AGENDA JEFFERSON TOWNSHIP BOARD OF TRUSTEES MEETING

Transcription

1 AGENDA JEFFERSON TOWNSHIP BOARD OF TRUSTEES MEETING 7:00 p.m. I. Call to Order, Pledge of Allegiance and Roll Call II. III. IV. Election of 2016 Officers Approval of Minutes for the Regular meeting held December 1, 2015, Work Session meeting held December 15, 2015, and Special Meeting held December 30, Fiscal Officer's Business V. Old Business: VI. New Business: Resolutions for consideration Resolution No Establishing the Time and Day of the Regular Meetings and Work Sessions for 2016 Resolution No Establishing and Expense Policy for 2016 Resolution No Certifying the 2016 Jefferson Township Highway System Mileage Resolution No Appointing an Official Designee of the Jefferson Township Elected Officials for Purpose of Public Records Training Resolution No Accepting Deeds of Transfer from the Montgomery County Sheriff's Office for 1425 and 1485 Kimmel Lane and Authorizing the Conveyance of Said Properties to St. Peters Baptist Church house of Restoration Inc., Through the Jefferson Township Expand Your Lot Program Resolution No Accepting Deeds of Transfer from the Montgomery County Sheriff's Office for 9377 Huffman Road and Authorizing the Conveyance of Said Property to Greg and Tina Hanny through the Jefferson Township Expand your Lot Program Resolution No Approving an Intergovernmental Agreement with the Montgomery County Sheriff for Police Services through December 31, 2018 Resolution No Approving an Agreement with Ohio First Responder Grants, LLC VII. Departmental Reports VIII. Trustees' Reports IX. Comments by Citizens: Citizens wishing to address the Board of Trustees "MUST" Complete a Speaker's Form Comments are limited to 3 minutes X. Adjourn

2 Jefferson Township Board of Trustees The Jefferson Township Trustees met in Regular Session on January 5, 2015 at 7:00 p.m. at the Administration Building, One Business Park Drive, Dayton, Ohio. Trustee Johnson called the meeting to order and led the Pledge Allegiance to the flag. Fiscal Officer Tracey Edwards did the roll call: Roy Mann Present Mary Johnson Present James Present Administrator Len Roberts was also present. Election of Board Officers for 2016 Trustee Johnson opened the floor for nominating officers for the 2016 Jefferson Township Board of Trustees. Trustee James made a motion recommending Trustee Roy Mann as President and Trustee Mary Johnson as Vice President of the Jefferson Township Board of Trustees. Trustee Roy Mann seconded the motion. Roll Call: Mary Johnson (yes) Roy Mann (abstain) James (yes) Trustee Mann assumed the chair as President of the Board of Trustees. Approval of Minutes Trustee Johnson moved to approve the meeting minutes held on December 1, 2015 (regular session); December 15, 2015 (work session); and December 30, 2015 (special session). Trustee seconded the motion. Fiscal Officer's Report: No report. Old Business - none New Business - Dr. Sharon Sherlock with Reach Out Montgomery County Dr. Sherlock presented an overview of how the program is working in Jefferson Township. She distributed a handout to attendees. They have been analyzing the EMS data (which is the transport to the hospital). She says Jefferson Township has one of the highest in the region of transports to the hospital and that needs to decrease. One recommendation for decreasing transports is to have a community paramedic program to follow up on an emergency room visit and the second is to establish a wellness center. The community paramedic program has been going on for six month now. Fire Station 59 is being renovated to house a wellness center. The community paramedic talks to the family each time there is an EMS run. There have been 451 encounters such as home visits, home safety checks, smoke detectors, batteries, case management for resources and patient education over the phone. Recommendation #2 - Reach Out is trying to get the health program going. There was a health fair last year in January. There will be another event coming up about how to enroll in a health plan. Recommendation #3 - is to get some primary care access in the vicinity. Reach Out has been in discussion with a private physician group for possible clinic options. There is a meeting with the Greater Dayton Area Hospital Association in February and there will be some conversation at this meeting. Dr. Sherlock feels that what is needed more from the residents of Jefferson Township is by word of mouth because that is biggest thing that carries over knowing that the paramedics and nurses are available. The paramedics and nurses will be meeting

