jefferson township board of trustees regular meeting minutes · 2018-07-11 · jefferson township...

Jefferson Township Board of Trustees Regular Meeting Minutes

The Jefferson Township Trustees met in Regular Session Meeting on February 7, 2017 at 7:00 p.m. at the Administration Building, One Business Park Drive, Dayton, Ohio.

Trustee Mann called the meeting to order and led the Pledge Allegiance to the Flag.

Fiscal Officer, Tracey Edwards did the roll call: Roy Mann — Present

James McGuire —Present Russell Back — Present

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I. Comments by Citizens: Citizens wishing to address the Board of Trustees "MUST" Complete a Speaker's Form Comments are limited to 3 minutes. Speakers must also sign the sign-in sheet - Mr. Woolf stated that there is no one that has signed in to address the Trustees.

II. Review/Approval of Prior Meeting Minutes • Work Session Meeting held Tuesday, January 17, 2017 @ 6:00 p.m. • Regular Meeting held Tuesday, January 17, 2017 @ 7:00 p.m. • Special Meeting held Thursday, January 19, 2017 @ 6:00 p.m. • Blighted Property Meeting held Wednesday, February 1, 2017 @ 4:00 p.m.

* If Minutes are Approved / Trustees will sign them during the Regular Meeting * Trustee McGuire moved to adopt the prior meeting minutes. Seconded by Trustee Back.

Roll Call: Roy Mann (yes) James McGuire (yes) Russell Back (yes)

Trustee Mann distributed prior meeting minutes for Trustee signatures.

Fiscal Officer Report, Tracey Edwards Tracey commented that she did not have anything to report. (Financial reports are attached as

part of the minutes)

IV. Resolutions for Consideration ♦ Resolution No. 17-022 Authorization for Administrator to submit an AC-3 form for the Jefferson

Township current Workers Compensation Program to determine if it is eligible for a discount through the Ohio Township Association and Worker Compensation Program Mr. Woolf added that our current rate is at $1765 per month. The vendor believes that we can cut that close to 25% less. But we must submit an AC-3 form to give them authorization to give us a quote. This resolution asks you for the permission to give the administrator authority to submit the form to see if we can lower our expense of Workers Compensation. Woolf commented that you do not have to go with this vendor if we can find one with a significant reduction in price it will be the decision of the Trustees to make at a later date. Motion by Trustee McGuire to approve Resolution No. 17-022; seconded by Trustee Back.


♦ Resolution No. 17-0023 Accepting the resignation of Lt. Matt Greggerson as of 2/1/2017 Motion by Trustee McGuire to approve Resolution No. 17-023; seconded by Trustee Back.


Jefferson Township Board of Trustees Regular Meeting 2/7/17 of 10

♦ Resolution No. 17-024 To Authorize the Administrator to contact the City of Dayton concerning the Trash Contract. Mr. Woolf added that we were unable to locate a copy of this contract in the building, after several

Attempts, and he wants to go to the City of Dayton and obtain a copy from their legal counsel but he needs the authority to do that. Motion by Trustee McGuire to approve Resolution No. 17-024; seconded by Trustee Back.


♦ Resolution No. 17-025 Authorize the Administrator to work with the County Prosecutors Office to do various transfer of deeds in the lower Miami Cemetery due to request of a current deed holder/owner that wants to transfer owners to different parties Mr. Woolf stated that earlier today we had a funeral and Craig helped tremendously. We have some deed work to do with the family that had the original deed. Woolf stated that he needs the prosecutors help to get that finalized to make the burial. Mr. Woolf is asking for the okay to work with the administrator on this issue. Motion by Trustee McGuire to approve Resolution No. 17-025; seconded by Trustee Back.


♦ Resolution No. 17-026 Authorize the Administrator to enter into a contract with the Ohio Utilities Protection Service, that operates the "Call Before Dig" Program for 24-hour monitoring of potential digging/excavating in the Township right of way to prevent any construction activity in the Township right of way with notification Mr. Woolf stated that the reason he brought this resolution forward to the Trustees is because right now, we don't have a way of monitoring who is digging in our right-of-way or on Township roads. We are finding that there have been cuts along the roadway in some areas where they put a tile or a replacement wire and they do a poor job on back filling and the asphalt has space. When Craig or anyone needs to approach the hole in the road down the line, we have no one to contact because we don't know who dug in the right-of-way. This service is utilized by over 1,000 Townships. It is an 811-dig program, call before you dig, it is a 24-hour monitoring system and if somebody is going to dig they call the utilities and the Ohio Utilities Commission that notifies the Township. We get the right to go out and inspect and find out who is out there and what are they doing. Woolf stated that we do have a permit process that hasn't been followed by the Township and he is going to look at it to make sure when we go out to inspect, we ae following up with a permit. The biggest thing is none of us in this room will be here someday. Whether elected or not here on this Earth anymore. If we allow people to dig in the Township unannounced, we are creating an even worse blight problem or hazardous travel. This will help us cut down on some of that. Woolf notes that the utilities are the biggest headache, they come in and slice the road, put whatever they want across it and then they are gone. Sometimes it's Vectren; sometimes it is the cable company or their subcontractors so you don't know who the contractor of the contractor is. Woolf stated this here has shown that it can help control some of that. You will never catch everybody that comes out in the evenings, but this is supposed to cut down on it. Woolf concluded that he is asking for the authorization to get started. Tracey added that she has been getting permits, not all of them, but some. Woolf replied, good and that he is glad to hear that. Motion by Trustee Back to approve Resolution No. 17-026; seconded by Trustee McGuire.


