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The regular meeting of the Danbury Township Board of Trustees held June 22, 2011 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, Zoning Inspector- Rhonda Botti Sowers, and Safety Coordinator, Deborah Burley Biro.
Visitors in attendance were Sherry Roberts, Carolyn Adams, John Sherry, Melissa Topey, Scott Kerik, Larisa Kerik, Kenneth Kerik, Henry Kihlken, Rita Mahler, Matt Seamon, Marty Stys, and Lisa Bruno.
Approve Minutes
The minutes of the special meeting held June 3, 2011, as well as the regular meeting held June 8, 2011 were approved as submitted.
Correspondence
The following correspondence was received:
Detective Doug St. Clair of the Ottawa County Drug Task Force, sent a news release regarding an investigation in which the Drug Task Force partnered with the Danbury Township Police, which led to the arrest of a Heroin Trafficker. Detective St. Clair noted that the kind of partnership the Drug Task Force and the Danbury Township Police had built is a perfect example of how law enforcement agencies are supposed to work together.
Ottawa County Engineer, David Brunkhorst, sent an informational letter regarding funding which is being provided by the Ohio Public Works Commission for Round 26 SCIP & LTIP- Issue I(I), requesting township needing assistance with applications contact the OCE office by July 8, 2011.
Palmer Energy Company sent an informational letter regarding the administrative fee for the participation in the Residential and Small Commercial Electric Government Aggregation Program, as well as a check representing the fee for the period of December 2010 to March 2011, in the amount of $351.95.
Rita Mahler submitted a letter to the trustees in support of saving the Danbury Township Hall. Ms. Mahler also provided the trustees with the petitions she circulated obtaining 220 signatures of residents who supported the idea of restoring and preserving the Danbury Township Hall. Ms. Mahler noted in her letter that 8 of the signatures were from non-residents, but 3 of those were former residents that still return and 5 were from neighboring towns that visit regularly. Ms. Rozak responded that there were no plans to eliminate the township hall building.
A copy of the Ottawa County Annual Report for 2010 was received from the Ottawa County Commissioners.
Roads, Buildings, and Grounds
Mr. Scott reported that the seasonal maintenance of mowing and maintaining the ball fields continued as well as landscaping at the police station was performed. Adkins Fencing Company was notified that the area for the dog park was now dry and ready for the installation of the fencing. Kreimes Company Inc. would be patching the paving on Northern Avenue. Mr. Scott explained that the base from the Mistic Bay Boulevard road-resurfacing project would be used for the driveway leading to the brush-drop off site. Being that the brush drop-off site was filling up; two quotes to grind brush are forthcoming. One burial was performed at Sackett Cemetery. Mr. Scott explained that Mr. Dress would be conducting informal evaluations for the maintenance department. Mr. Scott informed the board that this was being done to compare them to the formal evaluations conducted earlier in the year to track progress within the department before formal evaluations were due again.
Condensation Issue at the Police Station
Mr. Scott reported that a return duct for the HVAC system had been modified and Bayside Comfort who had installed the HVAC originally before the township acquired the building determined this. Mr. Scott explained that there was a difference in opinions between contractors on how the problem should be addressed and the approach taken could ultimately be quite costly. Bayside Comfort submitted a quote in the amount of $582.00. Additional quotes were requested from Bell Heating & Electric as well as from Firelands Mechanical. Mr. Scott noted that The Collaborative had been contacted regarding the matter and they are currently investigating with the engineer assigned to the project.
Speed Zone Surveys
Mr. Scott provided an overview of the results for the speed zone studies performed by Masterminds Systems LLC on Jeannie Drive, Marblewood Drive, Meter Road, Sunnydale Street, Mistic Bay Boulevard, and Mistic Bay Point. Mr. Scott will be working with Tina Molnar of the Ottawa
County Engineer’s office to obtain directions regarding submitting and preparing resolutions to ODOT for speed reductions.
Letter of Commitment
Mr. Scott reported that a letter of commitment was needed for the 2012-paving project for N. Shore Blvd. It was discussed that Ms. Seamon had obtained a sample copy of a commitment letter and she would give each of the trustees a copy for review.
Flood Plan Map Updates
Mr. Scott explained that at the Ottawa Regional Planning Commission meeting he learned the flood plan map updates were currently in the 90 day appeal process. Mr. Scott stated that residents affected could obtain help to process an appeal at the ORPC office. Appeals needed to be filed within the 90 day period. Mr. Scott noted that this project has been placed on an indefinite hold.
