Orange Township Board of Trustees Delaware County, Ohio Regular Trustee Meeting, November 5, 2018 at 10:00 a.m.

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1 ***A full and accurate account of this meeting s audio and video can be found at *** Ms. Knapp called the meeting to order at 10:00 a.m. PRESENT: Lisa Knapp, Chair present Ryan Rivers, Vice-Chair present Deborah Taranto, Trustee present Wesley Mayer, Fiscal Officer present ALSO PRESENT: Amanda Sheterom Michele Boni Lee Bodnar Michael McCarthy Human Resources/Communications Manager Planning and Zoning Director Township Administrator Township General Counsel PLEDGE OF ALLEGIANCE Additions or corrections to the agenda. PUBLIC COMMENTS No one came forward when Ms. Knapp asked for public comment about anything other than what was on the agenda. APPROVAL OF MINUTES There were no minutes for approval. ZONING REPORT ORANGE TOWNSHIP ZONING HEARINGS/MEETINGS REPORT Ms. Boni, Zoning and Planning Director, reviewed the report which can be found on the table as you enter the meeting room. DISCUSSION AND UPDATE ON 2018 ORANGE TOWNSHIP COMPREHENSIVE PLAN UPDATE Ms. Boni shared she was revising the submittal and hoped to have it to the Board by the end of this week. DISCUSSION AND POSSIBLE ACTION ON AMENDING iworq PUBLIC WORKS AGREEMENT Ms. Boni reviewed there was a minor correction. It was a cost revision that did not change the costs on the agreement. She had the prosecutor s office review to make sure the total cost did not change RES APPROVING AN AMENDED AGREEMENT WITH iworq SYSTEMS Motion by Ms. Knapp; WHEREAS, the Orange Township Board of Trustees ( Board ) previously approved an agreement with iworq Systems in Resolution #18-309; and, WHEREAS, that agreement contained an error in the cost section of the agreement; and, WHEREAS; iworq Systems and the Board desire to correct that error via an amended agreement. NOW THEREFORE BE IT RESOLVED by the Board of Trustees of Orange Township, Delaware County, Ohio, that: 1

2 Section 1. The Board hereby approves the attached amended IWORQ SERVICE AGREEMENT with iworq Systems for web-based software pursuant to the terms and conditions found in the Agreement, and which will replace the prior agreement. Section 2. All formal actions of this Board concerning and relating to the passage of this Resolution were adopted in an open meeting of the Board, and all deliberations of this Board and of any of its committees that resulted in such formal action were in meetings open to the public in compliance with all legal requirements, including R.C Section 3. This Resolution shall be in full force and effect immediately upon adoption. Motion seconded by: Ms. Taranto. VOTE: Knapp yes, Taranto yes, Rivers yes. DISCUSSION AND POSSIBLE ACTION ON MINOR CHANGE TO APPROVED DEVELOPMENT PLAN FOR REZONING APPLICATION #ZON TOYBOX OF COLUMBUS LLC Ms. Boni introduced Mr. Jack Reynolds with Smith & Hale and Ryan Mierau, 7630 Alta View Blvd, Columbus, Ohio 43085, the architect. The problem was the height of the building approved. It was agreed to table to enable Township General Counsel, Mr. McCarthy, to find information needed for the Board to move forward. MAINTENANCE REPORT DISCUSSION AND POSSIBLE ACTION TO AUTHORIZE THE SHORES HOMEOWNERS ASSOCIATION TO PLANT THREE (3) TREES IN EACH OF THE CUL-DE-SACS (CIRCLES) AT DRIFTWOOD COURT AND BARHARBOR COURT Mr. Bodnar, Mr. McCarthy, and Mr. Max Evans, 2863 Barharbor Court, Lewis Center, Ohio discussed the aspects of placing trees in the township s cul de sacs. RES AGREEING TO PLANTING AND MAINTENANCE OF TREES IN CUL-DE-SAC ISLAND AREAS OF DRIFTWOOD COURT AND BARHARBOR COURT Ms. Knapp moved the adoption of the following Resolution: BE IT RESOLVED that the Board of Township Trustees of Orange Township, Delaware County, Ohio ( Board ), agrees to the purchase, planting, trimming, maintenance and replacement of trees by the Shores Homeowners Association in the cul-de-sac island areas of Driftwood Court and Barharbor Court. BE IT FURTHER RESOLVED that such purchase, planting, trimming, maintenance and replacement of trees by the Shores Homeowners Association shall be in accordance with the correspondence dated October 25, 2018 and its accompanying drawing, both received by the Board from Max Evans, Vice President of the Shores Homeowners Association and copies of which are attached to this resolution as Exhibit A. BE IT FURTHER RESOLVED that if the islands and trees area not maintained in a condition satisfactory to the Board, or if it is otherwise deemed appropriate by it, the Board will exercise its authority and deal with the islands and trees in any manner it deems fit. Motion seconded by Ms. Taranto. VOTE: Knapp yes, Taranto yes, Rivers yes. Exhibit A 2

