Minutes
DEFIANCE
TOWNSHIP TRUSTEES
December
27th, 2005 MONTHLY MEETING
The
Defiance Township Trustees met in regular session at VFW Post 3360 in Defiance Township,
Defiance, Ohio,
on Tuesday December 27th, 2005
at 7:30 p.m. Following the Pledge of Allegiance the meeting was called to order by
Chairman Robert H. Layne. Answering to the
Roll were Trustees Charles Bakle, W. Tom Wiseman & Board President Layne.
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: Mr. James Schlegel, Township
Zoning Inspector, Richard Ankney,
Mary Ankney, & John Diemer Township employees. Other(s) present were: Ruth
Ann Schofield (of the Twp Zoning Bd of Appeals) & Robert Schofield -15968 Campbell Rd,
Dan Peck 505 Wayne St, Conrad Beck of
Beck Ins – Archbold, Ohio,
& Marilyn Steele 15107 St Rte 66s.
ORDER OF
BUSINESS NO. 1
Review and approval of minutes of the previous session.
Chairman
Layne requested a motion to approve the minutes from the November 29th,
2005, session.
MOTION: Charles
Bakle
SECOND: W.
Tom Wiseman
YEA(s)
3
NAY(s) 0
Passed
X
Failed
The MINUTES
of the November 29th, 2005,
session were approved.
ORDER OF
BUSINESS NO. 2 - citizens concerns
a) Marilyn Steele of 15107 St Rte 66s was in attendance.
The Chair asked if she had any concerns. She
said no she was just observing the session.
ORDER OF
BUSINESS NO. 3 -
FINANCES –
The
following financial reports provided to the Board were reviewed.
b) The November monthly Reconciliation – noted a reconciliation
balance of $360,269.28 as of November 30, 2005..
balance is minus the outstanding checks.
i) The balance was $44,493.92 more than the
previous month’s balance.
c) Receipt & Payment reports
i) Receipts for December were $12,301.15. Bills for December totaled $23,091.89.
d) The Cash fund summary through December 30th,
2005, showed an “ending cash
balance” of $349,478.54.
e) The unencumbered cash balance “cash available” was $334,254.50
which is the balance after encumbrances are subtracted from the cash balance.
f) Appropriation
Status showed that through December 30th, 51% 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 tentatively for the 2007 construction season & to have one year’s
payment available for the Twp fire contract with the city of Defiance.
All reports will be on file in the Clerks office.
g) The Trustees reviewed and signed the bills for the month.
h) Payroll for December was then reviewed and checks signed by the
Trustees.
Mr. Layne
asked for a motion to accept the financial reports.
MOTION: Charles
Bakle
SECOND: W. Tom Wiseman
YEA(s)
3
NAY(s) 0
Passed
X
Failed
The
financial reports were approved as presented.
i) 2005 budget issues were reviewed by the clerk;
i) the clerk reported that he sent the co auditor data
requesting an “amended certificate” to adjust 05 budget to reflect the posting of the
issue ii funds and to reduce the anticipated revenues in the 2231 fund line “permissive
motor vehicle license tax” this was necessary as;
(1) the beginning
year estimate of revenue for the 2231 fund was for $7,537
(2) year to date
received as of the Dec 05 meeting was $6,228
(3) the auditor
must amend the appropriation down so that the sum received is equal to or greater than the
amount appropriated. The clerk requested a
fund reduction of $1,500
(4) the clerk
request the Trustees approve a motion to adopt a re-appropriation of funds in this account
line for 05 to $6,037.00
Chairman
Layne requested a motion to reduce the appropriated funds in fund line 2231 by $1,500 in
order to ensure that the actual revenues of 05 are within the appropriation limits as
required by law.
MOTION: Charles
Bakle
SECOND: W. Tom Wiseman
YEA(s)
3
NAY(s) 0
Passed X
Failed
The motion to reduce the fund line was passed.
b) The Trustees then reviewed information provided by the clerk
relative to the 2006 Twp Budget & 05 year end
i) The clerk noted that no expenses may be incurred
until the 2006 budget has been adopted either temporarily or permanently
ii) the budget will be presented at the Jan 17th reorganization meeting
for Trustee review and action
(1) trustees were
provided a copy of the proposed draft of the 06 budget during the November meeting.
That budget was submitted to the county auditor.
The auditor will review and return the Twp’s 06 budget “amended
certificated”. It is this document that the
Trustees will approved during the Jan 17th,
re-organizational session.
