Minutes of Meeting, Sept. 8, 2014

SHAWNEE TOWNSHIP

BOARD OF TRUSTEES MEETING Sept. 8, 2014 On Sept. 8, 2014, the Shawnee Township Board of Trustees held a Regular Board Meeting at the Shawnee Township Administration Building, 2530 Fort Amanda Rd., Lima, Ohio. Chairperson Chris Seddelmeyer called the meeting to order at 7:30PM. A brief moment of silence was followed by the Pledge of Allegiance. Roll call indicated those present as follows: Chair Chris Seddelmeyer, Vice-Chair Dave Belton, Trustee Russ Holly, Fire Chief Todd Truesdale, Fiscal Officer Stephanie Hoffer, Police Chief Mike Keith, Road Supt. Howard Gray, Part-time Zoning Inspector Mark Bishop, and Legal Advisor Clay Balyeat. Zoning Inspector Jim Hile was absent. APPROVAL OF THE MINUTES Mr. Belton made a motion to approve the Minutes of the Regular Board Meeting held August 25, 2014, as amended to include last name of Tammie Hursh under zoning. Mr. Holly seconded, and the motion carried. FISCAL OFFICER’S REPORT Mr. Belton motioned that the Financial Reports for August 2014 reviewed by the Board be approved, Mr. Holly seconded, and the motion carried. • Allstate Supplemental Annual Renewal Meeting, Tuesday, Sept. 9th. (9am-12pm) LEGAL ADVISOR • WCOIL Contract. a. Fire Dept. unable to retrieve backups from WCoil zip file. TRUSTEES BUSINESS: Resolution # 87-14 Resolution Accepting the Amounts and Rates as Determined by the Budget Commission and Authorizing the Necessary Tax Levies and Certifying them to the County Auditor The Governing Board of SHAWNEE TOWNSHIP, Allen County, Ohio met in Regular Session on the 8th day of September, 2014, at the Shawnee Township Administration Building, 2530 Fort Amanda Rd., Lima, Ohio, with the following Board Members present: Russell Holly Christie Seddlemeyer Dave Belton Mr. Belton moved the adoption of the following Resolution: Be it hereby resolved, the Governing Board of Shawnee Township, Allen County, Ohio, in accordance with the provisions of law has previously adopted a tax Budget for the next succeeding fiscal year commencing January 1, 2015; and, Whereas, the Budget Commission of Allen County, Ohio, has certified its action thereon to this Board together with an estimate by the County Auditor of the rate of each tax necessary to be levied by this Board, and what part thereof is without, and what part within, the ten mill limitation; therefore, be it Resolved, by the Governing Board of Shawnee Township, Allen County, Ohio, that the amounts and rates, as determined by the Budget Commission in its certification, be and the same are hereby accepted and be it further Resolved, that there be and is hereby levied on the tax duplicate of said Township the rate of each tax necessary to be levied within and without the ten mill limitations as follows: SCHEDULE A Summary of Amounts Required from General Property Tax Approved by the Budget Commission and County Auditor’s Estimated Tax Rates Fund Amounts to Derived from Amount Approved County Auditor’s Levies Outside the 10 Mill by Budget Commission Estimate of Tax Rate Limitation Inside the 10 Mil Limitation to be levied Inside Outside 10 mill 10 mill limit limit Column II Column IV V VI GENERAL FUND $ 259,814.00 .065 ROAD & BRIDGE $ 456,121.00 1.15 FIRE $ 2,402,764.00 8.25 POLICE $ 1,403,915.00 4.80 ROAD $ 217,921.00 0.75 TOTALS $ 4,024,600.00 $ 715,935.00 1.80 13.80 SCHEDULE B Levies Outside 10 Mill Limitation, Exclusive of Debt Levies Fund Maximum Rate County Auditor’s Estimate Authorized to of Yield of Levy be Levied General Fund Total General Fund Outside 10 Mill Limitations Special Revenue Funds: Fire Fund 1984: Levy authorized by the voters on 5/08/84 for a continuing period of time 2.25 $ 636,990 Fire Fund 1987: Levy authorized by the voters on 1.00 $ 290,439 11/03/87 for a continuing period of time Fire Fund 1989: Levy authorized by the voters on 11/07/89 for a continuing period of time 2.50 $ 731,225 Fire & EMS Fund 1985: Levy authorized by the voters on 1.00 $ 283,107 11/05/85 for a continuing period of time Fire & EMS Fund 2006: Levy authorized by the voters on 1.50 $ 461,003 11/08/11 for a period of 5 years