Police
Police Chief Mike Meisler reported that his department to date in June handled 387 incidents. The 2011 police cruiser was now in service as of 7:00 pm this evening. Chief Meisler reported that the department was participating in the bike safety program with the Lakeside Association and Lakeside Security. The program is held every Monday from 1:00 pm to 3:00 pm in Lakeside at Bradley Temple and will be held through August 22, 2011.
Chief Meisler presented to the trustees the idea of sponsoring a seminar to residents on “Refuse to be a Victim”. Chief Meisler explained that the seminar would be limited to 20 residents at a cost of $5.00 per resident and the department would incur the cost. Chief Meisler noted the cost was for materials. Chief Meisler stated that the Elmore police department currently sponsors this program on an annual basis and he felt to implement such a program for Danbury Township; not only would it be beneficial it was also a way to give back to the community. The trustees agreed and Chief Meisler will work out the details to provide a seminar for 20 residents. Once a date is determined, it will be advertised in the newspaper and on the township website.
Chief Meisler explained to the trustees that Port Clinton Ford Mercury had determined a trade allowance value of $4,000.00 for the 2008 Ford Crown Victoria. The current mileage for this vehicle was 87,000. It was discussed that the department had a 2006 cruiser with the comparable mileage but that it was in better condition than the 2008. The trustees agreed to accept $4,000.00 for the cruiser and allow Chief Meisler to proceed with the trade.
Fire
Mr. Hirt reported that the LVFD handled 41 calls in the month of May. Mr. Hirt also reported that the MVFD handled 50 calls in the month of May.
Safety
Ms. Rozak announced that an employee safety meeting will be held on Friday, July 8, 2011 in the meeting room beginning at 8: 30 am. John Gibson of the Ottawa County Red Cross will give a presentation on “emergency preparedness”. Ms. Rozak noted that employee attendance was not mandatory.
Drug Free Safety Program
Safety Coordinator, Deborah Burley-Biro, provided an overview regarding the Drug Free Safety Program and the changes to the program, which had occurred in January 2011. Ms. Biro noted that the township had attained the advance level earning a 7% discount on BWC premium; at the basic level the discount earned was 4%. Ms. Biro explained with the advance level police officers are subject to random drug testing and extensive revisions to the Drug Free Workplace policy would have to occur. Ms. Biro reported researching the rates paid last year to what is anticipated for next year and that the savings was about $500.00. Being that the cost for the drug testing would probably out way the savings, Ms. Biro recommended to the board to return to the basic level for the Drug Free Safety Program. It was noted the deadline to report changes to the Ottawa County Safety Council was July 15, 2011. A discussion followed regarding the availability of the maintenance employees verses police officers being subject to random drug testing. Ms. Seamon noted that the annual fee to have the police officer undergo drug testing was paid as well as one officer had been tested. She stated that the cost was about $110.00, which was paid from the police funds. It was noted that the maintenance employees would be required to be tested at either level since they hold CDL driver’s licenses. After discussion, the following was taken.
Ms. Rozak moved to approve to return to the basic level for the Drug Free Safety Program. Second by: Mr. Hirt. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Worker’s Compensation Option
The trustees and Ms. Biro discussed the option to joining a group-rating program through Frank Gates/Avizent. Ms. Biro reported Frank Gates/Avizent advised her that the township did not
yet qualify for the OTA group rating, but may qualify for another rating program called Group Retrospective (Group Retro). The trustees discussed the information Ms. Biro had provided them regarding joining the Group Retro program. Ms. Biro reported that she had worked with Andy Frank
of Frank Gates/Avizent to obtain the information. After discussion, the trustees agreed to do further study before making application to join. Ms. Biro will contact Andy Frank to schedule a meeting with the trustees before making a decision. Discussion regarding this matter will resume in late August to meet the application deadline, which is in October.
Zoning
Zoning Inspector Rhonda Botti Sowers reported that 14 permits were issued to date in the month of June.
Fiscal Report
Fiscal Officer, Shelley Seamon presented the trustees with detailed reports regarding township finances as of June 22, 2011.
