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The regular meeting of the Danbury Township Board of Trustees held June 8, 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, and Road Superintendent-Jim Dress and Zoning Inspector- Rhonda Botti Sowers.
Visitors in attendance were John Sherry, Melissa Topey, Bruce Schermbeck, John William Smith, Gloria Rhyner, John Rhyner, Matt Seamon, Rita Mahler, James Proffitt, Henry Kihlken, and Lisa Bruno.
Ms. Rozak announced that if visitors in attendance wanted to speak during comments/concern portion of the meeting; they would need to list their topic on the sign in sheet.
Approve Minutes
The minutes of the zoning hearing and the regular meeting held May 25, 2011 were approved as submitted.
Correspondence
The following correspondence was received:
From Robert M. Groves, Director of the United States Department of Commerce, Economics and Statistics Administration, U.S. Census Bureau, a thank you letter regarding the 2010 Census and instructions on how to obtain information for the community.
From JoAnn N. Friar, Director of the Ottawa County Board of Elections an informational letter regarding the boards concerns about the accessibility of the Danbury Township Hall for people with disabilities. A brief discussion was held regarding the matter. Mr. Scott will contact Bodner & Kerik Architects regarding the ADA election issues.
Roads, Buildings, and Grounds
Mr. Scott acknowledged that on June 9, 2011, Jim Dress would have 42 years of service to the township. Mr. Scott thanked Mr. Dress for his dedication to the township.
Mr. Scott reported the mowing, trimming, and preparing the ball fields continued, as well as brush removal had taken place at the Wolcott Cemetery. It was also noted that reservations at the shelter house were down from previous years. Mr. Scott provided costs to have True Green apply spot weed killing at the township hall, police station and Lake Point Park. The cost was $50.00 per application for each location. After discussion, the trustees decided to contract with TrueGreen for this service.
Mr. Scott explained that condensation was affecting the ceiling titles at the police station was being addressed. Mr. Scott reported the steps taken to correct the problem and noted that a quote for insulating the ductwork was forthcoming from Bell Heating and Electric. Mr. Scott also noted that he was contacting Fritz Roberson of The Collaborative to investigate how this was missed and who would bear the responsibility of the cost to insulate the ductwork.
Mr. Scott explained that he had the contract from MasterMind Systems regarding the speed zone surveys and it needed to be signed. Mr. Scott also explained that the surveys were completed and this information was forthcoming. The costs for the surveys were in line with the initial quote the board had approved previously.
Ms. Rozak moved to approve signing the contract from Mastermind Systems for speed zone surveys performed on six township roads. Second by: Mr. Scott. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Police
Police Chief Mike Meisler reported that 462 incidents were handled by his department to date in the month of May, compared to 444 incidents in 2010. Incidents handled to date in June were 151.
Approve D.R. Ebel Police &Fire Equipment Quote
Chief Meisler explained the quote from D.R. Ebel Police and Fire Equipment to equip the 2011 Ford Crown Victoria and replace one older model LED light bar, at a cost of $3,201.50. .
Mr. Hirt moved to approve the quote from D. R. Ebel Police and Fire Equipment in the amount of $3201.50, to equip the 2011 Ford Crown Victoria and replace one older model LED light bar. Second by: Mr. Scott. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
New Decal Design
Chief Meisler presented the trustees with a picture of the new reflective decal for the 2011 police cruiser that was designed locally by H2 Designs. Chief Meisler explained the steps taken to arrive at the design and stated the cost was $450.00.
Fire
There was no report for fire.
Safety
Ms. Rozak reported that the township safety meeting would take place at the Danbury Township Hall on June 21, 2011, beginning at 9:30 am.
Zoning
Zoning Inspector Rhonda Botti Sowers reported that she had issued 20 permits in the month of May and 5 permits to date in June. Ms. Sowers also gave an overview of the activity handled by her department for the month of May. A copy of the monthly report is listed below:
Danbury Township Zoning
May 2011 Monthly Report
Permits
Twenty permit applications were processed during May and a total of $822.48 collected in fees. Residential permits were issued for two additions; one deck; three covered decks/patios; six accessory buildings; one swimming pool; and three fences. One application was rejected, and a permit issued in April was revoked resulting in two area variance applications being filed. There was one application issued for a home occupation for a computer repair business.