♦ Resolution No. 17-027 Designate an Organization and Control Structure for all Jefferson Township Computer Information Systems, and Technology, Networks, Hardware, Databases, Servers, Archives, Software, Disaster Recovery, and Technical Support Trustee McGuire expanded by saying due to various incidents with the information system, Trustees noted toward the bottom of the resolution explains it. On February 1, 2017, it was deemed an emergency to protect and preserve the integrity of Jefferson Township public records and privileged information. Steps were taken to prevent unauthorized access to Township records, legal documents, and email. It is the responsibility of the Jefferson Township Board of Trustees to make every effort to protect and maintain public records as defined in the Ohio Revised Code 149.143. McGuire said that what we have done with this is essentially we have changed the locks on our


computer systems and we have appointed and organizational structure and quality control for all of our communications and data. We are currently waiting on a report from the vendor that went in to our system and locked everything down. This vendor came over from the fire department and was already onboard and in-house with us. We are waiting on a report on what they found but essentially there were some issues where we felt that the email system was not secure here. So we took steps to deal with that. Trustee Back asked in regards to the IT company. Stated that he was unaware of the situation until the meeting last Thursday. As we know we did pass a resolution at the last meeting to update Mr. Horace's contract. Back has a concern are we paying two contractors to essentially do the same job. McGuire answered no, because in his contract, he does not spell out when he is available, added that he tried to contact him with an issue over the weekend and he did not respond to him after seven hours. McGuire stated that we have paid for him (Horace) for the year. It has to be renewed, according to him, 30-days prior to his contract. On the second page, McGuire said, in his portfolio that was submitted, he said himself, that he submitted this by hand. McGuire paraphrased, what the document said is the system is unencrypted, in other words he did not feel that our email system was secure, so he hand delivered this. If our own IT guy doesn't trust our email, then McGuire stated he doesn't trust our email, then why should the rest of the office. So now what we have, we've got somebody that is available, more than just one person, we've got somebody to check the system to make sure that this person is doing the job correctly and a lot more piece of mind with this. We can have some insurance that somebody is checking his work. He doesn't have any mechanism to check his work other than his word for it. Back said that his only issue with it is that he wasn't made aware, as well as other people. It was a timeframe for about three days that he was locked out of the system. Adding that we are paying the one guys contract for the next year. He knows that Buckeye is not going to come over and do the work for nothing so we are paying two people to do the same job. McGuire responded, no. Woolf added that he wanted to give Trustee Back a little information, V-Tech Graphics is still in charge of the website and is still contracted to do that for the administration side. Tracey interjected that they put a password on it and Horace has no way to get in there. Woolf said that McGuire explained it to him that the control system, that he will report to Buckeye and he will get his password. Tracey asked has Horace been told that. Woolf replied that we must go through this process tonight and he will be told officially. McGuire stated that basically all of Horace's work is going to have to be approved through Buckeye and then with Buckeye's recommendation we will move forward with that. McGuire said in a basic simple sense, Horace has a boss now. Trustee Back replied that if Horace's'company has their own contract, there would have to be paperwork in there to be able to deviate from that contract. McGuire said that it is up to the Trustees, whether we want to us him for the services and part of this resolution is shifting some of what he does in to the hands of another vendor. Back stated that there is no way that we are not incurring more of a cost by having two people do the same job. Woolf noted that we had two people already. Back continued to say that the one company dealt with the fire side and Horace dealt with the administrative side. So now you have Buckeye doing the fire side and the administrative side work as well as Horace, so we have essentially doubled the work load. Back stated that he knows they are not doing the work for free. Woolf stated, Horace said that he is retiring by the end of the year, and that you Trustees said, before all of this, that it is crazy to have two IT companies with two separate brains. No one has that type of setup or operations. The Trustees, Woolf said, McGuire and Mann, moved quickly because they saw a need for it. Back said that if there was more communication amongst the Board, there is a good chance, with more detail, that he would have realized there was more of a problem; maybe we wouldn't have had that contract signed for another year by Horace. Back added that when he came in last week the decision was made to have this company take care of both sides. Whether anybody wants to admit it or not, it is costing the Township more money. Trustee Mann said that yes, it is costing us a few more dollars to do this, but we had a problem. Every emergency run that goes out of here as far as our medics are concerned, the citizens run reports with all their information is in the system. Mann noted that we must protect their information and we can't let it out. There are big fines if anything were to happen like that. Mann noted that Buckeye said and what they found for that short period that they were in here; we gave them the go ahead to lock it down. Mann said that somebody wanted to bring a cable from the fire department to the administration department and that would cause a problem. Concluding that right now, we are


paying two vendors but we are going to guarantee that your information is in good hands and it will only happen for another 9-months. Back would like to table this resolution until there is a little more clarity on the money involved and what we are going to do with Horace's contract. If the claims are that his work is not up to par then we are going to have to reevaluation this situation rather than ride it out and paying the guy and saying he in not able to do the job. Stated that Mann voted to contract Horace for another year a couple of weeks ago, and Back stated that he seconded because he felt confident that the Township had used that company for the last few years. With you two making the decision to hire another company. Back added that he disagrees but that is fine. Trustee Mann said yes, he voted because at that point we had Buckeye on the fire side and he knows that the fire side is in good shape and that there are no problems. But when you start talking about strained cables that is being involved with another vendor that does not have fire walls, to protect the information that we have then somebody must make a decision. Mann said that the system is being done and we are not going to stop right away. We will table and find out what's going to happen but we can hold this for another meeting. McGuire said that an incident set this in motion because we have not determined if the data is missing. (how he will explain it now) 1,300 emails came up missing on the system after we signed this contract. 1,300 emails that have discussion on pending litigation, the Rauch case, all of the Expand-A-Lot programs, and so forth. McGuire stated that we needed to lock down the system to find out why this problem is happening. Saying that if you want to table this, basically you saying you don't want the system protection. Back said that is not what he is saying. Back said that we are contracting two companies, two Board members voted to contract Horace for another year. He said that he did not get a second on the table so that is not happening. He added that he wants to see the figures, how much more we are paying this company. Essentially, we are adopting a resolution and the work has already been done or most of the work has been done without it being discussed. Motion by Trustee McGuire to approve Resolution No. 17-027; seconded by Trustee Mann.


