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The regular meeting of the Danbury Township Board of Trustees held March 24th, 2010 at 7:00 p.m. was called to order by President Ms. Dianne M. Rozak, with Ms. Rozak, Mr. David M. Hirt, and Mr. Charles B. Scott in attendance. Also present: Fiscal Officer Shelley Seamon, Police Chief Mike Meisler, Road Superintendent Jim Dress, and Zoning Inspector Rhonda Botti Sowers.
Visitors to the meeting were: Rita Mahler, John Englebeck, Bruce Schermbeck, Matt Seamon, Nancy Kristensen, and Sonja Kristensen.
Approve Minutes
The minutes of the regular meeting held March 10th, 2010 were approved as submitted.
Correspondence
The following correspondence was received:
Marblehead Peninsula Chamber of Commerce regarding nominations D.S. Kirkpatrick and business of the year awards.
Thank you letter from the Ottawa County Drug Task Force for the recent donation.
Thank you letter from Leadership Ottawa County class of 2009-10 class project which starts with a “Live Here Buy Here Campaign.
Notification from the Dept. Of Commerce, Division of Liquor Control regarding Permit Renewal Objections.
The OSS Solid Waste District will be holding a Ribbon Cutting and an Open House at 1875 E. State Street, Fremont, OH, Wednesday, March 31st, 2010 beginning at 11:30 a.m. until 6:30 p.m.
The Ohio Stormwater Conference will be held June 10th and 11th, 2010, at the Kalahari Resort in Sandusky, OH.
Committee Reports
Roads, Buildings and Grounds
Mr. Scott reported the county engineer recommended that the township contact paving contractors due to the size of the projects at Jeannie Drive cul-dec-sac and Lake Pointe Park entrance. The board of trustees agreed to have Mr. Dress proceed pursuing a paving contractor.
Mr. Scott also reported the maintenance department was very busy at the brush drop site, mulching the trails at Meadowbrook Park, and cemetery cleanup. The committee will be compiling a list of projects to be prioritized for the cemetery and to be implemented in the coming years. The Danbury High School softball team has practiced at the township and they thanked the maintenance department for the preparing the field. The contract was submitted to Fremont Fence and Guard Rail Company for improvements to the ball fields and sign replacement has started.
Police
Police Chief Mike Meisler reported 193 incidents handled by his department to date in the month of March. Office Joshua Young has completed the two-day taser training program and is authorized to use the taser once the taser policy is in place. He will be training the other township officers. Police Chief Meisler presented the board with the taser policy he obtained from the township insurance company for the board review. Discussion will continue regarding the taser policy at the next regular meeting.
Fire
There was no business to report.
Safety
Ms. Rozak reported the Drug Free Workplace refresher training for employees and supervisors was held March 23, 2010 was well attended. Safety Director, Deb Biro has prepared the first draft of the transitional work policy for Ms. Rozak to review. This is part of the requirement for the BWC ten-step program.
Zoning
Zoning Inspector Rhonda Botti Sowers submitted a report listing 11 permits issued to date in the month of March.
Zoning Hearing
The Danbury Township Zoning Commission will hold a public hearing beginning at 7:00 p.m. on Wednesday, April 7th, 2010 at the Danbury Township Hall, 5972 E. Port Clinton Eastern Rd., Marblehead, Ohio on the following motion for amendment to the zoning resolution:
#021-10 for text amendment initiated by the Danbury Township Zoning Commission to amend the regulation for building height in the “L” Lakeside district.
Kelley Cemetery
Ms. Rozak reported that she had been in contact with Kathy Grindle regarding the clearing of the access strip to Kelley’s cemetery. Ms. Grindle and other non-related individuals having family member buried at Kelley Cemetery believe it is the responsibility of the township to clear the access strip to allow the public to access the cemetery in accordance to ORC 517.02. Ms. Rozak explained that under OCR 517.21 that this cemetery is considered abandoned. Ms. Grindle will contact Ms. Rozak when she is in the area to visit to set up a meeting for further discussion on the situation.