3 This space was intentionally left blank Orange Township Board of Trustees 3

4 PARK REPORT DISCUSSION AND POSSIBLE ACTION REGARDING THE NORTH ROAD PARK PROJECT Mr. Bodnar briefly commented about the discussion at the Special Trustee Meeting, October 31, 2018, and additional information provided by Mr. Bodnar. He asked the Board to consider moving forward. Mr. Rivers thought it would be wise to pause until there was a comprehensive plan and a parks director in place. Mr. Scott Overturf, RPO LLC, 620 North High Columbus, Ohio came forward to answer the Board s questions. After discussion among the Board, it was tabled to next meeting. Mr. Bodnar asked that the two easements also be brought up at the next meeting. Mr. Overturf received clarification on what was to be done in the interim. 4

5 PUBLIC SAFETY REPORT RESIGNATION OF PART TIME FIREFIGHTER/EMT RES ACCEPT RESIGNATION Motion by Ms. Knapp to regretfully accept the resignation of Corey Conrad as Part-Time Firefighter/EMT effective October 30, Motion Seconded by Mr. Rivers. Ms. Taranto noted they were in the process of interviewing 6 firefighters for lieutenant positions. SUPPLEMENTAL APPROPRIATIONS FISCAL OFFICE REPORT Ms. Sheterom explained the cost of postage has been paid out of the wrong account and this is an internal move to move money into the correct account. RES AUTHORIZE SUPPLEMENTAL APPROPRIATION Motion by Ms. Knapp to authorize a supplemental appropriation from account code (contingencies) to account code (postage) in the amount of $5,197.66, for postage. Seconded by Mr. Rivers. RES AUTHORIZE THE ISSUANCE OF A PURCHASE ORDER TO BAISE PRINTING Motion by Ms. Knapp to authorize the issuance of a purchase order to Baise Printing, in the amount of $5,197.66, for postage. Motion seconded by Mr. Rivers. DISCUSSION AND POSSIBLE ACTION REGARDING TERMINATION OF AUDITING SERVICES AGREEMENT Mr. Mayer explained it is typical that when there is a new fiscal officer there is a clean slate audit done. The State Auditors would like to do the 2018 audit themselves. The current auditors would do the audit. The current agreement will have to be terminated so the state can do the 2018 audit. RES ACKNOWLEDGING TERMINATION OF AGREEMENT WITH PERRY & ASSOCIATES, CPAs, A.C. AS TO SERVICES RELATED TO FUTURE AUDITING Ms. Knapp moved the adoption of the following resolution: WHEREAS, the Auditor of State and Orange Township entered into a Memorandum of Agreement with Perry & Associates, CPAs, A.C. as of the 25 th day of July, 2014 for the performance of audit services; and WHEREAS, the Auditor of State and Orange Township entered into an Extension Agreement with Perry & Associates, CPAs, A.C. extending the term of the Memorandum of Agreement for the period of January 1, 2016 to December 31, 2019; and WHEREAS, the Auditor of State has indicated its desire to assume the future auditing of Orange Township for the remaining balance of the extension and for such reason has terminated the services of Perry & Associates, CPAs, A.C. as regards such future auditing; and WHEREAS, Perry & Associates, CPAs, A.C. has indicated its agreement to such termination; BE IT RESOLVED that the Board of Township Trustees of Orange Township,, acknowledges the termination of the services of Perry & Associates, CPAs, A.C. by the Auditor of State as to those services being assumed by that office, with the understanding that such termination is only as to 5

