Minutes
DEFIANCE
TOWNSHIP TRUSTEES
November
28th, 2006 MEETING
The Defiance
Township Trustees met in regular session at VFW Post 3360 in Defiance Township, Defiance,
Ohio, on Tuesday November 28th,
2006 at 7:30 p.m. Following the Pledge of Allegiance the Chair instructed the clerk to
call 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.
Township employees
present were: John Diemer – 23361 Defiance-Paulding Co Line Rd,
James Schlegel (zoning inspector) – 220 Pinewood Ave., & Joe Kolb 16492
Cullen Rd.
Visitors present:
Mr. Charles Bakle Jr. – 1204 Wayne St., Ruth Ann Schofield 15968 Campbell Rd, Brad Short of Liechty Farm Eq – Archbold, Ohio,
Defiance Fire Chief Mark Marentette & JoEllen Houck of 8 Deville Drive,
Defiance, Ohio.
ORDER OF BUSINESS
NO. 1
1)
Review and approval of minutes of the previous session.
Chairman Layne asked if there were any corrections or deletions.
There being none offered, Mr. Layne
requested a motion for the approval of minutes from the October 31st, 2006 session.
MOTION: Richard
Ankney
SECOND: Dan Peck
YEA(s) 3
NAY(s) 0
Passed
X
Failed
The MINUTES were
approved as submitted for the October 31st,
2006 meeting.
ORDER OF BUSINESS
NO. 2 - citizens concerns
a)
There were none.
ORDER OF BUSINESS
NO. 3 - FINANCES
–
The following
financial reports provided to the Board were reviewed.
a)
The October monthly Reconciliation – noted a reconciliation balance of
$484,447.11 as of October 31st
, 2006….. balance is minus the outstanding
checks.
i)
The balance was $13,112.42 less than the previous month’s balance.
b)
Receipt & Payment reports
i)
Receipts for October were $20,038.85. Bills
for October totaled $19,876.11.
c)
The Cash fund summary through October 31st 2006,
showed an “ending cash balance” of $484,609.85.
d)
The unencumbered cash balance “cash available” was $409,629.70 which is the
balance after encumbrances are subtracted from the cash balance.
e)
Appropriation Status showed that through October 31st, 35% of the
years’ appropriations had been expended. All reports will be on file in the Clerks
office.
f)
The Trustees reviewed and signed the bills for the month.
g)
Payroll for October was then reviewed and checks signed by the Trustees.
Mr.
Layne asked for a motion to accept the financial reports.
MOTION: Richard
Ankney
SECOND: Dan Peck
YEA(s) 3
NAY(s) 0
Passed
X
Failed
The motion passed.
ORDER OF BUSINESS
NO. 4 Township Zoning
a)
Zoning Inspector Schlegel was recognized and informed the Trustees that both the
Twp Appeals Bd and Zoning Commission will meet on December 19th.
i)
The Appeals Bd will meet at 6:30 p.m. to hear a request for a conditional use to
build a new home.
(1)
The request was made by Chris Fisher for property on Krouse rd.
ii)
The Commission will meet at 7 p.m.
(1)
The request was made by Jerry Baden for property on Powers rd for a rezoning from
ag to r-1 (residential)
b)
Monthly report - Inspector’s Report
- Mr. Jim
Schlegel
i)
Mulinix Hammersmith Rd 70 X 30 Barn Permit Issued
ii)
Chris Fisher Powers Rd Rezone AG to Conditional Use R1 – Submitted
iii)
Robert Eitniear, Bowman Rd Form D to Health Dept ref. Septic System for Camp Site.
iv)
Jerry Baden Powers Rd to Rezone AG to R1 Submitted
v)
Ted Brown Powers Rd Site Review for AG out building. On Hold
vi)
Steve Yaros, Sponseller Rd Out Building Permit Issued.
vii)
Eric Gerber Sign removal he advised he will move sign this week
viii) Received Paper Work from Ohio Department of
Development Requesting info on all New Homes & Demolitions, I will submit.
This will enable the Township to receive their fair share of Government Funding
& Grants.October 2006
End of report.
ORDER OF BUSINESS
NO. 5 - Equipment
a)
Comments or concerns from Twp employees on current or proposed new eq.
i)
Twp crew noted that the Twp’s ford tractor needed an oil change and service
b)
The clerk reported on the purchase of new Twp copier – Ricoh 3025.
As instructed by the Trustees in the Sept 06 session the clerk ordered the copier
from JBS. Cost of the copier was $4,200.
the unit was delivered 11-22-06.
i)
Trustees inquired as to the location of the old copier.
They were informed that the Twp crew picked it up from the clerk and it is stored
at the Twp maintenance building on Hammersmith rd. The
unit will be sold at public auction in the spring as part of the items sold when the
County conducts its auction.
c)
License plates for mowing trailer – “Carry-on” trailer purchased from Tractor
supply in the early fall of 06.
i)
The clerk reported that the gratis plates were received from ODOT and provided to
the Twp crew just before this meeting. The
plates are to be placed on the trailer.
d)
Sales presentation
i)
Brad Short – Liechty Farm EQ – Archbold. 419-572-1493
was present and was recognized by the chair.