♦ Resolution No. 17-028 Authorizing the Jefferson Township Fire Chief to apply for 2017 Ohio Bureau of Workers Compensation Safety Grant with a focus on obtaining two (2) Powered Emergency Medical Service Patient COTS which assists with injury prevention to the Firefighters. Mr. Woolf said that this proposal was brought forward with some information that will follow for Tracey that shows we may not be going for two but one COT. Regardless, there is no financial responsibility going to the Township if you apply for these grants. You can turn them away so you don't have the money if you are rewarded it. But if you don't apply you have no idea if you can get it. The electronic COTs range around $35K a piece. Across Ohio, Americans are getting heavier, and you have EMS people that go out there every day and they have to lift those COTs in the back of an ambulance. These electronic COTs are built for a large weight amount and electronically lift the person up and into the medic. This is cutting down on the worker's compensation claims and that's why BWC is offering these grants. Woolf noted to his knowledge, the Township has never applied for these grants before. Chief Sexton replied that last year, due to receiving the AFC Grant and the $25K match, they really didn't have the funding at that time. From what Chief understands, as of 2019, the COTs will be required in all medic units. Chief noted that the current COTs are good for up to 600lbs. So the majority of the time they are good with that. Noting that if you have this 600lb individual on there, it must be 3 or 4 persons to lift that COT and put it in to the medic once you lower the wheels. This mechanism has an arm that reaches out, connects, and raises the undercarriage COT and backs it right into the medic without any lifting or back injuries, or people slipping and falling trying to do this. Any new vehicles that you order now are automatically coming with this as it is not required yet. The three units that we have currently do not have any that is why we are discussing this grant trying to get two front line medics equipment. Woolf noted if you give the Fire Chief the ability to do this, the grant can be declined if you receive it; you are in competition with every other fire station in Ohio. As the Fiscal Officer said earlier, our money is very tight, so each time you get a grant you must evaluate whether you have it or you don't. There is no investment up front, Woolf said. The application process is different times of the year. Motion by Trustee Back to approve Resolution No. 17-028; seconded by Trustee McGuire.


* If Resolution is Approved / Trustees will sign them during the Regular Meeting *


V. Department Reports Sherriff Department, Sheriff Landon

• Began with good evening. Stated that he will start with the report for the month of January. • Total Reported Crime — Crime is down 31% compared to December 2016. Noting that it is a little off

balance. If we have one report of a property crime or one report of an area that we didn't have any last month it will shoot up.

• Total of 16 drug and narcotic violations last month with the drug equipment violations. Those numbers shot up our overall crime.

• With the traffic stops, it shot up our gun crimes, while making several traffic stops last month came up with several guns and those persons were arrested.

• Commented that we had 21 over doses last month. (added that the fire chief can collaborate) If it wasn't for his crews and the Narcan, there would be a lot of families around here missing family members. Added that he will not beat around the bush on that.

• The Sherriff's Department is in the process of training their deputies to carry Narcan. So, that whenever the Chief and his crew are not available, they will be able to administer Narcan to overdosed victims.

• The stolen property section went up by 2 from last month and that is contributed to the drug offenses problem that our communities are facing.

• Overall reports generated, we are getting everybody that is calling / dispatched on a lot more calls. Notes that it is a good thing that people are calling. It means you care.

• The start of February has slowed down. Captain Brem and his folks did a search warrant on 121 Longcrest. That was identified as selling narcotics, with a bunch of traffic stops. There was a search warrant and several arrests at that address. The deputies are working hard trying to address that problem.

• With that, the reason that fine young man is sitting back there is because he is retiring on February 28th , at the end of the month. With 30 years. Thanks everyone and notes it is a blessing to meet everyone Captain Brem will be back.

Trustee Back added that when deputies administer Narcan in the Township, does the Township incur that cost on each dose. Answer that the medic runs will be reimbursed by the hospitals. The DAWN Program and Montgomery County ADAMS take care of it. Back stated that he has noticed lately that it has taken 4 — 6 doses to bring these people back. Chief Sexton said he doesn't know the cost but Narcan is purchased through Montgomery County GDAHA. They provide the drug bags with 4 different doses of Narcan. It used to be that 2 mg would work now it is extremely often that all 4 doses in the bag are being used per individual. (Discussion about quick response) Chief commented on a resident asking if they were residents or visitors to the Township. He replied that he doesn't know but he knows there are a few Township residents that have had overdoses.

Road Department, Craig Howell • Month of January, Craig commented that he completed paperwork / documentation with correct

dates. • Picked up trash near the town hall. Emptied the recycling bin and clean up across the road way. • Cut a fallen tree at the corner of Dayton Liberty and Rossiter. Reinstalled the street sign. • Picked up trash at Calumet and West Third Street on both sides of the road. • Disconnected a battery in the Zoning Truck and took it to the Road Department garage and placed it

on the charger. • Dead animal picked up at West end street. Another at Tenshaw. Took vac down for storage. • Filled a pot hole on Derby Rd, Kimmel Lane, Infirmary Rd, Pinnacle Rd, and Tucket. Put large gravel

to fill the hole in at the Dollar store until we can put asphalt on top. • Went over the fuel list with the Montgomery County Fuel Depot Service, updating names and

numbers. • Temporary welding on a hydraulic clutch pump on truck #2. • Started organizing bills for payment. Started organizing fuel information for Montgomery County Fuel

Depot.


• Returned battery to store for replacement to the Zoning Truck. It currently has a new battery in working condition and able to start.

• Had two propane tanks filled at Apollo Propane Store • Welded a grate on truck #2.it is at the top of the plow trucks which shifts the salt so that you won't

get big chunks of salt. • Replaced a down sign on Knox and Bronson. • Used about 25 tons of salt or less for the month of January.

