Minutes
DEFIANCE
TOWNSHIP TRUSTEES
November
29th, 2005 MONTHLY MEETING
The
Defiance Township Trustees met in regular session at VFW Post 3360 in Defiance Township,
Defiance, Ohio,
on Tuesday November 29th, 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 15968 Campbell Rd, of the Twp
Zoning Bd of Appeals, Warren Schlatter
Defiance County Engineer, & Marilyn and Ronald Steel 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 October 25th,
2005, session.
MOTION: W.
Tom Wiseman
SECOND: Charles Bakle
YEA(s) 3
NAY(s) 0
Passed
X
Failed
The
MINUTES of the October 25th, 2005,
session were approved.
ORDER OF BUSINESS NO. 2 -
citizens concerns
a)
Marilyn and Ronald
Steel of 15107 St Rte 66s were in attendance. The
Chair asked if they had any concerns. They replied they were observing the session.
ORDER OF BUSINESS NO. 3
- FINANCES –
The following financial reports provided to the Board were
reviewed.
b)
The October monthly
Reconciliation – noted a reconciliation balance of $315,775.36 as of October 31,
2005.. balance is minus the outstanding checks.
i)
The balance was
$10,629.09 less than the previous month’s
balance.
c)
Receipt & Payment
reports
i)
Receipts for November
were $63,819.55. Bills for November totaled
$19,571.66.
d)
The Cash fund summary
through November 30th, 2005,
showed an “ending cash balance” of $360,023.25.
e)
The unencumbered cash
balance “cash available” was $338,870.96 which is the balance after encumbrances are
subtracted from the cash balance.
f)
Appropriation Status
showed that through November 30th, 45%
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 November
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.
a)
Trustees requested the
Clerk to cancel the cell phone contract that the Twp has with “Centennial Wireless”.
It was determined by the Trustees that the Twp no longer
needed this service.
Mr.
Layne asked for a motion to cancel the phone service being provided by “Centennial
Wireless”.
MOTION: Charles
Bakle
SECOND: W. Tom Wiseman
YEA(s) 3
NAY(s) 0
Passed
X
Failed
The
motion passed.
Trustees
discussed the General fund budget of the Twp and noted that in 05 the Twp was in receipt
of approximately $43,000 in estate tax revenues. Trustees
believe that this money should be set aside as a reserve for the Fire Contract expense
that the Twp has with the City of Defiance. Presently,
this expense is paid from a special tax levied expressly for this service.
However, the tax levy is up for renewal in 08 and should it fail the Twp would be
in difficultly in making payment.
Mr.
Layne asked for a motion to designate the 05 estate tax received by the Twp for use for
the fire levy payment in 08 until and unless the levy is renewed at the ballot in 08.
MOTION: W.
Tom Wiseman
SECOND: Charles Bakle
YEA(s) 3
NAY(s) 0
Passed
X
Failed
The
motion passed. It was noted by the Clerk that
this resolution is not binding on future Boards of Trustees of Defiance Twp.
ORDER OF BUSINESS NO. 4 Township
Zoning
b)
Trustees reviewed the following zoning Issues as of this
session:
i)
Reprinting of
Twp Zoning Rules – (Blue Zoning book) - as
amended and adopted during the Oct 05 Trustees session.
The clerk reported that he is:
(1)
Acquiring bids:
(a)
from Hubbards of
Def
(b)
Kinkos –
(c)
Miami U – Oxford Ohio
(2)
And, will have the printing done by the lowest bidder.
(3)
Mr. Bakle stated
that the Twp should also acquire bids from Hilltop and Minute Man press both of Defiance.
The Trustees agreed with this suggestion. The
Clerk will get bids and report back to the Trustees.
c)
Monthly report - Inspector’s Report - Mr.
Jim Schlegel
i)
November 2005
---awaiting e mail f schlege
ORDER OF BUSINESS NO. 5 --
Equipment;
a)
equipment issues were reviewed.
i)
twp computer
replacement update.
