Minutes
DEFIANCE
TOWNSHIP TRUSTEES
JANUARY
11TH, 2005 RE-ORGANIZATIONAL
MEETING
The
Defiance Township Trustees met in special session at VFW Post 3360 in Defiance Township,
Defiance, Ohio,
on Tuesday January 11th, 2005
at 7:30 p.m. Following the Pledge of Allegiance the meeting was called to order by
Chairman W. Tom Wiseman. Answering to the
Roll were Trustees W. Tom Wiseman, Robert H. Layne and Charles Bakle Jr.
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 & Richard
Ankney, Township employees. Other(s)
present were JoEllen Houck of 8 Deville Driver, Defiance, Ohio, Mr. Wes
Moats of Moats Ford, Inc. Defiance,
Ohio, and Mr. James Schlegel, Township Zoning Inspector.
ORDER OF
BUSINESS NO. 1
Review and approval of minutes of the previous session.
Chairman
Wiseman requested a motion for the approval of minutes from the December 28th,
2004 session. The minutes accepted as presented.
MOTION: Charles
Bakle
SECOND: Robert Layne
YEA(s)
3
NAY(s) 0
Passed
X
Failed
The MINUTES
were approved for the December 28th, 2004
meeting.
ORDER OF
BUSUNESS NO. 2
Election of the
Chair and Vice - Chair –
a) Mr. Wiseman turned the meeting over to
the Clerk to conduct the election process for the Chair
i) Mr. Houck called for nominations.
ii) Mr. Wiseman nominated Mr. Layne and
Mr. Bakle seconded the nomination. No further
nominations were made and the Clerk called for a vote to elect Mr. Layne Chair for 2005.
Mr. Bakle:
yea
Mr. Layne
yea
Mr. Wiseman
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. Wiseman nominated Mr. Bakle
ii) Mr. Layne seconded and there were no
further nominations.
c) Chairman Layne called for a vote to elect Mr. Bakle Vice-Chair for 2005.
Mr. Bakle:
Yea
Mr. Wiseman
Yea
Mr. Layne
Yea
The vote being _3__ Yea(s)
__0__Nea(s)
Mr. Bakle
is elected Vice – Chair
ORDER OF
BUSINESS NO. 3 -- Wages for 2005
a) Elected Officials
i) The Trustees reviewed the information on salaries for elected officials as
presented in the November Ohio Twp Association’s newsletter.
ii) Mr. Bakle moved to pay the elected
Officials of the Township the maximum as allowed by Ohio Revised Code as noted through the
Ohio Twp Association’s November newsletter
(1) Trustees are allowed a 2.4% increase
to $39.41 per day times 200 days = $656.83 per month
(2) The Clerk’s salary will also increase by 2.4% to $11,825.04 or $985.42 per month
(3) This salary schedule becomes effective Jan 1, 2005.
iii) Mr.
Wiseman seconded
iv) The Chair called for a vote to pay elected officials as noted:
Mr. Bakle:
Yea
Mr. Wiseman
Yea
Mr. Layne
Yea
The vote being _3__ Yea(s)
__0__Nea(s)
v) The elected officials pay for 2005 is so set.
vi) Trustees wages will remain posted to the existing
fund account lines:
(1) One
Trustee to each of the following lines
(a) General
(b) Road & Bridge
(c) Gas fund
vii) Clerk’s allowed a 2.4% increase to $985.42 a month
(1) By law the
clerk must be posted to the General fund
b) Township employees pay –
i) Mr. Wiseman move
to go into executive session to discuss pay increases for 2005.
ii) Mr. Bakle seconded
iii) The
Chair called for a vote to enter into executive session:
Mr. Bakle:
Yea
Mr. Wiseman
Yea
Mr. Layne
Yea
The vote being _3__ Yea(s)
__0__Nea(s)
The Trustees went into executive session.
The Trustees returned from executive session.
iv) Mr. Wiseman moved to increase the pay rate for the following Township
employee classifications by 2.8% in 2005
(1) Operators
(a) Richard Ankney’s 2004 rate was
$12.75 to $13.10 in 2005
(i) Posted to Gas
Tax Account
(b) Joe Kolb’s 2004 rate was $11.50 w
cdl to $11.82 in 2005
(i) Posted to
Road & Bridge Account
(c) John Diemer’s 2004 was $11.00 but
with CDL earned in Dec 04 is raised to $11.50 per Twp minutes of Jan 04 all twp employees
with a cdl earn $11.50 per hr in 04
(i) Diemer’s
base salary for computing the raise for 05 is $11.50.
He will now move to -$11.82 in 2005
(ii) Posted to
Road & Bridge
(d) Jim Schlegel’s 2004 rate is $11.50
when working as an operator. He will move to
- $11.82 in 2005
(i) Posted to Gas
Tax
v) Cemetery sextant
(1) Mary Ankney’s 2004 rate of $9.50-- to $9.77 in 2005
(a) posted to general fund
vi) Zoning Inspector
(1) Jim
Schlegel’s 2004 salary as Zoning inspector was $425 per month and will be $437 in 2005
(a) Posted to general fund
(b) During this discussion the Trustees
debated the issue of employees of the
Twp collecting unemployment while employed by the Twp.
