Minutes of Meeting, December 14, 2015

SHAWNEE TOWNSHIP

BOARD OF TRUSTEES MEETING

December 14, 2015

The Shawnee Township Board of Trustees held a Regular Board Meeting at the Shawnee Township Administration Building, 2530 Fort Amanda Rd., Lima, Ohio. Chairperson Dave Belton called the meeting to order at 7:00 p.m. A brief moment of silence was followed by the Pledge of Allegiance. Roll call indicated those present as follows: Chairperson Dave Belton, Vice Chairperson Russ Holly, Trustee Chris Seddelmeyer, Fiscal Officer Stephanie Hoffer, Police Chief Mike Keith, Fire Chief Todd Truesdale, Cemetery Board Pres. Joe Hicks, Legal Advisor Clay Balyeat, and Zoning Inspector Mark Bishop. Road Supt. Howard Gray was absent.

APPROVAL OF THE MINUTES

Mrs. Seddelmeyer made a motion to approve the Minutes of the Regular Meeting held November 23, 2015, Mr. Belton seconded, and the motion carried 2-0.

FISCAL OFFICER’S REPORT

Financial Reports for November 2015 were submitted to the Board of Trustees and Departments. Mr. Holly made a motion to approve the financials, Mrs. Seddelmeyer seconded, and the motion carried 3-0.

Discussion: • Appropriations and fund balances are in good status. • Twp. received 5th reimbursement for the Fort Shawnee Industrial Dr. Project. To date total cost of project is $789,598 .00. The Twp. receives 67% reimbursement through a State Grant for the project. o There will be additional expense of $12,000 for light poles o Builders Insurance to cover loss from wire stolen from site • Twp. received insurance check for recent damage to Fire Station and Spartan Fire Truck.

  LEGAL ADVISOR

Trustees stated they did not think that Resolution 129-15, Acceptance of Shawnee Township Board of Zoning Appeals Denial Recommendations Thomas J. Stewart, 3265 S. Dixie Hwy., Lima, Ohio. Variance – Commercial Building Side Set Back Requirement, which was brought before the Trustees for their approval at a previous Board of Trustees Regular Meeting, held November 23rd, should have been brought before the Township Trustees for approval, and asked Clay Balyeat if they should rescind the resolution. Mr. Balyeat said since the resolution was an issue for only the Township Zoning Board of Appeals, the resolution they approved will have no effect, and that it wasn’t necessary to rescind the resolution.

SWEARING IN OF: Stephanie Hoffer, Fiscal Officer

Stephanie Hoffer was sworn in by Attorney Clay Balyeat to serve as fiscal officer for Shawnee Township for the 4 yr. term commencing April 1, 2016.

TRUSTEES BUSINESS

Resolution # 131-15       Amend Current Appropriations

BE IT HEREBY RESOLVED, the Shawnee Township Board of Trustees hereby approves amending current appropriations as follows: Line Item 2081-210-190-2100 Salaries Dispatch Increase $2,500.00 2081-760-740-0000 Machinery, Equipment Decrease ($2,500.00) (Adjust appropriations for current expenses-Police Dept.) 2111-220-323-0000 Repairs & Maintenance Increase $58,000.00 (Repairs to Fire Station & Spartan Fire Truck. Received Insurance check for claim) FURTHER, the Township Trustees approves of Purchase Order 9-2015 to Hume Supply in the amount of $49,500.00, and Purchase Order 10-2015, for repairs completed to the Fire Station and Spartan Fire Truck. (Then & Now) A motion by Mrs. Seddelmeyer to approve Resolution #131-15 was seconded by Mr. Holly. Motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, yes Mrs. Seddelmeyer, Yes

Resolution # 132-15      FMLA-J. Hodges

Whereas, the Shawnee Township Board of Trustees passed Resolution 125-15, authorizing Firefighter Josh Hodges to begin Family Medical Leave on November 5, 2015 in accordance with the Family Medical Leave Act. Be it resolved, the Shawnee Township Board of Trustees hereby ends Mr. Hodges’ Family Medical Leave effective December 2, 2015, as Mr. Hodges has returned to full duty. A motion by Mrs. Seddelmeyer to approve Resolution #132-15 was seconded by Mr. Holly. Motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, yes Mrs. Seddelmeyer, Yes

Resolution # 133-15      Employment Contract for Jewlene Gause Interim/Part-time Dispatcher

 Be it hereby resolved, the Shawnee Township Board of Trustees authorizes the continued employment of Jewlene Gause as an Interim/Part-time Dispatcher effective retroactive to December 5, 2015. Further, 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 December 5, 2015 and ending no later than June 5, 2016 and reviewed in 6 month periods thereafter. A motion by Mrs. Seddelmeyer to approve Resolution #133-15 was seconded by Mr. Holly. Motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, yes Mrs. Seddelmeyer, Yes

