The Miami Township Board of Trustees met in regular session at 8:00 PM on Tuesday, September 15, 1998 at the Miami Township Civic Building. Chairperson Edwin H. Humphrey called the meeting to order. The Pledge of Allegiance was given. Miami Township Clerk, Eric C. Ferry called the roll. Attending were Edwin H. Humphrey, Joseph W. Uecker and Jean Schmidt. Mrs. Schmidt made a motion to approve the August 18th and September 01st Board meeting minutes as presented. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Chairperson Humphrey opened the Public Hearing on providing a Street Lighting District for Cottontail Drive in the Hunter’s Valley subdivision. Mr. Ferry read the legal notice of hearing. Miami Township Administrator, David Duckworth reviewed the petition requesting the street lighting district. He noted the petition is signed by approximately 70 percent of the property owners. There have been no other communications received. Mr. Frank Torbeck of 1735 Cottontail Drive, a representative of the residents of Cottontail Drive, presented the request for street lights on Cottontail Drive. He stated the street lights will greatly increase the safety of the street. Mr. Humphrey stated that all three of the Trustees have been on record for a period of time as being in favor of street lighting districts as a means to improve the quality of life and safety of an area. Mr. Brian Soaper of 1696 Cottontail Drive came forth to oppose the lighting district. Mr. Soaper stated that for safety reasons he felt speed bumps would be a better solutions. He stated he felt that lighting will cause an increase in the speed of vehicles on Cottontail Drive. He also stated the addition of street lights will change the street from rural to a more urban setting. Mr. Ralph Sprang of 1728 Cottontail Drive stated he was neutral on the lighting district, but the one concern he has is the plan might not be well developed. Mr. Duckworth advised Mr. Sprang that the plan is developed by Cinergy and the lights proposed will suit the neighborhood. There were no other comments. Mr. Uecker made a motion to close the public portion of the hearing. Mrs. Schmidt seconded the motion. Upon roll call, all voted "AYE." Mr. Uecker made a motion to adopt RESOLUTION 98-25 providing for the procurement of a street lighting system for the lighting district known as Hunter’s Valley-Cottontail Drive. Mrs. Schmidt seconded the motion. Upon roll call, all voted "AYE."
Fire & EMS Chief, James Whitworth presented the departments August report. He noted the Lieutenant's selection process continued and the candidates are ready for the Trustee interviews. Also the ground ladders were tested by Aerial Testing Corp. and all ladders passed.
Planning and Zoning Director, Larry Fronk presented his August report. He noted the response to the search for an additional part time field inspector is very good. Mr. Fronk also stated the Hilton Gardens Suite Hotel is a go. The mirrored office building to Lakeside Center on Wards Corner Road is progressing and the zoning certificate should be obtained next week.
Lieutenant Daryl Poe of the Police Department presented the department report for August. He noted the 3rd annual Back the Blue on August 22 was well attended. During the month, Bill Adams was assigned as the full time school resource officer and is working in the Milford High School and Junior High on a full time basis. The department also began it’s 8th year with the DARE program. The first Citizens Police Academy began last week and will be ongoing until graduation in November.
Service Director, Walter Fischer noted the paving program was completed today. There was only one complaint from a resident whose mail box was knocked down by a sweeper. (The repair will be taken care of by the paving contractor.) The August report shows the Contractor is back at the Miami Meadows Park digging out the pond and completing the back roadway.
Mr. Ferry read a letter from Linda L. Fraley, Clermont County Auditor. It included a copy of Multifold’s response to the Tax Incentive Review Council’s June 23, 1998 letter of concern. Mr. Ferry read the following exerts from the letter directed to Linda L. Fraley, Clermont County Auditor from Elizabeth G. Faucher, CFO for International Paper Box Machine Co.,Inc. " We are staffing up and rehiring some experienced employees and adding new employees to enhance our business plans of growth." " The new
management team has started an aggressive reorganization plan for Multifold in both head count and product developments.
Mr. Ferry read a notice from the Clermont County Engineer regarding Journalized Speed Limits in Clermont County. ODOT provided a listing of all journalized speed limits within the county that is current through July 01, 1998.
Mr. Ferry read a notice from the Clermont County Department of Community Planning and Development acknowledging receipt of Miami Township Zoning Cases 435 and 436. The Planning Commission will review and take action on these matters September 22, 1998 at 5:00 PM.
Mr. Ferry read a letter from Sue Craig, President League of Women Voters of Clermont County. Ms. Craig invited the Trustees and the Clerk to join in the opening day celebration of Civic Week at Clermont College. The will be an old-fashioned political rally with free food, entertainment, fun and games including a Tug of War between the Young Democrats and the Young Republicans at 12:00 noon on September 28th at the college.