Administrative Complex
Mr. Scott reported he had contacted the Ottawa County Board of Health to obtain information on septic systems and the Ohio EPA representative who deals with the commercial septic systems. The OH EPA and the Ottawa County Board of Health determined as long as the township is not adding any new facilities the current septic system would not need replacement. The maintenance department performed a testing procedure recognized by the Ottawa County Board of Health on the current septic system and no leakage was found. Mr. Hirt stated he would like to add a shelter house with restrooms and a concession stand therefore the current system would need to be replaced. Mr. Scott stated that he wanted this for the township also, but he was looking at the situation from the point of the administrative complex and did not feel a project should be put on hold contingent on whether or not a sewer tap would become available in the future.
Mr. Schermbeck asked if the trustees were referring to the existing building as the administrative complex, would there be ADA accessible restrooms added. Ms. Rozak explained at the present the discussion was referring to the existing building as a proposed administrative complex and ADA accessible restrooms would be a change out project.
Mr. Scott met with Capital Aluminum and they will be submitting a bid for the replacement of windows and doors for the township hall.
Truck
Mr. Scott received a quote from Port Clinton Ford Mercury Inc. through the Ford Purchasing Plan regarding the purchase of a new truck for the maintenance department. He also contacted the Ohio Department of Transportation office of contracts and services regarding the ODOT Cooperative purchasing program. He learned in order to participate in the ODOT Cooperative Purchasing Program the township must first apply and adopt the resolution to authorize participation in the program. Mr. Scott asked the board to adopt the resolution in order that he could look into both programs. The board agreed and the following resolution was passed.
RESOLUTION AUTHORIZING PARTICIPATION
IN ODOT COOPERATIVE PURCHASING PROGRAM
Mr. Scott_________ moved adoption of the following
WHEREAS, Section 5513.01 (B) provides the opportunity for Counties, Townships, Municipal
Corporations, Conservancy Districts, Township Park Districts, Park Districts created under Chapter 1545 of the Revised Code, Port Authorities, Regional Transit Authorities, Regional Airport Authorities, Regional Water and Sewer Districts, County Transit Boards, State Universities or Colleges to participate in contracts of the Ohio Department of Transportation for the purchase of machinery, material, supplies or other articles.
NOW, THEREFORE, Be it ordained by the Danbury Township Board of Trustees:
SECTION 1.
That the board of Trustees, hereby requests authority in the name of Danbury Township, Ottawa County to participate in the Ohio Department of Transportation contracts for the purchase of machinery, materials, supplies or other articles which the Department has entered into pursuant to Ohio Revised Code Section5513.01 (B).
SECTION 2.
That trustee Charles B. Scott is hereby authorized to agree in the name of Danbury Township to be bound by all terms and conditions as the Director of Transportation prescribes.
SECTION 3.
That trustee Charles B. Scott is hereby authorized to agree in the name of Danbury Township to directly pay vendors, under each such contract of the Ohio Department of Transportation in which Danbury Township participates, for items it receives pursuant to the contract.
SECTION 4.
That Danbury Township agrees to be responsible for resolving all claims or disputes arising out of its participation in the cooperative purchasing program under Section 5513.01(B) of the Ohio Revised Code. The Danbury Township agrees to waive any claims, actions, expenses, or other damages arising out of its participation in the cooperative purchasing program which the Danbury Township may have or claim to have against ODOT or its employees, unless such liability is the result of negligence on the part of ODOT or its employees.
Second by: Ms. Rozak_________________________________
Vote: Mr. Hirt __yes__
Mr. Englebeck __yes__
Ms. Rozak __yes__
Mr. Scott moved to renew the Resolution Authorizing Participation in ODOT Cooperative Purchasing Program. Second by: Ms. Rozak. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Credit Card Policy
Mr. Scott read the following from the credit card usage policy adopted at the regular meeting of March 10th, 2010: “When not in use the credit cards must be maintained in a secure location with the fiscal officer” his concern being that if the fiscal officer is not available to get the card to the department head can they enter into the secure area to obtain the card.