ORDER OF
BUSINESS NO. 4 Township Zoning
a) Trustees
reviewed the Status on the following zoning Issues as of this session:
i) Reprinting of Twp Zoning Rules – (Blue Zoning book)
- amended and adopted Oct 05 – clerk reported he continues to acquire bids:
(a) from
(i) Hubbards of Def – no bid submitted – awaiting bid
(ii) Kinkos –
(iii)
Lawson’s Printing
(iv) Hilltop Printing
(v) Possibly from Miami U – Oxford Ohio
(b) Bids will be presented at the Jan session for the Trustees to select the vendor for
this project.
b) Zoning Inspector Schlegel stated that a zoning Bd of Appeals session was
requested –
i) Jerry Baden requests a hearing on his proposal to split property.
ii) Session will be scheduled for 6:30 p.m. on Jan 31st.
iii) The clerk will publish the “Public notice” and send letter of notification to
neighbors within 500’ as required.
c) Monthly
report - Inspector’s
Report - Mr.
Jim Schlegel
i) ZONING REPORT - DECEMBER 2005
(1) Discussed
zoning regs ref Mobile Homes with Margo Straman SR 66.
She paid her zoning fee. She also advised me that when this project was
discussed a few years ago she contacted Dave Branson and he advised her
to move the new home in and she did not need a zoning permit.
(2) Received Soil
& Water plans for a new home by Terry Heller on Bowman Rd.
At this time I have received no plans from Mr. Heller
(3) Have been
working with Jerry Baden whom owns property on Harding Rd. He
has requested a variance for building there and all paperwork and fees
have been turned over to the Clerk for zoning board meeting.
(4) Year-end
zoning receipts have been finalized and given to the Clerk.
(5) I am
currently working on year-end reports for the State of Ohio.
Respectfully Jim Schlegel Zoning Def Twp
ORDER OF
BUSINESS NO. 5 -- Equipment;
a) equipment
issues:…discussion
i) UAN computer disposition
(1) The clerk
provided the Trustees with exhibit 5-a a letter from the prosecutor’s office
which details allowable method of disposal
(a) Twp Trustees directed clerk to contact the
“Defiance County Senior Center” to donated the unit to this county gov’t group.
ORDER OF
BUSINESS NO. 6 - Trustee Report – Monthly Twp Rd
inspection
a) December
- Rd review by Trustee Wiseman
i) – Mr. Wiseman
provided the clerk with a hard copy of the road review.
ii) Copies will be made and distributed to the
Township rd crew to determine work schedule
iii) Trustee Layne will conduct the inspection in
January inspection
b) The Defiance Co Engineer requested Trustees to sign off on number of Twp rd miles.
Trustees were provided a form from the Engineer to review this was presented as Exhibit
6-b
i) Trustees concurred with the engineer’s assessment and signed off on the report.
c) Trustees then
discussed with the road crew the existing
road projects
i) Berming on the Co Line Rd near the Bill Webb
residence
ii) Hammersmith use berm reclaimer in the 23000 block
(1) Trustees were informed that all
berming projects are on hold until spring. Twp
trucks are now set up for snow removal.
iii) Trustees discussed a reported flooding issue on
Sponseller Rd near the Hahn residence. Mrs.
Schofield had noted that there was a “dip” in the road in this area &
during heavy rains the road floods. Trustees
wanted the crew to check this concern and repair if possible as noted in the Nov session.
(1) Crew reports they find no problem
with this road. Trustees instructed a review
after the next heavy rain.
iv) Trustees discussed the continuing Indian Bridge
Lane issue- citizens have contacted trustees to address ponding and after construction
issues to the median strip.
(1) The clerk had been instructed to send a letter to the Defiance County Commissioners
–
(a) Commissioners wwere the gov’t agency that coordinated the sewer repair problems
that allegedly led to the existing after construction issues
(i) The Twp
letter was presented to the trustees as exhibit 6-iv -1 and is on file with the minutes of
this meeting.
(b) The Commissioners responded with a letter which was reviewed – see agenda exhibit
6-iv -2 – letter will be on file in the meeting minutes
(i) Commissioners will contact their contractor and discern if there is any further
obligation on the contractor’s part.
v) Schroeder Rd name issue was reviewed.
(1) Trustees had directed the Clerk to
write letter see (exhibit 6-v) of this meeting -- to Keith & Missy Arnett at
21488 Parkview dr (which is really Schroeder road) –letter is on file with this meeting
(a) The letter indicated the Trustees position that
the Arnett’s are to take up the issue with the Board of Commissioners who have sole
authority to name or re-name roads in the unincorporated areas of the County
d) New road projects were then discussed.
i) 2006 – Kiser Rd
(1) per the Nov 05 session the Twp awaits
cost estimates from the County Engineer for the full remaining mile and a half mile
project in 06
(2) this information will determine if
any of the project will take place in 06. Trustees
anticipate the estimates by the Jan 06 session.
(3) The clerk noted that the Twp budget
can not handle the entire project in 06.
ii) Parkview road sign
(1) Trustees noted that a “Yield”
sign should be erected where Parkview loops onto itself near the exit onto Power Dam.
(2) Road crew to acquire sign and place.
