Minutes of Meeting March 14, 2016

SHAWNEE TOWNSHIP

BOARD OF TRUSTEES MEETING

March 14, 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, Trustee Dave Belton, Police Chief Mike Keith, Fire Chief Todd Truesdale, Cemetery Board Pres. Joe Hicks, Road Supt. Howard Gray and Legal Advisor Clay Balyeat. Vice Chairperson Chris Seddelmeyer, Fiscal Officer Stephanie Hoffer and Zoning Inspector Mark Bishop were absent.

APPROVAL OF THE MINUTES

Mr. Belton motioned for approval of the Minutes of the Regular Board of Trustees Meeting held February 22, 2016, Mr. Holly seconded, and the motion carried 2-0.

FISCAL OFFICER’S REPORT

Mr. Belton motioned to table the February 2016 Financials, Mr. Holly seconded, and the motion carried 2-0.

Fiscal Officer Notes: 1. Still looking into other options for checking. 2. Financials for Feb. 2016: a. Appropriations are in good status, (Other than repairs & maintenance line in fire dept. Damages to fire station and truck were paid this year, insurance proceeds received last year.) Resolution 14-16, will increase line to cover expense. 3. Received TPPT reimbursements last week. 11% decrease in receipts. 4. Also received 1st ½ RE Tax Settlement last week. Auditor’s had problem balancing their reports and are issuing only 95% of settlement for now.

LEGAL ADVISOR

Discussion: • Demolition of house at Daniels Ave. Car can be moved.

Swearing in of Caleb Hodges: Caleb Hodges was sworn in as a full-time firefighter/paramedic for the Shawnee Township Fire Dept. by Fire Chief Truesdale.

TRUSTEES BUSINESS

Resolution # 13-16       Memorandum of Understanding between Allen Soil and Water Conservation District and Shawnee Township for MS4 Storm Water Program Administration