With departments heads Mike Meisler and Jim Dress currently having credit cards in their possession the newly adopted policy is not being followed and this was a concern of Ms. Seamon. Ms. Rozak advised Ms. Seamon to contact each credit card company regarding the dollar amount to be charged per transaction, which according to the current policy is $500. Ms. Rozak advised Mike and Jim to keep the cards they have in their possession and once she receives a copy of the Portage Township credit card policy from Matt Seamon, she will forward it to the county prosecutor and discussion will continue.
Township Cell Phones
It was discussed to purchase two new cell phones for the maintenance department.
District Health Advisory Council
Mr. Hirt reported that the District Health Advisory Council met on March 11th, 2010 and appointed Chris Redfern to the board of health for a five year term.
Approve Payment of Bills
Mr. Scott moved to approve the payment of bills in the amount of $91,400.12. Second by: Mr. Hirt. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak. Motion carried.
34605 John L Belcher 2/20/10-3/5/10 Salary $ 946.62
34606 Daniel J. Bergman 2/20/10-3/5/10 Salary $ 1,194.24
34607 Deborah K Burley-Biro 2/20/10-3/5/10 Salary $ 580.67
34608 J. Charles Cunningham 2/20/10-3/5/10 Salary $ 1,270.78
34609 James E. Dress 2/20/10-3/5/10 Salary $ 1,214.50
34610 Jared E. Griffith 2/20/10-3/5/10 Salary $ 1,182.53
34611 David M. Hirt 3/1/10-3/31/10 Salary $ 828.55
34612 Bradford K. LaMarca 2/20/10-3/5/10 Salary $ 1,161.42
34613 Mark A. Meisler 2/20/10-3/5/10 Salary $ 1,364.00
34614 Michael S. Meisler 2/20/10-3/5/10 Salary $ 1,480.98
34615 Dianne M. Rozak 3/1/10-3/31/10 Salary $ 879.50
34616 Charles B. Scott 3/1/10-3/31/10 Salary $ 903.52
34617 Shelley J. Seamon 3/1/10-3/31/10 Salary $ 1,363.35
34618 Rhonda Botti Sowers 2/20/10-3/5/10 Salary $ 1,183.10
34619 Brandon L. Taylor 2/20/10-3/5/10 Salary $ 1,170.35
34620 Brett A. Waldron 2/20/10-3/5/10 Salary $ 1,147.26
34621 Joshua P. Young 2/20/10-3/5/10 Salary $ 1,244.04
34622 State Disbursement Child Support $ 72.00
34623 OCSPC Child Support $ 141.23
34624 BWC BWC 2009 $ 33,272.28
34625 Minuteman Press Spring Newsletter $ 235.39
34626 Dayton Legal Blank, Inc. Minute Book $ 136.53
34627 FSI Disposal Trash Pickup $ 14.00
34628 West Publishing Law Books /Zoning $ 300.50
34629 Ohio Edison Hall, lights, pump, sirens $ 520.45
34630 Garner Sanitation Rental for park $ 145.00
34631 The Collaborative, Inc. maps/property evaluation $ 5,244.50
34632 Ottawa County Engineer Road salt $ 4,350.93
34633 Ohio Edison Street Lighting $ 564.37
34634 Verizon North Phones $ 296.25
34635 Wal-Mart Community Operating/office supplies $ 97.82
34636 Village Hardware Company Operating Supplies $ 29.67
34637 Rakich & Rakich Inc. Operating Supplies PD $ 284.80
34638 Firelands Reg. Med. Center Training $ 80.00
34639 Vance's Tasers $ 4,899.72
34640 Lafarge North America Inc. Stone $ 126.72
34641 NACOP Dues PD $ 50.00
34642 D.R. Ebel Operating Supplies $ 48.65
34643 PC Ford Mercury Inc. Repairs/Maintenance PD $ 488.83
34644 SavNet Promotions Website updates $ 65.00
34646 Findlay Inn & Conf. Center Hotel chgs. PD Conference $ 146.28
34647 Findlay /Hancock CCP Registration fee PD $ 60.00
34648 VSP Vision Insurance $ 198.10
34649 Anthem BC/BS Medical/Dental Insurance $ 17,786.75
34650 Verizon Wireless Cell phones PD/RB $ 312.12
34651 Momar, Inc. Operating Supplies $ 177.00
34652 Ottawa County Recorder Fee Zoning Amendment $ 20.00
34653 Village Hardware Company Operating Supplies $ 20.53
34654 Staples Credit Plan Office Supplies Admin/Hall/PD $ 1,003.66
34655 FanMark, Inc. Repairs/Maintenance PD $ 54.90
34656 Galls, AN Aramark Co. Tire Spikes $ 324.37
34657 ABCO Printing Plus, LLC Checks/Envelopes $ 261.12
34658 Anthem Life Insurance Life Insurance $ 455.24
Approve Property Evaluation Fees
Ms. Rozak moved to approve the property evaluation fees in the amount of $4,573.00 to The Collaborative for the property at 419 S. Bridge Rd. Second by: Mr. Hirt. Vote: Mr. Hirt-yes, Ms. Rozak-yes, Mr. Scott-yes. Motion carried.
