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A special meeting of the Danbury Township Board of Trustees held March 30th, 2010 at 6:30 p.m. was called to order by President Ms. Dianne M. Rozak with Mr. David M. Hirt, and Mr. Charles B. Scott in attendance. Also in attendance was Fiscal Officer, Shelley Seamon.
Visitors to the meeting were: John W. Smith, Matthew Seamon, Bruce Schermbeck, Nancy Dunlap, Rita Mahler, James Mahler, John Englebeck, Katie Binkley, Hannah Scott, Andrew Turnisky, John Starcher, Roland Stucky, Lisa Bumbera, James Proffitt, Sonja Kristensen, and Nancy Kristensen.
The purpose for the special meeting was to discuss the administrative complex.
Ms. Rozak presented preliminary probable construction/project costs which were prepared by The Collaborative. The first being a new Administrative Complex building on the 15 acre parcel, the other purchasing the landscape business and renovating the current facility. Both plans were based on housing all departments at one facility. The sole purpose of the handouts was to address a previous question asked at the February 10th regular meeting regarding what the soft costs entailed. Soft cost allowances are broken down by the following: professional fees, project contingency, reimbursables, FFE allowance, permit costs, testing, surveys and boring allowance. Ms. Rozak explained each of the above in detail.
Mr. Scott stated there were three options being explored and presented the following overview on each option:
1. New administrative complex being built on the 15 acre parcel on Bridge Rd. with an estimated cost of $2,400,000.00.
2. Purchase the landscape property at 419 S. Bridge Rd. and renovate the existing facility.
This was a four concept plan broken down with estimated costs ranging from $2,000,000.00 to just under $2,400,000.00, which would remodel the landscape property to the function of the original plans from The Collaborative.
3. Purchase the landscape property at 419 S. Bridge Rd. and remodeling the front 2,000 square feet for the police department. The maintenance department would use the bays for seasonal storage. The existing township building would remodeled with two ADA accessible restrooms , remodeling of office space by moving the police department, new windows and doors, and possibly heating and cooling upgrades.
Mr. Scott stated he had reviewed the financials of the township, option 1 and 2 would move everyone at once and require taking on debt without voter consent. That was something he would not support. Mr. Scott continued being in support of option 3, purchasing the landscape property and restoring the existing township building based on the findings of engineer Mr. Whaley of Poggemeyer Design with a rough remodeling estimate of $100,000.00 which would come from the general fund. The purchase of the landscape property would be split according to square footage between the police and maintenance department funds. Ms. Rozak reported before changes are made to the existing building a registered architect or professional would be required to submit sealed plans to the building department which was confirmed by Mr. Waggoner. Ms Rozak proposed two questions to Mr. Scott one being, “If the township moved forward on option 3 would this meet the long term needs of the township?” Mr. Scott stated with the 3 acres of property available and if the fiscal officer and zoning departments were to be moved it would require a vote of the people. By demonstrating to the voters we are being fiscally responsible not taking on debt and have acted in a manner putting their interest first, Mr. Scott believed that the voters would be more likely to support a ballot issue to move the fiscal officer and zoning departments in the future. Ms. Rozak’s second question was, “Given the years on the existing building were there any asbestos issues?” Mr. Scott stated he thought that would have already been addressed and he was locating the plans of the building to address it.
There was discussion of the existing heating and cooling system, meeting fire codes with any changes in occupancy of the township building and which funds would be paying for the restoring at the township hall as well as which funds would be paying for the landscape property purchase and any remodeling costs. The question arose of any mold issues with the existing building and the commercial septic system.
Lisa Bumbera asked Ms. Rozak and Mr. Hirt what their preference was of the three options. Ms. Rozak stated if the township had unlimited funds her complete preference to build brand new on the 15 acre property. The concern being losing local government funding may leave only general funds dollars from property taxes and to pay for any debt which would be incurred. Mr. Hirt stated he wanted something suitable and affordable for the township without imposing any new taxes on the citizens of Danbury Township.
There was discussion on what would be done with the 15 acre property. The property could be retained for brush drop off, future development or the option was there to sell. With reference to selling the 15 acre property it was discussed on if the property could be rezoned.
Mr. Stucky stated option 3 had a financial attraction, but what were the downsides of the option 3 compared to option 1. Mr. Scott stated the maintenance of the current building. Mr. Hirt stated extensive upgrades were needed at the existing building. It was discussed that going with option 3 would just be postponing the debt.
Mr. Starcher asked if the board went with option1 or option 2 what would happen to the current township hall. Would discussion if the building would be lease to an organization for $1 a year or would the building be taken down. If was also asked if the current commercial septic system was adequate. Mr. Scott stated was adequate if no new facilities were added and he had contacted Mr. Frye at the Ottawa County Sanitary Engineers office to come to a meeting in the future regarding the sewer issues.
Nancy Dunlap of Bolte Real Estate was in attendance at the special meeting and she is the agent for Star Limited. Ms. Rozak stated that Ms. Dunlap would be acting as a duel agent if the township decided to make an offer to purchase the landscape property.
Executive Session
Ms. Rozak moved to go into executive session at 7:50 p.m. to make an offer to Star Limited to purchase property located at 419 S. Bridge Rd., Marblehead, OH. Second by Mr. Scott. Vote: Mr. Hirt-yes, Mr. Scott –yes, Ms. Rozak-yes. Motion carried.
Ms. Rozak reconvened at 8:30 p.m.
Approve Making an Offer
Mr. Scott moved to approve making an offer to Star Limited for the purpose of purchasing the property at 419 S. Bridge Rd., Marblehead, OH. Second by: M. Rozak. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Mr. Hirt moved to authorize Ms. Rozak to represent the board of trustee’s in the negations of the offer to purchase property at 419 S. Bridge Rd., Marblehead, OH. Second by: Mr. Scott. Vote:
Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
There being no further business the meeting was adjourned at 8:30 p.m.
The only official public record of Danbury Township is the paper file(s) located at Danbury Township Hall. The official approved copy of township minutes including attachments and references is available for review or purchase. Contact the Township Fiscal Officer at (419) 732-3039 or via e-mail fiscalofficer@danburytownship.com to make arrangements for record review or purchase.
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