This working agreement is entered into on the 20th day of January 2016 and becomes effective on the date of the last signature. The agreement is subject to the limitations of authorities, resources, and policies of the Allen Soil and Water Conservation District (SWCD) and the Shawnee Township (Township). The Shawnee Township is co-permittee under Ohio EPA MS4 NPDES permit#2GQ00010*CG with the Allen County Commissioners, Perry Township, American Township, Bath Township, Village of Elida, Allen County Engineer, and Allen SWCD. The area affected by this permit is 43.98 square miles. The total number of residents in this targeted area is 32, 762. For ease of understanding, this agreement is arranged according to the order of the Six Minimum Controls for the National Pollutant Discharge Elimination System (NPDES) Phase II for Storm Water as defined with the Ohio Administrative Code 3745-39-03 (B)(1) through (6). The activities outlined herein represent the requirements of the Allen County Storm Water Management Plan. Allen SWCD will provide the following services for the Township: Coordination of the Phase II Storm Water Program for the Village 1. The SWCD will provide the necessary staff support to coordinate the activities of the Allen County Storm Water Mangement Plan. 2. The SWCD will solicit information and assistance from the Township as is necessary to implement the plan and make reports to the Ohio EPA. 3. The SWCD will make annual reports to the Ohio EPA on the progress of the plan’s implementation. 4. The SWCD will work with the Township in addressing plan deficiencies. 5. The SWCD will serve as the liaison for the Township and the Ohio EPA in matters regarding the Shawnee Township Storm Water Management Plan. 6. The SWCD will be responsible for record keeping and data collection respective to the Allen County Storm Water Management Plan. 7. The SWCD will assist the Township and other partners involved in understanding the need to implement the Allen County Storm Water Management Plan as well as their roles and responsibilities. 8. The SWCD will update the Allen County Storm Water Management Plan as required by the Ohio EPA. 9. A record of time and efforts provided will be maintained by the SWCD. 10. The Allen SWCD will assume responsibility for payment of the annual MS4 Operating Permit fee. Minimum Control Measure No. 1: Public Education and Outreach 1. The SWCD will oversee the training of Township personnel in regards to storm water issues and best management practices. 2. The SWCD will work with the Township to develop, supply and/or purchase educational materials for public distribution. 3. The SWCD will work with the Township to promote sound and state of the art best management practices for storm water management and pollution prevention. 4. The SWCD will assist in developing and maintaining a database of parcel owners for the watersheds of impaired stream segments. 5. The SWCD will work with the Township to provide web-based information to the public. Minimum Control Measure No. 2: Public Involvement and Participation 1. The SWCD will coordinate the overlapping efforts of the Ottawa River Coalition and the Township, and other partner agencies to ensure success and avoid duplication of efforts. 2. The SWCD will assist the annual Ottawa River Cleanup event as well as other cleanup opportunities targeting impaired stream segments. 3. The SWCD will conduct one annual meeting with the Township for the purpose of addressing the accomplishments and outlining the needs of the Allen County Storm Water Management Plan. Minimum Control Measure No. 3: Elimination of Illicit Discharges 1. The SWCD will work with the Township and the County Engineer’s Office to establish a map of the storm drain system. 2. The SWCD will work with the Township, through the County storm water partnership, in the administration and enforcement of Illicit Discharge Regulations. 3. The SWCD will work with the Township, through the Allen County Health Department, Allen County Sanitary Engineer’s Office, and other partners to develop a plan for the detection and identification of illicit hook-ups and for the enforcement of pertinent regulations. 4. The SWCD will perform dry weather screening of storm water outfalls in impaired stream segments. 5. The SWCD will facilitate the Illicit Discharge Appeals Board. Minimum Control Measure No. 4: Construction Site Storm Water Runoff Ordinance 1. The SWCD and the Township will participate in any revision of the Allen County Storm Water and Sediment Control Regulations and ensure that Phase II Storm Water Program requirements are reflected in the regulations where applicable. 2. The SWCD and the Township will participate in any revision of the Allen County Subdivision Regulations and ensure that Phase II Storm Water Program requirements are reflected in the regulations where applicable. 3. The SWCD and the Township will participate in any revision of the Allen County Flood Plain Management Regulations and ensure that Phase II Storm Water Program requirements are reflected in the regulations where applicable. 4. The SWCD will work with the Township to educate and inform developers and contractors of their storm water compliance responsibilities. 5. The SWCD will work with the Township to educate and inform agency personnel of storm water compliance issues and responsibilities relative to Township projects. Minimum Control Measure No. 5: Post-Construction Storm Water Management Ordinance 1. The SWCD and the Township will participate in any revision of the Allen County Storm Water and Sediment Control Regulations and ensure that Phase II Storm Water Program requirements are reflected where applicable. 2. The SWCD and the Township will participate in any revision of the Allen County Subdivision Regulations and ensure that Phase II Storm Water Program requirements are reflected in the regulations where applicable. 3. The SWCD and the Township will participate in any revision of the Allen County Flood Plain Management Regulations and ensure that Phase II Storm Water Program requirements are reflected in the regulations where applicable. 4. The SWCD will assist the Township with waste and litter prevention, control and collection practices with watershed stakeholders. 5. The SWCD will work with the Township to develop and implement a preventative catch basin cleaning program. Minimum Control Measure No. 6: Pollution Prevention and Good Housekeeping 1. The SWCD will work with the Township to adopt and implement a vehicle inspection and maintenance schedule for all Township owned vehicles for the purpose of eliminating oil, grease, and fluid leaks. 2. The SWCD will work with the Township and the Allen County Engineer to adopt and implement a salt use policy for the Township. 3. The SWCD will work the Township to develop and implement a training program for agency personnel on best management practices for reducing impacts of storm water runoff from Township operations. The Township will provide the following: 1. The Township will fully support the activities within the Allen County Storm Water Management Plan. 2. The Township will support the continuation of the County storm water partnership that is advising Allen County, the four urbanized Townships and the Township cooperative Storm Water Management Plan. 3. The Township will participate in an annual review of the program. 4. The Township will participate in revisions to their Storm Water Management Plan as required by the Ohio EPA. Compensation 1. The Township shall compensate the SWCD in the form of an annual grant. 2. The amount of this grant is $8,200.00. It is renewable, and may be adjusted annually. 3. The SWCD will invoice the Township annually. 4. The Township will authorize the transfer of funds to the SWCD account prior to April 1st, annually. 5. The SWCD will report the grant to the Ohio Dept. of Agriculture, Division of Soil and Water Conservation annually in order that available/eligible state matching funds are secured. It is Mutually Agreed: 1. That the SWCD is a conservation, technical, and education service agency and therefore is not granted regulatory authority in the Ohio Revised Code. 2. That the working relationship is defined to include lines of communications with appropriate departments. 3. That the Township and the SWCD will meet when necessary to review and coordinate activities and programs with the aim of developing a multi-discipline approach to resource management. 4. That all parties will review quality of service and address concerns as they arise. 5. That this working agreement may be amended or terminated at any time by mutual consent of both parties, or the agreement may be terminated by either party giving sixty (60) days notice in writing to the other. Upon termination, the SWCD shall refund that portion of the grant not used through the termination date to the Township. Mr. Belton motioned for approval of Resolution 13-16, Mr. Holly seconded, and the motion carried 2-0. Roll Call: Mr. Belton yes Mr. Holly yes Mrs. Seddelemeyer ABSENT