Board & Commission Activity
The Board of Zoning Appeals held two hearings in April on the following applications:
#2011-047 area variance for accessory building location approved
#2011-053 area variance for a front setback for a deck continued
The Zoning Commission conducted a public hearing May 4 on application #2011-041 for a text amendment to redefine personal services; add definitions for Recreation Facility, Recreation Facility, Commercial and Recreation Facility, Private; and make several changes to uses listed in the “C-1”, “C-2”, “R-C”, “M-1” and “M-2” districts. The Commission voted unanimously to recommend approval of the text amendments.
The Board of Trustees conducted a public hearing May 25 on application #2011-041 for a text amendment initiated by the Zoning Commission. The Trustees voted 2-1 to modify the recommendation from the Zoning Commission by and approve all of the text amendments except those pertaining to the “C-1” district.
Calls and Site Visits
A primary activity of the Zoning staff is responding to inquiries from residents, developers, appraisers, contractors, etc. Inspections are performed to verify or identify violations as well as to verify that projects are completed in compliance with approved plans. In addition, the department staff greets visitors seeking information regarding other township services and directs them to the appropriate official or department. During the month of May 2011, the Department responded to 362 calls, e-mails and in-person inquiries and went on 23 site visits. Here is the breakdown: Calls: Permit and application questions-88,Zoning classification requests-5,Inquiries regarding BZA-23,Inquiries regarding Zoning Commission- 21,Other zoning related-149 and Non-zoning related-76. Site Visits: Zoning violations-3, Zoning Commission cases-0, BZA cases-3, and Other inspections-17 .
Notice of a Public Hearing
The Danbury Township Board of Zoning Appeals will hold hearings at the Danbury Township Hall, 5972 E. Port Clinton Eastern Rd., Marblehead, OH 43440 on Wednesday, June 15, 2011 beginning at 6:30 p.m. on the following applications:
#2011-072 by Andrew Planet requesting an area variance to allow a floor area increase of approximately 40% for the purpose of constructing a 480 square foot addition to an existing, non-conforming dwelling at 514 Idlewild Dr. in the “R-2” Suburban Residential district. The maximum floor area increase allowed for a non-conforming structure is 20%.
#2011-074 by Francisco Orozco requesting an area variance to allow an accessory building in the front yard on a double frontage lot at 2471 Port Pleasant and to allow setbacks of 4 ft. from both the north and east property lines. The lot is located in the “R-C” Recreational-Commercial district and has frontage on Port Pleasant to the west and South Brooke Circle to the east. Accessory buildings are only permitted in a side or rear yard and must maintain minimum setbacks of 5 ft. from the side and 5 ft. from the rear lot line.
Fiscal Report
Fiscal Officer, Shelley Seamon presented the trustees with detailed reports regarding township finances as of June 8, 2011. Ms. Seamon noted that the actual receipts to date comparing them to the expenditures. Ms. Seamon stated that the township had spent nearly the amount received and in light of the unknown, she felt the purchases and improvements were needed but the township could not continue down this path.
Anniversary Dates Acknowledged
Ms. Seamon acknowledged the following employees years of service to the township: Daniel Bergman Jr. – 4 years Jarred Griffith and Brett Waldron- 9-years, Brian Sloan – 1 year, and Brandon Taylor-4 years. Ms. Seamon noted that sick and vacation time would be adjusted as it applied to each individual effective with the pay date of June 22nd. Ms. Seamon also noted that Mr. Griffith and Mr. Waldron would receive a $0.05 longevity increase also effective with the pay date of June 22nd, increasing their hourly wage to $19.02.
Committee reports concluded at 7:20 pm and department heads were dismissed.
Nuisance Complaints - Updates
129 S. Bridge Road- Owner Harold Miller
In the matter of one vehicle located at 129 S. Bridge Road, property owned by the late Harold Miller, Mr. Scott reported that he had spoken to Mrs. Miller. Mr. Scott explained that once the title was obtained, the one vehicle would be removed. Mr. Scott also explained to the board the situation surrounding improvements to the structure.
174 N. Hidden Beach Road- Owners Sharon Collins& Ronald Wobig
Mr. Hirt explained that he had contacted property owners Sharon Collins and Ronald Wobig regarding the structure located at 174 N. Hidden Beach Road. Mr. Hirt informed the board that the property owners were Sharon Collins and Ronald Wobig, not Richard as was stated in the complaint. Mr. Hirt reported that Mr. Wobig had stated that he was in the process of removing the entire structure. Mr. Hirt informed Mr. Wobig that a follow up visit to review the property would be performed in 30 days.