ORDER OF
BUSINESS NO. 7 - Personnel
a) Trustee elect - Dan Peck – was given a personnel Twp info packet – to be filled
out.
i) This data will be kept on file
b) The Clerk reported that he will contact OTARMA to secure elected officials bonds
for both of the newly elected Trustees.
ORDER OF
BUSINESS NO. 8 – Hand outs were distributed as noted below:
a) The Monthly (December 05) GrassRoots clippings newsletter was
provided as exhibit 8-a
ORDER OF
BUSINESS NO. 9 Old Business
a) The
2006 Ohio twp Association Annual winter meeting was discussed.
The clerk reported:
i) the conference will be held Feb 1, 2 ,3 & 4
ii) Trustees attending were registered by
the clerk as directed.
iii) Travel/information packets will be distributed at the Jan session.
a) Twp Web – site – is activated however, the clerk is yet to
provide info to the web master
i) Clerk noted this will be done when time permits
as we are in year end and the Twp accounting needs are very time consuming.
Anticipate info be provided to the web master in early Jan
ii) Tjh is then to write a news release stating the site is activated
b) There was no other old business
ORDER OF BUSINESS NO. 10 –
New Business:
a) Trustees reviewed an easement request from Don Brown,
20472 Kiser Rd – Defiance, Ohio.
i) Exhibit 10-a – was provided to the Trustees
(1) Request was
to allow property owner to discharge waste water into the Kiser road ditch.
(2) Mr.
Wiseman stated that he was told Mr. Brown had contacted the “Co Health Dept”
and they had no opposition to the project
(3) Mr.
Layne said he contacted the Co. Engineer’s Office.
He was told there is not sufficient flow in the Kiser ditch for this type of
discharge and that in the dry months a stench would develop.
(a) Layne also noted that a ditch with proper flow is
available through the woods adjacent to the Brown property and that Mr. Brown has an
easement to that ditch. (Colwell ditch).
Chairman Layne requested a motion to approve or deny the
request.
Mr. Bakle moved to deny.
MOTION: Charles
Bakle
SECOND: R. Layne
YEA(s)
2
NAY(s) 1
Passed
X
Failed
The motion to deny the request of Mr. Brown was passed.
b) Twp liability insurance coverage for 2006 was discussed
i) The clerk provided the trustees with a packet
from our current insurers – OTARMA
(1) See packet - exhibit 10 – b on file in the clerk’s office
(2) Premium is
$2,000 more than in 2005.
ii) Trustees then recognized Mr. Conrad Beck, of
Beck’s Insurance of Archbold, Ohio
(1) Mr. Beck
represents Ohio Insurance Plan and competitor to OTARMA
(2) Mr.
Beck presented a bid for what is believed to be like insurance coverage of $5,403
per annum
(a) This is approximately $2,000 less then the OTARMA
bid
(3) Beck
explained the need for a drivers background review and that if Twp drivers have three
moving violations in three years that employee would not be insurable
(4) Under the
Ohio program per beck
(a) There is a discount program for years without an
incident ( this changes based on state wide incidents)
discount currently can range from 5 to 10%
(b) Also – there is coverage by the Ohio program on
an incident even if after the incident the Twp should change insurers – this is not the
case – per Beck – under OTARMA
(5) Beck noted
his program covers
(a) Richland, Highland, Adams and Milford Twp in Def
Co & Hicksville village
iii) Trustees decided to have the OTARMA
representatives present at the Jan session
(1) A decision
will then be made.
c) Home Sewage Treatment Rules – HB 231
i) Information on this house bill was presented to the Trustees in exhibit 10-c a
letter from St Rep James Hoops
(1) Trustees to review and contact Mr. Hoops
with comments if necessary.
d) A request from the Co. Engineer for the 2006 Rd projects which
would be handled via bids of the engineer was presented as exhibit 10-d
i) Trustees to considered the projects and provide a response to the
engineer by the 1-26-06 annual Twp Association – Engineer meeting.
ii) The Clerk noted that it is advisable to keep project totals below $20,000
for the year. A larger amount will impact Twp
ability to pay for Kiser Rd project in 07.
e) Trustee Wiseman was recognized by the chair
i) Mr. Wiseman
offered his thanks to all Twp personnel during his term which concludes as of the end of
Dec.
ii) Mr. Bakle also offered
his appreciation of the work of the Twp staff.
iii) Both gentleman conclude their term as of Dec 31st,
mid night.
iv) Trustees welcomed and congratulated in coming
Trustee elects
(1) Dan Peck
&
(2) Richard
Ankney
11)
NEXT MEETING:
Time:
7:30 p.m.
Place:
VFW Post 3360 – 221 North Clinton Street - Defiance,
Ohio
Chairman Layne requests a motion to adjourn this meeting of
December 27th, 2005
MOTION:
Charles Bakle
SECOND: W. Tom Wiseman
YEA(s)
3
NAY(s) 0
Passed
X
Failed
Respectfully submitted,