TruGreen – Spot Weed Killing
Ms. Seamon explained that the service performed by TruGreen for spot weed killing at the township hall, the police station and Lake Point Park totaled $1,200.00. At the previous meeting, cost was estimated at $50.00 per location. Ms. Seamon noted that due to larger areas being addressed at the police station then anticipated cost was $200.00, and at Lake Point Park cost was $950.00. Being that the service was performed and the total cost was under the threshold of board approval she had processed the purchase order.
Crack Sealant Costs
Ms. Seamon explained that the four pallets of crack sealant material had totaled 9,540 lbs. and the township was charged freight for each shipment, which resulted in an additional cost of $429.50. Ms. Seamon noted that the additional cost would need to be approved, but at this time, Mr. Dress was contacting DJL Material & Supply regarding the freight charges since last year the township did not incur costs for freight. Discussion will continue at the next regular meeting.
Annual Membership Dues
Ms. Rozak moved to continue the membership with the Ottawa County Safety Council and approved that the annual membership dues be paid in the amount of $120.00. Second by: Mr. Scott.
Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Anniversary Dates Acknowledged
Ms. Seamon acknowledged that Mike Meisler would have 21 years of service to the township as of Friday, June 24, 2011. Ms. Seamon noted that Mr. Meisler’s sick and vacation time would be adjusted with the pay date of July 6th. Ms. Seamon also noted that Mr. Meisler would receive a $0.05 longevity increase also effective with the pay date of July 6th, increasing his hourly rate $26.14.
Committee reports concluded at 7:45 pm and department heads and Ms. Biro were dismissed.
Nuisance Complaint-Updates
Lot#21 on the corner of Springcrest Drive in Perryview Estates- Owners Neil & Loretta Conkel
Ms. Rozak reported that Mr. & Mrs. Neil Conkel had been notified by mail on June 14, 2011 regarding the complaint of high grass and weeds. Ms. Rozak explained that approximately half of the property was mowed as of this evening. After discussion of the matter, the trustees agreed a second notification would be sent to Mr. & Mrs. Neil Conkel requesting the entire property be mowed. Ms. Rozak will send the notification.
Mineyahta on the Bay-Lots 12 & 13 – Owner Roger Johnson
Mr. Hirt reported contacting property owner Roger Johnson regarding the overgrown grass. Mr. Johnson advised Mr. Hirt that a contractor was being sought to mow both lots. Mr. Hirt explained he had viewed the lots and the matter was resolved.
New Nuisance Complaints
Lot #26 on E. Mistic Bay Boulevard
The trustees received a complaint regarding the condition of Lot #26 on E. Mistic Bay Boulevard, which was filed by Joyce Gordon who resides at 5559 E. Mistic Bay Boulevard. The complaint stated that Raymond Pasquall owned the property. Ms. Rozak reported that she had viewed the property and it did need to be mowed. After discussion of the complaint, the trustees agreed notification would be sent to the property owner requesting that the lot be mowed. Ms. Rozak will send the notification.
Vacant Lot located on Marblewood Drive
The trustees received a complaint regarding tall weeds and the condition of a vacant lot located on Marblewood Drive, which was filed by Barbara McCall who resides at 1760 S. Marblewood
Drive. The complaint stated that Mary Jo Shortridge owned the property. Ms. Rozak reported that she had already sent a letter to Ms. Shortridge on June 1, 2011 and no mowing had occurred. After discussion of the complaint, Mr. Hirt stated that he would contact Ms. Shortridge by telephone to resolve the matter.
Township Hall Renovation
Architect, Scott Kerik attended and provided a letter seeking direction from the board on how to proceed with the renovation of the township hall. A brief discussion followed regarding the cost presented as Scheme D, the costs for additional upgrades, as well as the cost to make the hall entrance ADA accessible. At the conclusion of discussion, Mr. Kerik was asked that his firm prepare preliminary costs to break out the project in two phases and Ms Seamon was asked to provide a budget recommendation.
The Keeper’s House
Repairs Update
Mr. Scott reported that the High Highlander Harris Construction had installed the new gutter and downspout at the Keeper’s House. Mr. Scott explained that the cellar door hinges would be replaced and someone would be looking at the roof regarding the missing shingles and moss problem.
Sign Replacement
Mr. Scott presented the trustee with a new design for the Keeper’s House sign being it is a historical site. The trustees held a brief discussion regarding the design obtained from Bumbera Design and asked Lisa Bruno to provide two quotes based on using sandblasted redwood and recycled plastic. Additional quotes will be obtained for comparison.
