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The regular meeting of the Danbury Township Board of Trustees held July 27, 2011 at 7:00 p.m. was called to order by President Ms. Dianne M. Rozak, with Ms. Rozak, Mr. Charles B. Scott in attendance. Mr. David M. Hirt was excused. Also, present Fiscal Officer -Shelley Seamon, Police Chief- Mike Meisler, Road Superintendent-Jim Dress, and Zoning Inspector- Rhonda Botti Sowers.
Visitors in attendance were, Melissa Topey, Gary Reep, Rita Mahler, Matt Seamon, Lisa Bruno, Henry Kihlken, and Anne Schmidt.
Approve Minutes
The minutes of the regular meeting held July 13, 2011 were approved as submitted.
Correspondence
The following correspondence was received:
The trustees received a reminder from Dave Robenstine regarding the Ottawa County Township Association meeting being held July 27, 2011 at Put-In-Bay. It was noted that Jet Express would still honor the $18.00 discount rate by showing your Township Association card for those who hadn’t prepaid. Mr. Scott and Ms. Seamon will be attending.
Ottawa County Engineer, David Brunkhorst, sent notification of the road closure of Port Clinton Eastern Road, which was due to the repair of two crossovers. The road will be closed on Wednesday, July 27th and Thursday July 28th while repairs are being made. Due to the date of the meeting, Ms. Rozak posted this information on the township website.
Regarding the Barnholt property, Ms. Rozak read the letter from Mrs. Barnholt, which acknowledged that she had received the letter dated July 15, 2011, which requested she submit a written plan in 30 days regarding the renovation of her home located east of Northshore Blvd. In response, Mrs. Barnholt explains that she will need a longer length of time and asked that she be given until October 18, 2011 to submit a plan to the trustees. A brief discussion occurred and the trustees agreed to extend the deadline to October 18, 2011 before taking any action. Ms. Rozak will notify Mrs. Barnholt by mail regarding this decision.
Roads, Buildings, and Grounds
Mr. Scott reported that the maintenance staff had been busy mowing, string trimming weeds at stops signs as well as intersection and watering the flower gardens throughout the township. The new hinges on the cellar door as well as an extension to the downspout were installed at the Keeper’s House. Township clean-up was average filling 12 dumpsters, which included a self- serve dumpster.
Mr. Scott also reported that Brett Waldron and Daniel Bergman attended a safety meeting held in Marblehead, OH on Wednesday, July 20, 2011.
Brush Grinding Update
Mr. Scott explained that the Barnes Nursery would be regrinding a portion of the brush and the rest would be removed. In exchange for the brush, Barnes Nursery will donate trees to the township.
Speed Zone Survey Update
Mr. Scott reported that the speed zone surveys were submitted to ODOT in Bowling Green, Ohio for their review.
Condensation Issue Update
Mr. Scott read the following email from Steve Morris of JDRM Engineering, which was sent by Fritz Roberson of the Collaborative regarding the condensation issue at the police station located at 419 S. Bridge Rd.
“According to the original installation contractor, the first floor HVAC system was installed with a round return air duct off the bottom of the unit (located in the second floor knee space) and terminating in a ceiling plenum space above the first floor offices. Open return air grilles allowed air from the occupied space into the ceiling plenum, which kept the plenum at a condition that the dew point was low enough that the ductwork did not condense. In reviewing the installation recently after the condensation appeared, the contractor found a return duct had been removed from the plenum and stuffed it into the attic space and the original opening sealed up with drywall. This resulted in no ventilation where the uninsulated cold duct is installed and therefore condensation on the exterior of the ductwork. The design for the remodel of the facility did not include any work involving the return duct from this unit, only extension of the supply ductwork to diffusers in the ceiling system. Therefore, it is unknown when the duct was modified or by whom with the result being the ductwork condensation.”
Mr. Scott reported quotes were being obtained to resolve the condensation issue at the police station.
Fair Housing Workshops
Mr. Scott reported that the Ottawa Regional Planning Commission will host two Fair Housing Workshops on Wednesday, August 23, 2011 at the courthouse. The first workshop will start at 1:00 p.m. and end at 3:00 p.m. The second workshop will start at 7:00 p.m. and end at 9:00 p.m. The workshops are open to any county resident and those with rental properties are encouraged to attend.