Mr. Schlegel is on seasonal layoff
from another employer (private sector). Mr.
Schlegel filed and is collecting unemployment
compensation. Per Ohio/Federal law according
to Ohio Department of Jobs and Family Services (ODJFS) employment division, the Twp is
responsible for a percentage of the unemployment obligation.
The Clerk confirmed this in a phone conversation with the ODJFS personnel.
This is because the Twp does not pay into an unemployment account but is billed for
this responsibility only when an employee is eligible for this benefit.
Mr. Schlegel is eligible.
The Twp was sent a notification letter which was presented to the Trustees in the
December meeting. Said letter is on file in
the employees personnel file and in the December monthly meeting file.
(c) The Trustees instructed the Clerk to
prepare a policy which states that any employees of the Twp who while employed by the Twp
and collects unemployment benefits d u e to a lay and or termination from another employer
will either pay the Twp back for its portion of the unemployment benefit or the Twp will
reduce that employee’s monthly pay by the benefit amount.
This policy is to be presented to the prosecutor’s office for review and
approval.
vii) Mr. Bakle seconded the motion to approve a 2.8% increase as noted above.
The Chair
called for a vote to approve a pay increase of 2.8% as noted above.
The Chair called the role:
Mr. Bakle:
Yea
Mr. Wiseman
Yea
Mr. Layne
Yea
The vote being _3__ Yea(s)
__0__Nea(s)
The motion to adopt a 2.8% increase in pay per the above
schedule was approved.
c) The Trustees then discussed the pay for the Zoning Board of Appeals
and Zoning Commission members
i) It was noted that this pay was increased from $10 per
meeting. This had been the pay for many
years. In Jan 04 the pay was increased to $15
per item at each meeting.
ii) Mr. Bakle move to maintain the present pay rate of $15 per item at
each meeting. Said pay rate to be set for
2005.
iii) Mr. Wiseman seconded.
iv) Chairman Layne called the roll on the motion to
maintain the pay rate at $15 per item per meeting.
Mr. Bakle:
Yea
Mr. Wiseman
Yea
Mr. Layne
Yea
The vote being _3__ Yea(s)
__0__Nea(s)
The motion
to adopt a pay rate for the Zoning Bd of Appeals and the Zoning Commission of $15 per item
per meeting was approved.
ORDER OF
BUSINESS NO. 4 - Expense reimbursements for 2005
a) resolution # 2005-4 provided a $36 per day limit on reimbursement
for meals
i) this resolution requires a computerized itemized expense
report from the vendor
b) resolution
#2005-3 provided for a mileage reimbursement of .405¢ per mile for travel on Township
business.
The Trustees approved both resolutions which are on file in
the Clerk’s Office.
ORDER OF
BUSINESS NO. 5 Bank
Depository for township funds is presently the State Bank and Trust.
a) The Clerk reviewed the current agreement which is with the State
Bank & Trust of Defiance
b) Said agreement is good through November 24th,
2007. –
c) Trustee Bakle
stated that this did not prohibit the Township from opening another account with another
institution. Further, Trustee Bakle asked if
some of the Township funds should not be invested in other than a checking account with
interest vehicle as is currently the
case.
d) The Clerk stated that he is still very concerned with cash flow as
he has had to transfer funds within fund level lines in order to pay bills on a regular
basis. The Clerk suggests that until the
Township accounts accede $500,000 per year; that the Trustees maintain the existing system.
The Clerk will however, look into opening an Account with Star Ohio once the spring
taxes are deposited in the Township’s accounts if the Trustees so desire and if no
further pressure via new or unforeseen
expenditures are incurred against the available funds.
(1) A Star Ohio
account is a savings account with 24 hour liquidity.
ORDER OF
BUSINESS NO. 6 – Adoption of the 2005 township Appropriations & budget
a) The Trustees then reviewed the proposed 2005 budget documents
i) Exhibits # 6a –is the “Approved Amended Certificate of Estimated Resources”
from the County Auditor which allows a total budget of $462,563.49
b) break out by fund level
i) General fund
$149,497.17
ii) Special funds
(1) Motor Vehicle License
$27,498.12
(2) Gasoline Tax
$109,036.27
(3) Road & Bridge
$87,133.00
(4) Permissive Tax
$8,150.88
(5) Fire levy
$81,248.05
TOTAL
$462,563.49
Chairman Layne requests approval of resolution #2005-5 to
adopt the 2005 Township Budget by fund line. Resolution
will allow the Clerk to move funds with in a fund level as he deems necessary in order to
expedite payment of the Township financial obligations.