Brush Drop-Off Site
Ms. Rozak reported that Janice Barth had contacted her regarding speeding and dust issues on the driveway to the brush drop off site. Ms. Barth advised that people were using the service at all hours of the night and she observed someone tossing out bags of trash. Ms. Rozak asked the board to consider moving the brush drop-off site to the vacant area behind the new police station.
Compensation to Department Heads Attending Meetings
The trustees discussed the times department heads were dismissed this evening and at the previous meeting as well as that Mr. Dress and Chief Meisler are paid hourly verses Ms. Sowers being a salaried employee, which resulted in no change to the compensation policy for meeting attendance.
Regional Water Permit
Regarding the installation of water for the dog park at 310 S. Bridge Road, Ms. Rozak explained that she had sent requests to Tony Sedlak Excavating and David Schrock Excavating to obtain quotes to tap into the regional water line, which resulted in no response from either contractor. Ms. Rozak ask to contact three additional contractors and be authorized to choose the lowest quote, given they were within reason. The trustees held a brief discussion regarding this matter and the following action was taken.
Mr. Hirt moved to approve that Ms. Rozak be give authorization to contact three additional contractors and accept the lowest quote to tap into the regional water line at 310 S. Bridge Road. Second by: Mr. Scott. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
The trustees discussed the cost for the public water permit which was $2,817.00 and that payment must accompany the application at the time you apply.
Mr. Hirt moved to approve the cost of the public water permit in the amount of $2,817.00, purpose being to tap into the regional water line at 310 S. Bridge Road. Second by: Mr. Scott. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Boy Scout Request
Ms. Rozak reported that Curt Laubner had contacted her to inquire about outside storage for the Boy Scout trailer. Mr. Laubner asked if the trailer could be stored behind the police station. After a brief discussion, the trustees agreed not to allow storage of the Boy Scout trailer. Ms. Rozak will notify Mr. Laubner regarding this decision.
Approve Payment of Bills
After examining the following bills in the amount of $73,585.02. Mr. Scott moved that they be accepted and warrants for the various amounts be drawn. Second by: Mr. Hirt. Vote: Mr. Hirt –yes, Mr. Scott-yes, Ms. Rozak –yes. Motion carried.
36016 John L Belcher 5/28/11 -6/10/11 Salary $ 1,106.28
36017 Daniel J. Bergman 5/28/11 -6/10/11 Salary $ 1,150.55
36018 Deborah K Burley-Biro 5/28/11 -6/10/11 Salary $ 366.14
36019 J. Charles Cunningham 5/28/11 -6/10/11 Salary $ 1,537.74
36020 James E. Dress 5/28/11 -6/10/11 Salary $ 971.42
36021 Jared E. Griffith 5/28/11 -6/10/11 Salary $ 1,095.76
36022 Bradford K. LaMarca 5/28/11 -6/10/11 Salary $ 1,345.53
36023 Mark A. Meisler 5/28/11 -6/10/11 Salary $ 1,457.27
36024 Michael S. Meisler 5/28/11 -6/10/11 Salary $ 1,629.56
36025 Brian P Sloan 5/28/11 -6/10/11 Salary $ 1,250.44
36026 Rhonda Botti Sowers 5/28/11 -6/10/11 Salary $ 1,362.87
36027 Brandon L. Taylor 5/28/11 -6/10/11 Salary $ 1,435.02
36028 Brett A. Waldron 5/28/11 -6/10/11 Salary $ 1,162.95
36029 Joshua P Young 5/28/11 -6/10/11 Salary $ 1,310.75
36030 State Disbursement Child Support WH $ 72.00
36031 OCSPC Child Support WH $ 141.23
36033 FSI Disposal Trash Services $ 21.00
36034 West Publishing ORC Books $ 139.00
36035 Poggemeyer Design Group Inc. Engineering Services-Meadowbrook $ 5,021.44
36036 Ottawa Regional Planning Commission Annual Assessment $ 2,132.00
36037 ODJFS Unemployment –April (DZC) $ 12.30
36038 Pocket Press Inc. OH Law Books-Police $ 127.92
36039 Ottawa County Sanitary Engineer Annual Hydrant Fee $ 34,115.73
36040 Ottawa County Recorder Recording Fee -Zoning $ 20.00
36041 Vance Outdoor Inc. Sm. Equipment-Police $ 780.00
36042 Firelands Reg. Med. Center Drug Screening -Roads $ 51.00