(1)
The clerk reported that the State auditor’s tech assisted in transferring the
data from the old to the new unit. The cost is part of UAn quarterly fee
(2)
The system is up and running
(3)
Lost all e mails during transfer of data
(4)
State gave old system to Twp…
(a)
Trustees directed the clerk to contact the Co Prosecutor’s office to determine
allowable method of disposal. The clerk will report back to the Trustees.
ii)
The 04 – 7400
International dump truck payment for 2006 is processed as of the Nov Twp meeting.
(1)
The clerk reports that the Twp is making the 2nd of 5 annual payments -
$13,000+
iii)
Mr.
Layne asked if there were any other eq issues???
(1)
None were raised.
ORDER OF
BUSINESS NO. 6 - Trustee Report
– Monthly Twp Rd inspection
a)
The November
- Rd review was presented by Trustee Bakle
i)
-- A copy of the
report was provided to Township rd crew to determine work schedule
ii)
a copy is also on file
in the clerk’s office
iii)
Trustee Wiseman will
conduct the inspection in December
b)
Up-date on existing
road projects by Twp staff
i)
Berming Kiser Rd
– completed per staff
ii)
Patch Winn Rd.
– completed as needed per staff
iii)
Bowman project
– work by Bendele as request by the Trustees was completed
(1)
This involved culvert repair/replacement
iv)
In the October – Schroeder
Rd issue was discussed. During the Oct
session an issue was raised by a resident of Schroeder road stating that the road was
re-signed Schroeder from Parkview. The
citizen objected. Research by the Trustees
and the clerk found that the subdivision was platted with Schroeder Rd – maps of the
subdivision are on file in the clerk’s office. The Trustee’s agreed that the citizen should contact the Co.
Commissioners as the Commissioners are the entity of authority in naming and/or dedicating
roads in the County. No further action is
being considered at this time.
c)
New road projects..
i)
2006 – Kiser Rd –
Trustees discussed whether or not to bid this project in part, in whole or not in 2006.
(1)
The Clerk noted there is not enough money available to pay for the full remaining
mile of the road without placing the Twp funds in the same condition as existed in early
2004.
(i)
Note there was just
over $1,000 in the gen acc’ts in Jan 04
(ii)
The Twp had to secure
prosecutor’s office approval to transfer from fund to fund in order to make payrolls
(iii)
Today
the Twp also has it maximum allowable indebtedness
(2)
Trustees asked that the County Engineer acquire a bid to do a .5 mile section from
Keller rd easterly. This would elevate a
concern with how the current road transitions from rebuilt section to old section.
(3)
The Engineer stated he would get this info for the Trustees during the Jan 26th
Twp meeting.
ii)
Berming is needed on
the Co Line Rd near the Bill Webb residence per the Trustees.
iii)
Hammersmith needs the
berm reclaimer used in the 23000 block
iv)
Twp crews were to
check Sponseller Rd near the Hahn residence. There
is a report by the Trustees of a flooding problem in this area.
Mrs. Schofield also noted that there
was a “dip” in the road in this area. Trustees
want the crew to check this concern and repair if possible.
v)
Trustees discussed
Indian Bridge Lane issues:
(1)
Mr. Bakle noted he is concerned as citizens have complaints with the drainage and
that the contactors have not repaired or properly replaced the median strip.
(2)
Mr. Wiseman noted that he has
contacted Defiance Co. Commissioner Nicely. Mr.
Nicely had asked that any citizen with a complaint should call the Commissioners.
(3)
The Trustees then directed the clerk to write a letter to the Commissioners noting
the concerns that have been raised by citizens of Indian Bridge Lane and to asked that the
Commissioners and a Trustee review the project area of concern.