Mr. Woolf added that he wanted to thank Craig for helping with the funeral this morning. We had a lady that was a lifelong school teacher here in Jefferson schools. And a lifelong resident that passed away at the Greenville Retirement home a couple of days ago. With the weather and all the family got to say their last good byes and respects.

Fire / EMS Department, Chief Sexton For the year of 2016, we averaged 126 runs for the month. January there was 169 runs. So the fire department is up 30%. The opiate problem is not just the Township but everywhere in Montgomery County. Chief noted that he is on the COAT (Coalition Opiate Addition Team). Keep track of overdoses in Montgomery County systematically and figure out how to put a stop to it. From Friday 6am to 6am Saturday morning there were 54 overdoses in Montgomery County 11 were fatal. Added that have increased staff to make sure that they can handle all of the runs. More or less put people in position to have two medics on staff at all time. 25 incidents in January that would have had to be mutual aide runs but because we had people here during the day time, we were able to handle, with Jefferson Township equipment, runs in Jefferson that otherwise would have been Mutual Aide because the medic was already out on a run. This is a safety wise move for the fire department and the Jefferson Township residents. Chief state he wanted to speak a little on fentanyl. Even though we are referring to a lot of these a heroin overdoses what they are finding, it is not heroin it is 100% fentanyl. Fentanyl is dangerous whether it is injected or not. If you have the unfortunate circumstance that you come up on someone that has overdosed, if you see a white or light green powered substance, do not touch it. Fentanyl will absorb through your skin and it takes a tiny bit to knock out your body and urge to breath. Be very careful. Fire Department is going through the first round of protocol testing which are Montgomery County staying orders. Meaning that the doctors have said what you are permitted to do with the steps. i.e. written protocol / practical protocol of what to do. Congratulated Lt. Greggerson who has resigned unfortunately, has been a member for 17years. He got at a new job with AMR, the new ambulance company. They pay extremely well with over-time. Chief wanted to make the Trustees aware of Life Force Management. We received a document stating what our take for 2016 was, what our income was and Chief looked at it and didn't think it was correct. He asked for a complete 2016 audit. Noted we are out the cash if they paid us the cash, we paid 7% of what they collect for us. Wants to know what we paid them and if It is correct. Added that Tracey will help to know what figures are correct as far as deposits in 2016. Mr. Woolf noted that one of the things the Trustees asked him to do is audit so he has been able to do that and protect the Townships, residents, and their money. We don't know if it is going to be good or bad for us but at least we will know what the facts are. Tracey said every month she balances what they send in. She has called them when there were extra amounts on their reports to find out what they were charging and they explained that to her. Noted she can sit down with Chief and they can go over it

MAJOR INCIDENT TYPE # INCIDENTS % OF TOTAL Fires 3 1.78% Rescue & Emergency Medical Service 145 85.80% Hazardous Condition (No Fire) 3 1.78% Service Call 7 4.14% Good Intent Call 10 5.92% False Alarm & False Call 1 0.59% TOTAL 169 100.00%

Jefferson Township Board of Trustees Regular Meeting 2/7/17

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Detailed Breakdown by Incident Type

# INCIDENTS % of TOTAL

111 — Building fire 2 1.18% 113-Cooking fire, confined to container 1 0.59% 321-EMS call, excluding vehicle accident with injury 142 84.02% 322-Motor vehicle accident with injuries 2 1.18% 324-Motor vehicle accident with no injuries 1 0.59% 412-Gas leak (natural gas or LPG) 1 0.59% 441-Heat from short circuit (wiring), defective/worn 1 0.59% 442-Overheated motor 1 0.59% 554-Assist invalid 6 3.55% 561-Unauthorized burning 1 0.59% 611-Dispatched & cancelled en route 2 1.18% 622-No incident found on arrival at dispatch address 8 4.73% 746-Carbon monoxide detector activation, no co 1 0.59% TOTAL INCIDENTS: 169 100.00%

Administration, Steve Woolf • Mr. Woolf began by saying he wanted to let everyone that the Inmate Program sent him a letter

today that they cleaned the litter on Taft, Infirmary, and Third Street to 135, Third Street from Infirmary to Colgate and they have 32 large trash bags full of junk. They are recommending from the Trustees that we cooperate with then on another area of clean up from Taft to Knapp. They see a desperate need for the neighborhood to have a deep cleaning. They are willing to get the male inmates out there at no charge to the Township but they don't know what they are going to dump the stuff in. Woolf noted he doesn't know if the Trustees want to think about that and what we can do. Asking if we use our dump trucks to help on a certain day. This is the first time he has had a chance to read it and they are asking for our help to receive the stuff. Conversation between Mr. Woolf and Craig about the 1-Ton and a stationary dumpster. Mr. Woolf goes to an Environmental Task force meeting next week with Detective Dingy, whom that you met at the meeting last week. Woolf is going to ask what is available as far as a dumpster. Maybe we can find some money where we don't have to pay anything out of our pocket and we can help those inmates get that whole section cleaned up. There are several couches and chairs and various things back in the thick of it and they really believe they need to clean it up. Detective Dingy is part of it but they are asking that we assist with the whole clean up, Mr. Woolf said. Trustee Back asked if they provide the dumpsters, if it is a certain amount per year. Mr. Woolf answered, that he will check with the Montgomery County Solid Waste District. Added that he and Trustee Mann go to a meeting next Thursday and they can ask them. Mr. Woolf said they usually give two dumpsters to each community at no charge that's in Montgomery County. Mr. Woolf added that in Clay Township they use it for tire recycling day, they bring everybody in and they bring their tires to the dumpster so they don't have to go all the way downtown. If that is available to us, that might be the dumpster they can have. Mr. Woolf said that he will connect the dots for next week. Conversation about community clean-up day and Mr. Woolf said that we don't want to take from that.