Liquor Permit
The trustees did not object to a D2 liquor for Bayshore Country Market Pizzeria Inc. located at 9268 E. Bayshore Rd., Lakeside-Marblehead, OH 43440.
Police Car
Mr. Hirt moved to purchase a 2010 Crown Victoria police car from Port Clinton Ford Mercury Inc. in the amount of $20,300.00 less $3,000.00 the trade in allowance. Second by: Mr. Scott. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Approve Zoning Inspector Bond
Mr. Scott moved to approve the renewal of the zoning inspector’s bond in the amount of $5,000.00. Second by: Mr. Hirt. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Approve Supplemental Appropriations
Mr. Hirt moved to approve supplemental appropriations in the amount of $2,100.00 from General Fund #1000-110-599 Other-Other Expenses to General Fund #1000-760-740 Machinery, Equipment, and Furniture. Second by: Mr. Scott. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes.
Motion carried.
Approve payment to Bill’s Implement Sales
Mr. Scott moved to approve payment to Bill’s Implement Sales Inc., in the amount of $16,600.00 to purchase three new lawnmowers. Second by: Ms. Rozak. Vote: Mr. Hirt-abstained, Mr. Scott-yes, Ms. Rozak –yes. Motion carried.
Electric Aggregation Ballot Issue
Ms. Rozak reported John Starcher of The Village of Marblehead Council is organizing a question and answer meeting on the electric aggregation ballot issue. The representative of First Energy will be hosting the meeting. Ms. Rozak verified with Mr. Dress the meeting room at the township was available the meeting could be held there. Mr. Scott will contact Danbury High School to check availability for the meeting to be held at the school. The meeting is scheduled to be held April 19th, 2010 at 6:30 p.m., with the place where the meeting will be held to be determined.
Comments/Concern
Matt Seamon asked if the credit card policy was sent from the insurance company and was it a suggested recommendation. Ms. Rozak explained the process taken to adapt the current polices for cell phone and credit card usage. The management letters in past years from the Auditor of State’s office stated these policies needed to be adopted. Mr. Seamon will provide the board with a copy of Portage Township’s current policy. The policies developed by Betty Montgomery will be researched.
Bruce Schermbeck asked the status on the proposed purchase of the property at 419 S. Bridge Rd. After some discussion condition of the existing town hall regarding the rough estimate of $70,000.00 for the proposed worked needed, the question was rise if Poggemeyer Design should be asked to spec the building for a more precise estimated cost. Also discussed was if a different architect was sought, the bid process to seek a new architect would go back to square one.
Nancy Kristensen asked what law firms were used and what they were paid in 2009. The fiscal officer will obtain the information requested for Ms. Kristensen. Ms. Kristensen also asked referring to the landscape building plans what the commission to The Collaborative was and if the purchase price for the property was incorporated in the plan. Ms. Rozak will get the information for Ms. Kristensen.
Mr. Schermbeck explained what soft costs were.
There being no further business the meeting was the meeting was adjourned at 8:25 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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