AGENDA BOARD OF TRUSTEES WORK SESSION Tuesday, April 18, 2017 6:00 p.m. I. Welcome / Pledge of Allegiance Trustee Roy Mann, President, Jefferson Township Board of Trustees II. Moment of Silence to Honor our Military, Fire Fighters, Sheriff's Deputies, and Road Workers as they serve our communities here and abroad. III. Call to Order / Roll Call Roy Man ( ) James McGuire ( ) Russell Back ( ) IV. Fiscal Officer Reports / Updates Tracey Edwards, Fiscal Officer 2017 Jefferson Township Audit Committee 1. Goals of the Committee 2. Review 2015 Audit Results 3. Set Date for next Meeting V. Administrator's Report General topics for discussion Administrator, Steve Woolf VI. Trustees' Comments / Reports Trustee Roy Mann Trustee James McGuire Trustee Russell Back VII. Adjourn NOTE: Work Sessions are permitted to be held by Elected Officials, as granted by the Ohio Revised Code, as long as they are pre-announced to the public, it is held in a public place, and the public is permitted to attend. The Work Session is strictly for the purpose of discussion on Township issues, and NO Voting or Action is permitted to be taken in this meeting. The Public is not permitted to contribute or address the Work Session, unless the Trustees directly grant permission. The Work Sessions are recorded for public record purposes and maintained by the Fiscal Officer for Jefferson Township.
BOARD OF TRUSTEES WORK SESSION Tuesday, April 18, 2017 6:00 p.m. I. Welcome / Pledge of Allegiance Trustee Roy Mann, President, Jefferson Township Board of Trustees II. III. Moment of Silence to Honor our Military, Fire Fighters, Sheriff's Deputies, and Road Workers as they serve our communities here and abroad. Call to Order / Roll Call - Roy Man (X) James McGuire (X) Russell Back (X) Mr. Woolf greeted everyone in attendance. Stated that tonight's Work Session meeting is the meeting of the Audit Committee. Tracey has called this meeting for this evening. Turned the meeting over to Tracey for her to conduct. IV. Fiscal Officer Reports / Updates, Tracey Edwards, Fiscal Officer Tracey stated that we have the Trustees, the Administrator, and Trish in attendance Asked Trish to come join the Board at the table and commenced to give her a packet. Noted that Mr. Williams and Sam Elam will not be in attendance? In the packets are the Resolutions that assigned the individuals to the committee. They are Trish Brawner, Sam Elam, and Burl Williams. The second page is the original Resolution that established the Audit Committee. It tells the primary function of the committee. The next two pages are the management letter and the Audit for 2014 and 2015. This information has been sent in an email; asked if anyone had any questions pertaining to those. Continuing with the packet of information, the next page is the fund summary for April, the Appropriation Summary and the Revenue Summary. 2017 Jefferson Township Audit Committee 1. Goals of the Committee / Responsibilities are to me et with the Township Administrator and Independent Auditors, before and after each Audit. Review the progress of the audit and make recommendations to the Township. Monitor the progress and evaluate the results of the financial compliance audit. Ensure internal control in lieu of compliance issues that identify the audit promptly and effectively remedy. Review the Township's financial status. That was the purpose of giving you the audit report. Those are the documents that quarterly reports. The other reports won't be given until they do the Audit for 2016 and 2017. 2. Review 2015 Audit Results - The Audit Committee currently has three members that are volunteers. They have a three year term according to Resolution 17-008. There weren't any significant findings that were not corrected. They pointed out a few things like not getting a check (several checks) deposited in a 3-day time period. There was some money that was put in the wrong fund because Tracey wasn't sure of what fund they should have gone into. We don't have a disaster recovery plan or backup security for our data at the Township office. Basically those were the main things that Tracey found that were significant. There wasn't anything that caused us any problems with the audit. They were things that needed to be corrected. The main issue was putting money in the wrong fund so we had to move those around, and that was corrected. As far as the audit report, that goes in to Jefferson Township Work Session 4/18/2017 Page 1of 4
