Minutes of Meeting Jan. 11, 2016

SHAWNEE TOWNSHIP

BOARD OF TRUSTEES MEETING

January 11, 2016

The Shawnee Township Board of Trustees held a Regular Board Meeting at the Shawnee Township Administration Building, 2530 Fort Amanda Rd., Lima, Ohio.

Chairperson Russ Holly 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 Russ Holly, Vice Chairperson Chris Seddelmeyer, Trustee Dave Belton, Fiscal Officer Stephanie Hoffer, Police Chief Mike Keith, Fire Chief Todd Truesdale, Cemetery Board Pres. Joe Hicks, Legal Advisor Clay Balyeat, Zoning Inspector Mark Bishop, and Road Supt. Howard Gray.

For the purpose of holding the Annual Volunteer’s Dependents Board Meeting, prior to going into that meeting two township trustees were elected to serve of that board. Mr. Belton made a motion to appoint Chris Seddelmeyer as Board Member of the Volunteer’s Fire Fighter Dependents Board, Mr. Holly seconded, and the motion carried. Mrs. Seddelmeyer made a motion to appoint Dave Belton as Board Member of the Volunteer’s Fire Fighter Dependents Board, Mr. Holly seconded, and the motion carried.

At 7:04 PM, Mr. Belton made a motion to recess the Regular Township Board of Trustees Meeting, to enter the VOLUNTEER’S DEPENDENT BOARD MEETING, Mrs. Seddelmeyer seconded, and the motion carried.

At 7:12 PM, Mrs. Seddelmeyer made a motion to reconvene the Regular Township Board of Trustees Meeting, Mr. Holly seconded, and the motion carried.

APPROVAL OF THE MINUTES

Mrs. Seddelmeyer made a motion to approve the Minutes of the Regular Board of Trustees Meeting held December 28, 2015, Mr. Holly 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 table the financials for next meeting.

Discussion: • Computer System rolled in to 2016. Blanket Certificates were created to encumber funds to pay bills. • Finished end of the year reports. Working on tax reports. • Received bill from Hume Supply for repairs to Fire Station & truck • 1095 C Reporting and the Affordable Health Care Act reviewed with Trustees and Departments. Employees who work an average of 30 hrs. per week are considered full-time in ACA reporting. Employers are responsible for offering health insurance coverage to all of its full-time employees. • Records request asked for zip code of employees. Atty. Clay Balyeat’s recommendation was not to provide zip codes. (Addresses of Police & Fire Employees are not public record)

LEGAL ADVISOR

Discussion: • Demolition of property on Daniels (Notice of demolition sent to land owner) • Southwood property pending demolition-Bankruptcy court, no interests • Reconstruction Hearing for Amblewood Project. Signed contract with Beaverdam Contracting, Inc.

TRUSTEES BUSINESS

Resolution # 01-16       Amend Permanent Appropriations

BE IT RESOLVED, the Shawnee Township Board of Trustees approves of amending Permanent Appropriations as follows: 1000-110-221-0000 Medical Hospitalization-General Fund Increase 11,533.26, 1000-210-221-0000 Medical Hospitalization-General Dispatch Increase 3,844.42, 2021-330-221-0000 Medical Hospitalization-Road Dispatch Increase 1,922.21, 2031-330-221-0000 Medical Hospitalization-Road Dept. Increase 9,611.05 ,2081-210-221-0000 Medical Hospitalization-Police Dept. Increase 23,066.52, 2081-210-221-2100 Medical Hospitalization-Police Dispatch Increase 3,844.42, 2111-220-221-0000 Medical Hospitalization-Fire Dept. Increase 38,444.20, 2905-230-221-2100 Medical Hospitalization-Fire Dispatch Increase 1,922.21, 1000-760-740-1200 Machinery, Equip & Furniture-General Decrease 15,377.68, 2021-330-420-0000 Operating-Road Dispatch Decrease 1,922.21 2031, 760-740-0000 Machinery, Equip & Furniture-Road Decrease 9,611.05 ,2081-210-420-0000 Operating-Police Dept. Decrease 12,656.44, 2081-760-740-0000 Machinery, Equip, Furniture-Police Dept. Decrease 14,254.50 ,2905-760-740-0000 Machinery, Equip, Furniture-EMS Dispatch Decrease 1,922.21, (To increase Medical Line Items for OPEC-HC Renewal January 1, 2016, Fire Dept. 2017 carry-over decreased by $38,444) 1000-760-750-0000 Motor Vehicles-General Fund Increase 12,945.50, 2081-760-750-0000 Motor Vehicles-Police Dept. Increase 12,945.50, 1000-760-740-1200 Machinery, Equip & Furniture-General Decrease 12,945.50 ,2081-760-740-0000 Machinery, Equip & Furniture-Police Dept. Decrease 12,945.50 ,(For the purchase of Police Vehicle) 2111-220-323-0000 Repairs & Maintenance Increase 58,276.34 (To increase Line Item for Repairs to Fire Station and Spartan Fire Truck, Fire Dept. 2017 carry-over decreased by $58,276.34), A motion by Mrs. Seddelmeyer to approve Resolution #01-16 was seconded by Mr. Belton. Motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, yes Mrs. Seddelmeyer, Yes