Police Fund 1980: Levy authorized by the voters on 1.30 $ 358,006 11/04/80 for a continuing period of time Police Fund 1988: Levy authorized by the voters on 1.50 $ 431,238 11/08/88 for a continuing period of time Police Fund 2005: Levy authorized by the voters on 2.00 $ 614,671 11/02/10 for a five year period Road Fund 1991: Levy authorized by the voters on 0.75 $ 217,921 11/05/91 for a continuing period of time And be it further resolved, that the Clerk/Fiscal Officer of said Board of Trustees certify a copy of this Resolution to the County Auditor of said County. A motion by Mr. Belton to approve of Resolution #87-14 was seconded by Mr. Holly, and the motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, Yes Mrs. Seddelmeyer, Yes Resolution # 88-14 Amend 2014 Appropriations Be it hereby resolved the Shawnee Township Board of Trustees approves amending current permanent appropriations as follows: 2905-230-100-0000 Salaries (EMS) Increase $113,000.00 2905-230-213-0000 Medicare (EMS) Increase 1,695.00 2905-230-215-0000 OP&F (EMS) Increase 27,120.00 2905-760-740-0000 Machinery, Equip & Fire Decrease $ 20,768.11 To increase Appropriations based on Certificate of Estimated Resources (Available Funds) and adjust for change in allocating a higher percentage of firefighters paid out of the fund in 2014 A motion by Mr. Belton to approve of Resolution #88-14 was seconded by Mr. Holly, and the motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, Yes Mrs. Seddelmeyer, Yes Resolution # 89-14 Explanation of Benefits and Wages for Road Workers WHEREAS, the Shawnee Township Board of Trustees hereby approves the following Resolution as an explanation of benefits and wages for the Shawnee Township Road Department effective retroactive from January 1, 2012, and; FURTHER, this Resolution will supersede any and all other Resolution, Agreement, or Contract that has identified the wages and benefits for the workers of the Shawnee Township Road Department: WAGES Full-time employees shall be compensated in accordance with the following pay scale. YEAR START 1 YEAR 2 YEARS 3 YEARS 4 YEARS 2015 15.45 17.12 18.49 20.26 20.93 Full-time employees shall be assigned to the above pay scale based on their years of service with the Township. New full-time employees shall be assigned to the start rate and shall advance to the next higher pay step on the applicable pay scale on each anniversary date of employment with the Township until the three (4) year step is reached. Further, the Road Workers will be paid a lump sum payment of $750.00 in lieu of an hourly increase for 2014, as the other personnel of Shawnee Township have been entitled to. LONGEVITY Employees, who have been with the Shawnee Township Road Department for ten (10) or more consecutive years as a full-time employee, shall receive the following longevity supplements in addition to their regular wages on their anniversary date. The hourly longevity supplement shall be added to the Employee’s base hourly rate before calculating the Employee’s overtime rate of pay. CONSECUTIVE YEARS OF SERVICE AMOUNT 10 Years $.34 per hour 15 Years $.43 per hour 20 Years $.53 per hour 25 Years $.63 per hour CALL-IN Employees called in to work hours not contiguous to their regular shift shall receive a minimum of two (2) hours pay at the applicable hourly rate. INSURANCE The Employer shall provide single or family medical insurance coverage as appropriate to full-time Shawnee Township Road Department Employees. The coverage shall be the same as provided to other Township Employees. The Employer shall contribute up to the following amounts each month toward the premium cost for each Employee’s medical, dental and prescription drug insurance coverage: Single Coverage $390.00 Family Coverage $975.00 Any increase in insurance premiums above the limits specified herein shall be paid fifty percent (50%) by the Employer and fifty (50%) percent by the employee between the cap and the monthly Cobra figure. The Employer shall pay the full cost for a $15,000.00 group term life insurance policy covering all full-time employees. Employees shall pay