Minutes

DEFIANCE TOWNSHIP TRUSTEES

JANUARY 17TH,  2006 RE-ORGANIZATIONAL MEETING

 

The Defiance Township Trustees met in special session at VFW Post 3360 in Defiance Township, Defiance,  Ohio,  on Tuesday January 17th,  2005 at 7:30 p.m.  Following the Pledge of Allegiance the Chair swore in newly elected Trustees Richard Ankney and Daniel Peck.  The Clerk then called the roll, answering as present were Robert Layne,  Daniel Peck and Richard Ankney;  also present was Tim Houck, Township Clerk.  All three (3) members of the BOARD OF TRUSTEES having answered the roll a quorum was present.

 

Visitors present:   Mary Ankney - 19133 Hammersmith, Township employee.   Other(s) present were: Mr. & Mrs. Ronald Steel – 15107 St Rt 66,  Hollie Synder – 855 Washington Ave,  Charles Bakle Jr. – 1204 Washington Ave,  Roy Perez Jr. – 812 Indian Bridge Lane,  W. Tom Wiseman – 108 Riverside Ave, & JoEllen Houck of 8 Deville Drive,  Defiance,  Ohio.   

 

ORDER OF BUSINESS NO. 1

 

Review and approval of minutes of the previous session.

 

Chairman Layne requested a motion for the approval of minutes from the December 27th,  2005 regular session. 

 

MOTION:      Dan Peck                                             

        

SECOND:     Richard Ankney                                                        

 

 

YEA(s)         3       NAY(s)         0                 Passed           X               Failed

 

The MINUTES were approved for the December 27th,  2005 meeting.

 

ORDER OF BUSUNESS NO. 2 Election of the Chair and Vice - Chair –

 

a)  Mr.  Layne turned the meeting over to the Clerk to conduct the election process for the Chair

 

i)   Mr.  Houck called for nominations.

ii)  Mr.  Ankney nominated Mr. Layne and Mr. Peck seconded the nomination.  No further nominations were made and the Clerk called for a vote to elect Mr. Layne Chair for 2006.

 

Mr.  Ankney:           yea

 

Mr. Peck                yea

 

Mr.  Layne              yea

 

The vote being   __3_ Yea(s)               __0__Nea(s)

 

Mr. Layne was elected Chair.  The Clerk then turned the meeting over to the newly elected Chair.

 

b)  Chairman  Layne then called for nominations Vice-Chair

i)   Mr. Peck nominated Mr. Ankney

ii)  Mr.  Layne seconded and there were no further nominations.

c)  Chairman Layne called for a vote to elect Mr. Ankney Vice-Chair for 2006.

 

Mr.  Ankney:           yea

 

Mr. Peck                yea

 

Mr.  Layne              yea

 

The vote being   _3__ Yea(s)               __0__Nea(s)

 

Mr.  Ankeny was elected Vice – Chair

 

 

ORDER OF BUSINESS NO. 3 --  2006 Twp budget

 

1)  The clerk reported that the Bank Depository for township funds is presently with the State Bank and Trust.

a)  The agreement with the Township is good through November 24th,  2007.

 

2)  The Twp financial reports were reviewed.  The budget as of this session:

a)  Reports

i)   Fund summary start of year was presented with exhibit 3-b-1 & showed a starting cash balance of all funds at $351,690.80 before beginning encumbrances.  The balance of funds after subtracting encumberances was $219,445.30

ii)  The Fund status at start of year was presented as exhibit 3-b-2 which indicated year end balance by fund line. 

iii) Year end carryovers by fund line:

(1) General fund           (fund # 1000)           $128,035.82

iv) Special funds

(1) Motor Vehicle License          (fund # 2011)           $  17,159.22

(2) Gasoline Tax           (fund # 2021)           $101,093.98

(3) Road & Bridge          (fund # 2031)           $  69,451.50

(4) Permissive Tax                  (fund # 2231)           $    7,818.99

(5) Fire levy                 (fund # 2111)           $  28,131.29

 

         TOTAL                                                               $351.690.80

(6) The exhibits are on file in the clerk’s office.