Resolution # 02-16      Approve Purchase Orders

BE IT RESOLVED, the Shawnee Township Board of Trustees approves the following Purchase Orders: Then & Now Purchase Order of $94, 188.29 for the OPEC-HC, Invoice date Jan. 1, 2016, Then & Now Purchase Order for a new Police Vehicle through Reineke in the amount of $25,891.00 (Whereas said purchase was originally approved in 2015 in Resolution 105-15, funds were appropriated and available in both the General Fund and Police Fund in Machinery & Equipment Line Items for said purchase; and whereas purchase orders for those line items were closed year-end 2015, therefore, a new purchase order is created in 2016 for purchase of vehicle.), Then & Now Purchase Order for Hume Supply, $49,836.34, Inv. Date Jan. 6, 2016, Then & Now Purchase for Frank Arvay $3,842.50, LEL Services, Inv. Date Dec. 1, 2015-Dec. 31, 2015, Then & Now Purchase for SCI Security, 4594.31, Inv. Date 12/28/2015. A motion by Mrs. Seddelmeyer to approve Resolution #02-16 was seconded by Mr. Belton. Motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, yes Mrs. Seddelmeyer, Yes

Resolution # 03-16      Adopt Security Benefit Plan

BE IT HEREBY RESOLVED, the undersigned authorized representative of Shawnee Township (the Employer) hereby certifies that the following resolutions were duly adopted by the Employer on January 11, 2016, and that such resolutions have not been modified or rescinded as of the date hereof; FURTHER RESOLVED, that the form of amended 457 Plan and Trust effective January 1, 2016, presented to this meeting is hereby approved and adopted and that an authorized representative of the Employer is hereby authorized and directed to execute and deliver to the Administrator of the plan one or more counterparts of the Plan. The undersigned further certifies that attached hereto as Exhibits A and B, respectively, are true copies of Shawnee Township OAPFF 457 Plan as amended and restated and the Summary of 457 Provisions, which are hereby approved and adopted. A motion by Mrs. Seddelmeyer to approve Resolution #03-16 was seconded by Mr. Belton. Motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, yes Mrs. Seddelmeyer, Yes

Resolution #04-16     Authorize Investment in Star Ohio

WHEREAS, pursuant to the Ohio Revised Code, Section 135.14, the Board of Trustees of Shawnee Township, Allen County, Ohio adopted an investment policy by resolution, no. 147-15, dated December 28, 2015; and the Board of Trustees has chosen to invest Township monies into the public funds account through STAR OHIO, for the purpose of gaining a higher yield of interest rate; THEREFORE, authorizes the Fiscal Officer to make a one- time deposit of $750,000.00 from the General Fund to Star Ohio Plus. A motion by Mrs. Seddelmeyer to approve Resolution #04-16 was seconded by Mr. Belton. Motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, yes Mrs. Seddelmeyer, Yes

Resolution #05-16      Acceptance of Road Workers Agreement 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, 2016, 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 2016 15.80 17.50 18.91 20.72 21.40 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 four(4) year step is reached. 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 $25,000.00 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. 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 Year’s 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 Mrs. Seddelmeyer to approve Resolution #05-16 was seconded by Mr. Belton. Motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, yes Mrs. Seddelmeyer, Yes

Resolution #06-16       Accept Agreement Covering Use of Township Roads for Detour Purposes

