Oxford Township Trustees
Minutes
March 10, 2008
ITEM
Call to Order 36-08
Approval of Agenda 37-08
Recognition of Guests 38-08
Oath of Office – James M. Rowan 39-08
Approval of Minutes of February 11, 2008 40-08
Approval of Financial Report 41-08
Approval of Permanent Appropriations 42-08
Approval of Advance 43-08
Approval to Table Annexation Petition for Stewart Landing 44-08
Standing Items 45-08
Other Items 46-08
Approval of Resolution to Purchase Truck Chassis from State Bid 47-08
Resolution Authorizing the Lining of Roads 48-09
Approval to Pay Bills 49-08
Executive Session 50-08
Adjournment 51-08
Oxford Township Trustees
Minutes
March 10, 2008
36-08 Call to Order
At 7:00 p.m., Mr. McDonough called the meeting to order at the Oxford Township Building.
Present: Mr. McDonough, Mr. Salmon, Mr. Frimerman
Absent: None
37-08 Approval of Agenda
Mr. Salmon moved, Mr. Frimerman seconded the motion to approve the agenda as amended to include a resolution to line roads and approval to let bids for the purchase of a new truck.
Aye: Mr. Salmon, Mr. Frimerman, Mr. McDonough
Nay: None
Mr. McDonough declared the motion carried 3-0
38-08 Recognition of Guests
Several guests were present to discuss the proposed annexation request of Stewart Landing.
39-08 Oath of Office – Constable Stapleton
Mr. Jim McDonough administered the oath of office to James M. Rowan, Fiscal Officer.
40-08 Approval of Minutes of February 11, 2008
Mr. Frimerman moved, Mr. Salmon seconded the motion to approve the minutes of February 11, 2008 as amended.
Aye: Mr. Frimerman, Mr. Salmon, Mr. McDonough
Nay: None
Mr. McDonough declared the motion carried 3-0
41-08 Approval of Financial Report
Mr. Rowan presented the February 2008 financial report for approval. Mr. Salmon asked about the CD that is maturing. Mr. Rowan stated he proposed to rollover the CD for another 60 days. Mr. Rowan stated he would check with First Financial Bank to ensure the Township is receiving the best rate possible.
Mr. Frimerman moved, Mr. Salmon seconded the motion to approve the financial report as presented.
Aye: Mr. Frimerman, Mr. Salmon, Mr. McDonough
Nay: None
Mr. McDonough declared the motion carried 3-0
42-08 Approval of Permanent Appropriations
Mr. Rowan presented permanent appropriations for approval. Mr. Rowan stated that the permanent appropriations are reflective of the data derived from the five-year forecast that was generated by utilizing historical data, current tax budget data, and items that have been approved for the current year by the Trustees. Mr. Rowan presented the five-year forecast and asked for feedback as it pertains to future years.
Mr. Salmon stated that some of the expenditures appear to be higher than the appropriations based on the percentage of year completed. Mr. Rowan stated that the appropriations can be modified as necessary throughout the year.
Mr. Frimerman moved, Mr. Salmon seconded the motion to approve the permanent appropriations as presented.
Fund: Permanent Appropriation:
1000 General $245,585
2011 Motor Vehicle License Tax $ 9,483
2021 Gasoline Tax $101,486
2031 Road & Bridge $ 35,618
2191 Special Levy – Fire $ 11,039
2192 Special Levy – Police $365,237
2231 Permissive Motor Vehicle $ 24,475
Total $792,923
Aye: Mr. Frimerman, Mr. Salmon, Mr. McDonough
Nay: None
Mr. McDonough declared the motion carried 3-0
43-08 Approval of Advance
Mr. Frimerman moved, Mr. Salmon seconded the motion to approve the advance of $5,000 from the General Fund to the Road & Bridge Fund.
Aye: Mr. Frimerman, Mr. Salmon, Mr. McDonough
Nay: None
Mr. McDonough declared the motion carried 3-0
44-08 Approval to Table Annexation Petition for Stewart Landing
Mr. Rowan presented an annexation petition for Stewart Landing as directed by Mr. McDonough.
Mr. McDonough recognized a number of guests that were present to discuss the proposed annexation requests.
For the Annexation
Denise Blake, Miller Valentine Group from Cincinnati presented in support of the annexation proposal. Ms. Blake stated they are seeking to annex 40 acres into the City of Oxford.