3 here on Wednesday mornings throughout this year. She encourages everyone to drop in and visit with the paramedics and nurses and ask questions about medications or connections. She ended by stating that in a year they have applied for and received three grants totaling $70,000 to put into the program. Resolutions for Consideration Resolution No Establishing the Time and Day of the Regular Meetings and Work Sessions for 2016 Motion by Trustee to approve Resolution No ; seconded by Trustee Johnson Resolution No Establishing and Expense Policy for 2016 Motion by Trustee to approve Resolution No ; seconded by Trustee Johnson Resolution No Certifying the 2016 Jefferson Township Highway System Mileage Motion by Trustee Johnson to approve Resolution No ; seconded by Trustee Resolution No Appointing an Official Designee of the Jefferson Township Elected Officials for Purpose of Public Records Training Motion by Trustee Johnson to approve Resolution No ; seconded by Trustee Resolution No Accepting Deeds of Transfer from the Montgomery County Sheriff's Office for 1425 and 1485 Kimmel Lane and Authorizing the Conveyance of Said Properties to St. Peters Baptist Church House of Restoration Inc., through the Jefferson Township Expand Your Lot Program Motion by Trustee Johnson to approve Resolution No ; seconded by Trustee Resolution No Accepting Deeds of Transfer from the Montgomery County Sheriff's Office for 9377 Huffman Road and Authorizing the Conveyance of Said Property to Greg and Tina Nanny through the Jefferson Township Expand Your Lot Program Motion by Trustee Johnson to approve Resolution No ; seconded by Trustee Resolution No Approving an Intergovernmental Agreement with the Montgomery County Sheriff for Police Services through December 31, 2018 Motion by Trustee Johnson to approve Resolution No ; seconded by Trustee 2 of 5

4 DEPARTMENTAL REPORTS: Road Department Craig Howell on vacation The Road Department continued the leaf pickup and cut brush and limbs in areas of the township, patched pavement along Infirmary and Huffman, replaced signs on Derby & Route 4 and on Desmond & West End, removed trash from several locations, and serviced road department equipment as needed. Fire Department Chief Larry Sexton Chief Sexton reported that the Fire Department had a total of 121 responses (94 were medic runs) for the month of December He stated that when on EMS runs the medics perform a quick safety check of homes while they are there. The survey can range from checking smoke detectors to checking the safety hazard of where throw rugs are placed. Year-end data: 1,370 incidents (average of runs a month); total fire loss was $102,000. Montgomery County Sheriff Office (MCSO): Captain Brem Captain Brem report that the total crime is down 11%, and total vehicle crashed are down 33%. He stated that the speed trailer continues to be deployed in hot spot traffic crash areas of the township. Traffic report: 4 adult restraint citations, 4 canine reports, 832 COP activities, 7 crash reports, 12 driving under suspension, 25 evidence reports, 15 felony arrest, 43 Fl cards, 236 incident assists, 456 incidents, 21 misdemeanor arrest, 43 bar checks, 78 traffic stops. Zoning Department Jeffrey Payne Mr. Payne provided a written activity report the Trustees which consisted of the following information: there was one BZA case at 4441 Weaver Road; five zoning certificates were issued, 4 properties recommended for demolition are in the Montgomery County CDBG process. The official Jefferson Township Future Land Use Strategic Plan report has been completed and published by the Miami Valley Regional Planning Commission. The report will be posted on the Jefferson Township website. The Task Force Meeting Schedule was distributed showing meeting dates are every Thursdays at 6:30 p.m. through March31, Anyone interested in participating on one of the task forces or have questions please contact Mr. Payne at ext.208. In response to Mr. Cors, Mr. Payne stated that the appeal of Rauch is that the township attorney did an electronic filing of an appeal to Judge Wiseman's ruling. It will be awhile before hearing anything back. Trustee asked if will training be provided on the dates when there are no BZA cases to be heard? Mr. Payne stated yes, but not every month. Training will be done for the current members and any new members that come on board. Mr. Payne also responded to Trustee, yes, he's working on a complete set of books for the BZA board. There is no baseline copy of books, but Mr. Payne has been working with the county to complete this. Trustee inquired about the zoning text amendments provided by Mr. Elam and his attorney as to if that is on the agenda for the commission meeting. Mr. Payne replied a commission meeting has not yet been set but if that is Trustee pleasure then he can. For the benefit of all in attendance Mr. Payne explained the process stating that any rezoning text amendments under consideration according the Ohio Revised Code must first go to the county planning commission for that jurisdiction. They are allowed to review it in context with their code as well as with their broader land use plan. Mr. Roberts interjected that the answer to the question is yes, they will be on the agenda for the next zoning 3 of 5