Mistic Bay Blvd. Preconstruction Meeting
Mr. Dress will be representing the township at the preconstruction meeting for the road-resurfacing project on Mistic Bay Blvd., which will be held at the Ottawa County Engineer’s Office on Wednesday, August 3, 2011.
Road Right Away Issue in Channel Grove
Mr. Scott reported that Mr. Dress had been contacted by a resident in Channel Grove regarding a locust tree which is in the road right way. Mr. Scott explained that Dan’s Tree Service had been contacted and submitted a quote in the amount of $1,175.00, which included trimming one tree, removing two and grinding out the stumps. The quote also includes cleanup and removal of branches, but the wood will remain. Being that the cost was under the threshold for board approval Mr. Scott approved to contract with Dan’s Tree Service for the trimming of one tree and the removal of two others.
Ms. Rozak reported that Tony Novak a resident in Channel Grove had contacted her regarding a pine tree that was not located on his property. Mr. Dress will investigate whose property the pine is on and determine if it is in the road right away.
County Paving Project Added for 2011
Mr. Scott reported that the he had learned that the county would be repaving the western of Port Clinton Eastern Rd.
Police
Police Chief Mike Meisler reported that his department handled 621 incidents to date in month of July compared to 519 incidents in July of 2010. Regarding the “Refuse to Be a Victim “seminar held Monday July 25, 2011 at the Danbury Senior Center, Chief Meisler reported that 22 residents had attended and he had received a lot of positive feedback since. Chief Meisler reported that more than 30 residents took advantage of the shredding service provided on Saturday, July 23, 2011.
Full-Time Status
Ms. Seamon explained that on July 29, 2011 Patrolman Brian Sloan would complete his six-month probationary period with the township from his full-time hire date of January 29, 2011. Chief Meisler had completed a second evaluation and it was forwarded to the trustees for their review before to nights meeting. Chief Meisler commented that Patrolman Sloan had done a good job for the township as well as The Village of Marblehead and recommended he attain full-time status in which his hourly rate would be increased to $20.34. Mr. Scott asked if Patrolman Sloan would remain full-time if the contract with the Village of Marblehead was terminated. Chief Meisler explained that he felt there was a need for an eight officer and Patrolman Sloan would remain full-time.
After discussion concluded, Ms. Rozak moved and Mr. Scott seconded that Patrolman Brian Sloan attain full-time status and receive a wage increase to $20.34 per hour effective in the pay period of August 17, 2011. Vote: Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Content Value at the Police Station
Ms. Seamon reported that Becky Swisher of the Hylant Group had contacted her regarding placing a value on the contents at the police station. Ms. Seamon reported that she had asked Chief Meisler to update the inventory for the police department and explained that from the inventory she had complied values for the computer equipment, office furniture and office equipment. The trustees reviewed the values and as recommended by Ms. Seamon agreed that the inventory list be forwarded to Ms. Swisher for further review before placing a value on the contents.
Fire
There was no business reported.
Safety
Citizens Emergency Response Team (CERT) Volunteers
Ms. Rozak reported that the Ottawa County Emergency Management Agency had organized an advisory committee called “Ottawa County Citizens Corp” to help coordinate volunteers and donations during as well as after emergencies. Five volunteers are needed from Danbury Township to serve on the CERT. After discussion, the trustees decided that Ms. Rozak would submit a press release to the newspapers to obtain volunteers.
Zoning
Zoning Inspector, Rhonda Botti Sowers, reported 10 permits were issued to date in the month of July.
Resignation of Danbury Zoning Commission Board Member Patricia Munn
Mr. Scott moved and Ms. Rozak seconded to accept with regret the resignation of Patricia Munn from the Danbury Zoning Commission Board effective July 31, 2011. Vote: Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Appointment to Danbury Zoning Commission Board
As a result of the resignation of Patricia Munn, a brief discussion was held regarding that Timothy Sypherd a current alternate member of the DZC board was interested in the open seat. It was noted that Mr. Sypherd regularly attended the DZC meetings. After discussion concluded the following, action was taken.