all co-payments and/or deductibles as provided in the group health insurance. The Employer has established a Health Care Cost Containment Committee with representatives from each department of the Township to review and make recommendations to the Trustees regarding various types of group insurance coverage and plans, alternate services and cost containment programs. The Shawnee Township Road Department Employees shall have one (1) voting representative on the Committee. For those desiring to participate, the Township will set up a Section 125 medical account. HOLIDAYS Full-time Employees shall be entitled to the following paid holidays during which the Road Department will normally be closed and employees shall receive eight (8) hours of holiday pay: New Years Day January 1st Memorial Day Last Monday in May Independence Day July 4th Labor Day First Monday in September Thanksgiving Day Fourth Thursday in November Day After Thanksgiving Friday after Thanksgiving Christmas Day December 25th If any of the above holidays falls on a Saturday it shall be observed on the preceding Friday. If the holiday falls on a Sunday it shall be observed on the following Monday. In lieu of Martin Luther King Day, Presidents Day, and Columbus Day, Full-time Employees shall have three (3) floating holidays. Employees may schedule the use of their floating holiday by submitting a request to the Road Superintendent at least twenty-four (24) hours in advance of the date requested. Requests to use a floating holiday shall be subject to the approval of the Road Superintendent based on the operational needs of the Department. New Employees shall not be entitled to floating holidays until after the normal day for the holiday has passed. Floating holidays shall be used during the same calendar year in which they were granted or shall be forfeited. PERSONAL LEAVE DAYS Full-time employees shall be entitled to four (4) personal leave days per calendar year beginning the January 1 following the Employee’s date of hire. Employees must submit their request to use a personal leave day at least twenty-four (24) hours in advance of the date requested. Personal leave days shall be subject to the approval of the Road Superintendent based on the operational needs of the Department. Personal Leave Days shall be used during the same calendar year in which they are granted or shall be forfeited. COMPENSATORY TIME Full-time Road Workers may elect to take compensatory time in lieu of cash payment for overtime. Employees may accumulate up to a maximum of twenty-four (24) hours of compensatory time per calendar year. All overtime worked which would exceed the twenty-four (24) hour maximum if taken as compensatory time, shall be paid instead. All compensatory time not used by the end of the last full pay period for which the employee receives payment in December each year, shall be paid to the employee at the same regular hourly rates such compensatory time was earned. Employees wishing to utilize compensatory time shall give, in writing; forty-eight hour notice thereof, and the requested time shall be used only with the approval of the Department Head, or in the absence thereof, the employer. Compensatory time shall be utilized in a minimum of one (1) hour increments. The Shawnee Township Board of Trustees shall review the compensatory time article of this agreement for renewal annually. UNIFORMS In the event the Employer elects to terminate the uniform rental service, each Employee shall be provided a two hundred fifty ($250.00) uniform allowance annually for the purchase and maintenance of work uniforms. This allowance will be prorated for new Employees or in the event the uniform rental service is terminated during the calendar year. SAFETY EQUIPMENT The Township will furnish safety glasses meeting OSHA standards for each Employee. Those Employees requiring prescription glasses will be tested at the Employee’s expense and safety glasses will be furnished by the Township with the Employee’s eyeglasses prescription. Other safety equipment will be available to use as required by the Road Superintendent. (i.e. Hard