest in continuing to serve on the Washington Township Zoning Commission. Ms. Winwood has been a member of the Zoning Commission for 23 years.

It was moved by Mr. Snyder, seconded by Mrs. Young, that the Board appoints Veronica Winwood, 1598 Shore Woods Drive, Washington Township, Ohio, to a five-year position on the Washington Township Zoning Commission effective February 12, 2007, and ending December 31, 2011.

Vote on Motion: Snyder, aye; Young, aye; Blair, aye. M2007-075

Departmental Business

FIRE

The 2007 CIP identifies the purchase of two staff vehicles to replace cars 115 and 117. The budget identifies $52,000 for these two vehicles. Chief Parks recommends the purchase of two 2007 Dodge Durangos. The vehicles will be purchased from the State Bid Contract.

It was moved by Mr. Blair, seconded by Mrs. Young, that the Board approves the purchase of two Dodge Durangos from Taylor Team of Dealerships, Athens, Ohio, under the State Bid Contract, Index # GDC 093E, for the approximate cost of $21,828 each or a total of $43,656 for both.

Vote on Motion: Blair, aye; Young, aye; Snyder, aye. M2007-076

Washington Township started providing Automatic External Defibrillators (AEDs) several years ago to government buildings and places of assembly with funds from a grant through The Dayton Foundation. The American Heart Association has changed AED protocol, which will require us to replace several units over the next few years. Chief Parks is requesting to purchase 13 new AEDs. This is a budgeted item at $21,500 and the funds are still provided by a grant from The Dayton Foundation.

It was moved by Mr. Blair, seconded by Mrs. Young, that the Board approves purchasing six LP CR Plus AEDs at an approximate cost of $1,695 each and seven LP 500 AEDs at the approximate cost of $1,595 each from Medtronic, Redmond, Washington, for a total cost of $21,335.

Vote on Motion: Blair, aye; Young, aye; Snyder, aye. M2007-077

GENERAL

Proxy Software

Washington Township ’s internet service provider has advised staff that the Township’s bandwidth use continues to increase. The Township is paying an extra monthly fee for the additional use and staff is recommending a solution that will enable staff to monitor unnecessary bandwidth use. Websense software provides the tools that will assist staff to conserve bandwidth needed by the new webserver. Staff has received competitive quotes for this purchase.

It was moved by Mrs. Young, seconded by Mr. Blair, that the Board authorizes the purchase of Websense Software from CDW Government Inc., Vernon Hills, Illinois, at the approximate cost of $3,999. This price includes necessary upgrades in software for a three-year period.

Vote on Motion: Young, aye; Blair, aye; Snyder, aye. M2007-078

POLICE

On December 18, 2006, the Trustees approved a four-year agreement for police protection for Washington Township with the Montgomery County Sheriff. A new contract is needed due to two changes to the original agreement. The indemnification clause included on 12/18/06 was incorrect. Secondly, the charges per dispatch were not itemized; however, they were included in the overall price.

It was moved by Mrs. Young, seconded by Mr. Snyder, that the Board authorizes entering into an agreement with the Montgomery County Sheriff for police protection for the unincorporated area of Washington Township for the years 2007, 2008, 2009 and 2010.

Vote on Motion: Young, aye; Snyder, aye; Blair, aye. M2007-079

PUBLIC WORKS

This year, Roto-Rooter, Dayton, Ohio, was listed on the annual contract list as an approved vendor in the amount of $4,000. Roto-Rooter is used as a contractor for storm drain maintenance services that Public Works crews cannot perform. Due to a recent drainage issue on Imperial Woods that caused a storm sewer pipe to clog, a $4,200 expense resulted and an additional blanket purchase order is necessary for the remainder of 2007.

It was moved by Mr. Blair, seconded by Mrs. Young, that the Board approves an additional purchase order in the amount of $4,000 to Roto-Rooter, Dayton, Ohio, for drain cleaning services for the remainder of 2007.

Vote on Motion: Blair, aye; Young, aye; Snyder, aye. M2007-080

Congress Park/McEwen Road Traffic Signal

The installation of a traffic signal at Congress Park and McEwen Road was included in the 2007 budget in the amount of $130,000. The Township was awarded a grant from ODOT for this project. Washington Township will pay for the design and the installation of the traffic signal, while ODOT will pay for the signal. According to project guidelines, the Township will need to hire an ODOT pre-qualified engineering firm for the design work and installation coordination. Staff recently advertised for engineering firms to design and assist with the installation of a traffic signal for this intersection. TEC Engineering and Brigham Engineering were the only two firms that responded. Staff recommends using TEC Engineering for this work since their qualifications better meet the needs of this project.

It was moved by Mr. Snyder, seconded by Mr. Blair, that the Board approves hiring TEC Engineering Inc., Centerville, Ohio, to design the traffic signal project and coordinate its installation at Congress Park and McEwen Roads at the approximate engineering cost of $11,077.

Vote on Motion: Snyder, aye; Blair, aye; Young, aye. M2007-081

Atchison/Spring Valley Road Traffic Signal

The installation of a traffic signal at Atchison Road and Spring Valley Road was included in the 2007 budget in the amount of $70,000. This installation will be a joint project with Montgomery County, the City of Centerville, and Washington Township. Montgomery County is designing the project and coordinating the installation. At this time, authorization is needed to enter into an agreement with the other two agencies for the project to go to bid.