 

b)  The clerk presented the proposed 2006 township Appropriations & budget

i)   Exhibits # 3c – was presented to the Trustees for review.  This exhibit is the “Approved Amended Certificate of Estimated Resources” from the County Auditor totaling $649,740.80 

ii)  exhibit 3-c-2 was reviewed and is the “appropriations for the 2006 budget

(1) 2006 break out by fund level

(a) General fund                (fund # 1000)           $214,535.82

(b) Special funds

(i)  Motor Vehicle License          (fund # 2011)           $  25,809.22

(ii) Gasoline Tax           (fund # 2021)           $161,493.98

(iii)         Road & Bridge          (fund # 2031)           $139,451.50

(iv)         Permissive Tax                  (fund # 2231)           $  15,318.99

(v) Fire levy                 (fund # 2111)           $  93,131.29

 

                                    TOTAL                                             $649,740.80

 

Chairman _Layne  requested a motion to approve resolution # 5  adopting the 2006 Township Budget by fund line.  Resolution will allow the Clerk to move funds as he deems necessary in order to expedite payment of the Township financial obligations.

 

MOTION:     Ankney                                                   

        

SECOND:  Peck                                                     

 

Mr.  Ankney:           yea

 

Mr. Peck                yea

 

Mr.  Layne              yea

 

The vote being   _3__ Yea(s)               __0__Nea(s)

 

The 2006 Township budget is adopted. 

 

ORDER OF BUSINESS NO.  4 - Wages for 2006

 

a)  Elected Officials

i)   The Trustees reviewed exhibit 4-a; a section from the Ohio Twp Association’s November newsletter which states allowable pay for elected office per the Ohio Revised Code

(1) Trustees are allowed  a 3% increase.  In 2006 the pay is set at the following rate which is dependant on the total budget:

(i)  trustees will receive $8,612 (43.06 x 200 days)

(ii)  clerk will receive  $13,532

(2) Trustees wages will remain posted to the existing fund account lines

(a) One Trustee to each of the following lines

(i)  General

(ii) Road & Bridge

(iii)         Gas fund

(3) By law the clerk must be posted to the General fund   

 

Chairman Layne requested approval of resolution #6 – setting the  “wages of the Township’s elected officers”.   

 

MOTION:        Mr.  Peck   

 

         SECOND:     Mr.  Ankney                                                  

 

YEA(s)         3       NAY(s)         0                Passed           X               Failed

 

The resolution was passed adopting “wages of the Township’s elected officers for 2006. 

 

b)  The pay for the Township employees was then to be reviewed.  This review was done in executive session

i)   Chairman Layne asked for a motion to go into executive session for the purpose of discussing salaries for Twp employees for 2006

 

MOTION:        Mr.  Peck   

 

                  SECOND:     Mr.  Ankney                                                  

 

YEA(s)         3       NAY(s)         0                Passed           X               Failed

 

The Trustees moved into executive session.  At the point during the executive session when discussion focused on Mary Ankney,  Trustee Ankney excused himself and left the chamber. 

 

ii)  The Trustees returned from the executive session chambers

(1) Chairman Layne asked for a motion to return to the regular meeting. 

 

MOTION:     Ankney                                                   

        

SECOND:  Peck                                                     

 

YEA(s)         3       NAY(s)         0                Passed           x               Failed

 

The Trustees move back into regular session..

 

c)  Chairman  Layne  then  asked for comments from the Trustees. 

i)   Mr.  Peck suggested a 3%  increase

ii)  The clerk reported that the following hourly rate would established with a 3% increase

 

(1) Operators

 

(a) Joe Kolb present $ 11.82 w cdl to  $12.17                                                                  

(i)  Posted to Road & Bridge Account

(2) John Diemner was $11.82 w cdl to  $12.17

(a) Posted to Road & Bridge

(3) Jim Schlegel present $11.82 w cdl when working non-zoning work to $12.17

(a) Posted to Gas Tax

 

iii)  Cemetery sextant

(1) Mary Ankney present $9.77 to $10.06

(a) posted to general fund

 

iv)  Zoning Inspector

(1) Jim Schlegel $437 salary per month present for zoning work to $450.11

(a) Posted to general fund

 

Chairman Layne requested approval of the resolution #7 to set the wages of the Township’s employees.   