Mr. Woolf said that he received an indigent burial application from Glickner Funeral Home. We have an indigent person that lived on Infirmary Road that has no assets. Woolf added that he doesn't have experience of how this is handled in Jefferson Township in the past as the person is being held at the morgue. (Asked Craig or Tracey) Craig answered by saying the administrator would get the information and talk to the clerk on that. Tracey said that all she does is pay the bill. Mr. Woolf


stated that the Ohio Revised Code states that the local community must fund out of their own pocket any indigent person. Mr. Woolf, let's say they passed away out of the district, or if they were in another state, the local community must pay for the transport of that person all the way home and then do the cremation or whatever they choose. Unfortunately, there used to be a fund, under the State House Bill Fund that they paid the Township or the City a reimbursement but that is gone, Mr. Woolf said. It was cut out over five years ago but it's still a State mandate. This is not the first one but Mr. Woolf wanted to ask if anybody had an experience with these, if not he will carry this through and find out and bring it back to the Trustees and Tracey. He said he will obviously add this to our policies and procedures manual so anyone will know what to do with indigent burials from this point on out of the respect of those that passed away, they need a proper burial.

A resident (Mrs. Green) asked why the Township doesn't have a report because it seems to be very important as we have had a whole month to do it. Mr. Woolf said he did not have an answer for that. Trustee Mann apologized and added that there will be a report next time. The resident replied that if you can pay the bills you can't run the house like that. McGuire asked if we could have the fiscal officer mail a report as soon as it is available. Tracey responded that she is not mailing anything out. Another resident (Mr. Green) commented that he has been listening and that Tracey did not give a report on none of her actual job but she is always whispering telling the other Trustees what they need to be doing. She is getting in on everything else but don't tell her what to do. (Discussion / comments between Tracey and residents on Tracey's individual job and performance) Mr. Woolf closed by saying all residents can voice their concerns to the individual Trustees at a later time.

Woolf distributed a template to the Trustees, for a computer use policy update. In our current handbook we have a usage policy, adding that this is a current version of such. Mr. Woolf added that he can get more copies if necessary but he wants the Trustees to take Jhem home and look at them for the next two weeks. Compare it to the current policy to see what we need to do from there because we need the employees to sign an updated copy.

In the rear of the room Mr. Woolf noted he put a letter that has come from the Ohio EPA, copies are available. It is the latest update on the Stoney Hollow Landfill and what is occurring there. In addition, Mr. Woolf stated that he and Trustee Mann as board members on the SWMPC SWAC Group, (Solid Waste Management Policy Committee / Solid Waste Advisory Committee which is the trash district for the Montgomery County. They are going to a meeting within the next two weeks, February 16th , to discuss what Montgomery County is going to do with their trash. Their trash right now goes to Stoney Hollow and the County and the Board are working on suspending any trash from Montgomery County going to Stoney Hollow. It is a very litigious legal issue. Woolf noted that he can't comment any further. Montgomery County's trash is roughly 14% of everything that is going into those Stoney Hollow Landfills. The other 86% is coming from places like the City of Dayton, and cities inside and outside of Ohio. Multiples states away are shipping things to Stoney Hollow. Mr. Woolf said that he doesn't want to give anyone false hope that they are going to shut Stoney Hollow down. But Montgomery County is trying to do what is right because of the smell and the mess and the drums it has caused. We don't know how the board is going to go, but Mr. Woolf wanted to bring forward an update and you have a letter with an Ohio EOA contact name on it if anyone wants to call that number.

Also there is information on the Ohio Township Association Conference that was held two weeks ago. Mr. Woolf added that it is about cell phone towers. Anyone can grab a packet that tells a little bit about the law in a Township that applies to cell phone towers, and why we have so many in Jefferson and why they can't be defeated. It's like a projector presentation, Mr. Woolf said, but you can follow it along when you read that document. There are some rules that we can try to enforce but we have to be home ruled to do so. Home ruled means as a community you decide you want to the ability to do a little bit more with the law than what you are allowed to today for instance, if you hire a firm that can possible represent you on those extension of the law. Mr. Woolf told the Trustees that he is sending them home with a segment of information about home rule. Our big Townships in Montgomery County, like Washington, Miami, and Harrison, are already home ruled because they run in to these dumping issues, vacant home issues, and major other issues that a Township, by rule is very tough to take anyone to court to beat them or achieve cleaning up their properties. What we found out at the conference was that you can do home rule but still utilize your free legal which we


pay nothing to the Montgomery County Prosecutor. We are still allowed to use their skills or the small stuff. But if the Township decided that they wanted to go home ruled, they can hire a firm to represent you if you ever need them, Mr. Woolf said. Adding that there is an expense obviously, it's like hiring an attorney, and there is one in the room this evening, but it's something that the communities if going to have to look at, if not today, then later down the road. Woolf said that the laws are against a small Township from getting some of these things fixed. It is call limited home rule, without expanding any further than that.