New Nuisance Complaints-Filed
Lot#21 on the corner of Springcrest Drive in Perryview Estates
The trustees received a complaint regarding high grass and weeds located on Lot #21 on the corner of Springcrest Drive in Perryview Estates, which was filed by Mary Ann Sakacsi who resides at 310 S. Deerwood Court. The complaint listed the owners as Neil and Loretta Conkel. After discussion of the complaint, the trustees decided that Ms. Rozak would contact the property owners regarding this matter.
Mineyahta on the Bay
The trustees received a complaint regarding overgrown grass on Lots 12 and 13 in the Mineyahta subdivision, which was filed by Raymond F. Machar who resides at 2148 S. Wyandotte Trail. The complaint did not list a property owner or exact address. After discussion of the complaint, the trustees decided that Mr. Hirt would indentify and contact the property owner(s).
The Keeper’s House
Repair Restrictions
Mr. Scott reported that he had contacted the Ohio Historic Preservation Office and had spoken with Susan Tietz, Manager of the National Register Survey. Mr. Scott learned that since the township did not receive federal or state funding to purchase The Keeper’s House, there were no restrictions regarding repairs. Mr. Scott explained that the township could elect to have an OHPO representative perform a survey regarding what repairs were needed and the manner in which the repairs should be addressed at the Keeper’s House. Mr. Scott then explained that a plan would be compiled from the survey. A brief discussion followed regarding if there were costs involved. Mr. Scott explained that the cost for the survey would depend on the availability of an OHPO representative and the depth of the survey. The trustees agreed to proceed with the survey.
Gutter Installation
Mr. Scott suggested contacting two local contractors for the installation of a conventional gutter and downspout at an estimated cost of $300.00, to address the critical issue of water draining into the cellar at the Keeper’s House. After discussion, the following action was taken.
Ms. Rozak moved to authorize Charles Scott to obtain quotes for installing a conventional gutter and downspout at the Keeper’s House not to exceed $300.00 and to choose the lowest contractor to have the project completed. Second by: Mr. Hirt. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Sign Quotes
Ms. Rozak provided the trustees with quotes from Bright Ideas Shop LLC. The quotes ranged from $1,580.00 to $2,366.00, differences in pricing were the type of materials being used for each sign and the size. After discussion of the quotes, it was decided that further review of the quotes was needed and Mr. Scott suggested other companies be contacted.
Paving/Boardwalk Trails at Meadowbrook
Regarding the asphalt paved trails and boardwalk sections to be installed at Meadowbrook, the trustees received the engineer’s opinion of probable construction costs, which was provided by Poggemeyer Design Group. The trustees discussed each of the options presented and it was noted that the majority of the funds for trails and boardwalks was being reimbursed by grants the township had received through ODNR.
Ms. Rozak moved to approve the plan from Poggemeyer Design Group in the amount of $194,000.00, purpose being to install asphalt paved trails and treated lumber boardwalk sections at Meadowbrook. Second by: Mr. Hirt. Vote: Mr. Hirt-yes, Mr. Scott –yes, Ms. Rozak-yes. Motion carried
Date Schedule for a Public Hearing
The Danbury Township Board of Trustees will hold a public hearing, at the Danbury Township Hall, 5972 E. Port Clinton Eastern Road, Marblehead, OH 43440, on Tuesday, August 2, 2011, beginning at 6:30 pm, purpose being to finalize the Land Use Plan.
One Day Shredding Service for Township Residents
The trustees discussed two shredding service quotes provided by Ms. Rozak. The quotes were from Accushred-$475.00 and Gateway Recycling-$625.00. After discussion, the trustee agreed to contract with Accushred, purpose being to provide the residents of the township a one-day shredding service, which will be held in the parking lot of the Danbury Township Hall on Saturday, July 23, 2011 from 9:00 am to noon.
Mr. Scott moved to approve contracting with Accushred in the amount of $475.00, purpose being to provide a one-day shredding service for township residents. Second by: Mr. Hirt. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
ODOT Work Agreement
Ms. Rozak read the Work Agreement between the Trustees of Danbury Township and the State Of Ohio, Department of Transportation, which would allow the culvert repairs to be performed at 11257 E. Bayshore Road, Marblehead, OH 43440. (Lake Point Park) The agreement stated that there would be no costs, assessments, or other expenses to the township. It also stated that repairs would commence on April 13, 2012 and end on April 13, 2013, weather permitting. It was discussed that the work agreement was in lull of the easement ODOT had previously requested.