ORDER OF
BUSINESS NO. 7 - Personnel
a)
The clerk reported that In 2006:
i)
–
opers contributions are to be increased – exhibit
7a was reviewed which noted the following:
(1)
Employees will pay 9% up from 8.55%
(2)
Employers will pay 13.70% up from 13.55%
(3)
Starts in Jan 06
ii)
That the State
announced 2006 pay scheduled for elected officials
(1)
raise is 3%
(a)
if budget remains above 500,000 =
(i)
trustees will receive
$8,612 (43.06 x 200 days)
(ii)
clerk will receive
$13,532
(b)
if budget is below 500,000 =
(i)
trustees
will receive $8,120 (40.60 x 200 days)
(ii)
clerk will receive
$12179
ORDER OF BUSINESS NO. 8 – Hand outs were distributed as noted below:
a)
The Monthly (November 05) GrassRoots clippings newsletter was provided as exhibit 8-a
ORDER OF BUSINESS NO. 9 Old
Business
a)
The 2005 Issue II
funds were reviewed:
i)
Co Engineer Warren
Schlatter was present and addressed the Trustees.
(1)
Schlatter noted that these funds are tracked by his office for the Twp’s benefit.
(2)
In 2005 the Engineer’s rebuilt the Bowman road bridge and in so doing the project
required the straightening of the road. Further,
the Engineer’s rebuild design upgraded the road.
(3)
Schlatter requested the Trustees to approve the entire 2005 Issue II grant be
posted to this project. He noted that the Twp
would be paying for the top ¼ inch of black top. This
work was over and above the original work estimate and the Trustees have the right to
reject the request and use the funds on other road projects.
ii)
Chairman Layne asked
for discussion. Trustees Bakle and Wiseman
commended the Engineer for a good job.
Mr.
Layne asked for a motion to allow the $18,600 2005 Issue II grant to be used for the
Bowman Rd bridge approach project as described by the County Engineer.
MOTION: W.
Tom Wiseman
SECOND: Charles Bakle
YEA(s) 3
NAY(s) 0
Passed
X
Failed
The
motion passed.
iii)
The Engineer stated
his office has issued the final invoice ($18,600) in expectation of the Trustees approval.
The invoice was present to the Trustees and the clerk must post it as revenue
received and expended to the Twp accounts for 2005. An
amended certificate will be necessary to adjust the Twp budget.
The clerk is to prepare the amended certificate and submit it to the County
Auditor.
b)
The Twp Web – site
was then reviewed.
i)
Per the request of
clerk – Mrs. Ankney – the Twp web master is submitting a contract to the Twp for the
work that was done and will be done on this project.
Work has begun per Trustee approval in the Oct meeting.
The “contract” was signed and will be on file in the clerk’s office.
(1)
The set up cost was $250 and the cost for monthly maintenance is $30 (posting of
agenda’s and minutes). All other work on the web site will be billed at $15 per hour.
c)
There was no other old business.
ORDER OF
BUSINESS NO. 10 – New Business:
a)
2006 Ohio twp Association Annual winter
meeting was discussed. The clerk reported:
i)
the conference will be held Feb 1, 2 ,3
& 4
ii)
All sitting Trustees will attend.
iii)
The clerk was directed to make
reservations
b)
Trustee Bakle questioned the use of
teenage relatives of Twp Cemetery Sextant Mary Ankney, mowing with Twp eq the Township
cemeteries. This is a liability issue.
i)
Mr.
Wiseman asked if there was a written complaint or witness to this alleged issue.
ii)
Mr.
Bakle responded, there that was not.
iii)
Mr.
Wiseman then said, “In my opinion,
this is non issue”. Without credible
witnesses we would be in a position of having to take action against our employees on
anyone’s whim.”
iv)
The Trustees by majority concurred.
No further action was taken relative to this issue.
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 October 25th,
2005
Motion:
W Tom Wiseman
Second: Charles Bakle
YEA(s)
3
NAY(s) 0
Passed
x
Failed
The
motion to adjourn passed.
Respectfully Submitted
Timothy J. Houck, Clerk