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The regular meeting of the Danbury Township Board of Trustees held February 9th, 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 and Zoning Inspector, Rhonda Botti Sowers.
Visitors in attendance were: Keith Addy, Joyce Gordon, Paul Moon, Tom Bryant, John Englebeck, Doug Waugh, Greg Spears, John & Gloria Rhyner, Mayor, Jacqueline Bird, Roland Stucky, Rita Mahler, Matthew &Matt Seamon, Don Caldwell, John Ferne, Ed Cochenour, Nancy Kristensen, Sonja Kristensen, Lisa Bruno, and Mark Scagnetti.
Approve Minutes
The minutes of the Mistic Bay Mailbox Hearings held January 20th, 2011 and the minutes of the regular meeting held January 26th, 2011 were approved as submitted.
The Annual Fire Department Meeting
The Annual Fire Department meeting was called to order by Mr. Hirt following the approval of the minutes at the regular meeting held February 9, 2011. Mr. Hirt stated that the purpose of the meeting was to give the trustees and both departments an opportunity to gain input from each of the departments and address concerns that they might have. Mr. Hirt reported that the MVFD department handled 79 fire calls and 342 EMS calls in the year 2010 and that the LVFD handled 39 fire calls, 353 EMS calls, 29 alarm investigations, 30 motor vehicle crashes, and 57 public service calls. He also reported that the LVFD had set a new record handling a total of 509 calls in 2010.
Fiscal Officer, Shelley Seamon, presented each department with a comparison of the revenues verses expenditures from 2004 to 2010. The comparison also included the estimated revenues and expenditures for 2011. It was projected that each department would receive a total of $170,000.00 from the fire levy and a total of $57, 500.00 from the EMS levy in 2011.
Mayor, Jacqueline Bird thanked both departments on behalf of the Village of Marblehead for the excellent service they provide to the community. Chief Ed Cochenour reported that the goal for the LVFD in 2011 was to concentrate on recruitment and retaining volunteers. Mr. Cochenour stated that there was a need for more volunteers due the higher volume of calls being received. Chief Doug Waugh reported that the goal for the MVFD in 2011 was to purchase a new ambulance and that it was challenging with the sky rocketing cost for an ambulance as well as several other factors.
Treasurer of the LVFD, Don Caldwell prepared a cost analysis for the trustees in which he estimated that each EMS call cost the department $340.00. Mr. Caldwell stated that the current contract payment that the LVFD receives from the township falls short by about $90,000.00.
There was also discussion of the current EMS contract between the township and both fire departments as well as the EMS levy. Items discussed were contracting with a company to bill for EMS runs, obtaining new levy information for EMS from the County Auditor, the rate of pay volunteers receive per call, the costs of training and certification for the volunteers and the state of the economy.
Ms. Rozak will contact County Prosecutor, Mark Mulligan regarding if EMS billing is allowed per the current contract and who can contract to bill. Mr. Scott will contact County Auditor, Jo Ellen Regal to obtain information regarding what revenue funds would be generated at different options.
Correspondence
The following correspondence was received:
The Ottawa County Municipal Court sent a copy of their 2010 Annual Report.
A memo from Director, Todd Bickley of the Ottawa Regional Planning Commission regarding the first of two required public hearings for the 2011 Community Development Block Grant Program.
Roads, Buildings, and Grounds
Mr. Scott reported that the road department had been busy plowing snow and that the maintenance staff continued to review LTAP training videos. Mr. Scott thanked Brett Waldron for the great job he was doing with the LTAP safety and training videos. Mr. Scott also reported that Bodner & Kerik Architects advised him that the furnace at the township was in need of additional venting and that Mr. Dress would be contacting Mr. Bell to have the matter corrected. Mr. Scott stated that he would be attending the Ohio Township Association Conference in Columbus on February 10, 2011 and that Jim Dress, Jared Griffith, and Brett Waldron would also be attending.
