Oxford Township Trustees
Minutes
January 14, 2008
ITEM
Call to Order 01-08
Approval of Agenda 02-08
Recognition of Guests 03-08
Approval of Minutes of December 10, 2007 04-08
Approval of Minutes of December 27, 2007 05-08
Approval of Financial Report 06-08
Approval of Supplemental Appropriations 07-08
Approval of Appropriations of $25,000 for Purchase of New Police Car 08-08
Approval of $1,200,000 Investment 09-08
Presentation of Conceptual Five-Year Forecast 10-08
Standing Items 11-08
Public Records Policy 12-08
Other Items 13-08
Resolution to Approve Planning & Design of Culverts on Todd Road 14-08
Approval to Pay Bills 15-08
Executive Session 16-08
Adjournment 17-08
Oxford Township Trustees
Minutes
January 14, 2008
01-08 Call to Order
At 7:00 p.m., Mr. Salmon called the meeting to order at the Oxford Township Building.
Present: Mr. Salmon, Mr. Frimerman
Absent: Mr. McDonough
02-08 Approval of Agenda
Mr. Frimerman moved, Mr. Salmon seconded the motion to approve the agenda.
Aye: Mr. Frimerman, Mr. Salmon
Nay: None
Mr. Salmon declared the motion carried 2-0
03-08 Recognition of Guests
Matt Franke and Carol Wilson were in the audience.
04-08 Approval of Minutes of December 10, 2007
Mr. Frimerman moved, Mr. Salmon seconded the motion to approve December 10, 2007 as amended.
Aye: Mr. Frimerman, Mr. Salmon
Nay: None
Mr. Salmon declared the motion carried 2-0
05-08 Approval of Minutes of December 27, 2007
Mr. Frimerman moved, Mr. Salmon seconded the motion to approve the December 27, 2007 as amended.
Aye: Mr. Frimerman, Mr. Salmon
Nay: None
Mr. Salmon declared the motion carried 2-0
06-08 Approval of Financial Report
Mr. Rowan presented the December 2007 financial report and stated that the un-audited financial statements have been filed with the Auditor of State. Mr. Salmon asked why some of the revenue estimates changed. Mr. Rowan stated that revenue budgets were decreased when actual revenue was less than expected to ensure the Township was in compliance with budgetary laws. Mr. Rowan stated the estate tax line item was increased to account for a large settlement in December.
Mr. Frimerman moved, Mr. Salmon seconded the motion to approve the December 2007 Financial Report as presented by the Fiscal Officer.
Aye: Mr. Frimerman, Mr. Salmon
Nay: None
Mr. Salmon declared the motion carried 2-0
07-08 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. Salmon seconded the motion to approve the supplemental appropriations as presented by the Fiscal Officer.
Aye: Mr. Frimerman, Mr. Salmon
Nay: None
Mr. Salmon declared the motion carried 2-0
08-08 Approval of Appropriation of $25,000 for purchase of new police car
Mr. Rowan stated that Chief Goins requested a purchase order of $25,000 for the purchase of a new police car. Mr. Rowan stated the temporary appropriations didn’t include the appropriation. Mr. Salmon stated that every year an appropriation is made to purchase a new police car. Mr. Frimerman asked if a car was going to be sold. Mr. Frimerman asked about the age and mileage of the vehicles being considered. Mr. Hoelle stated that two cars with high mileage are being considered. Mr. Hoelle stated that we have until March 1st to decide which car would go to auction.
Mr. Frimerman moved, Mr. Salmon seconded the motion to approve the purchase of a new police car.
Aye: Mr. Frimerman, Mr. Salmon
Nay: None
Mr. Salmon declared the motion carried 2-0
09-08 Approval of $1,200,000 Investment at 4.18% Maturing 3/15/08
Mr. Rowan stated he met with Leroy Reshard of First Financial Bank and discussed investment strategy for the Township. Mr. Rowan stated a 60-day investment provided the highest yield and allows time to develop an investment strategy for long-term.
Mr. Frimerman moved, Mr. Salmon seconded the motion to approve the investment of $1,200,000 at a rate of 4.18% maturing 3/15/08 as presented by the Fiscal Officer.
Aye: Mr. Frimerman, Mr. Salmon
Nay: None
Mr. Salmon declared the motion carried 2-0
10-08 Presentation of Conceptual Five-Year Forecast
Mr. Rowan presented a conceptual five-year forecast for the Township. Mr. Rowan stated the revenue and expenditure projections for 2008-2012 were the same as 2007 actual except that the estate tax was reduced due to the nature of the receipt. Mr. Rowan stated the forecast should act as a tool to guide financial decisions and to provide Trustees with a financial outlook into the future. Mr. Rowan stated that assumptions and detail need to be added to the forecast as it is developed over the next several months.