Ms. Rozak moved and Mr. Scott seconded to appoint Timothy Sypherd as a member of the Danbury Zoning Commission Board, fulfilling the term of Patricia Munn ending December 31, 2013. Vote: Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Danbury Zoning Commission Board Alternate
As a result of the appointment of Timothy Sypherd , a brief discussion was held regarding appointing a new alternate to the Danbury Zoning Commission Board to fulfill Mr. Sypherd’s term ending December, 31, 2012 Ms. Rozak reported that she had a waiting list of three residents who were interested in serving. Ms. Sowers provided the trustees with a copy of an article published in the January/February 2011 issue of Ohio Township News, regarding what questions to ask when interviewing potential zoning commission and board of zoning appeals members. The trustees discussed briefly the procedure they would follow to obtain an alternate member for the DZC. Ms. Rozak will submit a press release to the newspaper regarding this matter.
Fiscal Report
Fiscal Officer, Shelley Seamon presented the trustees with detailed reports regarding township finances as of July 27, 2011. Ms. Seamon reported that Kevin McElligott of Midland Services Agency, Inc., had dropped off information regarding insurance services and she would be contacting Mr. McElligott regarding what they offered.
Committee reports concluded at 7:30 pm and department heads were dismissed
Nuisance Complaint - Updates
Lot#21 on the corner of Springcrest Drive in Perryview Estates- Owners Neil & Loretta Conkel
Ms. Rozak reported that the Conkel property was mowed resolving the matter.
174 N. Hidden Beach- Owners Sharon Collins & Richard Wobig
Ms. Rozak reported that the dwelling at 174 N. Hidden Beach was removed resolving the matter.
Energy Savings Presentation Update
Ms. Rozak presented the trustees and fiscal officer with a copy of the power point presentation, which was provided by Larry Hattan at the meeting held July 19, 2011. Ms. Rozak explained that Mr. Hattan would gather data from 10 years of electric and propane bills, do a lighting inventory which would include the maintenance garage, and then give a presentation to the board regarding ways the township could save money on electricity and heating costs. Ms. Rozak stated that this process would take several months to complete. Ms. Rozak noted that Mr. Hattan does this on a volunteer basis. A brief discussion was held and the trustees agreed that it would be beneficial to the township and could potentially cut costs for electricity and heating. Ms. Seamon will work with Mr. Hattan to obtain the electric and propane bills to compile the data needed.
Dog Park Updates
Stone Donated
Ms Rozak reported that she sent a thank you letter to Jeff Grashel at Lafarge for a donation of 160 tons of stone for the parking area at the dog park on 310 S. Bridge Rd.
ODOT Permit/Contractor Quotes
Ms. Rozak reported the ODOT permit for the right away at 310 S. Bridge Rd. was received.
Ms. Rozak provided quotes obtained to perform the waterline tap in. Quotes to provide labor and materials to install a ¾ “ waterline, curb box, meter, shut off backflow value, meter pit with lid and excavation for main tap were submitted from the following licensed contractors: Gundlach, $7,450.00, Ken Gill Construction, $2.800.00 and Dave Shrock Excavating $2,000.00. Mr. Shrock also provided a quote of $2,450.00, difference being installing a 1” waterline instead of a ¾” waterline.
The trustees held a brief discussion regarding the quotes and the long-term plan for the 310 S. Bridge property. Once discussion concluded, the trustees agreed to accept the quote from Dave
Shrock Excavating to tap into the waterline at 310 S. Bridge Rd., at a cost of $2,000.00. Being that the amount was under the threshold ($2,500.00) in which board approval was not needed, no motion occurred. Ms. Rozak will contact each of the contractors regarding this decision.
Date Reminders
Land Use Plan Meeting
The trustees will hold a special meeting on Tuesday, August 2, 2011, at the Danbury Township Hall beginning at 6:30 p.m., to finalize the Land Use Plan for 2011-2017.
Work Session-Township Hall Renovation
The trustees will hold a special meeting on Thursday, August 4, 2011, at the Danbury Township Hall beginning at 6:30 p.m., to discuss the renovation project for the township hall.
Keeper’s House Sign Replacement -Update
Mr. Scott reported that Jeff Bumbera of Bumbera Designs contacted him regarding using signboard made from recycled material, which is virtually indestructible for the interior of the sign and would be submitting a quote. As a cost cutting measure, the maintenance staff had discussed building the framework for the sign and the township would contract for the masonry finishes to the frame. Ms. Rozak reported that a quote was forthcoming from Allure Signs. Ms. Rozak noted that David Robbins from Bright Idea Shops had contacted her regarding the quotes they had submitted. Ms. Rozak stated that she informed them that the board was awaiting additional quotes.