 

MOTION:      Peck                                                  

        

SECOND:    Layne                                                  

 

YEA(s)         2       NAY(s)         0       abstention(s)  1         Passed         x                Failed

 

The resolution was passed adopting “wages of the Township’s operators, cemetery sextant, and zoning officer for 2006. 

 

d)  Trustees then reviewed the Zoning Board of Appeals and Zoning Commission board members pay for 2006

i)   The pay at present is $15 per item per member in attendance

 

 

Chairman Layne requested approval of resolution #8 to set the wages of the Township’s Zoning Bd of Appeals and Zoning Commission for 2006 at $15 per item per member in attendance for both the Commission and Appeals Boards.          

 

MOTION:     Ankney                                                   

        

SECOND:  Peck                                                     

 

YEA(s)         3       NAY(s)         0                Passed           x               Failed

 

Resolution #8 was adopted setting the 2006 zoning commission and appeals board members pay at $15 per item per session for members in attendance.                                                          

          

ORDER OF BUSINESS NO.  5  -- Expense reimbursements for 2006

a)  Trutees reviewed the allowance for meal reimbursement.  Presently the reimbursement is set at $35 per day when Twp personnel are on assignment for the Twp with approval of the Trustees.  Mr.  Layne suggested maintaining that rate in 2006

 

Chairman  Layne requested approval of resolution #4 which sets reimbursement allowance for meals in 2006 @ $35 per day.       

 

MOTION:     Ankney                                                   

        

SECOND:  Peck                                                     

 

YEA(s)         3       NAY(s)         0                Passed           x               Failed

 

Resolution #4 was adopted setting the 2006 meal reimbursements at $35 per day with Trustee approval.  The clerk noted that meal reimbursement requests must be accompanied with an itemized computer receipt or the person will not be reimbursed.  This is per the resolution and state auditors.     

 

b)  Trustees then reviewed the proposed mileage reimbursement amount for travel when on Twp business in 2006

i)   The proposed mileage reimbursement amount is per the allowable federal amount  of .445 cents per mile

(1) The IRS announcement was provided in a CCAO cids communication provided to the Trustees as exhibit 5-b which will be on file in the clerk’s office

 

Chairman  Layne requested approval of resolution #3 to set reimbursements for mileage in 2006 at the IRS approved rate of .445 cents per mile.   

 

MOTION:      Peck                                                  

        

SECOND:    Ankney                                                   

 

YEA(s)         3       NAY(s)         0       Passed         x                Failed

 

The resolution was passed adopting “2006 mileage reimbursement at .445 cents per mile in 2006. 

 

 

c)  The Trustees heard a request from the clerk for the continued use (on an as needed basis at the clerk’s discretion) of a UAN traveling Clerk in 2006

i)   The clerk noted that the state auditor’s office, through the UAN division has established this opportunity in order to assist clerks (fiscal officers) in their requirements relative to maintaining the accounting requirements as established by the ORC.

ii)  The expense is minimal.  In 2005 the total was less than $200…

 

Chairman Layne requested approval of resolution #2 authorizing the use of the UAN traveling clerk as necessary in 2006.   

 

MOTION:      Peck                                                  

        

SECOND:    Ankney                                                  

 

 

YEA(s)         3       NAY(s)         0       Passed         x                Failed

 

Resolution #2 was adopted.

 

ORDER OF BUSINESS NO. 6 – Zoning

 

a)  Trustees then reviewed resolutions for the appointment of Zoning Board of Appeals and Zoning Commission members & alternates whose terms expired 12-31-05.  the clerk reported the following:

i)   Zoning Bd of Appeals

(1) Lynn Keller, Chair – term commencing 1-01-06 through 12-31-08

(2) Bruce Hahn - term commencing 1-01-06 through 12-31-08

 

ii)  Zoning Commission

(1) Roy Perez – term commencing 1-01-06 through 12-31-08

(2) Wayne Schaffer – term commencing 1-01-06 through 12-31-08

(3) Alternates’

(a) George Decker - term commencing 1-01-06 through 12-31-08

 

Chairman Layne asked for discussion and/or recommendations on the request for approval of resolution #1 reappointing members of the Twp zoning board of appeal and commission whose terms expired 12-31-05.     