(1)
Mr. Short asked that his company be
considered when the Twp purchases new equipment that his company sells.
(2)
Short noted that his company has stores in Archbold and Paulding and their
equipment is mostly part of the state bid process so state pricing is in effect for any
Twp purchase.
(3)
Short also noted his company has a well deserved reputation for service and
reliability.
(4)
A sales brochure was distributed to the Trustees.
ORDER OF BUSINESS
NO. 6 - Trustee
Report – Monthly Twp Rd inspection
a)
The monthly Trustee road Report was discussed.
i)
The November road inspection was conducted by Trustee Ankney…and distributed as exhibit
6-a
(1)
Normal berm maintenance was noted
(2)
It was also noted that Paulding Co Eng is replacing a bridge on the Paulding
Defiance Co line rd
(a)
Part of this road is in Def Twp and the closure impacts traffic pattern in the area
(3)
Mr. Peck has the December inspection.
b)
Trustees then discussed existing road projects
i)
Kiser Rd project in 2007
(1)
Timeframe as determined by Trustees at
the jan 06 session is to do 2nd half (1 mile from Keller to Canal) in 2007
(2)
est cost from Co Engineer provided at
the Jan 06 session was $380,972.00
(3)
fiscal officer continues to note that 07 timeframe may not be fiscally possible
(a)
as of this session there is approximately $145,000 available based on receipts vs
anticipated expenses for remainder of 06)
(b)
Tjh has contacted the Engineer’s office to acquire an informal new cost estimate
as directed by the Trustees in Sept’s session. The
cost estimate is requested based on the recent reduction in oil prices.
(i)
exhibit 6-b-3-i for 1 mile expense was
distributed
1.
cost est for the mile is $354,135 which is approximately $30,000 less than the Jan
est
2.
Exhibit 6-b-3-ii for .5 mile expense was distributed
a.
Cost of the .5 mile was 191,785.00 which is approximately $14,000 less then the Jan est
(4)
regular updates will be provided
ii)
Indian Bridge Lane
(1)
See agendas of April
through Sept for project details
(2)
Project work is
complete except for seeding.
(3)
per Trustees directions
in the August 06 session the clerk has contracted the seeding bid to Muntz landscaping of
Holgate, Ohio, the bid amount was $1870.
(4)
Muntz was contacted by
clerk at Trustee direction in the Oct session…he is to contact the clerk when seeding is
complete. Due to rain and ground conditions
it may be spring of 07 before this is seeded.
(5)
Mr. Peck again raised
the concern that it was his belief that the seeding could have been put in place by now.
(a)
Both Mr. Ankney and Mr.
Layne disagreed and noted the ground needed to be worked up and that it has (in their
opinion) been to wet to do this. They are ok
with the work being done at the first opportunity in the spring of 07.
c)
The annual ODOT Twp hwy certification of miles for 06 was distributed as – exhibit
6-c – Trustees reviewed and signed the report which is to be submitted to the County
Engineer. The Engineer will sign and submit
the report to ODOT and provide the Twp with a copy for its records.
d)
Trustees then reviewed
information provided by the County Engineer noting that a new road has been constructed
and dedicated to Def Twp. Notice from County
Engineer was distributed as exhibit 6-d
(1)
The exhibit included a County commissioner resolution and drawing of the road
which is named “Procom Drive.” It
is approximately 320 feet and is on the north side of Baltimore Ave (St Rte 424) just west
of Eric’s Ice Cream. At present the road
provides access to the “Ohio License Bureau Office” serving Defiance.
e)
The Chair asked if there were any new road projects???
i)
There were none.
ORDER OF BUSINESS
NO. 7 -
Personnel
a)
Downes Hurst &
Fischel law firm of Columbus, Ohio, continue to work on personnel matters regarding
the possible overpayment by the Twp to OPERS for benefits for Twp employee Mary Ankney. There were no comments regarding this issue.
ORDER OF BUSINESS
NO. 8 – Hand
outs
a)
Monthly (November 06) GrassRoots clippings – exhibit 8-a was distributed.
ORDER OF BUSINESS NO. 9 – Old
Business
a)
Renewal of Twp fire levy was reviewed.
i)
The clerk reported that the County Auditor’s Office said that the first eligible
ballot time is Nov 07
ii)
Mr. Peck had previously requested data
on number of runs made in our Twp for 04, 05 and 06 to date – exhibit 9-a-ii was
distributed and reviewed which addressed these questions.
The information is on file in the clerk’s office with the minutes.