Mr. Scott reported that he would be on vacation the week of the March 9, 2011 regular meeting and that there was also a meeting scheduled for the Ottawa County Regional Planning Commission. Ms. Sowers stated that she would attend the OCRPC meeting.
419 S. Bridge Rd. - Remodel Update
Mr. Scott reported that the remodeling of the police department was coming along nicely and that they were no longer holding the biweekly construction meetings. He also explained to the board that he had approved a quote to Willson Builders in the amount of $1,707.00 to purchase and install an ADA compliant sink in the public restroom. Regarding the base board for the police department, Mr. Scott reported that there was an additional cost of $510.00, which was not in the original quote. He stated that he had contacted Fritz Roberson of The Collaborative Inc, to find out who was responsible for the additional cost. Chief Mike Meisler stated that the base board was part of the original estimate and that the work had already been completed. It was discussed that originally they were going to use 6” base board which was changed to 4” base board and that the type of base board was changed from wood to vinyl.
Truck Purchase
Mr. Scott reported that the road department was requesting quotes for the purchase of a new Ford F450 truck since it was not available through state purchasing and that they would be obtaining information regarding the purchase while attending the conference.
Police
Chief Police Mike Meisler reported 248 incidents handled by his department in the month of January compared to 204 in January of 2009 and 72 incidents to date in the month of February.
Safety
Ms. Rozak reported she would be attending the Ottawa County Safety Council meeting on Wednesday, February 16, 2011.
Zoning
Zoning Inspector, Rhonda Botti Sowers reported that 3 permits were issued in the month of January and submitted the following detail report for the month of January.
Danbury Township Zoning
January 2011 Monthly Report
Permits
Three permit applications were processed during January and a total of $425.00 collected in fees. A residential permit was issued for a new foundation under an existing house in Lakeside and two conditional use applications were filed for home occupations.
Board & Commission Activity
The Board of Zoning Appeals conducted two (2) hearings in January as follows:
#160-10 parking variance dismissed
#182-10 area variance for a two-family dwelling continued
The Zoning Commission compiled a list of possible changes to permitted uses, primarily in the “R-C” district, and submitted the list to the Regional Planning Director for review and input.
The Board of Trustees had no zoning hearings in January.
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 January 2011 the Department responded to 251 calls, e-mails, and in-person inquiries and went on 7 site visits. Here is the breakdown: Calls-Permit and application questions-31, Zoning classification requests-7, Inquiries regarding BZA -44, Zoning Commission -13, Other zoning related-101, Non-zoning related-55. Site Visits: Zoning violations-2, Zoning Commission cases-0, BZA cases-2, other inspections-3.
Notice of Public Hearings
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, February 16, 2011 beginning at 6:30 p.m. on the following applications:
#2011-002 by Karen Dominguez requesting a conditional use for a home occupation (dog grooming) at 7432 E. Harbor Rd. in the “R-C” Recreational-Commercial district; and
#2011-003 by Ryan Wadsworth requesting a conditional use for a home occupation (computer repair and maintenance) at 9605 E. Bayshore Rd. in the “R-3” High Density Residential district.
Fiscal Report
Fiscal Officer, Shelley Seamon presented the trustees with a cash summary by fund report as of February 9, 2011.
Acquisition of the Keeper’s House
Regarding the Keepers House located at 9999 E Bayshore Rd, Ms. Rozak reported that the final lease agreement had been reviewed by the townships insurance carrier, the Ottawa County Historical Society, the trustees as well as County Prosecutor, Mark Mulligan and that everyone was now in agreement.
Ms Rozak explained that the township would be paying off the current mortgage which was estimated to be around $27,000.00 based on the information provided by the OCHS. Treasurer of the OCHS, Keith Addy stated he thought the payoff was a little higher but was less than the original estimate of $30,000.00. Ms. Rozak stated that the township would be taking over the entire property and would lease the premises to the OCHS which would enable them to conduct their programs. She also stated that over a period of time through the lease the OCHS would reimburse the township for paying off the mortgage. Once the debt is repaid the OCHS would pay the township $10.00 per year to lease the premises and that the lease would be renewable every 25 years.