Ms. Rozak moved to approve signing the work agreement between the Trustees of Danbury Township and the State of Ohio, Department of Transportation, to perform culvert repairs at Lake Point Park. Second by: Mr. Scott. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Dog Park Creation Update
Ms. Rozak reported that quotes were needed to tap into the regional water line to access water for the dog park. Ms. Rozak also reported that she had obtained the paperwork to file for the required right-of-way work permit that had to be submitted to ODOT. After discussion, it was decided that Ms. Rozak would contact two local contractors to obtain quotes for tapping into the regional water line. Ms. Rozak will also prepare and submit the required paperwork for the right-of-way work permit to ODOT.
Audit Exit Conference
The trustees and fiscal officer will meet with Debra Baumgartner, CFE, CGFM, Audit Manager of the Toledo Region at the Danbury Township Hall, on Thursday, June 16, 2011, beginning at 11:30 am, purpose being to perform the exit conference for the 2009-2010 audit.
Summer Newsletter
The trustees reviewed the summer newsletter, approved additional content, and all agreed the newsletter would be sent to the printer for publication.
Approve Payment of Bills
After examining the following bills in the amount of $261,447.29. 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.
35964 John L Belcher 5/14/11 - 5/27/11 Salary $ 954.15
35965 Daniel J. Bergman 5/14/11 - 5/27/11 Salary $ 1,150.55
35966 Deborah K Burley-Biro 5/14/11 - 5/27/11 Salary $ 461.14
35967 J. Charles Cunningham 5/14/11 - 5/27/11 Salary $ 1,259.17
35968 James E. Dress 5/14/11 - 5/27/11 Salary $ 970.16
35969 Jared E. Griffith 5/14/11 - 5/27/11 Salary $ 1,082.15
35970 David M. Hirt 6/1/11-6/30-11 Salary $ 793.92
35971 Bradford K. LaMarca 5/14/11 - 5/27/11 Salary $ 1,129.22
35972 Mark A. Meisler 5/14/11 - 5/27/11 Salary $ 1,292.47
35973 Michael S. Meisler 5/14/11 - 5/27/11 Salary $ 1,454.36
35974 Dianne M. Rozak 6/1/11-6/30-11 Salary $ 863.92
35975 Charles B. Scott 6/1/11-6/30-11 Salary $ 903.53
35976 Shelley J. Seamon 6/1/11-6/30-11 Salary $ 1,330.02
35977 Brian P Sloan 5/14/11 - 5/27/11 Salary $ 1,071.33
35978 Rhonda Botti Sowers 5/14/11 - 5/27/11 Salary $ 1,362.87
35979 Brandon L. Taylor 5/14/11 - 5/27/11 Salary $ 1,138.98
35980 Brett A. Waldron 5/14/11 - 5/27/11 Salary $ 1,159.50
35981 Joshua P Young 5/14/11 - 5/27/11 Salary $ 1,283.30
35982 State Disbursement Child Support WH $ 72.00
35983 OCSPC Child Support WH $ 141.23
35984 Lakeside Vol. Fire Protective Assn. Fire/EMS Contract $ 113,750.00
35985 Village of Marblehead Fire/EMS Contract $ 113,750.00
35986 Staples Business Advantage Supplies $ 286.97
35987 MT Business Technologies Inc. Copier Maint./Color Copies $ 45.66
35988 Judco, Inc. Sign Bolts (Roads) $ 59.90
35989 Barnes Nursery Inc. Kids Carpet/Black Mulch( Parks) $ 1,586.00
35990 First Communications Long Distance $ 17.20
35991 Postmaster Newsletter postage $ 1,079.00
35992 Beck Suppliers Inc Car Wash Tokens (Police) $ 28.00
35993 Howards Citgo Tire Repair (Police) $ 6.50
35994 Streacker Tractor Sales Inc. Parts (Roads) $ 100.09
35995 Lakeland Auto & Marine Inc. Supplies (Roads) $ 107.87
35996 Allure Advertising New Business Cards Police $ 563.17
35997 Cros.net Inc. Computer Repairs (Police) $ 130.00
35998 MPH Industries Supplies (Police) $ 281.43
35999 Green Guard First Aid & Safety Eye Wash Station (Police) $ 125.64
36000 D. R. Ebel Police & Fire Equipment Equipment Repairs (Police) $ 125.67
36001 Frontier Telephone (Hall/Roads/Zoning) $ 138.71
36002 OCSE Water/Sewer (Gen/Police) $ 85.52
36003 ABCO Printing Plus, LLC Checks/Envelopes $ 214.18
36004 Mineyahta Assn. North Road Fees $ 80.00
36005 Treasurer, State of Ohio Audit/ 3QTR UAN Fees $ 1,108.98
36006 Starcher Enterprises UPS Shipping (Police) $ 16.75
36007 The Peninsula News Legal Ads-Zoning $ 77.00
36008 Time Warner Cable Internet Service(Police) $ 71.95