Proposed changes since the last presentation:
Reduction from 45 to 40 homes
Resident flower garden added
Nature preserve has been added
Covered shelter added
Mr. Frimerman asked for clarification on a few items presented on the site plan. Mr. Salmon asked about fencing between playgrounds and the detention area. Ms. Blake stated that fencing would be installed. Mr. McDonough asked who would take responsibility for the roads if the property was annexed. Mr. McDonough stated a number of issues have come about on Ringwood Road as a result of a similar annexation. Mr. Salmon stated that the issue will need to be addressed in the annexation agreement due to the property being segmented.
Mr. Frimerman asked what percentage of open space is dedicated as contiguous usable open space. Mr. Frimerman asked if other designs were considered to allow for clustering. Ms. Blake stated the current site plan was developed to comply with City of Oxford guidelines.
Mr. McDonough asked why there was no follow-up from when they presented a year ago. Ms. Blake stated they didn’t receive the tax-credits they were seeking. Mr. McDonough asked if there is still a market for the project. Ms. Blake stated the demand for affordable housing still exists. Mr. McDonough stated there are currently 71 houses on the market. Ms. Blake stated the targeted market is much different with this type of development.
Mr. Salmon asked what the site distance was between the Silver Leaf Drive and the residence on Booth Road. Ms. Blake stated she estimated the distance at 125 feet. Mr. Salmon asked if the engineering had been completed. Ms. Blake stated they have not completed the engineering phase yet. Mr. Frimerman stated the density of the development is quite different than the properties in the area outside the development. Mr. Frimerman asked if a transition plan had been considered to less the impact on the density. Ms. Blake stated some of the larger lots have been placed on Booth and Kehr Road. Ms. Blake stated any additional modifications could cause a financial strain on the development.
Mr. McDonough asked about how the lots would be sold and/or leased. Ms. Blake stated that several lots have been designed for lease/purchase for a period of 15 years. At the conclusion of the 15 years, the occupant would have the first right to purchase the property. In addition, there are 5 lots that are available for outright sale through neighborhood housing. Mr. Frimerman asked what happens if someone moves out prior to the end of the 15 years. Ms. Blake stated that $1,000 is set-aside each year to be applied as a down payment.
Against the Annexation
Questions from the audience:
Will all the homes be constructed at the same time? Ms. Blake stated that 35 properties will be constructed initially.
How do you ensure they are families versus college students? Ms. Blake stated that Federal guidelines prohibit students from qualifying.
Concerns with impression of a poor neighborhood and the impact it will have on the children that live in the development. Oxford City and Oxford Township need to address affordable housing into the community rather than just one subdivision. Mr. McDonough stated that parents have a greater impact on the success of their children then where they reside.
The Stewart Landing site plan represents 20 of the 40 acres being requested. The remaining 20 acres are part of the Silver Leaf development.
The Oxford Township Comprehensive Planning Committee encourages innovative projects. Consideration should be given to break up the affordable housing into other developments such as spreading the homes over the 40 acres rather than the 20 acres.
A request was made of the Trustees to require a modification of the plan to represent a more innovative project.
Concerns with cell tower being near the shelter and playground.
Consider accepting input from Township residents such as more green space along Booth Road. Ms. Blake stated that lot sizes are in compliance with City of Oxford guidelines.
Consider giving up a few lots to allow for green space. Ms. Blake stated that mounding/trees could be considered along Booth & Kehr Road if financially feasible.
Ms. Blake stated current plan has been reduced from 45 homes to 40 homes.
Ms. Terri Fitton asked about the number of empty houses being vacated by students and the potential impact on affordable housing. Qualifying the houses in the Mile Square is the biggest challenge.
Does the site plan include sidewalks along Booth & Kehr Road? Ms. Blake stated the sidewalks would be subject to City requirements.
How firm is the plan? Can it be modified? Ms. Blake stated they aren’t opposed to feedback. Much of the design is subject to what the City of Oxford would allow. Ms. Blake stated that input would be welcomed and considered. Ms. Blake stated the agency has approved the existing plan and some modifications may not be permitted.
Mr. McDonough stated that additional information needs to be obtained by the Engineer before action can be taken. Mr. Salmon asked if Mr. Calwell was the only petitioner. Ms. Blake stated he was.
Mr. McDonough moved, Mr. Salmon seconded the motion to table the petition until the next meeting.