6 those services, with the Extension Agreement and related Memorandum of Agreement otherwise continuing to be effective according to their terms. Motion seconded by Mr. Rivers. STATUS REPORT UPDATE Mr. Mayer provided and read the Fiscal Office Status Report; reviewing all that has been accomplished and provided a list of some additional findings since the last Fiscal Office Status Report to the Trustees on October 1, Per Mr. Mayer s request, the Status Report has been attached to the minutes. Orange Township Fiscal Office Status Report as of November 5, 2018 On October 1, 2018 an initial status report was furnished to the Board of Trustees by the Fiscal Officer. Since that time, this office has become current on entering all revenue and expenses into the UAN system. Monthly reconciliations, which had not been since April 30 th are now complete through August. September financials are expected to be reconciled within a few days. This will allow us to provide reliable financial information to officials and department heads through the 3 rd quarter. Also, the Trustees have been provided with view only access to the entire UAN system for Orange Township finances. They are now able to see anything and everything, create reports, and even print reports. We are current on the payment of all invoices of which we are aware. We are also current on issuing receipts for funds received. After discussions with the state auditor, we have modified procedures slightly to simplify and streamline the process of reconciling credit card bills with receipts. The most important change is that the card user must be the one who reconciles the charges on the statement with the receipts he/or she has. The reconciled statements must be returned to the fiscal office in a timeframe that allows the bills to be paid on time without incurring late charges or fees. We will continue to appropriately deal with any additional issues that may continue to arise. Following is a list of some additional findings since the last Fiscal Office Status Report to the Trustees on October 1 st : a) Many documents required for the reconciliation process were non-existent, misplaced, or missing. b) We continue to be made aware of outstanding unpaid invoices. For example, we recently became aware that the township owes the Pepsi Cola distributor more than $5,000 for soda that was supplied to the Pool concession stand over the summer. The causes included ineffective procedures combined with the lack of appropriate oversight. c) Pool receipt documentation was either not created or missing, meaning there is no good way to reconcile the deposits with backup documents. d) Point & Pay online revenues in July and August were not recorded. e) Lockbox deposits (EMS charges) for March and April had not been recorded even though those months had been reconciled. In addition, lockbox deposits since April had not been recorded. f) Government revenues, e.g., real estate taxes and rollbacks, had not been entered since April. g) Payments had been made directly out of the Contingency Fund. (If contingency funds are to be used, they must first be transferred to the correct account from which the payment is made.) h) Payroll had not been entered since August 1 st. In addition: i. May 11 th Payroll was incorrect ii. June 22 nd Payroll was incorrect iii. July 6 th Payroll was incorrect i) The OP&F Pension contribution for July was incorrect. j) Multiple purchase orders were unable to be processed: 6