Woolf noted he wanted to give the Trustees his schedule so that at least they know where he is going. He met with the Storm Water Manager Program with the EPA. In the work session he mentioned that Jefferson Township, almost 10 1/2 years ago, filed and EPA paperwork saying that they will be in compliance with the EPA and what they call Clean Water Act. Clean Water Act gives the EPA control over any and all water ways in the Township. This does not have to be a regular creek or river, it can be a small swell in your yard that water drains in to and you mow it that is known as a water way so now the EPA now has control over your yard. That is a major problem. As this came against the community about 10 years ago, it said that you must have this plan, you must show the community that you are managing your water flow from being polluted, and treated badly, and those kinds of things. Jefferson did not act on that after that letter was filed. So 10 1/2 years have gone by, they joined other communities to try to come up with a plan, including the City of Centerville and the Austin Pike area of Miami Township, and some parts of Montgomery County. They had this plan, they got audited about a month ago and the EPA found them in noncompliance. That means each individual community is noncompliant for 10 1/2 years. That is including Jefferson because we failed to act on this problem 10 1/2 or 11 years ago. We don't know why. Mr. Woolf says that he tells everybody, you can look at history, but you have to take care of the problems you have today and go forward. The Township itself is looking at a large fine from the EPA for 10 1/2 years of no action and going forward they are requiring a stricter, stronger plan than what they would have if this would have been put in place 10 1/2 years ago. We have no numbers to tell you and it is not a threat to tell you that it's going to be big. But when you are talking about places like Centerville and Oakwood, those places that can afford it, and this Township cannot afford that, especially in light of the fact that our general fund is very tight, it is a very terrible problem. Mr. Woolf added that he gave the Trustees, as he has been working in his other community toward getting a cheaper option to manage the program, he has gotten the Montgomery County Soil and Water District, which is a group that is funded by different state level, county level, county commissioners and they manager farm draining. They have agreed to take this community on to be our water management firm. We don't have a price yet, but the EPA gave us their word today that they are not going to fine us because this community has put a plan in place. We have avoided the EPA fine. Mr. Woolf said that some of the people in Centerville are telling him that their fine in in the $60-$70K fine range. That is almost 2/3 of our yearly budget and we couldn't pay it. They will be out in our community testing the water and the creeks. If we find some polluters this program is supposed to identify it. We will start cleaning up if there are any water problems in the Township. Mr. Woolf told the Trustees that they will be bringing a proposal to the table within the next month asking if you would definitely like to sign on to this program. Woolf said that no matter what that annually cost is; no matter if we can afford it, he would suggest that they think about it highly otherwise you go back to that penalty. We may get charged for 10 1/2 years of inactivity and the stricter thing. The last part of this is, when you do a plan and base it off of how much water runs off of your parking lots, think about those areas like Centerville or Austin Pike in Miami Township, they are growing, they are building more parking lots, more malls, more areas, so that amount they are going to charge at the EPA to test all of this water, is going to continue to go up. Jefferson, as you guys know, we are stagnant, or very little growth. Trustee Back said in light of the issue with the general fund, being in the situation that we are in, is this something that we will be able to take action on. Woolf said that he doesn't know, we don't know what the proposal is. The Trustees have to work with Tracey on that. Mr. Woolf said that the levy that has been advertised goes a long way if it is passed it can pay that annual fee for that management. So now not only are we looking at cleaning up blighted properties, and cleaning up the neighborhoods, you are cleaning up the water. Mr. Woolf said that he can't answer that question. That's why there is no contract to enter into yet. This is an EPA mandate, we are going to get stuck one way or another. We don't have the figures for the arrearages. Mr. Woolf said that it is a fluid project and that the Trustees will have all the information to make an educated decision. It has been a long coming project. Mr. Woolf said as he was reading the letter sent to the last


administrator, threatening the fines, he couldn't believe it that nobody ever responded to it. (Conversation between Trustee Back and Mr. Woolf in sending a letter informing the EPA of the new administration to waive the fees.) Woolf said that has been bedded, another Township (5 acres) that is smaller than us has tried to ask for a waiver, and the EPA has already fined them. They are scared to death on how they are going to pay for their fine. Just because they asked Jonathan Ketter about the waiver, that worries them. We are 50% qualified because of our neighborhoods with driveways. We have a plan in place with Mr. Ketter and we can talk to our State Legislature. Mr. Woolf said he talked to Bill Becher today, one of our State Senators, and he is aware of it but he knows that every community is being touched by this problem. Mr. Woolf said on the 8th of February he is holding the weekly Wednesday staff meeting. That afternoon he is going to a Liter / Trash Grant meeting. Which could include the dumpster, you have to go to the meeting to apply for the grant. Mr. Woolf will attend a Farm Meeting on February 9th. On

February 14th , he will have a meeting with Montgomery County Task Force, with Detective Dingy. (Mr. Woolf will supply the times of the meetings to the Trustees) adding that the started a group called the Montgomery County Task Force, any community in Montgomery County can join, it is about strictly working on blight, vacant structures, trash, and trash dumping. They get together every quarter and share how other communities are cleaning up their community and what grant money is out there. EPA is there, the Health Department is there. They have been inviting Jefferson to go for 4 1/2 years and no one ever came; they are excited to have us. The Swamps meeting is on February 16th with Trustee Mann.

This evening we are hosting all the county officials of all Townships and every elected official is invited to a dinner and a speaker for the Montgomery County Township Association. It's nice to say you guys would host to say what Jefferson is all about.

VI. Trustees' Reports / Comments • Trustee Russell Back — met with the Land Bank recently, got good news about the

abandoned houses. We will be making headway on the demolition.

VII. Executive Session I — Trustee Mann moved that the Board enter into Executive Session to discuss disputes with the Board that are subject of pending or imminent court action. I ask the Board to invite our legal counsel, Kevin Lantz, into the executive session. Seconded by Trustee McGuire. Began at 8:22 pm; Reconvene at 8:47pm

Roll Call: Roy Mann ( yes ) James McGuire (yes) ) Russell Back (yes )

VIII. Adjourn Trustee McGuire moved to adjourn meeting. Seconded by Trustee Mann

Note: The next Work Session is scheduled for Tuesday, February 21, 2017 at 6:00 p.m. The next Regular Meeting is scheduled for Tuesday, February 21, 2017 at 7:00 p.m. Please check the website for updates and any future announcements.

444-e6+ .