Aye: Mr. McDonough, Mr. Salmon, Mr. Frimerman
Nay: None
Mr. McDonough declared the motion carried 3-0
45-08 Standing Items
-Cemetery Report
-No Report
-Road Report
-Mr. Hoelle provided a road report to the Trustees. In addition Mr. Hoelle presented an estimate for road striping and requested a resolution by the Trustees to be forwarded to Butler County Engineer. Mr. Hoelle stated that additional salt was ordered. Mr. McDonough, Mr. Salmon and Mr. Frimerman thanked Dave and Dan for a job well done on keeping the roads clear.
-Police Report
-Chief Goins provided a police report to the Trustees. Several crashes occurred as well as a sexual assault. Money was received back from the State for training approved last year. The police cruiser will be auctioned off later in the month and the new cruiser is expected in April. The Nike Base on Todd Road is being auctioned off for a dollar. Oxford City and Oxford Township has their name on the list. Chief Goins stated the EPA would provide a certificate that it is clear from contamination. Mr. Frimerman asked for next steps: Chief Goins stated that Oxford Township is first on the list and is subject to GSA approval. Chief Goins stated that the site could be used for a number of things. The Trustees stated we should keep investigating our options.
-Committee Reports
Comprehensive Plan/Land Use
Oxford Township
-Mr. Frimerman stated that a plan is under development that Township residents are pretty excited about.
Oxford City
-Mr. Frimerman stated that a meeting was held today with various stakeholder groups. In addition, the Comprehensive Plan meeting was being held this evening. Mayor Dana is committed to work with the Trustees and would like us to meet with the City Council.
Emergency Management Meeting
-No report. Mr. Frimerman is waiting on the minutes from the meeting.
Community Improvement Corporation (CIC)
-Cancelled.
46-08 Other Items
Holiday Pay – Part Time Employees
-Approved by the Trustees within the last few years. Mr. Rowan will research the minutes.
Indigent Death
-Mr. Salmon stated that the Zettler Funeral Home called and they have an indigent named Lillie Flaig that resided at 5911 Morning Sun Road. Squad made a pick up on February 9, 2008 according to the police report. She was later transported to Hospice in Hamilton and passed away on February 18, 2008. A life insurance policy was provided to funeral home but has zero value. She had requested to be cremated and Zettler Funeral Home indicated the cost was $1,050. Mr. Frimerman asked how this applies to the Township. Mr. Salmon stated since she resided in the Township and was indigent at the time of death, the Township has some responsibility. Mr. Frimerman stated he would contact First Financial to determine if the family is indigent. Mr. Salmon stated he wasn’t sure who declares the person indigent. Mr. McDonough stated we need to find out additional information on the least expensive option.
47-08 Approval of Resolution to Purchase Truck Chassis from State Bid
Mr. Hoelle presented truck specifications to Mr. Salmon for review. Mr. Hoelle stated the State bid was $61,943.00 and the Freightliner bid came in at $63,287.00. The estimate for the plow and hydraulics was $33,405.00 from Devers, $33,000 from Kaffenbarger and $34,500 from Zoreso out of Monroe. Mr. Rowan stated the plow and hydraulics would be subject to bid based on the Township’s specifications.
Mr. Frimerman moved, Mr. Salmon seconded the motion to approve purchasing the truck chassis from State bid.
Aye: Mr. Frimerman, Mr. Salmon, Mr. McDonough
Nay: None
Mr. McDonough declared the motion carried 3-0
48-08 Resolution Authorizing the Lining of Roads
Mr. McDonough moved, Mr. Frimerman seconded the motion to approve the resolution authorizing the lining of roads in the amount of $2,938.43 as presented by Mr. Hoelle.
Aye: Mr. McDonough, Mr. Frimerman, Mr. Salmon
Nay: None
Mr. McDonough declared the motion carried 3-0
49-08 Approval to Pay Bills
Mr. Frimerman moved, Mr. Salmon seconded the motion to approve the payment of bills.
Aye: Mr. Frimerman, Mr. Salmon, Mr. McDonough
Nay: None
Mr. McDonough declared the motion carried 3-0
50-08 Executive Session
No executive session was held.
51-08 Adjournment
At 10:15 p.m., Mr. Frimerman moved, Mr. Salmon seconded the motion to adjourn the meeting.
Aye: Mr. Frimerman, Mr. Salmon, Mr. McDonough
Nay: None
Mr. McDonough declared the motion carried 3-0
Respectfully submitted,
James M. Rowan, Fiscal Officer
Trustee Trustee
Trustee Fiscal Officer