5 commission meeting. Mr. Roberts stated that he and Jeff will schedule the meeting as soon as possible but he's like to have Mr. Sam Elam in attendance. Administration Department Len Roberts Mr. Roberts stated department reports are now posted on the township website. He asked Mr. Payne to post the Rauch brief that the attorney filed on the website. Trustee Comments Trustee Johnson thanked everyone for their support and the efforts of the staff and neighborhood associations for their participation in the Holiday event. The Jefferson Township Neighborhood Association and Shining Stars provided gifts for Santa to distribute to the children. The children not only received gifts but snacks also. She thanked the staff including Shirley Sibert and Corby Yeldell, and our Road supervisor Craig Howell who was a great Santa. The staff scheduled an Open House and provided snacks, coffee, and hot chocolate. The people who attended the open house came into a very relaxed atmosphere and talked about whatever they wanted. It was like having a group of friends over. She stated that everyone, the staff, fire department, board, and schools were all engaged. Trustee thanked everyone who worked hard to get him elected and stated he looks forward to serving the community and bringing some positive energy to Jefferson Township. He stated that on November 14 th Trustee Johnson gave him a one on one sit down and Welcome to the team, they talked about some things, and she had some questions. Trustee also gave an overview of some of the activities he's taken part in since his election (1) he took a day off work to sit in on an administration staff meeting and got exposure to what goes on during the week, (2) attended a Trustee Work Session on November 24 th where the Sherriff came in a presented their information for what is now on the Police Levy ballot, (3) December 2 nd he met a Washington Township Trustee, (4) attended a Neighborhood Association luncheon, (5) attended the Fire Department Christmas party and handed out some of the awards (6) attended formal one-on-one meeting with Mr. Roberts who explained to him about the funding and how the different departments are setup. They spent about 2 hours in the Fire Department with Chief Sexton where he was shown some of the equipment and uniforms they are looking to get grants for, (7) attended the Montgomery County Association dinner and had the opportunity to meet county people he will be working with, (8) on December 22nd he spent 5 hours with the Sheriff Department and did a ride-along which included bar checks, and they hid out in Blairwood and watched people run stop signs. They did a walking patrol over by the old Chappy James facility. He met a new resident who is in the process of remodeling their house. This opportunity helped him to understand a lot of the spreadsheets and reports, (9) visited with Road Supervisor Craig Howell, and Zoning Director Jeff Payne. Trustee Mann stated that Trustee will make a great trustee. He thanked Dr. Scherlock for the work she is doing and encouraged everyone to get the word out about Reach Out. He stated as president of the organization he will be here to do his job and will show that things will be better. He will be in the office Monday, Wednesday, Friday, gam-noon please stop in or call him. 4 of 5

6 Citizen Comments: John Cors asked about the contract on grant writing of $7,000 for the Fire Department with $150 per hour with no limit. Chief Sexton responded the consultant is going to write the grants and the fire department is going to manage the grants. Chief Sexton said the $150 per hour is mainly in there so that the company can do the quarterly reports which the fire department opted not to do. Once the grant is written and submitted the consultant's is done at that time. Mr. Roberts stated there are limits on the grant cost and that the township is not taking the option of $150 per hour. Mr. Cors stated the power aggregation should be opt in instead of opt out. Mr. Roberts explained that what has been done so far is to retain the company to help put it on the ballot. Before they start having any discussion with anybody the issue is on the ballot whether the residents of Jefferson Township want to pursue energy aggregation. If that is approved then they will go out and start negotiating contracts with various companies. They will bring several recommendations back to the trustees and the trustees then have a second decision to make about which company they want to contract with if any at all. The trustees could reject all of the bids. We are not in the stage of negotiating a contract. The will be meeting for the ballot issue. Mr. Cors says people are upset about the trash collection. When is the contract up? Trustee Johnson asked what are people upset about. Mr. Cors says people are upset because they cannot stop the service. Mr. Roberts says he will provide Mr. Cors the text of the ballot language. Mable Cross states that on Derby going toward Germantown is a big bump that may cause an accident and ask if it can be repaired soon. Mr. Roberts will get with Mr. Howell. Betty Green had several concerns (1) Property at 928 Infirmary looks like they are starting a washing machine business, (2) a house on Derby Road has been sitting for years which needs to be torn down, (3) cars on Frytown Road, (4) there is a pipeline going down Germantown where land has been cleared what are they doing, (5) county building she asked about is not for storage as she was told, and (6) lights are needed in the administration parking lot. Mr. Roberts stated to Mrs. Green that her concerns will be looked into. Trustee says when he did the walking patrol there were pole lights out. He asked if the township have a designated person to do preventive maintenance or check the lights. Mr. Roberts responded that the township does not have a person to go out and check the lights. It is DPLs contractual responsibility to check the lights and to replace them or repair them once we report them. We send DPL probably three or four a month. All the residents need to do is provide the pole number and he reports them to DPL and usually within two or three days DPL has the issue corrected. Mr. Roberts says he will start providing the Trustees the monthly report received from DPL on street light repairs. Trustee Johnson made a motion to adjourn meeting; Trustee seconded the motion. Meeting adjourned Attest: Celt() 'ak), ig3 /2016 Tracey M. EdwarEl, Fiscal Officer 5 of 5