Mr. Ferry read a letter directed to Ms. Janet Borchelt from Fire and EMS Chief, James Whitworth. The letter advised Ms. Borchelt that property she owns (Parcel #18-25-17C-012) on Branch Hill-Guinea Pike at Bramblewood Drive has been declared unsafe as specified by the Ohio Revised Code 505.86 and 505.87.
Mr. Fischer reported to the Board regarding the cost of the proposed fence on Linda Way Drive. This would be an eight foot shadow box fence. The cost will range from $26,000.00 to $30,000.00 for treated lumber and between $40,000.00 and $45,000.00 for cedar. The Board determined the fence should be of treated lumber. Mrs. Schmidt made a motion to advertise for bid for a fence to be constructed at Miami Meadows Park with bid opening on October 6, 1998 at 8:15 PM. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. Duckworth reported he still has not received any response from the County Engineer regarding the Branch Hill-Guinea Pike/Cook/Weber Roads traffic control issue.
Mr. Duckworth reported the demolition of the Brooklyn Avenue property has to be put on hold It has come to our attention, the letters of notice to the owner referenced a wrong house number. Mr. Duckworth will begin the process again using the correct house number.
Mr. Duckworth requested the Board authorize the Administrator to sign a contract on behalf of the Board with the contractor awarded the Klondyke Road realignment project. The bids received September 01, 1998 have been reviewed by Mr. Fischer and the recommendation is to enter into a contract with the William Light Company in the amount of $63,493.00. Mrs. Schmidt made a motion to award the Klondyke Road Realignment Project contract to the William Light Company in the amount of $63,493.00 and authorize the Administrator to sign the contract on behalf of the Board. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. Duckworth advised the Board; Mr. Fischer has reviewed the bid received for the Service Department Salt Truck and recommends entering into a contract with the Kaffenbarger Truck Equipment Company in the amount of $30,800.00. Mr. Uecker made a motion to award the Service Department Salt Truck contract to Kaffenbarger Truck Equipment Company in the amount of $30,800.00 and authorize the Administrator to sign the contract on behalf of the Board. Mrs. Schmidt seconded the motion. Upon roll call, all voted "AYE."
Chief Jim Whitworth informed the Board that after careful review of all Turnout Gear Bids received, he recommends purchasing the 20 sets of gear from Morning Pride/ARMS, Inc. in the amount of $21,569.00. Mrs. Schmidt made a motion to award the Turnout Gear contract to Morning Pride/ARMS, Inc. for the purchase of 20 sets of gear at a cost of $21,569.00. Mrs. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. Duckworth presented the Board with a listing of items for disposal via a public auction and asked the Board to authorize the sale. Mrs. Schmidt made a motion to adopt RESOLUTION 98-27 authorizing the disposal of property, including motor vehicles, road machinery, equipment, and tools that the Board finds it does not need pursuant to sections 505.10 and 505.101 of the Ohio Revised Code, and forfeited and unclaimed property pursuant to section 2933.41 of the Ohio Revised Code, at a Public Auction on October 3, 1998 beginning at 9:00 AM. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE." Mr. Duckworth asked the Board to consider allowing area jurisdictions to have first right to purchase any of our surplus items (excluding forfeiture and unclaimed property) at a price determined by the Miami Township Fire, Service and/or Police Departments. Also, he recommended the Township hire auctioneer Russ Conley to conduct the auction at a cost of $100.00. The Board approved both requests.
REMINDERS:
Public Meeting, September 24th at 6:30 PM at the Boyd E. Smith School sponsored by Clermont County Water and Sewer District.
Public Hearing on October 6th at 8:00 PM for petition for Street Lighting District 0 (1) Mitchell Farms - Section 2; (2) Woods at Miami Trails - Sections 5 & 6: Woods at Miami Trails - Section 7.
Fall "Free Garage Sale Weekend" - October 2nd, 3rd and 4th, 1998
Miami Township Auction, October 3rd, 1998 at 9:00 AM.
Fall Clean-Up, October 9th and 10th, 1998. 7:30 AM to 4:30 PM each day.
Halloween Trick or Treat, October 31st, 1998 6:00 PM to 8:00 PM.
Mrs. Schmidt made a motion to pay the bills of the Township including 94 checks numbered from 67350 to 67443 for a total amount of $337,579.46 plus the September 11, 1998 payroll and taxes in the amount of $140,413.75. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. Ferry presented the Board with the August financial report.
