Minutes
DEFIANCE
TOWNSHIP TRUSTEES
September
26th, 2006 MEETING
The Defiance
Township Trustees met in regular session at VFW Post 3360 in Defiance Township, Defiance,
Ohio, on Tuesday September 26th,
2006 at 7:30 p.m. Following the Pledge of Allegiance the Chair instructed the clerk to
called 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., Mary Ankney 19133
Hammersmith rd, & Joe Kolb 16492 Cullen Rd.
Visitors present:
Holly Snyder – 855 Washington Ave., Mary Wiseman – 1016 Grove St,
Mr. Charles Bakle Jr. – 1204 Wayne St., Connie
Humphys & W. Tom Wiseman 108 Riverside, &
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.
Mr. Layne then noted that in the
section referring to addresses of those present Mr. Mike Simon’s address should be
Harding Rd. Mr.
Ankeny noted that the eq repair noted in sec 5 sub-section d should have been the
international truck; and that the repairs
noted in section 6 subsection a-i was a catch basin.
With the corrections made Mr. Layne requested a motion for the approval of minutes
from the August 29th, 2006
session.
MOTION: Richard
Ankney
SECOND: Dan Peck
YEA(s) 3
NAY(s) 0
Passed
X
Failed
The MINUTES were
approved as amended for the August 29th, 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 July monthly Reconciliation – noted a reconciliation balance of $429,005.25
as of August 31st, 2006….. balance is minus the outstanding checks.
i)
The balance was $870.85 more than the previous month’s balance.
b)
Receipt & Payment reports
i)
Receipts for August were $24,302.59. Bills
for August totaled $6,814.90.
c)
The Cash fund summary through August 31st, 2006, showed an “ending
cash balance” of $446,492.94.
d)
The unencumbered cash balance “cash available” was $315,503.80 which is the
balance after encumbrances are subtracted from the cash balance.
e)
Appropriation Status showed that through August 31st, 22.6% 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 August 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)
The chair asked if there were any issues relative to zoning to be discussed not
part of the upcoming zoning inspector’s report.
i)
The clerk was
recognized and indicated that a copy of the mins of the August 29th zoning Commission –
hearing was provided to each Trustee as exhibit 4-a in their meeting packets and;
ii)
Mins of the August 29th Zoning Bd of Appeals session was provided as
exhibit 4-b.
iii)
There was no further comment.
b)
The clerk reported on the Zoning Board of Appeals, Commission, & Trustee –
training program.
i)
As noted in the minutes
of the July 06 Trustees meeting; Mrs.
Schofield contacted Maumee Valley Planning’s Lisa Karcher in June 06 and suggested a
training session be held for Def Twp Zoning Bd of Commission, Appeals, Zoning Inspector
& Trustees.
ii)
Trustees instructed the
clerk to schedule this session.
iii)
Tjh is working with
Mrs. Karcher, the prosecutor’s Office & the Engineer on scheduling – hopefully in
Oct.
c)
Trustees then reviewed
the revised Twp Zoning Map…
i)
The map was edited by
Soil and Water at the behest of the Zoning Appeals Bd to correct an error relative to
“residential and conditional use” designed
areas noted on the previous map. The corrected map has a revision date of
9-9-06. and was distributed as exhibit
4-e
ii)
The map will be posted on web page.
d)
Trustees next reviewed
a letter from the Zoning Inspector which was distributed as exhibit 4-f.
The letter re-requested direction on enforcement of zoning nuisance rules.
As this direction was given in the last meeting and was noted in the minutes
Trustees made no comment.
e)
Monthly report - Inspector’s
Report - Mr.
Jim Schlegel - Sept. 2006
i)
Lange-- Williams Rd New Home Frontage added Permit Issued -- Fire Damaged house to
be removed no written complaints received from neighbors
ii)
Schroeder-- Krouse Rd AG - R1 conditional use----Out Bldg Pond and New
Home--- Pond Permit Issued
iii)
Riggenbach-- Bowman Rd new home frontage added
iv)
Moore-- Power Dam Rd out bldg Permit Issued
v)
Merriman-- I sent prosecution referral to Prosecutor ref no zoning permit
vi)
Bok Ashwood Rd AG - R1 Conditional Use New Home
ORDER OF BUSINESS
NO. 5 - Equipment
a)
The Chair asked for comments or concerns from Twp employees on current or proposed
new eq.
i)
John Diemer ask for permission to purchase tools (socket set)
(1)
Bd told Deimer to acquire two bids and get two Trustee signatures before
purchasing.
b)
The Clerk reported on his effort to purchase a copier – Trustees approved the
fiscal officer to acquire bids for a new copier during the Jan 31st session.
i)
Tjh acquired two bids from Def vendors which were distributed to Trustees as
exhibits 4-C-1 & 4-C-2
(1)
Tjh asked for permission to purchase the unit bid by JBS which was the low bid at
$4,200
(2)
Trustee Peck suggested that a “service agreement” also be purchased.
This was agreed to by all.
Mr.
Layne requests a motion to authorize the purchase from JBS Office Eq for $4,200
plus the service agreement. (price of the
service agreement is based on the number of copies run and will need to be determined when
the unit is purchased.)
MOTION: Mr.
Ankeny
SECOND: Mr. Peck
YEA(s) 3
NAY(s) 0
Passed
x
Failed
The motion passed.