hats, back supports, ear plugs, safety vests, gloves, Carharts, etc.) Employees shall be required to wear steel toe shoes while working. The Township will reimburse each Full-time employee up to $175.00 annually for one (1) pair of steel toe shoes as approved by the Road Superintendent. The Employer shall provide other equipment as determined necessary and recommended by the Road Superintendent and approved by the Trustees. The Township’s Personnel Policy and Procedure Manual (PPM) including any applicable amendments to said manual adopted following the effective date of this Resolution shall cover the Shawnee Township Road Department Employees unless otherwise stated within this Resolution. If there is a conflict, it shall be interpreted to comply with the provisions of the PPM. A motion by Mr. Belton to approve of Resolution #89-14 was seconded by Mr. Holly, and the motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, Yes Mrs. Seddelmeyer, Yes Resolution # 90-14 Employment Contract for Jewlene Gause Interim/Part-time Dispatcher BE IT HEREBY RESOLVED that the Shawnee Township Board of Trustees authorizes the continued employment of Jewlene Gause as an Interim/Part-time Dispatcher effective retroactive to June 5, 2014. FURTHER Mrs. Gause shall be paid a lump sum payment of $750.00 in lieu of an hourly wage increase. Mrs. Gause’s employment with Shawnee Township will be in accordance with the Township’s Personnel Policy and Procedure Manual and not exceed a 6 month period beginning June 5, 2014 and ending no later than December 5, 2014 and reviewed in 6 month periods thereafter. A motion by Mr. Belton to approve of Resolution #90-14 was seconded by Mr. Holly, and the motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, Yes Mrs. Seddelmeyer, Yes Resolution # 91-14 Acceptance of Contract with Frank Gates as TPA BE IT HEREBY RESOLVED that the Shawnee Township Board of Trustees accepts the contract with Frank Gates Service Co. as the TPA for Shawnee Township’s Worker’s Compensation as attached hereto. A motion by Mr. Belton to approve of Resolution #91-14 was seconded by Mr. Holly, and the motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, Yes Mrs. Seddelmeyer, Yes Resolution # 92-14 Reimbursement of Sick Leave-Hasenstaub WHEREAS Firefighter Mike Hausenstaub had a work related injury on May 28, 2014 and was placed on FMLA beginning May 28, 2014 as per Resolution 59-14. On June 9, 2014 Mr. Hausenstaub returned to work “light duty” as approved in Resolution 60-14, and; WHEREAS, Mr. Hausenstaub’s time off should have been reflected as “Injury Leave” in accordance with the Contract between Shawnee Township and I.A.F.F. Local 2550, and, Mr. Hausenstaub's leave was charged as “Sick Leave” for 130.50 hours. NOW THEREFORE BE IT RESOLVED the Shawnee Township Board of Trustees hereby authorize the Shawnee Township Fiscal Officer to reflect reimbursement in Mr. Hausenstaub’s Sick Time of 130.50 and charge the same to his Injury Leave. A motion by Mr. Belton to approve of Resolution #92-14 was seconded by Mr. Holly, and the motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, Yes Mrs. Seddelmeyer, Yes Resolution # 93-14 Ending FMLA –John Norris WHEREAS the Shawnee Township Board of Trustees passed Resolution 79-14 on August 11, 2014 allowing Family Medical Leave for Firefighter John Norris beginning August 21, 2014 in accordance with the Family Medical Leave Act, and; NOW THEREFORE BE IT RESOLVED that Mr. Norris will end FMLA on September 15, 2012 and return to light duty in accordance to the treating physician’s release, and until such time that Mr. Norris is release for full-duty by his physician. A motion by Mr. Belton to approve of Resolution #93-14 was seconded by Mr. Holly, and the motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, Yes Mrs. Seddelmeyer, Yes Resolution # 94-14 FMLA-Laura Foust BE IT RESOLVED that the Shawnee Township Board of Trustees authorizes Dispatcher Laura Foust to begin Family Medical Leave on August 20, 2014 in accordance with the Family Medical Leave Act. FURTHER, Ms. Foust’s FMLA will end on August 27, 