Oxford Township Trustees Minutes
February 11, 2008
ITEM
Call to Order 18-08
Approval of Agenda 19-08
Recognition of Guests 20-08
Oath of Office – Constable Stapleton 21-08
Approval of Minutes of January 14, 2008 22-08
Approval of Financial Report 23-08
Approval of Supplemental Appropriations 24-08
Approval of Advances 25-08
Approval of Agreement with Miami Valley Regional Crime Laboratory 26-08
Standing Items 27-08
Approval of Sale of Police Car at Public Auction 28-08
Other Items 29-08
Approval to Carryover Compensatory Time for Piccioni and Nichols 30-08
Acceptance of Federal Field Service Quote for Siren Repair 31-08
Approval of Resolution for Paving Stillwell Beckett Road 32-08
Approval to Pay Bills 33-08
Executive Session 34-08
Adjournment 35-08
Oxford Township Trustees
Minutes
February 11, 2008
18-08 Call to Order
At 7:00 p.m., Mr. Salmon called the meeting to order at the Oxford Township Building.
Present: Mr. McDonough, Mr. Salmon, Mr. Frimerman
Absent: None
19-08 Approval of Agenda
Mr. Frimerman moved, Mr. Mr. McDonough seconded the motion to approve the agenda as amended to included discussion of repair of siren.
Aye: Mr. Frimerman, Mr. McDonough, Mr. Salmon
Nay: None
Mr. Salmon declared the motion carried 3-0
20-08 Recognition of Guests
Constable Stapleton was present for the Oath of Office.
21-08 Oath of Office – Constable Stapleton
Mr. Rowan, Fiscal Officer administered the Oath of Office to Constable Stapleton.
22-08 Approval of Minutes of January 14, 2008
Mr. Frimerman moved, Mr. Mr. McDonough seconded the motion to approve the minutes as amended to include a reference correction on Item 09-08.
Aye: Mr. Frimerman, Mr. Salmon
Nay: None
Abstain: Mr. McDonough
Mr. Salmon declared the motion carried 2-0-1
23-08 Approval of Financial Report
Mr. Rowan presented the January 2008 financial report for approval.
Mr. Frimerman moved, Mr. Mr. McDonough seconded the motion to approve the financial report as presented.
Aye: Mr. Frimerman, Mr. McDonough, Mr. Salmon
Nay: None
Mr. Salmon declared the motion carried 3-0
24-08 Approval of Supplemental Appropriations
Mr. Rowan presented supplemental appropriations for approval. Mr. Rowan stated that modifications were needed due to the temporary status of appropriations.
Mr. Frimerman moved, Mr. Mr. McDonough seconded the motion to approve the supplemental appropriations as presented.
Aye: Mr. Frimerman, Mr. McDonough, Mr. Salmon
Nay: None
Mr. Salmon declared the motion carried 3-0
25-08 Approval of Advances
Mr. Rowan requested approval of the following advance for cash flow reasons:
From: General Fund ($5,000)
To: Gasoline Tax $5,000
Mr. Frimerman moved, Mr. Mr. McDonough seconded the motion to approve the advance as presented.
Aye: Mr. Frimerman, Mr. McDonough, Mr. Salmon
Nay: None
Mr. Salmon declared the motion carried 3-0
26-08 Approval of Agreement with Miami Valley Regional Crime Laboratory
Mr. Rowan stated that Chief Goins requested approval of an agreement with the Miami Valley Regional Crime Laboratory from 1/1/08 – 12/31/08 in the amount of $1,250.00 for lab services. Mr. Salmon stated it appeared to be the same agreement as the previouis year. Chief Goins stated the price was the same as last year.
Mr. McDonough moved, Mr. Frimerman seconded the motion to approve the Agreement.
Aye: Mr. McDonough, Mr. Frimerman, Mr. Salmon
Nay: None
Mr. Salmon declared the motion carried 3-0
27-08 Standing Items
-Cemetery Report
Mr. Hoelle stated there was a damaged headstone. Mr. McDonough asked Mr. Hoelle to bring the headstone in to keep if from further damage. Mr. McDonough asked who was attending the Oxford Museum Association Annual Meeting on Tuesday, February 12, 2008 at the Hopewell Church. All three Trustees were planning to attend. A discussion was held on the difficulty of finding information on the operation of the cemetery. Mr. Salmon stated that a discussion with Mr. Nick Schwab generated questions about accepting cremation only. Mr. McDonough stated there is a designated area at the cemetery with a fence where the church used to be that is designated for ashes only. Mr. Frimerman stated a request has been made to make it an active cemetery for ashes only. Mr. McDonough asked Mr. Rowan to find out information on running an active cemetery. Mr. McDonough stated he would attempt to gather information as well.
