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The special meeting of the Danbury Township Board of Trustees held June 3, 2011 at 6:30
pm 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 J. Seamon.
Visitors in attendance were John Sherry, Carol & Riney Robertson, Matt Seamon, Rita Mahler, Lisa Bruno, Larry White, Henry Kihlken, John Starcher, Loretta Grentzer, Peter Corrado, James Proffitt, Nancy Kristensen, and Anne Schmidt.
The purpose of the special meeting was to address how to handle the comments and concerns portion of meetings and if department heads should be required to attend.
Meeting Attendance by Department Heads
Regarding if department heads should attend meetings on a regular basis, Ms. Rozak reported that she had spoken with County Prosecutor, Mark Mulligan. Ms. Rozak stated that Mr. Mulligan had asked her if it was necessary for the department heads to attend and if they compensated for their time. A brief discussion of the policy requiring the department heads to attend and how they were compensated followed. This discussion then proposed the question of since department heads were compensated for their time, was this proper use of funds. It was noted that Mr. Dress and Chief Meisler were hourly employees and that Ms. Sowers received a weekly salary.
The discussion then focused on “why department heads shouldn’t attend the meetings”, Mr. Scott proposed this question. Mr. Hirt explained that Chief Meisler, and Ms. Sowers both provided reports for meetings and he obtained reports from both of the fire departments. Mr. Scott stated that in his opinion, it was the responsibility of this board to see that first, the questions of the public are answered in an honest and straightforward manner and obviously, the safety of everyone involved. Mr. Scott noted that he does utilize Mr. Dress’s input during the meetings.
The trustees then discussed the contentious issues regarding “zoning”. They all agreed that you would always have contentious issues with zoning because it is the nature of the department. It was also discussed that the intent of the board, which imposed this procedure, was to facilitate getting things done. Different options discussed were to dismiss department heads after committee reports unless something on the agenda required them to stay. If a visitor had a question specific to department, the trustee in charge would note the question(s); converse with the department head and provide a response to the requester. The trustees agreed to dismiss department heads after committee reports as a group and continue to abide by the current township policy which requires their attendance to regular township meetings as well, as how they are compensated for their time. The board will revisit this policy in four weeks.
Ms. Rozak moved to continue that department heads be required to attend regular township meetings, and that they be excused at the conclusion of committee reports, with the exception if the Board of Trustees needed them for an agenda item later in the meeting. Second by: Mr. Hirt. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Handling Comments & Concerns
Mr. Scott asked if comments and concerns should be addressed at the beginning of the meetings instead of the end. Ms. Rozak explained that the board had tried having comments and concerns at the beginning of the meetings; it was found not to be conducive to running a meeting effectively due to the length of time it took. Options the trustees discussed regarding this matter were to require comments/concern be provided to the trustees in writing prior to meetings, should a time limit be imposed, and should a sign in sheet adding a topic be established.
John Starcher attended and he explained the procedure followed by The Village of Marblehead. A brief discussion was held between the trustees and Mr. Starcher regarding the use of a sign in sheet, which listed a section for a visitor to provide a topic for discussion.
Ms.Rozak moved that for future meetings a sign in sheet be established for attendees asking them to list the subject they wish to speak about and establish a three-minute time limit per person. Second by: Mr. Hirt. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak –yes. Motion carried.
There being no further business Ms. Rozak moved to adjourn at 6:57 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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