JEFFERSON TOWNSHIP, MONTGOMERY COUNTY

2/11/2017 2:30:33 PM

Cash Summary by Fund

UAN v2017.1

January 2017

Fund # Fund Name

Fund Balance 111/2017

Fund Balance

Adjustments

Revenue (excluding transfers

and advances in) Transfers In Advances In

Total Fund &

Adjustments & Revenue

Expenditures (excluding transfers

and advances out) Transfers Out Advances

Out

Fund Balance

1/31/2017 Non-Pooled

Balance Pooled

Balance

1000 General $78,895.55 $0.00 $7,579.62 $0.00 $0.00 $86,475.17 $12,055.70 $0.00 $0.00 $74,419.47 $0.00 $74,419.47

2011 Motor Vehicle License Tax $91,560.85 $0.00 $1,233.28 $0.00 $0.00 $92,794.13 $3,543.41 $0.00 $0.00 $89,250.72 $0.00 $89,250.72

2021 Gasoline Tax $101,965.51 $0.00 $4,794.99 $0.00 $0.00 $106,760.50 $2,938.55 $0.00 $0.00 $103,821.95 $0.00 $103,821.95

2031 Road and Bridge $429,743.23 $0.00 $10,682.83 $0.00 $0.00 $440,426.06 $20,284.70 $0.00 $0.00 $420,141.36 $0.00 $420,141.36

2041 Cemetery $3,098.84 $0.00 $0.00 $0.00 $0.00 $3,098.84 $0.00 $0.00 $0.00 $3,098.84 $0.00 $3,098.84

2081 Police District $53,494.38 $0.00 $25,021.07 $0.00 $0.00 $78,515.45 $32.80 $0.00 $0.00 $78,482.65 $0.00 $78,482.65

2111 Fire/EMS $53,579.83 $0.00 $23,659.72 $9,379.34 $0.00 $86,618.89 $17,546.01 $0.00 $0.00 $69,072.88 $0.00 $69,072.88

2231 Permissive Motor Vehicle License Tv $0.00 $0.00 $1,598.64 $0.00 $0.00 $1,598.64 $0.00 $0.00 $0.00 $1,598.64 $0.00 $1,598.64

2281 Ambulance And Emergency Medical $9,379.34 $0.00 $0 00 $0.00 $0.00 $9,379.34 $0.00 $9,379.34 $0.00 $0.00 $0.00 $0.00

2401 LIGHTING DISTRICT $49,334.33 $0.00 $0.00 $0.00 $0.00 $49,334.33 $16.40 $0.00 $0.00 $49,317.93 $0.00 $49,317.93

2901 Miscellaneous Special Revenue $1,053.67 $0.00 $0.00 $0.00 $0.00 $1,053.67 $0.00 $0.00 $0.00 $1,053.67 $0.00 $1,053.67

4301 Admin/Fire Building Capital Improven $24,998.00 $0.00 $0.00 $0.00 $0.00 $24,998.00 $0.00 aaoo $0.00 $24,998.00 $0.00 $24,998.00

9001 Agency $0.00 $0.00 $6,500.00 $0.00 $0.00 $6,500.00 $6,500.00 $0.00 $0.00 $0.00 $0.00 $0.00

9751 Private - Purpose Trust $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Report Total: $897,103.53 $0.00 $81,070.15 $9,379.34 $0.00 $987,553.02 $62,917.57 $9,379.34 $0.00 $915,256.11 $0.00 $915,256.11

Page 1 of 1


2/11/2017 2:29:09 PM

Payment Advice # Post Date

Transaction Date Type

Payment Listing January 2017

Vendor/Payee

UAN v2017.1

Amount Status 22611 01/14/2017 01/14/2017 AW Compass Minerals America $3,006.09 0 22612 01/14/2017 01/14/2017 AW DOMESTIC UNIFORM RENTAL $39.55 0 22613 01/14/2017 01/14/2017 AW Ohio Bureau of Worker's Compensation $1,755.22 0 22614 01/14/2017 01/14/2017 AW Montgomery County Environmental Services $44.68 0 22615 01/14/2017 01/14/2017 AW WASTE MANAGEMENT $353.29 0 22616 01/14/2017 01/14/2017 AW TREASURER OF STATE OF OHIO $164.00 0 22617 01/14/2017 01/14/2017 AW Pitney Bowes Global Financial Services LLC. $180.00 0 22618 01/14/2017 01/14/2017 AW CINTAS DAYTON LOC G62 $102.14 0 22619 01/14/2017 01/14/2017 AW Personnel Concepts $263.99 0 22620 01/14/2017 01/14/2017 AW GUARDIAN PROTECTION SERVICES $37.44 0 22621 01/14/2017 01/14/2017 AW MIAMI VALLEY REG. PLANNING Commissio $3,207.12 0 22622 01/14/2017 01/14/2017 AW COMDOC $11.70 0 22623 01/19/2017 01/19/2017 AW Byers Chevrolet, LLC $12,832.00 0 22624 01/19/2017 01/19/2017 AW THE DAYTON POWER AND LIGHT COMPAr $65.07 0 22625 01/19/2017 01/19/2017 AW THE DAYTON POWER AND LIGHT COMPAr $1,047.85 0 22626 01/19/2017 01/19/2017 AW THE DAYTON POWER AND LIGHT COMPAF $46.01 0 22627 01/19/2017 01/19/2017 AW VTECHGRAPHICS LLC $3,674.00 0 22628 01/22/2017 01/22/2017 AW Montgomery County Environmental Services $243.52 0 22629 01/22/2017 01/22/2017 AW GreatAmerica Financial Services $605.12 0 22630 01/22/2017 01/22/2017 AW ComDoc Leasing $457.32 0 22631 01/31/2017 01/31/2017 AW MONTGOMERY COUNTY PURCHASING DE $1,896.63 0 22632 01/31/2017 01/31/2017 AW J.W. Devers & Son, Inc. $900.00 0 22633 01/31/2017 01/31/2017 AW THE DAYTON POWER AND LIGHT COMPAr $404.56 0 22634 01/31/2017 01/31/2017 AW THE DAYTON POWER AND LIGHT COMPAr $566.26 0 22635 01/31/2017 01/31/2017 AW THE DAYTON POWER AND LIGHT COMPAr $121.73 0 22636 01/31/2017 01/31/2017 AW THE DAYTON POWER AND LIGHT COMPAr $240.41 0 22637 01/31/2017 01/31/2017 AW Compass Minerals America $1,436.12 0 22638 01/31/2017 01/31/2017 AW JEFFERSON REGIONAL WATER AUTHORI - $157.50 0 22639 01/31/2017 01/31/2017 AW MONTGOMERY COUNTY SOLID WASTE $91.43 0 22640 01/31/2017 01/31/2017 AW Patricia A Kirk $180.00 0 22641 01/31/2017 01/31/2017 AW Adrianne Jones $104.50 0 22642 01/31/2017 01/31/2017 AW Weiler Welding Company, Inc. $115.61 0 22643 01/31/2017 01/31/2017 AW DOMESTIC UNIFORM RENTAL $39.55 0 22644 01/31/2017 01/31/2017 AW VIRGIL WILEY OIL CO $277.31 0 22645 01/31/2017 01/31/2017 AW VECTREN $725.67 0 22646 01/31/2017 01/31/2017 AW Ohio Bureau of Worker's Compensation $1,755.22 0 22647 01/31/2017 01/31/2017 AW FIRST STREET RECYCLING, INC. $10.50 0 22648 01/31/2017 01/31/2017 AW A.E. DAVID CO $394.90 0 22649 01/31/2017 01/31/2017 AW O'Reilly Auto Parts $45.65 0 22650 01/31/2017 01/31/2017 AW James Thacker $6,500.00 0 22651 01/31/2017 01/31/2017 AW HARVEST LAND CO-OP, INC. $848.35 0 22652 01/31/2017 01/31/2017 AW CARROLL-WUERTZ TIRE CO,INC. $59.32 0 22653 01/31/2017 01/31/2017 AW Montgomery County Purchasing/Anthem $2,360.46 0 22654 01/31/2017 01/31/2017 AW LIFE FORCE MANAGEMENT INC. $2,077.55 0 22655 01/31/2017 01/31/2017 AW APOLLO PROPANE, INC. $2,404.78 0 22656 01/31/2017 01/31/2017 AW NEXTEL COMMUNICATIONS $916.22 0