-Road Report
Mr. Hoelle stated he obtained a table from Butler County surplus to be used in the administrative office. Mr. Hoelle stated a farmer on Hayworth road is creating debris on the road that needs to be addressed. Mr. Salmon stated that gravel and drainage issues may need to be addressed. Mr. Hoelle stated complaints have been made over the slop on the road. Mr. Salmon stated the owner had received a variance for his business with the understanding that the business would not be expanded. Mr. Salmon stated he has been operating freely and has expanded his business. Mr. Salmon stated a problem has now surfaced that needs to be addressed. Mr. Hoelle stated he would talk to the farmer. Mr. Frimerman stated a conversation may help the situation. Mr. Hoelle stated we need to address the grass mowing on Corso Road. Mr. Salmon stated he has sent a letter asking for a response to who is responsible. Mr. Frimerman suggested contacting Danny Crank or Roger Gates for assistance. Mr. Salmon stated he has involved Roger Gates but not Danny Crank. Mr. Hoelle stated the old signs were scrapped for a total of $505.20. Mr. McDonough stated we continue to have issues with one of the Township salt trucks. Mr. McDonough stated the truck is 10 years old. Mr. McDonough requested that we order a new truck. Mr. McDonough stated it would take approximately 8 months to get in. Mr. Frimerman stated it would be nice if the dealer would take the truck on trade. Mr. Salmon suggested contacting the State of Ohio to determine if purchasing on State contract was an option. Mr. Frimerman asked if you could trade-in a vehicle through sealed bid. Mr. Rowan stated your bid specifications could indicate a trade-in allowance as part of the bid specifications. Mr. Rowan suggested preparing bid specifications for consideration at the March meeting.
-Police Report
There have been several traffic accidents involving young drivers and both victims having life threatening injuries. The accidents were at Kehr road and US27 South. A new part-time officer, Andy Stapleton, received the top gun award and the Outstanding Cadet award from his police Academy. The property on Buckley Road has been cleaned up by owner. Township policy allows accumulation of 80 hours of compensatory time. Chief Goins suggested increasing the number of hours may be an option. Chief Goins stated the old cruiser would be sent to auction. The estimated value is $4,500. Union County stated they would give us $4,000. Mr. McDonough suggested taking it to auction. The vehicle will be sold at Abernathy auction. Mr. Salmon stated previous vehicles have been sold via auction. Mr. McDonough stated the Township has sold trucks at the Talawanda auction in the past.
-Committee Reports
Comprehensive Plan/Land Use
-Mr. Frimerman stated that the Oxford Township Comprehensive Plan is moving forward and appears to be quite forward thinking. The plan encourages clustering development to allow property owners to receive fair value. Mr. Frimerman stated that Dr. Sherman has resigned from the Oxford Township Comprehensive Planning Committee and Darrell Smith has been appointed by the Talawanda School Board. Mr. Salmon stated the next meetings would be held on Feb 14, 28, March 6, 27 at Boyd Hall at 7:00 p.m. Mr. Frimerman stated the Township plan is focusing on features and qualities of the plan rather than with the map unlike the City that has been focusing on the map to determine projected growth.
Mr. Frimerman stated that the City is looking at office/light industrial on 27 south at the tech park. Mr. Frimerman stated the population needs could be addressed within the city limits. Mr. Frimerman stated the City would like to meet with the Township during the day on March 10th. Mr. Salmon stated he understood the meeting was going to be held by the City with each Trustee individually. Mr. Rowan stated he would be available on the afternoon of March 10th. Mr. Frimerman stated he would get the details of the meeting. Mr. Frimerman stated he has been having conversation with Prue Dana and stressed the importance of meeting with the City so we could mesh on zoning issues and annexation issues. Mr. Frimerman stated that the hiring of the new city manager may have slowed the process.
Emergency Management Meeting
-No Report
Community Improvement Corporation (CIC)
-Mr. Frimerman stated the biggest discussion has been on the proposed tech park. Mr. Frimerman stated that Mr. Clawson who sits on the CIC Board has requested an endorsement by the CIC. Mr. Frimerman stated Miami University has narrowed its options to the Clawson property and the Dockum property. Mr. Frimerman stated the CIC chose not to endorse Clawson’s project and was under the impression that the City also chose not to endorse it. Mr. Rowan and Mr. Salmon stated they were under the impression that the Clawson property was endorsed by the City of Oxford. Mr. Frimerman stated that Mr. Dockum and Springwood residents were interested in developing a Joint Economic Development District that may better serve the Township with regard to revenue sharing. Mr. McDonough stated we need to have a discussion sometime in the future regarding annexation agreements. Mr. Rowan summarized the terms of the City revenue sharing agreement. Mr. McDonough asked if Mr. Rowan found a copy of the Knolls agreement. Mr. Rowan stated he hasn’t seen it. Mr. Salmon stated he had a copy. Mr. Frimerman stated that a Joint Economic Development District may be an option to avoid bringing sewers and/or annexation and could provide for additional revenues for the Township. Mr. Frimerman asked whether we wait or explore the various options. Mr. McDonough and Mr. Salmon stated we should wait and see what options come forward.
Other Events
-February 12, 2008 OMA Annual Meeting 6:00 p.m.
-February 21, 2008 Butler County Engineer’s Seminar 6:00 p.m.