 

MOTION:     Ankney                                                   

        

SECOND:  Peck                                                     

 

YEA(s)         3       NAY(s)         0                Passed          x               Failed

 

Resolution #1 was adopted – the clerk is to prepare a letter notifying the members reappointed by this resolution.

 

ORDER OF BUSINESS NO. 7 –  Sign of Bills 

a)  Trustees reviewed the following debt obligations of the Township and signed the payment checks.

i)   Fourth quarter taxes

(1) School

(2) Local

(3) State

(4) 941 – federal Medicaid

 

ORDER OF BUSINESS NO. 8 – review of p.o.’s which will begin 2006

a)  Trustees reviewed and signed purchase orders as prepared by the clerk.

 

ORDER OF BUSINESS NO. 9 – travel & training issues

 

a)  Exhibit 9-a – a notice from “Maumee Valley Resource, Conservation & Development” of a workshop was studied.  Trustees decided that Mr.  Ankney and Mr. Layne will attend this training with sessions on “corporate franchise taxing” & “county disaster preparedness”

b)  The clerk is to make the reservations…. and prepare the payment.  The seminar cost is $20 per person.

 

c)  The clerk noted that the Co Twp Association and Engineer’s annual meeting will take place on 1-26-06 @ 6 p.m. in the co ema building in Brunersburg.

i)   Tjh has already called in all twp reservations

ii)  Cost is at your expense -- payment is at the door.$8 per person.

 

d)  2006 County Engineer’s – “Township road repair construction participation program was discussed.

i)   Form was first reviewed by the Trustees in the Dec session.

ii)  The engineer’s office asked that the form be returned noting what if any projects the Twp may wish to have the Co Engineer’s office do for the Twp in 2006.

iii) Trustees completed the form and instructed the clerk to return it to the Engineer’s office.

(1) Work to be preformed by the Co Engineer and charged to the Twp in 2006 will be a repair to Bowman road with hot mix and the cost is not to exceed  $20,000.

 

ORDER OF BUSINESS NO. 10  - Handouts

a)  The 2006 Township Directory revised to reflect the new Trustees was distributed

b)  The 2006 County Engineer’s Township Directory was distributed.  This document lists all elected Trustees, clerks, & zoning personnel for each Twp in Defiance county.  Additional copies are available from the Clerk or from the County Engineer’s office

 

ORDER OF BUSINESS NO. 11 –  Defiance Twp meeting dates & times for 2006

a)  Currently the regular scheduled session is the last Tuesday of each month at 7:30 p.m. @ the VFW Post 3360 in Defiance.

i)   Trustees desire to continue the existing scheduled.

 

Chairman Layne called for a motion to continue the current schedule of meeting on the last Tuesday of each month at 7:30 p.m. at the VFW Post 3360 in Defiance  Ohio.

 

 

MOTION:      Mr.  Peck                                                 

        

SECOND:    Mr.  Ankney                                                   

 

 

YEA(s)         3       NAY(s)         0                Passed           x      Failed

 

The motion passed.

 

ORDER OF BUSINESS NO. 12 – NEXT MEETING:

Date:            Tuesday January 31,  2006  -

         Time:            7:30 p.m.

Place:           VFW Post 3360 – 221 North Clinton Street - Defiance,  Ohio

 

MEETING ADJOURNED

 

Chairman   Layne  requested a motion to adjourn this special “annual re-organizational” meeting of January 17th,  2006 

 

         Motion:          Mr.  Ankney 

        

         Second:        Mr.  Peck

 

 

 YEA(s)           3     NAY(s)            0              Passed            x              Failed

 

MEETING ADJOURNED

 

Respectfully Submitted

 

 

Timothy J. Houck,  Clerk