Page 1 of 2


2/11/2017 2:28:51 PM

Receipt Listing

UAN v2017.1

January 2017

Receipt Number

Post Date

Transaction Date

Deposit Type Ticket Source Amount Status

1-2017 01/20/2017 01/30/2017 STD Western Reserve Group $6,500.00 0

2-2017 01/24/2017 01/31/2017 STD Anthem Blue Cross Blue Shield $244.93 0

3-2017 01/24/2017 01/31/2017 STD CareSource $353.15 0


5-2017 01/20/2017 01/31/2017 STD CareSource $390.52 0


7-2017 01/07/2017 01/31/2017 STD Trebel LLC $120.00 0

8-2017 01/13/2017 02/04/2017 STD MONTGOMERY COUNTY AUDITOR'S OFFICE $4,690.48 0

9-2017 01/09/2017 02/04/2017 STD MONTGOMERY COUNTY AUDITOR'S OFFICE $427.50 0



Report Total: $81,070.15

Type: STD - Standard Receipt, INT - Interest Receipt, MEMO - Memo Receipt, GAIN - Capital Gain, POS ADJ - Positive Adjustment, NEG ADJ - Negative Adjustment, POS REAL - Positive Reallocation, NEG REAL - Negative Reallocation

Status: 0 - Outstanding, C - Cleared, V - Voided, B - Batch

*Asterisked amounts are not included in report totals. These transactions occurred outside the reported date range but are listed for reference.

Page 1 of 1

Rescue & Emergency... 85.80%

False Alarm & False Call 0.59%

Service Call 4.14%

Good Intent Call 5.92%

Hazardous Condition (No Fire) 1.78%

Fires 1.78%

Fires

Rescue & Emergency Medical Service

Hazardous Condition (No Fire)

Service Call

Good Intent Call

False Alarm & False Call

7

3

10

1

— TOTAL 169

1.78%

85.80%

1.78%

4.14%

5.92%

0.59%

100.00%

3

145

Jefferson Township Fire Dept Dayton, OH

This report was generated on 2/7/2017 3:41:49 PM

Breakdown by Major Incident Types for Date Range Zone(s): All Zones I Start Date: 01/01/2017 I End Date: 01/31/2017

MAJOR INCIDENT TYPE # INCIDEtatim

Only REVIEWED incidents included. Summary results for a major incident type are not displayed if the count is zero. 01 EMERGENCY REPORTING

emergencyreportmg corn Doc Id: 553 Page # 1 of 2

Detailed Breakdown by Incident Type

INCIDENT TYPE _._ 111 - Building fire

# INCIDENTS % of TOTAL

1.18% 0.59%

84.02%

2 1

142 113 - Cooking fire, confined to container 321 - EMS call, excluding vehicle accident with injury 1 322 - Motor vehicle accident with injuries 2 1.18% 324 - Motor vehicle accident with no injuries. - - 1 0.59% 412 - Gas leak (natural gasor LPG)

- - • - 1

- _ _ 0.59% 441 - Heat from short circuit (wiring), defective/wom 1 0.59% 442 - Overheated motor 1 __ 0.5__9% 554 - Assist invalid 6 3.55% 561 - Unauthorized burning 1 • 0.59% 611 - Dispatched & cancelled en route 2 1.18% 622 - No incident found on arrival at dispatch address 8 4.73% _. 746 - Carbon monoxide detector activation, no CO 1 I 0.59%

TOTAL INCIDENTS: 169 I 100.00%

Only REVIEWED incidents included. Summary results for a major incident type are not displayed if the count is zero. 4111]

EMERGENCY REPORTING

emergencyreporting corn Doc Id. 553

Page # 2 of 2

jefferson township board of trustees regular meeting minutes · 2018-07-11 · jefferson township...

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