Brush Drop-Off Site
Mr. Scott reported that he had investigated the idea of moving the brush drop-off site from 310 S. Bridge Rd. to 419 S. Bridge Rd. In researching this with the maintenance staff and Chief Meisler two concerns arose; the smell from the debris and the size of the equipment used to grind brush since the township planned to continue to contract for this service. Mr. Scott suggested not moving the site but closing the entrance driveway at dusk and reopening it each morning around 8:00 a.m. Ms. Rozak was concerned how this would affect access to the cell tower. Mr. Scott explained that he had spoken to a representative at the cell tower company and if access were needed during the hours the driveway was closed; they would contact the police department to obtain access. A brief discussion was held regarding how the driveway would be closed and who would be responsible for opening as well as closing the driveway gate. The trustees agreed to construct a gate at the entrance driveway to the brush drop-off site and future home on the dog park.
Nuisance Complaint Filed
2105 S. Emerald Shores Drive-Owner David Matt
The trustees received a complaint filed by Liz Schaeffer who resides at 2129 S. Emerald Shores Drive regarding the condition of the vacant lot located at 2105 S. Emerald Shores Drive. The owner was list as David Matt. After discussion of the complaint, the trustees decided that Ms. Rozak would send a letter Mr. Matt requesting that the lot be mowed.
Meadowbrook Trails Update
Regarding the installation of asphalt paved trails and treated lumber boardwalk sections at Meadowbrook, the trustees reviewed the contract documents as well as the plans. Ms. Rozak reported the probable construction costs were $204,000.00 that included a 10% contingency and the board had previously approved these costs. Ms. Seamon questioned if the amount the board had approved was $194,000.00, not $204,000.00. A brief discussion followed regarding what the board had approved and the amount the township was awarded in grants as well as what portion of the trails was being funded by the township. Ms. Rozak stated that the Corp of Army Engineers and ODNR had reviewed and approved the plans. Ms. Rozak explained that in order to include the plans in with the bid specifications the board needed to approve signing the title sheet.
Ms. Rozak moved and Mr. Scott seconded to approve signing the preliminary documents in order that the bidding process could begin. Vote: Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Ms. Rozak announced that bid advertisements will be published in the News Herald on August 2, 2011 and August 9, 2011. A pre-bid meeting will be held at the township hall at 9:00 a.m. on Thursday, August 11, 2011 and bid openings will occur at 9:00 a.m. on Thursday, August 18, 2011.
Approve Payment of Bills
After examining the following bills in the amount of $43,356.74. Mr. Scott moved and Ms. Rozak seconded that they be accepted and warrants for the various amounts be drawn. Vote: Mr. Scott-yes, Ms. Rozak –yes. Motion carried.
36125 John L Belcher 6/25/11-7/8/11 Salary $ 1,173.22
36126 Daniel J. Bergman 6/25/11-7/8/11 Salary $ 1,150.55
36127 Deborah K Burley-Biro 6/25/11-7/8/11 Salary $ 482.08
36128 J. Charles Cunningham 6/25/11-7/8/11 Salary $ 1,418.68
36129 James E. Dress 6/25/11-7/8/11 Salary $ 970.79
36130 Jared E. Griffith 6/25/11-7/8/11 Salary $ 1,084.52
36131 Bradford K. LaMarca 6/25/11-7/8/11 Salary $ 1,327.99
36132 Mark A. Meisler 6/25/11-7/8/11 Salary $ 1,484.75
36133 Michael S. Meisler 6/25/11-7/8/11 Salary $ 1,729.58
36134 Brian P Sloan 6/25/11-7/8/11 Salary $ 1,256.18
36135 Rhonda Botti Sowers 6/25/11-7/8/11 Salary $ 1,362.87
36136 Brandon L. Taylor 6/25/11-7/8/11 Salary $ 1,315.48
36137 Brett A. Waldron 6/25/11-7/8/11 Salary $ 1,163.86
36138 Joshua P Young 6/25/11-7/8/11 Salary $ 1,434.28
36139 State Disbursement Child Support WH $ 72.00
36140 OCSPC Child Support WH $ 141.23
36141 Frontier Telephone Gen/Roads/Zoning $ 178.10
36142 ODJFS Unemployment -May (DZC) $ 8.98
36143 Treasurer, State of Ohio OH DAS Annual Fee $ 100.00
36144 West Publishing ORC Books/OH Zoning Law Update $ 333.00
36145 Lafarge North America Inc. Stone-Brush Drop-off Driveway $ 131.56
36146 Howard's Citgo Tire Repair-Police $ 10.00
36147 Ohio Edison Electricity/Street Lights $ 1,499.54
36148 VSP (OH) Vision Premium $ 246.75
36149 Anthem BC/BS Health/Dental Premium $ 21,509.44