Ms. Rozak asked the board if they were in agreement to acquire the Keepers House. A brief discussion followed regarding the length of time spent to get to this point and that the Keepers House was an important part of the history in Danbury Township. The following action was taken.
Mr. Hirt moved to acquire the Keepers House from the Ottawa County Historical Society as per the lease agreement. Second by: Mr. Scott. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Resolution No. 2011-001
Resolution to Designate a Signatory for Property Acquisition
Mr. Hirt moved to adopt a resolution to designate a Signatory for Property Acquisition.
Whereas: The Danbury Township Board of Trustees agrees to acquire property from the Ottawa County Historical Society, the land of which is known as and being lot numbers 87,88, 89, 90, 109, 110 and 111, of Mineyahta-on-the-Bay subdivision in Danbury Township; and
Whereas: The Board will utilize this property for historical and park uses; and
Whereas: The Board will provide the funds necessary to ensure transfer of the property.
THEREFORE BE IT RESOLVED that the Danbury Township Board of Trustees authorizes trustee Dianne M. Rozak to act as signatory on behalf of the Board to complete the transaction of this property acquisition. Second by: Ms. Rozak. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Ms. Rozak will contact the Hartung Title Agency Inc., to arrange the closing.
New Police Cruiser Quote
Chief Mike Meisler presented a quote to the board from Port Clinton Ford Mercury, Inc., in the amount of $20,878.00 to purchase a new police cruiser for the department. Mr. Scott asked if there would be a trade. Chief Meisler stated that there should be a trade and that he was given a site unseen trade allowance of $3,000.00. A brief discussion followed regarding which cruiser would be traded, the cruisers current mileage and that the car would need to be ordered by March 1st, 2011.
Mr. Hirt moved to approve purchasing a 2011 Ford Crown Victoria police cruiser from Port Clinton Ford Mercury Inc., in the amount of $20,878.00. Second by: Mr. Scott. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Liquor Permit Transfer
The trustees did not request a hearing regarding the Trex transfer of a D5 liquor permit from Shoreham Homes Inc., to the Marblehead Canoe LLC, DBA Canoe Club Wine Bar.
Mr. Scott stated that when he attended the OTA conference he was going to find out what the townships options were regarding liquor permit transfers.
Special Response Team Candidate Nominations
Chief Mike Meisler presented the trustees with a copy of the letter he received from Ottawa County Sheriff’s Office, which stated they were now accepting nominations for new candidates to the Ottawa County Special Response Team. Chief Meisler explained that the OCSRT was down in numbers and that Officer Brandon Taylor had shown interest in become a member. A brief discussion followed and on the recommendation of Chief Meisler the following action was taken.
Ms. Rozak moved to approve nominating Officer Brandon Taylor to become a member of the Ottawa County Special Response Team provided he is accepted. Second by: Mr. Hirt. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Approve Payment of Bills
After examining the following bills in the amount of $25,776.49, 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.