(1)
Mr. Peck provided web site data on
charges for this service that other communities were paying
(2)
Exhibit 9-a-1 Canton ohio news article
(3)
Exhibit 9-a-2 Stillwater, Oklahoma
(4)
Exhibit 9-a-3 Maumee, Ohio
(5)
Exhibit 9-a-4 general information
(a)
All exhibits are on file in the clerk’s office with the minutes.
iii)
The Chair asked for comments or discussion.
iv)
Mr. Peck asked Chief Mark
Marentette what he believed the cost was to provide the service to Def Twp.
Mr. Peck noted that there is no consistent number of runs into the Twp on a yearly
basis.
(1)
Chief Marentette – stated
that he doesn’t negotiate the service contracts so he can’t speak accurately on that
topic. He noted that the City must maintain
and have equipment on standby whether or not the Twp contracts with Defiance City.
It was the Chief’s belief that the contract price is much less expensive than if
Def Twp had to maintain its own fire/rescue department.
(2)
He also noted that the city
is trying to blend services with a-joining Twps that have fire and or rescue services of
their own.
(3)
Chief Marentette also
noted:
(a)
that on each run at least
one “advanced life support trained person” is sent out.
(b)
The city has a record of a
good response time on call outs
(c)
The city station is manned
24-7
v)
Mr. Peck asked if the City
reaches the current contract price by simply looking at what the fire levy brought in on
an annual basis?
(1)
Chief Marentette said he
didn’t know.
(2)
Mr. Bakle – former
Trustee – asked to be recognized.
(a)
Bakle said that he believes
that is exactly how the city set the rate.
vi)
Trustees assigned Trustee
Peck to discuss costs and charges to the Twp for a possible extension of the contract
should the levy be renewed.
vii)
Mr.
Layne noted that without the levy the cost of this service would again be borne by
the Twp general fund account. This
account was unable to fund all its other obligations along with fire and rescue before the
levy. He believes it is critical to renew the
levy and therefore moved to place the levy on the November 07 ballot as a replacement
levy.
MOTION: Robert
Layne
SECOND: Richard
Ankney
YEA(s) 3
NAY(s) 0
Passed
X
Failed
The motion passed.
a)
The chair asked if there was any old business to come before the Board?
i)
There was none.
ORDER OF BUSINESS NO. 10 – New
Business.
a)
The clerk presented an
OEPA advisory on the Def Co Landfill expansion to the Trustees as exhibit 10-a
i)
A public hearing on the
expansion application is set for 11-30-06 at the Regional Medical Center in Defiance.
ii)
Trustees were invited
to attend.
b)
The Clerk then informed
the Trustees that it was time to review the Twp Ohio Plan – insurance coverage for
renewal for 2007
i)
Trustees asked that
Conrad Beck, the agent for the Ohio Plan make a presentation
(1)
The clerk is to
schedule for jan 07.
ii)
Mr.
Peck asked for a quote from a competitor.
(1)
The clerk will ask
OTARMA if they have an interest in quoting.
iii)
As part of the possible
renewal with the Ohio Plan Trustees were to review the Insurance property and vehicle
schedules for 07 as provided
(1)
There were no changes
from the 06 schedule
iv)
The clerk noted that
the premium for 07 was to remain the same as the 06 premium - $5,839.
c)
The Chair asked if
there was any other new business??
i)
Zoning Inspector
Schlegel asked to be recognized.
(1)
He stated that he
wanted direction as to which zoning map he was to work from.
He has two maps.
(a)
One dated sept 05 which
was adopted by the zoning commission after three public hearings.
(b)
This map designated r-1
residential to many areas that had been
“conditional use”
(c)
Another zoning map was
distributed sept 06
(i)
Ruth Ann Schofield acquired
the map from soil and water
(ii)
This map showed the
current r-1 area as conditional use areas which was there designation prior to the zoning
commission adopting the sept 05 map
(d)
Ruth Ann Schofield was
recognized and said the sept 06 map showing “conditional use” should be the map being
used.
(e)
The clerk was
recognized:
(i)
He noted that the map
of sept 05 was adopted and was recorded as the map of record
(ii)
Further, there must be
some record of change should the Twp desire to use the map of sept 06 and as the official
record keeper for the Twp the Sept 05 map will be maintained as the map of record until a
public meeting is held and a change is properly documented.
(f)
Ruth Ann Schofield said
she would contact the Prosecutor’s office for review as she is certain that Russ Herman,
assistant prosecutor, had told her that the existing (sept 05 map) was not properly
adopted.
(2)
The issue was left open
until the Twp receives direction from the Prosecutor’s Office.
d)
The chair asked again
if there was any other new business? – there was none.
12)
The Township Trustee MEETING:
Time:
7:30 p.m.
Place:
VFW Post 3360 – 221 North Clinton Street - Defiance,
Ohio
Mr. Layne requests a
motion to adjourn this meeting of November 28th,
2006
MOTION:
Richard Ankney
SECOND:
Dan Peck
YEA(s) 3
NAY(s) 0
Passed
X
Failed
The motion passed.
Respectfully
Submitted
Timothy J. Houck,
Fiscal Officer/Clerk