Trustees approved the resolution which is on file in the
Clerk’s Office.
ORDER OF BUSINESS NO. 7 – Zoning
a) Review and approval of resolution 2005-1.
b) Trustees agreed to reappoint those members of the Zoning Board of Appeals and
Zoning Commission members & alternates whose terms expired 12-31-04.
i) Zoning Bd of Appeals
(1) Randy Wilde – term commencing 1-11-05 through 12-31-07
(2) Richard Wagner - term commencing 1-11-05 through 12-31-06
(3) Alternates
(a) Paul Ziplel - term commencing 1-11-05 through 12-31-07
(b) Tom Mick - term commencing 1-11-05 through 12-31-06
ii) Zoning Commission
(1) Neal Detter – term commencing 1-11-05 through 12-31-07
(2) Alternates’
(a) Jon Davis - term commencing 1-11-05 through 12-31-06
(b) Marvin Scott - term commencing 1-11-05 through 12-31-06
c) Resolution 2005-1 is on file in the Clerk’s Office.
d) The Trustees discussed the issue of a Bond for the Zoning Inspector.
The Clerk noted that Mr. Schlegel does not have a bond and that it is the Clerk’s
understanding that a bond is required as the Zoning Inspector handles Twp money via fees
collected. It was determined that the Clerk
should contact the Twp’s OTARMA insurance representative Dale Hess to acquire the proper
bond.
ORDER OF
BUSINESS NO. 8 – Sign
of Bills
a) Trustees reviewed the following debt obligations of the Township and signed the
payment checks and P.O.’s.
i) Fourth quarter taxes
(1) School
(2) Local
(3) State
(4) 941 – federal Medicaid
(a) and the 941c which addressed the Richard Ankney issue.
Mr. Ankney had retired in March 04 and was rehired by the Township in June.
The Clerk failed to set up the posting of Medicare for this employee.
This error was discovered during an internal audit by the Clerk in October.
Mr. Ankney’s payroll was property posted, however, the missed months needed to be
filed with IRS. After contacting the IRS and
under their direction the 941c was completed the check being signed at this meeting
resolves the issue.
(5) Fourth quarter UAN fees
ORDER OF
BUSINESS NO. 9 - Handouts
a) The 2005 Township Directory was distributed to those in
attendance. Mr. Schlegel noted that he was
also an operator and suggested that he be listed in that section as well as the zoning
section. That change will be made and a
revised Directory will be distributed at the regular Trustee session January 25th.
ORDER OF
BUSINESS NO. 10 – Equipment
a) Mr. Wes Moats of Moats Ford was present and reported that
the Township’s one ton cab and chassis vehicle ordered in Oct 04 has arrived and was
taken to Kalida Truck where the snow plow and dump bed are being installed.
Mr. Moats provided the Trustees with
an invoice for the cab and chassis and a copy of the order form. Chairman Layne signed the documents and Trustees Bakle and Wiseman
initialed each document.
b) The Clerk is to take this information to the County Auditor and
proceed with the financing of the unit. The
Clerk will have Farmers and Merchants Bank of Defiance financial the entire amount and set
up a repayment schedule for 3 years. The
first payment will be due Jan 2006. The Clerk
will report back to the Trustees when all is set. The
purchase price of the entire project is $56,443, without interest. F & M will finance the purchase @ 3.85% with three annual payments
of
i) $20,987.39 Jan 06
ii) $20,263.03 Jan 07 &
iii) $19,538.69 Jan 08
ORDER OF
BUSINESS NO. 11 – Review of Resolution 2005-2
a) Resolution
allows the Clerk to hire as needed Mrs. Sue Beecher the UAN traveling Clerk to assist the
Defiance Twp Clerk when in the performance of his duties he requires special expertise to
complete the accounting tasks and Clerk’s responsibilities efficiently and cost
effectively.
ORDER OF
BUSINESS NO. 12 – Report on Township Recorders organizing effort.
a) Trustee
Wiseman reported that the Twp recorders which were transported to BGSU where grad students
were paid by the Twp to organize the recorder by year and subject matter have completed
the task. He will be returning the recorders
to Defiance over the next several weeks one car load at a time.
Mr. Schlegel – Twp Zoning Inspector-
said he is in need of these recorders in order to respond to a citizen request for
information on the zoning of a certain property. A
discussion resulted as to where the records should be kept and it was decided that for the
present the records will again be stored at Anthony
Wayne Elementary School.
ORDER OF
BUSINESS NO. 13- NEXT MEETING:
Time:
7:30 p.m.
Place:
VFW Post 3360 – 221 North Clinton Street - Defiance,
Ohio
Chairman Layne
requested a motion to adjourn this meeting of January 11th,
2005
Motion:
Charles Bakle
Second: W. Tom Wiseman
.
YEA(s)
3
NAY(s) 0
Passed
X
Failed
Respectfully
Submitted
Timothy J.
Houck, Clerk