Mr. Duckworth requested the Board schedule a special meeting for the purpose of interviewing candidates for the two Fire/EMS Lieutenant positions and the two Police Records Clerk positions. Mrs. Schmidt made a motion to hold a Special Meeting on Saturday, September 19, 1998 at 1:00 PM at the Township Civic building for the purpose of interviewing candidates for two Fire/EMS Lieutenant positions and two Police Records Clerks and any other business that may come before the Township. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. Duckworth notified the Board that the 1999 OPWC "Issue 2" project submission, Sugar Camp Road Landslide Correction - Phase II, has been recommended for funding by the Clermont County Area Subcommittee. The estimated cost of the project is $400,000.00 with the Township contributing approximately $127,000.00. Mrs. Schmidt made a motion to adopt RESOLUTION 98-24 authorizing Miami Township to submit application for Ohio Public Works Commission funding to improve Sugar Camp Road. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. Duckworth presented the Board with an Out-Of- Township travel request from the Fire Department. They would like to send two (2) people to the E-1 Ambulance facility for a final inspection of the two new ambulances that are ready for delivery. Estimated total cost; $1,000.00. Mrs. Schmidt made a motion to approve the out of township travel requests for two members of the Fire/EMS Department at a cost of $1,000.00. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. William Knepp, representing the Greater Miami Township Performing Arts Center, presented the Board with the annual property rental fee of $1.00. He updated the Board on the accomplishments of the past year and some of the future projects and plans. He announced that on Sunday, October 18, 1998 at the Miami Township Community Park from 4:00 PM until dusk there will be a brass band concert featuring 3 bands. The title of the concert is Sounds of Liberty. Sunday, October 25th at Inspiration Point there will be another free concert from 4:00 PM until dusk.
Fire/EMS Chief, Jim Whitworth introduced two guests from Caracas, Venezuela; Chief Jacino Noel and Sergeant Ramon Echeverria. They came to the International Fire Chiefs conference in Louisville and are being hosted by Assistant Chief Dan Mack.
Shelly Higgins of 6253 Forest Crest Court addressed the Board on a variety of issues. She requested copies of notices regarding openings on the rural zoning board and zoning board of appeals. She stated she did not see the notices in the paper. She asked how applications could be coming in when the notices have not been printed. The Board responded the press release is submitted to the paper, however, the paper is under no obligation to print the release. The paid notices will be in this weeks papers and will also go out in the Township’s Fall Newsletter. Ms. Higgins asked if there would be information in the newsletter regarding the survey. Mr. Duckworth informed her he had just today (3:00 PM) received the survey results. Ms. Higgins asked if the privacy fence for the LindaWay residents comes out of the Park Fund or the General Fund and was it included in budgeting for the park? Mr. Duckworth responded the expense will probably come out of the general fund but he did not have enough information to give an answer at this time. Ms. Higgins ask if there couldn’t be some kind of sign in front of the firehouse announcing the meeting dates and times as well as the special events, like clean up days. Mr. Humphrey stated the sign currently being used to announce special events is not nice enough to be considered a permanent sign. She asked if it would be possible to get a more permanent sign where the letters could be changed to announce the meetings. Ms. Higgins stated she felt the Board wasted $2000.00 in having a study done at the Branch Hill-Guinea Pike/Weber/Cook Roads since Clermont County Engineer, Carl Hartman told her he did not think a stop sign was a good idea. Mr. Humphrey stated the traffic study was to determine if it warranted a traffic light or a stop sign. Ms. Higgins stated Mr. Hartman told her there is a warrant for a traffic light at the intersection. Mr. Uecker said, " Now that the study has been done, Yes. It was not that way before the study. " Ms. Higgins stated that in her opinion, Mr. Hartman would only be happy with a traffic light. Mrs. Schmidt stated , " but, we have not received anything in writing from Mr. Hartman as to whether it was approved for a traffic light or traffic sign and we were willing to put up whatever his final recommendation which is what we discussed at a meeting six or eight week ago. And we would prefer a stop sign, however, Mr. Hartman wanted a stop light.-----------.What we need to have is something in writing from Mr. Hartman conveying to us what his wishes are because that is his road. Legally we’re not allowed to expend dollars on somebody else’s road without their approval to do so, and while you might of had a private conversation with him and we might of had telephone calls, we still need something in writing to legally allow us to deal with that issue and that is what Mr. Duckworth’s frustration is because we have not received anything in writing on that issue." Ms. Higgins ask if the Property Maintenance ordinance could have handled the issue of the Brooklyn Avenue property problem. (Response inaudible) Ms. Higgins requested a copy of items to be auctioned. She also asked about the meeting procedure for this Saturday, September 19th. Mr. Humphrey explained the purpose of the meeting was to interview candidates for promotional opening and other job