36150 Postmaster Stamps-Zoning $ 44.93
36151 Wal-Mart Community Supplies -Police $ 33.76
36152 Staples Business Advantage Office Supplies-Police $ 26.02
36153 Verizon Wireless Cell Phones Roads/Police $ 384.29
36154 The Peninsula News Newspaper Subscription $ 32.40
36155 MPH Industries Radar Unit Repaired $ 266.56
36156 Anthem Life Insurance Life Premium $ 571.68
36157 MT Business Technologies, Inc. Copier Maintenance/Color Copies $ 51.05
36158 Becks Suppliers Inc. Car Wash Tokens - Police $ 42.00
36159 Danbury Hardware Misc. Supplies Keeper’s House $ 6.12
36160 PC Ford Mercury Inc. Oil Filters/ Cruiser Repairs -Police $ 312.50
Approve Payment to Bill’s Implement
Mr. Scott moved and Ms. Rozak seconded to approve payment to Bill’s Implement Sales, in the amount of $55.95 (Warrant #36161), purpose being for hedge trimmer repairs. Vote: Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
2009-2010 Audit Results
Ms. Seamon reported that the township audit for 2009-2010 was released on July 5, 2011 and the results could be viewed on the state auditor’s website. Ms. Seamon stated that there were no citations issued or findings. The recommendation was to establish a records commission and implement a record retention policy for the township.
Propane Costs
Mr. Scott reported that a lock in rate was received from Meyer Des Propane, which was $2.099 per gallon. Mr. Scott stated that this was over $0.30 higher than last year’s rate and the township will shop around for other lock in rate pricing for propane.
Zoning Hours
Mr. Scott reported that he had several requests to clarify what hours the zoning office was open. It was discussed that the zoning office is open from 9:30 a.m. to 1:30 p.m. Monday thru Friday.
Ms Rozak will publish the zoning office hours in the newspaper.
Announcement
Mr. Scott announced Road Superintendent, Jim Dress expressed an interest in becoming part-time employee. Mr. Scott explained that Mr. Dress would receive a lower rate of pay and would not require benefits. Mr. Scott stated the township would not be hiring a replacement for Mr. Dress; the trustees would interview each maintenance employee and promote within the department for the Road Superintendent position.
Comments & Concerns
Regarding the dog park creation, Rita Mahler questioned the cost for the concrete pad, what had been spent to date, and what the final project cost was. Mrs. Mahler also questioned if the final project cost was under $25,000.00. Ms. Rozak explained that the concrete pad was estimated to cost $250.00 and would be installed by the maintenance staff. Ms. Rozak also explained that currently the township had spent $2,817.00 for the water permit fee and a 50% deposit had been paid for the fencing. Ms. Rozak stated the final projected cost was $20,504.00. Ms. Rozak will email Mrs. Mahler the projected budget for the dog park.
Lisa Bruno questioned the purpose of the August 23, 2011 meeting previously announced by Mr. Scott. Mr. Scott answered that it was a Fair Housing Workshop being hosted by the Ottawa County Regional Planning Commission.
Ms. Bruno asked if the information to get CERT volunteers would be included in the next township newsletter. Ms. Rozak answered that the next township newsletter would not be published until September but she would send a press release to the newspapers next week.
Ms. Bruno asked if two of the candidates interested in serving on the zoning boards were married to members currently serving. Ms. Rozak answered that she knew Ms. Bruno was on the list, but was not aware of who the other candidates were.
Ms. Bruno asked how large the concrete pad would be for the dog park and commented that she had a copy of the projected dog budget that listed the contractor tap in fee cost was to be determined. Ms. Rozak answered until the fencing was installed, she would estimate the concrete pad being 10 x 10. Ms. Rozak clarified the board approved contracting with Dave Shrock Excavating in the amount of $2,000.00 previously tonight to perform the actual tap in. The $2,817.00 was the cost the township had to pay to the sanitary engineers office for tapping into the county waterline.
Ms. Rozak moved and Mr. Scott seconded to adjourn at 8:00 p.m., being there was no further business. Vote: Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
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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