Resolution #134-15      Authorization to purchase Door Locking System through SCI

Be it hereby resolved, the Shawnee Township Board of Trustees authorizes the purchase of a door locking system for the west entrance of the Police and Administration Building as per the attached quote through SCI Security, 3540 S. Dixie Hwy, Lima, Ohio, at a cost not to exceed $2,700.00. A motion by Mrs. Seddelmeyer to approve Resolution #134-15 was seconded by Mr. Holly. Motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, yes Mrs. Seddelmeyer, Yes

Resolution #135-15      Authorization to Upgrade the DVR and Camera System through SCI

Be it hereby resolved, the Shawnee Township Board of Trustees authorizes the upgrading of the current DVR and Camera System, and the installation of an additional camera covering the west entrance and parking lot of the Police and Administration Building as per the attached quote through SCI Security, 3540 S. Dixie Hwy., Lima, Ohio, at a cost not to exceed $2,000.00. A motion by Mrs. Seddelmeyer to approve Resolution #135-15 was seconded by Mr. Holly. Motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, yes Mrs. Seddelmeyer, Yes

A motion by Russ Holly to amend the agenda to include Resolution 136-15 was seconded by Chris Seddelmeyer, and the motion carried 3-0.

Resolution #136-15      Approve Public Officials Bond

BE IT HEREBY RESOLVED, the Shawnee Township Board of Trustees hereby approves payment $1,141.00 to Burnham & Flower for the renewal of the PUBLIC OFFICIAL BOND for STEPHANIE J. HOFFER who was elected as FISCAL OFFICER for Shawnee Township for the term of 4/1/2016 through 03/31/2020. A motion by Mr. Holly to approve Resolution #136-15 was seconded by Mrs. Seddelmeyer. Motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, yes Mrs. Seddelmeyer, Yes

A motion by Russ Holly to amend the agenda to include Resolution 137-15 was seconded by Chris Seddelmeyer, and the motion carried 3-0.

Resolution #137-15      RESOLUTION OF NECESSITY FOR LEVYING TAX EXCEEDING TEN MILL LIMITATION – FIRE EPARTMENT LEVY (O Const Art XII #2; ORC 5705.03, ORC 5705.19, ORC 5751.01-5751.99, ORC 5750.25, ORC 5705.26)

Be it resolved by the Township Trustees of Shawnee Township, that The Board of Trustees of Shawnee Township, Allen County, Ohio, met in a Regular Meeting on the 14th day of December 2015, at the Shawnee Township Administration Building, 2530 Ft. Amanda Rd., Lima, Ohio 45804, with the following members present: Mr. David Belton, Trustee, Chairperson Mr. Russell Holly, Trustee, Vice Chairperson Mrs. Chris Seddelmeyer, Trustee Mr. Holly moved for the adoption of Resolution No. 137-15 as follows: WHEREAS, the amount of taxes which may be raised within the ten mill limitation will be insufficient to provide an adequate amount for the necessary requirements of said Shawnee Township, Allen County, Ohio; and, WHEREAS, a resolution declaring the necessity of levying a tax under the Ohio Revised Code 5705.19 outside the Ten-Mill Limitation must be passed and certified by the County Auditor of Allen County, Ohio in order to permit the Board of Trustees of Shawnee Township, Allen County, Ohio to consider the levy of such a tax and must request that the county Auditor certify to the Board of Trustees of Shawnee Township, Allen Co., Ohio the total current tax valuation of Shawnee Township, Allen Co., Ohio, and the dollar amount that would be generated by the number of mills required to generate a specified amount of revenue. THEREFORE, be it hereby resolved, the Board of Trustees of Shawnee Township, Allen Co., Ohio, and in accordance with the Ohio Revised Code Section 5705.03 and 5705.19, declare the following: SECTION 1 It is necessary to levy a renewal tax of 1.5 mills for the purposes set forth in the Ohio Revised Code Section 5705.19 (I) as follows: For providing and maintaining fire apparatus, appliances, buildings, or sites therefore, or sources of water supply and materials therefore, or the establishment and maintenance of lines of fire alarm telegraph, or the payment of permanent , part-time, or volunteer firefighters, or firefighting companies to operate the same, including the payment of the firefighters employers contributions required under Section 742.34 of the Ohio Revised Code, in the purchase of ambulance equipment or the provision of ambulance, paramedic, or other emergency medical services operated by a fire department or firefighting company. SECTION 2 That the levy is to be placed upon tax lists of the year commencing in 2016, with collection first due in 2017 in compliance with Ohio Revised Code, section 5705.34, if majority of the electors voting thereon vote in favor thereof. SECTION 3 That the question of such tax levy shall be submitted to the electors of Shawnee Township, Allen County, Ohio at the election to be held therein on March 15th, 2016. SECTION 4 That the Fiscal Officer of Shawnee Township is hereby directed to certify a copy of the Resolution to the County Auditor. The Board of Trustees of Shawnee Township hereby requests that the County Auditor certify to the Board the total current tax valuation of Shawnee Township, Allen Co., Ohio and the dollar amount of revenue that would be generated by a 1.5 mill levy, (1.50 mills for each ($1.00) one dollar of valuation which amounts to $ .15 cents on each one hundred dollars ($100.00) of valuation), each year, for a five year period of time, if approved by the electors. SECTION 5 That the Board of Trustees finds and determines that all formal actions relative to the passage of this resolution were taken in an open meeting and that all deliberations of the Board of Trustees which resulted in the passage of this resolution, were taken in a meeting open to the public, in full compliance with all legal requirements including Section 121.22 of the Ohio Revised Code. SECTION 6 That this resolution shall take effect at the earliest period allowed by law. Mrs. Seddelmeyer seconded the motion and the roll being called upon its adoption the vote resulted as follows: Mr. Belton, yes Mr. Holly, yes Mrs. Seddelmeyer, Yes