openings and that this would be done in executive session beginning at 1PM, any other business that might come before the Board will be handled after the interviews. Ms. Higgins also registered concern that the residents of the Township who live in the area of the nine potential sites for the construction of a water tower are not being notified of public meetings. She stated the notices of these meetings sponsored by the Clermont County Sewage and Water service were vague and she felt the Trustees should go to bat for the residents of the Township in the proposed site areas and make sure they are aware of the meetings, what they are about and how it affects them. Mr. Uecker stated he understood that the people in the potential tower site areas were notified of the meetings in with their water bills. In fact he received his today at his home. He stated he does have a problem with people who are not the least bit affected by an issue coming to those meetings raising their objections. As you admitted or stated many times, we all know we need water…………….We’ve got to find a place. Mrs. Schmidt returned to Ms. Higgins comments about notification of meetings. She stated "the Board shared the sentiment that people need to be notified of theses issues which is why we repeatedly remind you at each and every meeting that this public hearing will take place. We do fax a copy of the agenda to the Press. We’re trying our darndest to get the message out but again its not our responsibility or our jurisdiction to use public dollars towards that end to get the message out. We can only do it in the --------or beg for space in the paper. Back to the SugarCamp issue, while at first meeting, the only public meeting, there were two articles printed prior to that meeting. Maybe the public didn’t read it well enough to realize it could affect them as well. The people in the area certainly new that issue was coming up. It was not a hidden agenda. One of the articles talked about multiple sites. Nobody wants the tower in their back yard." Ms. Higgins said " First of all, the meeting notices are nice, but they are very vague. They do not specifically state in the Township …. " Mr. Humphrey; "This isn’t our job, our job is Township. This is the County Water System and County Public Hearing. Not our public hearing." Ms. Higgins; I understand that, but you do attend those public hearings. " Mrs. Schmidt; "We’re separate governments, we’re not legally allowed to get involved in their notification process, just as they are not allowed to get involved with our notification process. They only thing we can do is convey a concern that you have that their notification process is too vague. Am I correct on that John? We’re not legally allowed to get involved. The other issue is, we enjoy a fairly decent relationship with other governments and one of the things we have to be careful of with surrounding governments is the way you converse with other governments. If we were to go up there and say, your process is terrible, you need to do something about it, that might shutdown further communications on other actions. We have to be able to do it in a manner that is not offensive but is effective, again. We can’t legally get involved in their notification, but we do try our darndsest to get the message out, which is why it was on the agenda tonight and previous meetings." Mrs. Higgins; " All I’m saying is this meeting notification is vague. If you added a few more words. " Mr. Uecker; "As I understand it, what you’re saying is, if we put a meeting notification on our agenda, you would like to see us say what the meeting is about and who it affects." Ms. Higgins; "Yes, I feel it is the Township’s job to convey less vague information to the citizens of the township."
Mr. Duckworth advised the Board that the Safe Communities grant is coming to an end and we have applied for a second year of funding. The Safe Communities task force would like to produce a safe driving video for which the State has approved the funding . In order to proceed with the video which will cost approximately $11,000.00, the State requires a contract between the local political agency (Miami Township) and the consultant (MMG Communications). Miami Township Attorney, John Korfhagen has reviewed and approved the contract. The Board requested this item be looked at on the September 19th meeting.
Mr. Fischer informed the Board there is a need to go to bid for a concrete island to connect two playground structures for the park. Mrs. Schmidt made a motion to authorize a notice to bid for a concrete island project at the Miami Meadow Park with bid openings on October 6, 1998 at 8:15 PM. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
There were no other public comments.
Mr. Uecker made a motion to go into Executive Session to discuss pending litigation pursuant to ORC 121.22 (G)(3). Mrs. Schmidt seconded the motion. Upon roll call, all voted "AYE."
Mr. Uecker made a motion to come out of Executive Session. Mr. Schmidt seconded the motion. Upon roll call, all voted "AYE."
Mrs. Schmidt made a motion to adopt RESOLUTION 98-26 accepting the amounts and rates as determined by the Budget Commission and authorizing the necessary tax levies and certifying them to the county auditor with the following exceptions; the rates set forth for the Local Government Revenue Assistance Fund and Local Government Fund. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
With no other business to come before the Board, Chairperson Humphrey adjourned the meeting at 10:15 PM.
ATTEST: ______________________________________________________________________--
ERIC C. FERRY, CLERK
EDWIN H. HUMPHREY, CHAIRPERSON