7 i. Some have not been able to be processed because there are no funds available in the appropriate account ii. A Department head has been waiting on a purchase order that he believed had been approved. However, we could not process it because we were unaware of it and cannot locate the documentation. k) Other potential findings continue to be researched to better understand them and their impact on the Township. We will, of course, keep the Board appropriately apprised. It should be noted that because of the failure of the previous fiscal officer to reconcile the monthly financials in a timely manner, we have been unable to provide our trustees or department heads with the reliable financial information that is required for them to manage their 2018 expenses and for 2019 Appropriations planning. Dealing with massive task of catching up has been our highest priority for the past 6 weeks. I am pleased to report that we are nearly there. Wesley W. Mayer Fiscal Officer, Orange Township ADMINISTRATIVE REPORT DISCUSSION AND POSSIBLE ACTION TO ENTER INTO LEASE AGREEMENT WITH THE BOARD OF COMMISSIONERS FOR DELAWARE COUNTY FOR USE BY THE DELAWARE COUNTY EMERGENCY SERVICES OF A PORTION OF THE TOWNSHIP S 6226 THIRD STREET FACILITY Mr. Bodnar reviewed the lease agreement. The change was the county has reduced the number of paramedics from 3 to 2. RES ENTER INTO LEASE AGREEMENT WITH THE BOARD OF COUNTY COMMISSIONERS OF DELAWARE COUNTY, OHIO, FOR USE BY DELAWARE COUNTY EMERGENCY SERVICES OF A PORTION OF THE TOWNSHIP S FACILITIES LOCATED AT 6226 THIRD STREET PROPERTY Ms. Knapp moved the adoption of the following resolution: BE IT RESOLVED that the Board of Township Trustees of Orange Township,, approve and enter into a Lease Agreement with the Board of County Commissioners of Delaware County, Ohio, for use of a portion of the Township s facilities located at 6226 Third Street, Lewis Center, Ohio by Delaware County Emergency Services. The Lease Agreement shall be in the form submitted to the Board, presented to the Board and bearing the identifier of 0925 in its footer, the contents of which are incorporated by reference herein. BE IT FURTHER RESOLVED that all of the Township Trustees shall execute the Lease Agreement on behalf of the Board. Motion seconded by Mr. Rivers. OLD BUSINESS TABLED ITEM: DISCUSSION AND POSSIBLE ACTION REGARDING THE PURCHASE FOR A SANTA CHRISTMAS THRONE Mr. Rivers, Ms. Sheterom, and the Board discussed the options for the Santa Christmas Throne. It was decided to purchase the chair. RES PURCHASE OF CHAIR Motion by Ms. Knapp to authorize the purchase of a chair to be used as a Santa Throne for the amount of $200.00, that would include red cushions for the seat and back and refurbishing and polishing of the chair; and the repair of the panel in the back of the chair. It will be delivered by November 15, 2018, and to authorize a purchase order for $200.00, to Susi Ross on the condition that a bill of sale be provided. Seconded by Mr. Rivers. 7

8 Orange Township Board of Trustees Mr. Rivers has found a food truck for the holiday event. He will share with the Board additional information and food options at the next meeting. It was decided to table the discussion on finalized the food discussion. NEW BUSINESS DISCUSSION AND POSSIBLE ACTION REGARDING JUNK VEHICLES Discussion between Ms. Knapp, Mr. McCarthy, Mr. Bodnar, and Ms. Boni regarding the junk vehicles, prolonged parking on roadways, etc. Ms. Knapp asked for consensus of the Board for Mr. McCarthy to look into some stipulations regarding this issue. DISCUSSION AND POSSIBLE ACTION REGARDING ESTABLISHMENT OF FEE FOR REVITALIZATION DISTRICT APPLICATION Mr. McCarthy discussed the history preceding the need for this resolution. He and Ms. Boni gave their thoughts on this. They answered the Board s questions. RES ESTABLISHMENT OF FEE FOR REVITALIZATION DISTRICT APPLICATION Ms. Knapp moved the adoption of the following Resolution: WHEREAS, Section of the Ohio Revised Code provides that a single revitalization district may be established within the unincorporated area of a township; and WHEREAS, such Section further provides any owner of property located in the unincorporated area may file an application seeking such designation with the board of township trustees in accordance with its requirements; and WHEREAS, Section (B)(6) provides that a handling and processing fee payable to the Township, in an amount determined by the Board of Township Trustees, may be established to accompany such application; and WHEREAS, such an application will require expenditures for publication of a notice of the filing of the application and the public hearing date for the same, review of the application by staff and legal counsel and conduct of the hearing itself; BE IT RESOLVED that a fee shall be charged and required to be paid to the Township at the time of the filing of an application for the establishment of a revitalization district, such fee being in the amount of $1, Motion seconded by Ms. Taranto. VOTE: Knapp yes, Taranto yes, Rivers yes. EXECUTIVE SESSION Motion by Ms. Knapp to go to Executive Session to consider the appointment, employment, dismissal, promotion, demotion, or compensation of a public employee or official. Those invited to attend: the Board; Township General Counsel, Mr. McCarthy; Township Administrator, Mr. Bodnar; Fiscal Officer, Mr. Mayer; Human Resources/Communications Manager, Amanda Sheterom. Seconded by Mr. Rivers. Motion by Ms. Knapp to return to Regular Session. Seconded by Mr. Rivers. VOTE: Knap yes, Rivers yes, Taranto yes. OLD BUSINESS (continued) 8