DEPARTMENTAL BUSINESS

Fire Department

The Monthly Activity Report for November 2015 for the Fire Department as submitted by Fire Chief Truesdale was reviewed by the Board. Mrs. Seddelmeyer motioned for approval of the report, Mr. Holly seconded, and the motion carried. The report is attached and made part of these minutes.

   Discussion: • 121 calls for November. Up from last year • Hume Rd. Bridge (Weight Allowance & Condition of Bridge) • Donation from the Carlton House ($200) • Hazmat Re-Certification completed • Upgrade Hydraulic Cutters (Replace Blades) • Renewal of 5 yr., 1.5 mill Fire Dept. Levy to be on March 15 ballot o Due to the elimination of C.A.T. Reimbursements (Reimbursements for the loss of Tangible Personal Property Ta x) in the State’s Budget, Shawnee Twp. as a whole will have approx. $991,000 cut from its total annual budget, leaving the Fire Dept. to handle a loss of over $500,000 in annual revenue. Trustees said they do not wish to increase the renewal levy for the loss, but consider an additional levy, possibly in November, for safety-services that would cover mostly dispatch and help all departments, whereas, expense for dispatch is allocated among each department.

Police Department

The Monthly Activity Report for November 2015 for the Police Department as submitted by Police Chief Keith was reviewed by the Board. Mr. Holly motioned for approval of the report, Mrs. Seddelmeyer seconded, and the motion carried. The report is attached and made part of these minutes.

  Discussion: • Calls up 25%, 151 hrs. training • Officer Kohli-Drug Recognition Expert (Instructor)

Road Department

  Discussion: • 4 rounds of leaf pick-up • Working on brush • Repairs to catch basin in cemetery

Zoning Department

The Zoning Report for December 14, 2015, as submitted by Zoning Inspector Mark Bishop, was reviewed by the Board. Mr. Holly motioned for approval of the report, Mrs. Seddelmeyer seconded, and the motion carried. The report is attached and made part of these minutes.

   Discussion: • 5 permits for the month • Zoning Commission,-Thomas Stewart Petition for Zoning Map Change for 3275 S. Dixie Hwy, Lima, Ohio denied. Board of Trustees to hold Public Hearing-Jan. 12, 2015 to act on recommendation. • John Heaphy, Happy Daz Realty, 1860 S. Dixie Hwy, Lima, Ohio-Petition for Area Variance approved • Sending notification to Linda & Clarence Jones that appeal time has expired and the Township will proceed with the demolition of 1000 Daniels Ave., Lima, Ohio • Recording of Special Assessments with the county. Demolition $7,300, Mowing Assessments $611.08 • Old Textron Bldg. (NE Corner) Recycling?

Cemetery

Discussion: • Fence in wrong spot. 50 ft. too far to the south. Move to the north. Close gap in older fence on east side. • Catch basin repaired. • Mowing of grounds next year. Trent Barnhill to help out part-time. • Cemetery Advisory Board Meeting, Dec. 15, at 5:30pm. • Waiting on response from State Representative Bob Cupp in reference to the construction of mausoleums and the O.R.C. • Approval of Final Audit of Cemetery • Fund Raisers for Veterans Memorial • Advertise for available lots

COMMUNICATIONS  1. FAA-Info on Drone

BILLS

Mrs. Seddelmeyer 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, Mrs. Seddelmeyer motioned the meeting adjourn, Mr. Belton seconded, and the motion carried 3-0. Meeting adjourned at 8:25 p.m.