Resolution # 14-16       Amend Permanent Appropriations

BE IT RESOLVED, the Shawnee Township Board of Trustees approves of amending Permanent Appropriations as follows: 2021-330-211-0000 OPERS-Dispatch Increase 13,000.00, 2021-330-323-0000 Repairs & Maintenance Decrease -13,000.00 (Initial appropriation error), 2111-220-323-0000 Repairs & Maintenance (Fire Dept.) Increase 60,000.00 (Paid for damages to Fire Station and Vehicle in 2016. Insurance proceeds received in 2015. Carry-over reduced by $60,000) Mr. Belton motioned for approval of Resolution 14-16, Mr. Holly seconded, and the motion carried 2-0. Roll Call: Mr. Belton yes Mr. Holly yes Mrs. Seddelemeyer ABSENT

Resolution # 15-16       FMLA-Christy Dawson

BE IT RESOLVED that the Shawnee Township Board of Trustees authorizes Dispatcher Christy Dawson to begin Family Medical Leave on March 15, 2016 in accordance with the Family Medical Leave Act. Mr. Belton motioned for approval of Resolution 15-16, Mr. Holly seconded, and the motion carried 2-0. Roll Call: Mr. Belton yes Mr. Holly yes Mrs. Seddelemeyer ABSENT

Resolution # 16-16       Authorization to Hire Full-time Firefighter Caleb Hodges

BE IT RESOLVED that the Shawnee Township Board of Trustees authorizes the hiring of Caleb Hodges as a full-time firefighter to become effective March 22, 2016. Mr. Belton motioned for approval of Resolution 16-16, Mr. Holly seconded, and the motion carried 2-0. Roll Call: Mr. Belton yes Mr. Holly yes Mrs. Seddelemeyer ABSENT

Resolution # 17-16       Acceptance of Resignation – Lynn Krohn as Representative on Allen Water District

Be it resolved, the Shawnee Township Board of Trustees accepts the resignation of Lynn Krohn as Representative of Shawnee Township on the Allen Water District Board, effective March 3, 2016. Mr. Belton motioned for approval of Resolution 17-16, Mr. Holly seconded, and the motion carried 2-0. Roll Call: Mr. Belton yes Mr. Holly yes Mrs. Seddelemeyer ABSENT

Resolution # 18-16       Appointment of John Gosnell to Representative for Shawnee Township on the Allen Water District Board Be it resolved, the Shawnee Township Board of Trustees appoints John Gosnell to be the representative for Shawnee Township on the Allen Water District Board, effective April 1, 2016, fulfilling the unexpired term of Lynn Krohn. Further, the Shawnee Township Board of Trustees appoints Mr. Gosnell to continue representing Shawnee Township on the Allen Water District Board for the new term beginning May 1, 2016, for a three (3) year term. Mr. Belton motioned for approval of Resolution 18-16, Mr. Holly seconded, and the motion carried 2-0. Roll Call: Mr. Belton yes Mr. Holly yes Mrs. Seddelemeyer ABSENT

DEPARTMENTAL BUSINESS

Fire Department

   The Fire Dept. Activity Report for February 2016 as 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. (Report attached)

       Discussion: • Medic 11 returned today. Cooling ECR valve. (Loosing coolant) • 1.5 mil levy renewal on ballot

Police Department

     Discussion: • 90% training in February • Slight increase in calls • Grant (pending)

Road Department

   The Road Dept. Activity Report for February 2016 as submitted by Road Superintendent Howard Gray was reviewed by the Board. Mr. Belton motioned for approval of the report, Mr. Holly seconded, and the motion carried. (Report attached)  

      Discussion: • 50% less snow and ice • Inspecting roads with county later this week

Zoning Department

   The Zoning Activity Report for January 2016, as submitted by Zoning Inspector Mark Bishop was reviewed by the Board. Mr. Belton motioned for approval of the report, Mr. Holly seconded, and the motion carried. (Report attached)

Cemetery

   The Cemetery Activity Report for February 2016, as submitted by Advisory Pres. Joe Hicks was reviewed by the Board. Mr. Belton motioned for approval of the report, Mr. Holly seconded, and the motion carried. (Report attached)

     Discussion: • Discussion of fence with church • Fencing issue

COMMUNICATIONS  1. Allen Water District Minutes of Meeting 2. Fish Fry @ Allen Co. Fairgrounds on Good Friday 3/25 3. Fraud Investigation & Prevention Conference by Auditor of State 4. Husky Lima Refinery planned maintenance of units & equipment March 11th through end of April  5. Shawnee Twp. Board of Appeals Public Hearing, March 24, at 6:00 Pm at the Twp. Administration Meeting Room-Variance for FedEx Plan  6. Allen County Combined Health District to hold spring meeting March 31, at 7pm at Allen County Public Health, 219 E. Market St., Lima  7. Tax Incentive Review Council Meeting (TIRC), March 15, at 1pm

BILLS

Mr. Belton motioned the board approve paying the bills by resolution, Mr. Holly seconded, and the motion carried 2-0. Roll call: Mr. Belton (yes) Mr. Holly (yes) Mrs. Seddelmeyer (ABSENT)

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 2-0. Meeting adjourned at 7:33p.m.