It was moved by Mrs. Young, seconded by Mr. Blair, that the Board authorizes the Administrator to sign the agreement prepared by the County that outlines the terms of the contract. Washington Township’s project cost is estimated to be $67,513.

Vote on Motion: Young, aye; Blair, aye; Snyder, aye. M2007-082

RECREATION

WebTrac Server

The 2007 Budget identifies the purchase of a webserver for the implementation of WebTrac. WebTrac is the final component of the recent capital improvement project, the installation of Rec Trac software for the Recreation Center. To finalize our goal with on-line class registration for residents, staff must purchase a webserver. This server will also host the Township websites and will eliminate recurring monthly fees to our host provider. Staff has received competitive quotes for this purchase.

It was moved by Mr. Blair, seconded by Mrs. Young, that the Board approves purchasing a Hewlett Packard Smart Buy ProLiant DL360 webserver from CDW Government Inc., Vernon Hills, Illinois, at the approximate cost of $4,173.

Vote on Motion: Blair, aye; Young, aye; Snyder, aye. M2007-083

ADDENDUMS

Easements

Washington Township owns approximately 146 acres of land north of Social Row Road between Sheehan Road and State Route 48. Vectren Energy Delivery of Ohio has requested an easement behind the right-of-way line to provide gas along the north side of Social Row Road. In addition, Time Warner will be placing wire for cable TV within the same easement. The easements need to be granted for three different parcels. Washington Township has 28 acres of this land under contract with the Centerville School Board. The School Board is in agreement with the easement.

It was moved by Mr. Blair, seconded by Mrs. Young, that the Board grants an easement on a 1.57 acre parcel of land owned by Washington Township, located on Social Row Road. Said easement is to be located 45 to 55 feet north of the center line of Social Row Road, as shown on the drawings.

Vote on Motion: Blair, aye; Young, aye; Snyder, aye. M2007-084

It was moved by Mr. Blair, seconded by Mrs. Young, that the Board grants an easement on a 41.61 acre parcel of land owned by Washington Township, located on Social Row Road. Said easement is to be located 25 to 55 feet north of the center line of Social Row Road, as shown on the drawings.

Vote on Motion: Blair, aye; Young, aye; Snyder, aye. M2007-085

It was moved by Mr. Blair, seconded by Mrs. Young, that the Board grants an easement on a 71.587 acre parcel of land owned by Washington Township, located on the north side of Social Row Road. Said easement is located 45 to 55 feet and 25 to 55 feet north of the center line of Social Row Road, as shown on the drawings.

Vote on Motion: Blair, aye; Young, aye; Snyder, aye. M2007-086

Sterling Cove

The Trustees have agreed to assess the property owners in Sterling Cove to upgrade their roadway system to a public road. The Homeowners Association hired Judge Engineering to develop the plans. The Township needs to develop specifications to bid this project and staff is recommending Judge Engineering. The Township will be reimbursed for all of the costs associated with the project through assessments.

It was moved by Mr. Snyder, seconded by Mrs. Young, that the Board approves contracting with Judge Engineering, Kettering, Ohio, to provide plan preparation, bidding assistance and construction oversight for the Sterling Cove Road Project at a cost not to exceed $24,900.

Vote on Motion: Snyder, aye; Young, aye; Blair, aye. M2007-087

It was moved by Mr. Blair, seconded by Mrs. Young, that the Board grants permission to go to bid on the Sterling Cove Road Project.

Vote on Motion: Blair, aye; Young, aye; Snyder, aye. M2007-088

TOWNSHIP Administrator’s Report

Mr. Huff introduced JoEllen Postle, the Township’s new Development Services Director. She has a lot of experience in dealing with land use issues and in getting conservation easements.

Mr. Huff also announced that the Government Center would be closed on Monday, February 19 th in observance of President’s Day.

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(s) for payment:

Vendor PO # Amount Approved Monthly Vendor

Genuine Auto Parts 42010 $3,075.93 Yes

Genuine Auto Parts 41975 $1,528.60 Yes

NICE Systems 41972 $4,378.42 No

Vote on Motion: Young, aye; Blair, aye; Snyder, aye. M2007-089

It was moved by Mrs. Young, seconded by Mr. Blair, that the Board approves the Regular Check Register dated February 12, 2007, in the amount of $80,252.57; said amount having been certified and appropriated.

Vote on Motion: Young, aye; Blair, aye; Snyder, aye. M2007-090

It was moved by Mrs. Young, seconded by Mr. Blair, that the Board approves the Recreation Refund Check Register dated February 12, 2007, in the amount of $130.00; said amount having been certified and appropriated.

Vote on Motion: Young, aye; Blair, aye; Snyder, aye. M2007-091

Trustee Comments

Mrs. Young complimented Captain Osterfeld for the wonderful presentation she made last Friday at a club meeting.

ADJOURNMENT: 8:05 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.

_______________________________

President

_______________________________

Fiscal Officer