36009 Certified Pest Control, Inc.. Pest Control (Bldgs/Grounds) $ 380.00
36010 Bell Electric & Heating Outdoor Lighting Improvements-PD $ 3,400.00
36011 Culligan of Northern Ohio Bottled Water $ 44.20
36012 Severe Service Inc. Tire Repair(Roads) $ 119.50
36013 Ottawa County Treasurer 2nd half Ptax -419/ Water Assess. Keeper's House $ 2,445.45
36014 Keller & Co. Inc. Computer Repairs (Police) $ 65.00
36015 PC Ford Mercury Inc. Vehicle Repairs (Roads/Police) $ 1,282.98
Approve May Financial Reports & Bank Reconciliation
Mr. Scott moved to approve the May financial reports and bank reconciliation as submitted by the fiscal officer. Second by: Mr. Hirt. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Approve Transfer from Star Ohio
Mr. Hirt moved to authorize the transfer of $275,000.00 from the Star Ohio investment account to the Marblehead Bank checking account as recommended by the fiscal officer, purpose being for Fire & EMS contract payments. Second by: Mr. Scott. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Before comments and concerns commenced Ms. Rozak requested that those who wished to speak at the meeting be respectful and keep comments pertinent to township business. Ms. Rozak stated that if you have an urgent need to make a derogatory comment to step back and consider how you would feel if someone made such a comment about you at a public meeting. She added that her hope was that from this date forward comments provided by visitors, would reflect the intentions that were honest, forthright and for the benefit of the township. Not personal attacks on individuals, that perhaps they do not like, or wish to cause harm to. Ms. Rozak asked Ms. Seamon to be the timekeeper and each visitor that listed a topic on the sign-in sheet was given three minutes to address the board.
Comments & Concerns
Bruce Schermbeck was interested in what the design status was for the existing township hall. Mr. Scott explained that a third design was received and what steps would be taken next regarding the renovation project.
Rita Mahler stated that she had contacted JoAnn Friar at the Board of Elections and suggested they look into moving voting from the township hall to St. Paul Lutheran Church. Ms. Mahler also, stated the BOE was currently researching the idea and it was determined that it was within the same precinct. Ms. Rozak stated that this was an outstanding idea and thanked Ms. Mahler for her efforts.
Lisa Bruno commented that she appreciated the remarks regarding honest and forthright opinions and hoped the trustees grant the same.
Ms. Bruno asked why quotes were received for a sign at the Keeper’s House, when you never got quotes for the dog park fence. Ms. Rozak answered that township had received three quotes for the dog park fencing.
Ms. Bruno provided an overview on a town hall meeting at the Village of Marblehead, she recently attended, in which State Representative, Dennis Murray was the speaker. Ms. Bruno stated that Representative Murray commented that the concept of free money should not be tossed about, and as you go about spending money, you should be investigating what is going to happen to this township in three years.
Ms. Bruno asked if the trustees would hold a public hearing to gain input from residents regarding the design to renovate the township hall. It was noted that nothing had been finalized with any of the designs and the trustees agreed that a public hearing was a good idea.
At the conclusion of comments and concerns, Mr. Scott moved to go into executive session at 8:14 pm, to discuss the discipline of a public employee. Second by: Mr. Hirt. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak. Motion carried.
Ms. Rozak moved to reconvene the regular meeting at 8:38 pm.
There was no action taken.
There being no further business Ms. Rozak moved to adjourn at 8:38 pm. Second by: Mr. Scott. 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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