details of what was moved around and the general overview of the Township financials. The next set of documents includes the fund summary. This report starts out with the April YTD balances. If you look at lines 2081 Police District, the unencumbered fund balance is a negative number because Tracey wrote a PO for the total amount that we owed the Sheriff's Department. We don't have that amount of money in our fund yet because the taxes have not come yet. Tracey wanted to do the PO so that we have the money reserved when that money does come in. Asked if there were any questions over the fund summary report. The next sheet in the packet is the appropriation summary, that sheet is the summary of approximate appropriation for the whole year. This is not the actual monies that are there. This is the estimate of what we will get and the budget of what we guessed we will use throughout the year. The appropriation of what we are going to spend. The other sheet is the revenue report of the amount of money the County says that we are going to get in. These are the estimates of where we are at and the summary. There is going to be a lot of negative numbers here until we actually get the money in. Added if there are any questions later as you take a look at the information, please feel free to call Tracey or send her an email. 3. Set Date for next Meeting Will probably be the second Work Session in July which will be July 18 th. Tracey concluded for the record, that she has a packet for Mr. Williams and Mr. Elam if somebody wants to get that to them. Conversation of signatures of Audit Committee members in attendance and determined that the minutes would be sufficient for the Auditor's records. Mr. Woolf stated that this portion of the Audit Committee meeting is closed and we move on to the scheduled Work Session. V. Administrator's Report General topics for discussion, Administrator, Steve Woolf Woolf: Mark your calendar for the Montgomery County Township Association dinne' this Thursday night in Brookville. They are going to have four different speakers there. The main speaker is going to be Karl Keith. He is going to be making a presentation on the land evaluation process that they do every tri-annual. This is a process of how our land values are, how your taxes in this Township will be affected, by up or down values. It starts at 6:00 p.m. It is a complementary dinner from the host community which happens to be Clay and Perry Townships. This week Woolf attended the warning siren meeting. With great news, they had four companies bid, the bid originally we thought was going to be $20K, actually came in at $21K per siren. That being said, if we go forward with sirens in the Township, it will be split. The next step that we have is that the committee is going to be verifying the actual quote with the company called Federal Signal. They have asked us as a community to go out with our partners on the borders. Woolf asked the Trustees if it is okay to work with the jurisdictions like the one around Third Street and Diamond Mill Road. We have four comminutes that want to go together to cut down on the cost. New Lebanon, Jackson Township, Perry Township, Trotwood, and Jefferson are a total of five committees splitting the cost of the one siren. But we have to sit down and talk to the other City Manager and Trustees. We have another one (siren) that might be sighted at the corner of Diamond Mill and Hemple, and.farmersville, Jackson Township and ourselves (Jefferson Township) are looking at that price. We don't know what the final price of the sirens is, and you as a Township have not committed to spending a dime. If that time comes, we pay 50% of that split of whatever the cost of that siren is. That includes full installation, the pole, the wiring, and the batteries. There are other community sirens that are already here, there is one in front of the Jefferson Township Work Session 4/18/2017 Page 2of 4
water authority building, thinking that it belongs to Miamisburg, so we don't have to share one. There is also another one that West Carrollton is talking to us about one that they have that needs to be upgraded. We have been awarded two free sirens through the Community Block Grant Program (CDBG). That means that we get to place two in the Township at no charge at all. We can pick one around Fisher Park and the Sheriff's Office, added that he and Trustee Back have to decide if it reaches into the Blairwood area for the school; if not we may want to think about putting one near the school as well, maybe around the Fire Station over there. All these things are still in planning but Woolf asks if it is okay with the Trustees, he would like to go forward and find out what kind of shared agreements he can get to save us money. The biggest idea is to make sure that we protect every person in the Township uniformly. Adds that it was one of Trustee Mann's biggest goals. To make sure that we cover everyone and not just a certain area. Concludes that this is outstanding because it is money ($42K) we don't have to spend out of our own pocket. Woolf: Met with Buckeye Computer Consultants this week, yesterday. He is preparing a report for the Trustees of what they have done since the day they started their process to where they are today. Also that report will include prices of