35579 John L Belcher 1/8/11-1/21/11 Salary $ 1,048.99
35580 Daniel J. Bergman 1/8/11-1/21/11 Salary $ 1,227.99
35581 J. Charles Cunningham 1/8/11-1/21/11 Salary $ 1,454.17
35582 James E. Dress 1/8/11-1/21/11 Salary $ 1,142.46
35583 Jared E. Griffith 1/8/11-1/21/11 Salary $ 1,181.18
35584 David M. Hirt February Salary $ 793.92
35585 Bradford K. LaMarca 1/8/11-1/21/11 Salary $ 1,222.76
35586 Mark A. Meisler 1/8/11-1/21/11 Salary $ 1,317.57
35587 Michael S. Meisler 1/8/11-1/21/11 Salary $ 1,678.62
35588 Dianne M. Rozak February Salary $ 845.81
35589 Charles B. Scott February Salary $ 903.53
35590 Shelley J. Seamon February Salary $ 1,330.01
35591 Brian P Sloan 1/8/11-1/21/11 Salary $ 696.84
35592 Rhonda Botti Sowers 1/8/11-1/21/11 Salary $ 1,362.87
35593 Brandon L. Taylor 1/8/11-1/21/11 Salary $ 1,195.91
35594 Brett A. Waldron 1/8/11-1/21/11 Salary $ 1,286.57
35595 Joshua P. Young 1/8/11-1/21/11 Salary $ 1,310.75
35596 State Disbursement Child Support WH $ 72.00
35597 OCSPC Child Support WH $ 141.23
35598 Tractor Supply Co, Operating Supplies $ 32.99
35599 Myers-De's Propane Propane (419 S Bridge) $ 585.80
35600 First Communications Telephone $ 12.87
35601 Culligan of Northern OH Bottled water $ 36.75
35602 Marshall & Melhorn, LLC Legal Fees-Admin $ 252.33
35603 The Peninsula News Legal Ads $ 46.20
35604 OCSE Water & Sewer $ 85.52
35605 Danbury Hardware Operating Supplies $ 8.75
35606 Luckey Farmers, Inc. Gas & Diesel Fuel $ 4,198.20
35607 Tuffman Equip. & Supply Operating Supplies $ 208.17
35608 Lowe's Operating Supplies $ 95.73
Approve January Financial Reports & Bank Reconciliation
Ms. Rozak moved to approve the January 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.
2011 Budget
The trustees schedule a special meeting to be held on Monday, February 14, 2010 beginning at 5:30 pm at the Danbury Township Hall, purpose being to discuss 2011 budget.
Additional Temporary Appropriations
Fiscal Officer, Shelley Seamon reported that additional temporary appropriations were needed due to the acquisition of the Keeper’s House and the purchase of new computers for the police department. It was discussed that the payoff for the Keeper’s House was about $27,000.00 and that the computers which were approved at a prior meeting were just under $5,000.00.
Ms. Rozak moved to approve additional temporary appropriations in the amount of $35,000.00. The funds will be broken down as follows: $30,000.00 for land in the general fund and $5,000.00 for equipment in the police district fund. Second by: Mr. Scott. Vote: Mr. Hirt-yes, Mr. Scott-yes, Ms. Rozak-yes. Motion carried.
Comments & Concerns
Regarding the property taxes paid by the township at the last meeting, John Rhyner gave overview of what other townships were paying for property taxes in Ottawa County. Mr. Rhyner stated he obtained the information from the internet. He stated that he felt the township was paying more than their fair share. A lengthy discussion followed amongst the trustees and visitors regarding why the township did not file for an exemption and who would be effective if the township did file for an exemption. Mr. Scott will contact County Auditor, Ellen Regal regarding what the effectives would be and to whom, if the township filed for an exemption.
Nancy Kristensen stated that since the Northshore Retirement Center has become a 5013C and that they do require a lot on ambulance services with police to accompany them she felt that since the retirement center does not pay taxes; they should be billed for the ambulances calls.
Lisa Bruno advised the trustees that she obtained information from the ORC regarding how the trustees came to the decision to give a township department head a larger increase in pay because of the number of employees they are in charge of. She stated that the position was not compatible with the people the trustees stated were supervised by the department head.
Joyce Gordon asked when the residents of Mistic Bay could expect a statement from the board regarding the issues with the mailboxes. Ms. Gordon stated that it was ridiculous and that the township had no justification regarding the mailboxes on Mistic Bay or any other street. A brief discussion followed between Ms. Gordon, the visitors and the trustees. Currently the trustees have received two plans from the residents involved in the ligation and they are awaiting the third set of plans before making a decision.
There being no further business Ms. Rozak moved to adjourn at 8:20pm. 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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