-March 5, 2008 OKI Open House 4:00 – 7:00 Government Services Building
-March 6, 2008 Rails to Trails Meeting 12:00 (Lunch provided) LCNB
-March 7, 2008 Farm Bureau Legislative Mtg. 1:00 p.m. Reily Twp. Community Center.
28-08 Approval to Sale Police Car at Public Auction
Mr. McDonough moved, Mr. Frimerman seconded the motion to authorize the sale of a 2003 Crown Victoria Police Car in the Abernathy auction.
Mr. Frimerman asked if a reserve price should be placed on the vehicle. Mr. McDonough stated he didn’t think the reserve was necessary. Mr. Salmon stated he was comfortable to move forward without the reserve.
Aye: Mr. McDonough, Mr. Frimerman, Mr. Salmon
Nay: None
Mr. Salmon declared the motion carried.
29-08 Other Items
Vacation Leave Policy Discussion – Mr. Rowan distributed copies of the Vacation Policy and asked for clarification regarding accumulation. Mr. Rowan stated the policy references payment of unused vacation time up to three years in certain circumstances. Mr. McDonough and Mr. Frimerman stated they should be able to accumulate up to three years. Mr. McDonough stated that sometimes it is difficult for the employee to take leave due to work situations. Mr. Salmon stated he was supportive of the accumulation.
Compensatory Time Policy Discussion – Mr. Rowan stated that a full-time police officer has reached the maximum of 80 hours in compensatory time. Mr. Rowan stated that according to policy, approval must be granted to carryover compensatory time into the following year. Mr. Rowan stated he was unclear as the definition of a year. Mr. Rowan stated the officer has only been with the Township since July 2007 which overlapped two calendar years. Mr. Salmon stated that problems could occur with regards to accruing compensatory time in December. Mr. Salmon stated that compensatory time could be paid in the future at a hire rate of pay. Discussion was held on approving the carryover of compensatory time for the full-time police officers. Beginning in 2008 all compensatory time must be utilized by December 31, 2008 or the officers will be paid.
2008 Resurfacing Estimates – Mr. Rowan presented the Trustees with 2008 resurfacing estimates that were provided to Mr. Hoelle from the Butler County Engineers Office. Mr. McDonough stated he discussed the proposed improvements with Mr. Hoelle. Mr. Hoelle stated that Stillwell Beckett was in great need. Mr. Salmon stated the last improvement took place in 1986 and 1994. Mr. Hoelle stated it has been patched several times. Mr. McDonough stated a number of culverts are needed on Todd Road. Mr. Hoelle stated the resolution has been passed to determine the costs of the culverts. Mr. Hoelle stated that the approximate cost of pave a mile is $100,000.
Siren at 27 & Taylor Road at Harvest Land is in need of repair. Mr. Salmon received a few estimates. Mr. Salmon stated that the quote from Federal Field Service at $1,710 would be installed by Lynn Endres and the Mobilecomm quote of $3,755 would be installed by Mobilecomm. Mr. McDonough suggested we contact Mr. Endres to obtain copies of the contracts on the maintenance of the sirens.
30-08 Approval to Carryover Compensatory Time for Piccioni and Nichols
Mr. Frimerman moved, Mr. McDonough seconded the motion to authorize the carryover of compensatory time for Officer Piccioni and Officer Nichols into 2008 with the understanding that all compensatory time is utilized and/or paid out by December 31st of each year.
Aye: Mr. Frimerman, Mr. McDonough, Mr. Salmon
Nay: None
Mr. Salmon declared the motion carried 3-0.
31-08 Acceptance of Federal Field Service Quote for Siren Repair
Mr. Frimerman moved, Mr. McDonough seconded the motion to accept the bid of $1,710 from Federal Field Service to repair the siren at 27 & Taylor Road.
Aye: Mr. Frimerman, Mr. McDonough, Mr. Salmon
Nay: None
Mr. Salmon declared the motion carried 3-0.
32-08 Approval of Resolution for the Paving of Stillwell Beckett Road
Mr. McDonough moved, Mr. Frimerman seconded the motion to approve the resolution for the paving of Stillwell Beckett Road as presented in the Butler County Engineers Report in the amount of $75,101.27.
Aye: Mr. McDonough, Mr. Frimerman, Mr. Salmon
Nay: None
Mr. Salmon declared the motion carried 3-0.
33-08 Approval to Pay Bills
Mr. Frimerman moved, Mr. Mr. McDonough seconded the motion to approve the payment of bills.
Aye: Mr. Frimerman, Mr. McDonough, Mr. Salmon
Nay: None
Mr. Salmon declared the motion carried 3-0
34-08 Executive Session
No executive session was held.
35-08 Adjournment
At 9:00 p.m., Mr. Frimerman moved, Mr. Mr. McDonough seconded the motion to adjourn the meeting.
Aye: Mr. Frimerman, Mr. McDonough, Mr. Salmon
Nay: None
Mr. Salmon declared the motion carried 3-0
Respectfully submitted,
James M. Rowan, Fiscal Officer
Trustee Trustee
Trustee Fiscal Officer