ORDER OF BUSINESS
NO. 6 - Trustee
Report – Monthly Twp Rd inspection
a)
The September - Rd review report was given by Trustee Peck…A copy of the
inspection form was distributed as exhibit
6-a
i)
No substantial issues were noted.
b)
Trustees then heard from the Clerk an Up-date on existing road projects
i)
Kiser Rd project - 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 session was $304,000
(3)
fiscal officer continues to note that even this timeframe may not be fiscally
possible
(a)
as of this session there is approximately $125,000 available based on receipts vs
anticipated expenses for remainder of 06)
(4)
The Trustees instructed the clerk to get an informal review of the expenses from
the Co Engineer for the Oct Bd meeting. It is
anticipated by the Trustees that due to recent drops in oil the costs for black top and
fuel for eq may be substantially reduced.
ii)
Indian Bridge Lane - 06
(1)
See minutes of meetings
April through August 06 for project details
(2)
Project work is
complete except for seeding.
(3)
per Trustees directions
in the August 06 session the clerk has awarded the seeding bid to Muntz landscaping of
Holgate, Ohio, the bid amount was $1870.
(a)
Muntz will seed when
weather and conditions allow.
iii)
The Chair asked if there were any new road projects to be considered.
(1)
There were none.
iv)
Mr. Layne noted that the County
chipped/sealed Bowman rd on 9-26-06. This
project is now complete & the Township awaits final billing from the Co.
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)
The Monthly (September 06) GrassRoots clippings – exhibit 8-a was
distributed. No comments.
b)
A notice from the
Defiance County Township Association which indicated that the next meeting will be:
i)
The 3rd qrt
association session is at K of C Hall in Def on 10-5-06 @ 6:30 p.m. hosted by noble
twp.…was distributed as exhibit 8-b
ii)
All three trustees stated they will attend and the clerk will confirm their
reservations.
ORDER OF BUSINESS NO. 9 – Old
Business
a)
The chair asked if there was any old business to come before the Board?
i)
Mr. Peck was recognized and asked if
there was a definition for “junk cars” so as to assist the Nuisance inspector – Mr.
Schlegel, in his duties.
(1)
Mr. Schlegel stated that the
definition of “junk” cars is part of the zoning rules and in the book which was
revised and re-adopted last September.
b)
There were no further issues.
ORDER OF BUSINESS NO. 10 – New
Business.
a)
The County engineer’s
office wished to know if the Trustees desire their continued service in approving any
utility work which impacts Twp rds. This is
relative to the Embarq – sprint requests to cut or bore under Twp roads.
i)
Trustees agreed that
the County engineer’s office should review all such requests and advise the Trustees as
to the Engineer’s decisions.
Mr.
Layne requested a motion to approve the county’s engineer to review all utility
proposals and approve or reject the requests based on engineered requirements.
MOTION: Mr.
Ankeny
SECOND: Mr. Peck
YEA(s) 3
NAY(s) 0
Passed
x
Failed
The motion passed.
b)
The clerk was
recognized and noted that Mr. Robert
“Bobby” Hill of Wilhelm Rd in Defiance Twp has requested that he be allowed to have
Wilhelm rd closed. The request was to
close the road between 3:30 p.m. and 5:30 p.m. on Saturday Sept 30th. The
reason for the request was to conduct a wedding on his property and the need to limit
traffic during the ceremony. The clerk had
contacted the County Engineer and was advised that closing Twp roads is within the powers
of the Trustees but caution in granting such requests is advised.
Each request must be looked at separately as different roads will have different
circumstances and volumes of traffic. This
will dictate whether or not such a request is advisable.
c)
Trustees agreed and
then decided to vote on the request noting that Wilhelm is a low volume traffic road.
Further, the Trustees directed the clerk to write up a road closure permit to
protect the Twp should an accident or incident take place during the closed time.
Mr. Hill is to sign the agreement and
adhere to all its stipulations. The permit
written is as follows:
Wilhelm
Road Closure Permit
Mr.
Bobby Hill
Wilhelm
Road – Defiance Township
Saturday
September 30th, 2006
The Defiance Township Trustees meeting in regular
session on September 26th, 2006,
voted to approve the request of Mr. Hill to close Wilhelm Road to the general public
between the hours of 3:30 p.m. and 5:30 p.m. on
Saturday, September 30th, 2006.
Mr. Hill by signing this permit agrees to be
responsible to any and all claims and or damages to the road and public right of way which
may occur on this road during the time of closure. Further,
Mr. Hill must notify the Chairman of
the Trustees – Mr. Layne ,
the Sheriff’s department, the City of Defiance Fire Department AND ALL NEIGBORS/RESIDENTS
ON WILHELM ROAD; at least 30 minutes prior to closing the road and within 30 minutes of
re-opening the road to public traffic.
Contacts:
Mr. Layne 419-784- 0839
Sheriff’s
Department 419 -784-1155
Defiance
Fire Dept. (bus) 419-782-2771
Signs should be placed in a conspicuous position on
obstacles used to block the road; a throughway must be maintained for emergency vehicular
traffic.
Mr. Hill
____________
________________
______________
Mr. Layne
Mr. Ankney
Mr. Peck
A signed copy is on
file in the clerk’s office.
Mr.
Layne requested a motion to approve Mr. Hill’s request to close Wihlem Rd on
Saturday Sept 30th from 3:30 p.m. to 5:30 p.m. and adhere to all stipulations
noted in the permit.
MOTION: Mr.
Ankeny
SECOND: Mr. Peck
YEA(s) 3
NAY(s) 0
Passed
x
Failed
The motion passed.
d)
Mr.
Layne asked if there was any other new business??
i)
There was none.
12)
NEXT 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 September 26th,
2006
MOTION: Mr.
Ankeny
SECOND: Mr. Peck
YEA(s) 3
NAY(s) 0
Passed
x
Failed
The motion passed.
Respectfully
Submitted
Timothy J. Houck, Fiscal Officer/Clerk