11-08 Standing Items
-Cemetery Report
Mr. Hoelle stated that the Talawanda Vo-Ag department is working on the sign for the cemetery.
-Road Report
Mr. McDonough asked Mr. Hoelle to look into the cost of replacing truck number #4. The estimated cost is $93,000 - $96,000 on state bid pricing. Turnaround time is approximately 8 months.
Mr. Hoelle stated there have been various snow events and guard rail replacements. Mr. Hoelle stated the stickers are being applied to the various signs in the Township.
-Police Report
Chief Goins provided the following report:
-Street light is up at Oxford-Milford and SR73
-New cruiser is ready for order. It will come from State Wide Ford out of Van Wert, Ohio who has the State bid this year.
-Phone services have been switched to Sprint at approximately $1,000 in savings.
-In process of filling the vacant position created by Kenneth Cheek. The position would be at the bottom of the seniority list and fill only shifts that the other part-time officers can’t work.
-Training paperwork has been filed with the state as required, and the Township will be getting a check for approximately $1,400.
-House Bill 50 allows Trustees by resolution to remove junk motor vehicles.
-Complaints were received from a house on Buckley Road regarding trash. A dumpster has been delivered to the site for cleanup. Mr. Hoelle stated that cleanup efforts are underway.
-Committee Reports
Land Use – Mr. Frimerman stated they continue to work putting text behind the goals. Next meeting is January 31, 2008 from 7:00 – 9:00 p.m.
Emergency Management Meeting
Mr. Salmon stated the meeting would be held on February 12, 2008. Mr. Salmon asked Mr. Rowan to send in the paperwork appointing Mr. Frimerman.
12-08 Public Records Policy
Mr. Rowan presented a sample Public Records Policy for review. Mr. Salmon stated the Township already approved the policy earlier in the year. Mr. Rowan stated that he was unaware the policy existed. Mr. Rowan stated the next step, if not already in place, would be to develop the records retention schedules. Mr. Salmon stated the schedules have not been completed.
13-08 Other Items
-Recycling Program
Mr. Frimerman stated that John Patterson has agreed to allow the recycling dumpster to be placed at Gillman’s. Mr. Frimerman stated he contacted Anne Fiehrer-Flaig. Mr. Salmon stated his only concern was that the container be maintained.
-Letter from Engineers Office
Mr. Salmon stated that he received a letter from the Engineer’s office stating that Booth Road needs a resolution for design and material. The resolution was passed for Booth Road. A request was also made for Todd Road if it needs replaced. Mr. Hoelle stated the resolution only requests pricing and doesn’t obligate the Township.
-Letter from Danny Crank.
Mr. Salmon stated that a letter is needed if the Township does its own zoning. Mr. Salmon stated the minutes should reflect receipt of the letter.
-Memo distributed by Fiscal Officer
Mr. Salmon asked for clarification on the letter distributed by the Fiscal Officer regarding payroll exceptions. Mr. Rowan stated the purpose of the letter was to ensure accuracy in the processing of timesheets. Mr. Rowan stated the only change being requested was that the total number of hours on the time card for each day be written on the time card by the employee and that overtime, court pay, call-out pay, etc. continue to be documented and approved by the department heads.
-Mr. Salmon asked Mr. Franke how the communication system was coming. Mr. Franke stated the system should be up for testing in April or May. On schedule to begin work in October.
14-08 Resolution to Approve Planning & Design of Culverts on Todd Road
Mr. Frimerman moved, Mr. Salmon seconded the motion to request the Butler County Engineer to proceed with the planning & design of culverts #150, #146, #144, #142, #141, #140 and #132.
Aye: Mr. Frimerman, Mr. Salmon
Nay: None
Mr. Salmon declared the motion carried 2-0
15-08 Approval to Pay Bills
Mr. Frimerman moved, Mr. Salmon seconded the motion to pay the bills.
Aye: Mr. Frimerman, Mr. Salmon
Nay: None
Mr. Salmon declared the motion carried 2-0
16-08 Executive Session
No executive session was held.
17-08 Adjournment
At 8:20 p.m., Mr. Frimerman moved, Mr. Salmon seconded the motion to adjourn the meeting.
Aye: Mr. Frimerman, Mr. Salmon
Nay: None
Mr. Salmon declared the motion carried 2-0
Respectfully submitted,
James M. Rowan, Fiscal Officer
Trustee Trustee
Trustee Fiscal Officer