2014. A motion by Mr. Belton to approve of Resolution #94-14 was seconded by Mr. Holly, and the motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, Yes Mrs. Seddelmeyer, Yes Resolution # 95-14 Assessments for Demolitions WHEREAS, Shawnee Township participated in the Moving Ohio Forward Grant to assist in demolishing unsafe, unsecure, and vacant properties within Shawnee Township, and; WHEREAS the percentages for payment of the Moving Ohio Forward Grant were 90% Grant portion and 10% Entity portion, and; WHEREAS Shawnee Township will be assessing only the Entity portion (as listed) to the tax duplicate of the completed demolitions for the following tax parcels as agreed by the property owners: 2149 Shawnee Road 46-1001-01-026.000 $804.95 2151 Shawnee Road 46-1001-01-026.000 $918.45 2679 Shawnee Road 46-1004-04-010.001 $1,324.95 4355 Zurmehly Road 46-1704-01-005.000 $949.95 THEREFORE BE IT RESOLVED that the Shawnee Township Board of Trustees hereby requests and authorizes the Allen County Auditor to assess the tax duplicates for the parcels and amounts listed above. A motion by Mr. Belton to approve of Resolution #95-14 was seconded by Mr. Holly, and the motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, Yes Mrs. Seddelmeyer, Yes Resolution # 96-14 Rescind Resolution # 83-14- Donation of Bell BE IT RESOLVED that the Shawnee Township Board of Trustees rescinds Resolution #83-14 due to the closing of the Indiana University Health, Proton Therapy Center. A motion by Mr. Belton to approve of Resolution #96-14 was seconded by Mr. Holly, and the motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, Yes Mrs. Seddelmeyer, Yes DEPARTMENTAL BUSINESS: Fire Department The Monthly Activity Report for the Fire Department for August 2014, submitted by Fire Chief Truesdale, was reviewed by the Board. Mr. Belton motioned for approval of the report, Mr. Holly seconded, and the motion carried 3-0. The report is attached and made part of these minutes. Discussion: • Busy month with 128 calls. Up from last year. Approx. 75% EMS & Rescue. • Fire Dept to train INEOS Staff CPR • Fire Dept. to train Maplewood School Staff CPR Police Department The Monthly Activity Report for the Police Department for August 2014, as submitted by Police Chief Keith, was reviewed by the Board. Mr. Holly motioned for approval of the report, Mr. Belton seconded, and the motion carried 3-0. The report is attached and made part of these minutes. Discussion: • 506 Calls. 19% less than last year. • Aug. 11 received a 911 call from County. Home invasion. Admitted theft in Township. Road Department The Monthly Activity Report for the Road Department for August 2014, as submitted by Road Supt. Howard Gray, was reviewed by the Board. Mr. Holly motioned for approval of the report, Mr. Belton seconded, and the motion carried 3-0. The report is attached and made part of these minutes. Discussion: • Brush pickup, mowing, and ditch maintenance • Twp. Maintenance-Hrs. spent preparing for National Night Out • Assisting with Road Chip & Tar on the 23rd. • County to patch various Twp. roadways. • Concrete repair completed at Castle Green. Zoning Department Zoning Inspector Jim Hile was absent Mr. Holly mentioned a couple of zoning issues reported by Mr. Hile. a. Wapak Rd.-Metal outhouse and boats on property. (Photos taken) b. Monticello-PUD c. Second notice to Ted Spencer to remove trash from garage sale. d. Arcadia property to be mowed this week. e. Update on scheduled demolitions. COMMUNICATIONS:  FOP-Awards Banquet, Sept. 16, at noon.  Ohio Township Trustees and Fiscal Officers Fall Banquet, Monroe Township-The Sycamore Lake Winery, 9660 Mayberry Rd., Columbus Grove, Sept. 17 @ 6PM.  Interstate 75 shut down at McClain BILLS: Mr. Belton motioned the board approve paying the bills by resolution, Mr. Holly seconded, and the motion carried 3-0. Roll call: Mr. Belton (yes) Mr. Holly (yes) Mrs. Seddelmeyer (yes) Adjournment With no further business to be brought before the Board of Trustees, Mr. Belton motioned the meeting adjourn, Mr. Holly seconded, and the motion carried 3-0. Meeting adjourned at 8:04PM.