DEFIANCE TOWNSHIP TRUSTEES
The Defiance Township Trustees met in regular session at VFW Post 3360
in Defiance Township, Defiance, Ohio,
on Tuesday, November 27th,
2007 at 7:30 p.m. Following the Pledge of Allegiance the Chair then called for 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: John
Diemer – 23361 Defiance-Paulding Co Line Rd, – Township employee,
Ruth Ann Schofield 15968 Campbell road (twp zoning appeals board member) and James
Schlegel (zoning inspector) – 220 Pinewood.
Other(s) present were: Charles Bakle 1204 Wayne
Street, Verlin Barth (owner of Barth Builders 1550 Ottawa Ave Def.)
and JoEllen Houck of 8 Deville Drive, Defiance,
ORDER OF BUSINESS NO. 1
Review and approval of minutes
of the previous session.
Layne requested a motion for the approval of minutes from the October 30th,
SECOND: Dan Peck
MINUTES for the October 30th, session
OF BUSINESS NO. 2 - citizens concerns
The chair asked for citizen concerns from the floor.
Verlin Barth of Barth Builders was acknowledged.
Mr. Barth stated he was told by the
City of Defiance to seek rezoning on a parcel of land he owns which is in the Township and
is currently zoned Agricultural. He intends to develop the parcel and then seek annexation into the
Mr. Barth was directed by the Trustees to meet with the Zoning Inspector to secure
the proper direction. The Zoning Inspector
will then provide details to the Trustees and set up any necessary Zoning Board or
ORDER OF BUSINESS NO. 3 -
following financial reports provided to the Board were reviewed.
The October monthly Reconciliation – noted a primary checking reconciliation
balance of $188,324.91 as of October 31st, 2007….. balance is minus the outstanding checks and Township
Receipt & Payment reports
Receipts for November were $21,279.89. Payments
for November (bills & payroll) totaled $19,101.70.
The Cash fund summary through November 30th, 2007, showed an “ending
cash balance” of $722,663.45.
The unencumbered cash balance “cash available” was $617,285.32 which is the
balance after encumbrances are subtracted from the cash balance.
Appropriation Status showed that through November 30th, 25% of the years’ appropriations had been expended. The budget is in
line with the goals set by the Trustees to put aside a cash reserve to be applied to the 2nd
half of the Kiser Road re-build project which is scheduled for the 2008 construction
season. All reports will be on file in the
The fund status report showed:
The money market investment fund balance as of 11-30-07 was $532,160.35.
The fiscal officer was recognized and reported on a 2007 budget “amended
the Township must amend its 2007 “certificate of revenue” to account for the
Issue2 – LTIP funds assigned to the Township by the County Engineer for work on Indian
Bridge Lane and Hammersmith Roads. (refer to
your Engineer – Township meeting packet of January 2007).
the beginning year “amended certificate” approved
by the County auditor was for $779,801.90 dated January 8th,
The grant funds were posted to the 4401 “Public Works Commission Project” fund
The grant was for $16,067. these funds
were used on the Township’s behalf and did not pass through the Township’s accounts.
Trustees were provided with exhibit 3-g an amended certificate request
#1 dated 11-25-07 which was sent to the co auditor for processing.
Per the ORC and Co. Auditor -- funds used on the Twp’s behalf must be posted to
the Twp’s acc’ts.
requested a motion to increase the revenues and the appropriation of the Township’s
accounts by the $16,067 posted to the 4401 fund line of the Township as required by law.
SECOND: Dan Peck
motion to amend the Twp funds was approved.
Trustees then reviewed (in exhibit 3-h) the 2008 Twp estimated revenues to Co
The amount as provided by the fiscal officer was for $310, 150 or just less then
$7,000 more than anticipated in 07.
Bonds for elected officials for terms beginning 2008 were discussed.
The Trustee’s bond is for $5,000 and is free through the Ohio Plan
Fiscal officer’s is
$912 through the Ohio Plan -- See exhibit 3-I on file with this meetings minutes.
Trustees then reviewed the bill for membership for the Defiance County Township
Association for 2008 – the bill was presented as exhibit 3-j. The
fiscal officer noted that this bill requires a motion.
requests a motion to pay the Township’s membership fees associated with the County and
State Township Associations. The amount is
$45 per member (4 x 45 = $180).
SECOND: Dan Peck
motion to pay the State and County Twp Association membership fees was approved.
The County Treasurer provided Trustees with a notice of two estate tax settlements
being probated. Exhibit 3-k
Dated nov 3rd
For $4491 and;
The twp receives 80%
The Trustees reviewed and signed the bills for the month.
payroll for November was then reviewed and checks signed by the Trustees.
As discussed in the October and Sept meetings the bi-annual Twp audit has been
completed by State Auditors. Trustees
participated in the exit audit review with auditor Linda Maag.