BE IT HEREBY RESOLVED the Shawnee Township Board of Trustees accept the agreement covering use of County or Township Roads or Village Streets for detour purposes as agreed and attached hereto. FURTHER, this agreement for detour routes is associated with the proposed project at SR 117 and SR 501 intersection and the duration of the project. A motion by Mrs. Seddelmeyer to approve Resolution #06-16 was seconded by Mr. Belton. Motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, yes Mrs. Seddelmeyer, Yes

Resolution #07-16      Ending FMLA-Howard Gray

WHEREAS the Shawnee Township Board of Trustees passed Resolution 152-15 on December 28, 2015 allowing Family Medical Leave for Road Superintendent Howard Gray, beginning December 3, 2015 in accordance with the Family Medical Leave Act, and; NOW THEREFORE BE IT RESOLVED that Mr. Gray’s FMLA ended on January 11, 2016. A motion by Mrs. Seddelmeyer to approve Resolution #07-16 was seconded by Mr. Belton. Motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, yes Mrs. Seddelmeyer, Yes

Resolution #08-16      Rezoning of Thomas Stewart Property

WHEREAS, Petitioner Thomas Stewart of 3265 Dixie Hwy, Lima, Ohio, 45804, herein and hereby requests a change in zoning from “BIV” Commercial to “R-II H” Residential 2 historical, for tax parcel #46-1310-01-010.000 known as 3275 S. Dixie Hwy, Lima, Ohio 45804, and; WHEREAS, the Lima-Allen County Regional Planning Commission on December 1, 2015 recommended the request for rezoning be denied based on the fact that rezoning the parcel would not reflect usage in accordance with the Shawnee Township 2040 Comprehensive Plan, and; WHEREAS, on December 1, 2015, the Shawnee Township Zoning Commission held a public hearing on the matter, and voted 5 -0 in favor of rejecting Mr. Stewart’s requested rezoning, based on the facts presented at the hearing and the recommendation of Lima-Allen County Regional Planning Commission, and; WHEREAS, on January 11, 2016, the Shawnee Township Board of Trustees held a Public hearing on the matter, and; NOW THEREFORE BE IT RESOLVED, that the Shawnee Township Board of Trustees hereby accepts the recommendation of the Zoning Commission, to reject the rezoning of tax parcel #46-1310-01-010.000 from “BIV” Commercial to “R-II H” Residential 2 as requested by petitioner Thomas Stewart. A motion by Mrs. Seddelmeyer to approve Resolution #08-16 was seconded by Mr. Belton. Motion carried 3-0. Roll Call: Mr. Belton, yes Mr. Holly, yes Mrs. Seddelmeyer, Yes

DEPARTMENTAL BUSINESS

Fire Department

The Monthly Activity Report and Year-End Report for December 2015 for the Fire Department as submitted by Fire Chief Truesdale were reviewed by the Board. Mr. Belton motioned for approval of the reports, Mrs. Seddelmeyer seconded, and the motion carried. The reports are attached and made part of these minutes.

  Discussion: • 1,590 total calls for the year • Counting incidents 2009-2015, numbers are up over last 6 years • HAZMAT ID repairs

Police Department

The Monthly Activity Report and Year-End Report for December 2015 for the Police Department as submitted by Police Chief Keith were reviewed by the Board. Mr. Belton motioned for approval of the reports, Mrs. Seddelmeyer seconded, and the motion carried. The reports are attached and made part of these minutes.

Discussion: • Calls for the month up 9.5%. Accidents up • Total activity down 1% from prior year • Board of Trustees do not request hearing for Liquor Permit-La Charreada’s

Road Department

  Discussion: • Plowing Round-a-Bout (plow circle first) • Road salt

Zoning Department

The Zoning Monthly Activity Report for December 2015, as submitted by Zoning Inspector Mark Bishop. The report is attached and made part of these minutes.

Discussion: • 4 permits for the month • Other monthly activity (see report) Cemetery Discussion: • 2015 Year-End Report • Cemetery Advisory Board Meeting held Jan. 11, 2016 • Fence issue resolved

COMMUNICATIONS 

1. Accepting Bids for farming Zurmehly Rd. property through 10am, Jan. 25, 2016  2. Allen County Trustees & Fiscal Officers Breakfast, Jan. 28th, 7:30AM, Crown Plaza, Columbus, Ohio 3. Job & Family Services Session, Jan. 21st, Employers and Labor 4. Enterprise Agreements-J. Sprague

BILLS

Mr. Belton motioned the board approve paying the bills by resolution, Mrs. Seddelmeyer 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 7:53 p.m.