upgrades and recommended services that we should look at and think about for the security of our system. One of the things in the audit was the emergency plan for our data that is included in that offer. Once he gets that all together, all of the Trustees, including Tracey, will get a binder. Our RFP closed on Friday for the Property Maintenance Grass Cutting. We have gotten several bids / proposals. We have not touched them yet; we hope to dig into those tomorrow. We will have to open up each packet, register who they are, register what their bids are, and then we will have a meeting with Trustees to let them decide who they want to pick out of that group to do the work. At which time, the next step is to have a contractors meeting, all the contractors will come here, we will make sure they have all of the paperwork which Tracey has showed us the W9's, & I9's. All the necessary paperwork for Workers Comp, Insurance and everything that you need to make sure that the minute the contractor goes to work in your right of ways, any property that you own or don't own, they are fully bonded and insured. Randy has been working really hard trying to get the list of all the properties and trying to determine if they are owned, who they are owned by, are we allowed to enter and he will have more to report at the Regular Meeting. We put a bulletin board in the lobby today. Woolf stated when he first started he noticed that we weren't posting anything in the lobby for people to look at in terms of public minutes. Not only on the website will the minutes be posted but you can come into the lobby, whenever the lobby is open, and you will be able to read the last minutes of a meeting or any legal announcement will be out there next to the community board, right out there in the lobby. He wants to make sure the community has options and knows when and what the transparencies of these Board Members are doing. Very important. The Jefferson Township Neighborhood Association has contacted him today, as he has put in each of the (trustees) mailboxes, the request that they have for their Community Day which is coming up this summer. Each of you (trustees) has a letter or email from the President asking for what they did last year. Woolf noted he wants the Trustees to consider that and they can talk about it at the next meeting. Added that he did get the certificate for the park from the insurance carrier, which has been done. They are fully insured to hold the event at Fisher Park. Round 2 of "Get Your Greens On" free planting opportunity where they supply you with planting for vegetables and food that you can grow in your back yard. It will be at Station #59 and it is for anyone that would like to do container gardening. There is Jefferson Township Work Session 4/18/2017 Page 3of 4
a flyer for that. Correction will be held at Olive Hills Community Center, 7505 Bronson Street. In your mailboxes is a copy of the way that we are going to prepare agendas and the deadlines. Sent something out last meeting for the submittal of meeting minutes for the next Trustees meeting. Please be aware of the steps we are going to follow. As Trustee Back asked that the information gets out sooner, this is the way we are going to deliver it. Basically you have time up until the next Tuesday meeting to submit. A draft will be sent to the Trustees and the Fiscal Officer for review over the whole weekend. If you find that you have any changes, you can go back to Adrianne on Monday morning. By 10am Monday morning, the agenda will be set in stone. It is your right to have changes on the agenda or resolutions, you do so during the meeting itself under your reports. We want to make sure we get the information as best we can. Tracey has been good at catching spelling mistakes and things too which helps a lot. That is all he has for reports tonight. VI. VII. Trustees' Comments / Reports Trustee Roy Mann No report Trustee James McGuire No report Trustee Russell Back No report Adjourn Trustee McGuire moved to adjourn Work Session. Seconded by Trustee Back. Sign* idlitt Roy Man resident James McGuire Vice President 44,,d5A L&J., Russell Back - Trustee Adopted: 16th day of May, 2017 Attest: lee-wcz-scx Tracey M. Edwas;ds, Fiscal Officer NOTE: Work Sessions are permitted to be held by Elected Officials, as granted by the Ohio Revised Code, as long as they are pre-announced to the public, it is held in a public place, and the public is permitted to attend. The Work Session is strictly for the purpose of discussion on Township issues, and NO Voting or Action is permitted to be taken in this meeting. The Public is not permitted to contribute or address the Work Session, unless the Trustees directly grant permission. The Work Sessions are recorded for public record purposes and maintained by the Fiscal Officer for Jefferson Township. Jefferson Township Work Session 4/18/2017 Page 4of 4