36043 Staples Business Advantage Office Supplies-Admin/Hall $ 79.87
36044 Oak Harbor Hydraulics Hydraulic Repairs-Tractor $ 120.00
36045 Streacker Tractor Sales Inc. Tractor Filter $ 51.89
36046 ABCO Fire Protection Inc. Annual Fire Extinguisher Insp. Hall/Garage $ 168.17
36047 Luckey Farmer's Inc. Gasoline $ 5,200.50
36048 Minuteman Press Summer Newsletter $ 333.80
36049 Beck's Suppliers Inc. Car Wash Tokens –Police $ 56.00
36050 Ohio Edison Street Lights $ 572.51
36051 Crop Production Services Lime - Ball Fields $ 84.36
36052 Ottawa County Safety Council Annual Dues $ 120.00
36053 Ohio Edison Electricity (Hall/Roads/Sirens/Pump/Police)) $ 848.72
36054 Bright Ideas Shops, LLC Sign Panel Replacement –TWP Hall $ 520.00
36055 Green Guard 1st Aid & Safety Refills 1st Aid Kit Roads/Admin $ 54.88
36056 Spoerr Precast Concrete, Inc. Riser/Grate Hartshorn Rd. $ 179.00
36057 H2 Designs, LLC Cruiser Decal/ 8 New Plates $ 650.00
36058 OAOCOP Annuals Dues -Police $ 195.00
36059 Frontier Telephone (Gen./Roads/Zoning) $ 247.60
36060 Deborah K Burley-Biro Reimburse 18-Personal Safety Kits $ 189.31
36061 Vision Service Plan Vision Premium $ 246.75
36062 Davenport & Company Services Website Updates $ 65.00
36065 Highlander Harris Construction Gutter Installation/Materials Keeper's House $ 189.00
36066 Wal-Mart Community Supplies (hall/roads/police) $ 144.30
36067 Staples Business Advantage Office Supplies $ 93.83
36068 DR Ebel Police & Fire Equipment New Cruiser Equipped/LED Bar Replaced $ 3,201.50
36069 City Of Port Clinton 2nd QTR City WH $ 157.13
Approve Payment to Bill’s Implement Sales
Ms. Rozak moved to approved payment to Bill’s Implements Sales in the amount of $65.85, (WRT#36032), purpose being for weed eater supplies. Second by: Mr. Scott. Vote: Mr. Hirt-abstained, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Sign Cemetery Deed
The trustees signed a cemetery deed to Cathy A. Francz, for Lot 160, graves 3 & 4 in the 2nd addition at Sackett Cemetery.
Energy Savings Presentation
The trustees held discussion in regards to having Larry Hattan, a retired engineer from Brush Wellman give a presentation on ways to help businesses and institutions save money on energy at no cost to the township. Ms. Rozak will contact Mr. Hattan to obtain dates and times as to when the presentation may occur.
Comments & Concerns
Sherry Roberts was concerned with the cable not working properly in high-definition, and asked if the township had exclusive contract with the cable company. Ms. Roberts commented that she had contacted the cable company numerous times with no results. A brief discussion followed amongst the trustees and Ms. Roberts. Ms. Roberts and Mr. Scott will contact the Cable TV Consumer Hotline, which is administered by the Ohio Department of Commerce. Ms. Rozak will investigate if the problem with HDTV is countywide.
Rita Mahler asked when the archaeological dig was scheduled at Meadowbrook. Ms. Rozak explained that no archaeological digs were scheduled, but several archaeological surveys were performed at Meadowbrook because they are a requirement for grant funding.
Marty Stys asked for an opportunity to offer AFLAC insurance to the township employees.
Mr. Stys gave a brief overview to the employees. The trustees accepted the packet of information and Ms. Rozak will review the information and consult with County Prosecutor, Mark Mulligan regarding if AFLAC can be offered to the township employees.
Lisa Bruno had a variety of questions and comments, in which the trustees and fiscal officer addressed.
At the conclusion of comments and concerns, Ms. Rozak moved to go into executive session at 8:40 pm, to discuss the employment of personnel. Second by: Mr. Scott. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Mr. Scott moved to reconvene the regular meeting at 9.00 pm.
There was no action taken.
There being no further business Ms. Rozak moved to adjourn at 9:00 pm. Second by: Mr. Hirt. Vote: Mr. Hirt-yes, 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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