From this audit there remains several issues which remain to be addressed by the
Time cards for Trustees assigned to the road acc’ts.
According to the State Auditor, if Trustees continue to be paid from road fund
accounts then Trustees must fill out time cards documenting hours spent on work relative
or if no documentation is provided then Trustees pay must be posted to the general
There was no action taken. The fiscal
officer will set up the pay acc’t in the Twp general fund for all three Trustees
starting in January 2008.
The second item is the Pay ins of zoning fees collected by the Zoning inspector:
Again, according to the State Auditor fees collected by the zoning inspector must
be turned into the fiscal officer with in three days of the date collected (if the
Trustees approve a 3 day waiting period) otherwise the zoning inspector is to turn in the
fees collected within 24 hours.
Mr. Schlegel was present and noted he has been turning in the fees at the monthly
meeting for several years.
He was informed that the Twp management letter had this note in the last audit and
again in this most recent audit.
Mr. Schlegel said he would work with
the fiscal officer.
There was no further discussion.
Layne requested a motion to accept the November financial reports.
SECOND: Robert Layne
November financial reports were approved.
ORDER OF BUSINESS
NO. 4 – Zoning - Status
update on the following zoning Issues as of this session:
Monthly report - Inspector’s Report
- Mr. Jim
Schlegel - November 2007
Sent in Year End Report to Ohio Department of Development
Remodeling Home SR 111 Permit Issued
Visited three other sites, reviews
Chairman Layne asked if there is any other zoning issues to come before the Board?
There were none.
OF BUSINESS NO. 5 --
The chair asked for comments or concerns from Twp employees on current or proposed
Mr. Diemer was recognized and noted
that there are outside security lights burned out at the Township maintenance building on
Hammersmith road. He stated that several of
the lights need replaced. These are 175 watt
Trustees directed Mr. Diemer to get
replacement lighting from a local vendor (Menards, Lowes etc) Diemer is to place the lights at the entrance to the building also near
the salt shed but not on the west side of the building as neighbors in the area have in
the past complained about the bright glare of the lights at night.
OF BUSINESS NO. 6 - Trustee Report – Monthly Twp Rd inspection
The Trustee Monthly Twp Rd inspection report, exhibit 6-a as completed by
Trustees Layne and Ankney was reviewed.
The Twp crew was provided a copy and instructed to complete the work as noted.
The December - Rd review will be made by Mr. Peck.
Up-date on existing road projects
Kiser Rd project (1 full mile from Keller to Canal) – to be done in 2008.
See minutes forward from the Jan 07 session for project details.
From the Oct 07 session as directed the Co Engineer’s Office is negotiating to
acquire right of way as needed for this project.
Upon completion of this process the
Engineer will report to the Trustees and seek approval to continue with the project.
At this time anticipated expense is
to be between $340,000 and $380,000
This item will remain on the agenda until completed
the Chair asked if there were other possible road projects???
Mrs. Ruth Ann Schofield was recognized. She
stated that a Mr. Ben McClarn of 210 Lakeview Drive (419-393-4879) complained to her that
Lakeview road is deteriorating and is need of repairs.
Trustees assigned Trustee Ankney to contact Mr.
McClarin and to view the road to assess any immediate need.
Sponseller Rd flooding – BeeTree ditch clean out-rebuild.
See minutes of past meetings from March 07 to present for details.
Upper section to be addressed by Def. Co. Soil & Water in the fall of 07.
The lower section to be addressed with a grant applied for by Soil & Water and
anticipated in 08.
As of the Oct 07 session:
The county engineer is reviewing the issue of drainage of Sponseller from west to
east to get storm water to Bee Tree ditch. The
engineer is to report to the Trustees on a proposed project when all data is collected.
The ditch project is slated to be completed in 08.
the Trustees have agreed to address the drainage issue in this same time frame.
There was no further discussion on this project in the November session.
there were no other projects discussed.
OF BUSINESS NO. 7 - Personnel
The Chair asked if
there were any issues to be discussed?
There were none.
OF BUSINESS NO. 8 – Handouts
were distributed as noted below:
The Monthly (November 07) GrassRoots clippings was distributed as exhibit 8-a
OF BUSINESS NO. 9 - Old Business
The Chair asked if there was any old business??
There was none brought forth.
ORDER OF BUSINESS NO. 10 - New Business
The Chair asks if there is any new business to come before the Board?
There was none.
Tuesday December 17th, 2007
VFW Post 3360 – 221 Clinton Street - Defiance,
Layne requested a motion to adjourn the meeting of November 27th,
It was moved by:
SECOND by: Mr. Ankney
roll was called and the vote was:
The motion: Passed
J. Houck, Clerk