9 DISCUSSION AND POSSIBLE CONCERNING EMPLOYEES HEALTHCARE BENEFIT Mr. Bodnar apparently by using the Smart Board gave the Board an over view on current health costs and what next year s costs will be. He discussed the options and theemployee healthcare committee thoughts. It will be discussed at the next meeting. DISCUSSION AND POSSIBLE ACTION CONCERNING DIRECTOR OF OPERATIONS POSITION The Board has asked for continued discussion and it to be brought back to the Board. DISCUSSION AND POSSIBLE ACTION REGARDING ADJUSTING THE POSITION DESCRIPTION FOR THE EMPLOYMENT POSITION OF ASSISTANT FISCAL OFFICER RES ADJUSTING THE POSITION DESCRIPTION FOR THE EMPLOYMENT POSITION OF ASSISTANT FISCAL OFFICER Ms. Knapp moved the adoption of the following resolution: WHEREAS the Board, having previously adopted a position description for the at-will, non-exempt, fulltime, non-bargaining unit employment position of Assistant Fiscal Officer, has been presented a description modifying this employment; and WHEREAS it is deemed advisable to approve such modification and position description; NOW THEREFORE BE IT RESOLVED that, upon ratification by the Township Fiscal Officer: 1. The Assistant Fiscal Officer position description presented to the Board and dated 10/15/2018 is hereby approved and accepted and an employee in such position shall henceforth serve under the terms and provisions stated therein. 2. The aforementioned position description is presented for informational purposes only and can be changed at any time by the Township Fiscal Officer, with or without notice. 3. Neither the aforementioned position description nor this Resolution are an employment contract, express or implied, and an employee in such position is an employee at will and either the employee or the Township Fiscal Officer can terminate the employment relationship at any time (for any reason or no reason) and no representative of Orange Township has the authority to enter into an agreement with an employee that is contrary to the foregoing. 4. Unless otherwise provided by the Board and Township Fiscal Officer, all appointments to this position shall be contingent upon the applicant's satisfactory completion of a background investigation, drug screen, physical exam and PRADCO assessment. 5. Those portions of prior resolutions of the Board inconsistent with this Resolution are hereby repealed and of no further force or effect. Motion seconded by Mr. Rivers. DISCUSSION AND POSSIBLE ACTION REGARDING APPROVAL OF COMPENSATION FOR MS. PATRICIA LEWIS IN THE FULL TIME POSITION OF ASSISTANT FISCAL OFFICER RES APPROVAL OF COMPENSATION FOR PATRICIA LEWIS IN THE FULL-TIME POSITION OF ASSISTANT FISCAL OFFICER Ms. Knapp moved the adoption of the following resolution: BE IT RESOLVED that the compensation for Patricia Lewis in the at-will non-exempt, full-time, non-bargaining unit position of Assistant Fiscal Officer is approved to be at the rate of $28.00 per hour, with paychecks to be issued based on a 14-day pay period. 9

10 BE IT FURTHER RESOLVED that the compensation for Patricia Lewis in said position is further approved to also include the standard employee benefits package for all full-time non-union personnel, augmented as follows: 1. The appointee may begin service with hours of vacation leave. 2. The appointee may begin service with hours of sick leave. 3. The appointee may begin service with of compensatory hours. 4. The appointee may begin service with 32.0 holiday hours. 5. The appointee may begin service with the acceptance of nine (9) years of prior service time for purposes of the determination of vacation time. 6. The appointee may begin service with the acceptance of nine (9) years of prior service time for purposes of the determination of longevity pay. 7. This appointment may be made with the waiver of the normal requirement that this position shall be contingent upon the applicant's satisfactory completion of a background investigation, drug screen, physical exam and PRADCO assessment with the fiscal officer making that decision. Motion seconded by Mr. Rivers. VOTE: Knapp yes, Rivers yes, Taranto no. There was no further business meeting adjourned at approximately 12:56 p.m. Notice: Copies of documents referred to in these minutes can be obtained by contacting the Orange Township Administrator, Lee Bodnar. Lisa F. Knapp, Chairman Ryan Rivers, Vice-Chairman Deborah Taranto, Trustee Attest: Wesley Mayer, Fiscal Officer 10