The Miami Township Board of Trustees met in regular session on Tuesday, June 17, 2003 at 7:00PM at the Miami Township civic building. Chairperson Mary Makley Wolff called the meeting to order. The Pledge of Allegiance was given. Trinity United Methodist Church Pastor, Fred Shaw gave the invocation. Miami Township Clerk, Eric C. Ferry called the role. Attending were Mary Makley Wolff, Edwin H. Humphrey and Joseph W. Uecker. Mr. Uecker made a motion to approve the Trustee June 03, 2003 meeting minutes. Mr. Humphrey seconded the motion. Upon roll call, all voted "AYE."
DEPARTMENT REPORTS A representative of each department presented activity reports for the month of May to the Board. Community Development Larry Fronk Community Relations Kim Laing Fire/EMS Department Jim Whitworth, Chief Information Services Chris Snow Police Department Steve Bailey, Chief Recreation Department Beth Salazar Service/Parks Department Walt Fischer
Mr. Ferry read a notice from Beth Nevel, Director/Coordinator of the Clermont County EMA requesting participation in the Ohio State Capability Assessment for Readiness program on September 4th and 5th, 2003. The program is a self-evaluation tool to evaluate ability to respond to emergencies/disasters.
Mr. Ferry read notices from the Clermont County Planning Commission advising the formal plans for Deerfield Pointe Subdivision and Ashton Woods aka Royal Gables Subdivision have been received and will be reviewed on Tuesday, June 24, 2003 at 5:00PM.
Mr. Ferry read a letter from Lieutenant Bob Feichtner of the St. Bernard Police Department expressing appreciation for the Township participation in the Get "Hooked on Fishing, Not on Drugs" program.
PUBLIC HEARING-CASE #485
Chairperson Wolff opened the Public Hearing on Case # 485-Richard Kellerman, request to Rezone property at 1232 SR 131. Mr. Ferry read the Legal Notice. Mr. Ferry read the Planning Staff Report recommending approval of the request. Mr. Ferry read the Planning Commission Report recommending approval of the request and the Miami Township Rural Zoning Commission recommendation to approve the request with the following conditions: the applicant needs to provide a cross easement between the two properties (6686 Manila Road and 1232 SR 131). The applicant, Richard Kellerman presented the request. There were no questions from the Trustees. There were no communications relative to the case. There were no other public comments. Miami Township Community Planning Director, Larry Fronk recommended approval of the request. Mr. Humphrey made a motion to close the public portion of the case. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE." Mr. Humphrey made a motion to uphold the recommendation of the Rural Zoning Commission and approve the request with the condition noted. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. Uecker made a motion to adopt RESOLUTION 2003-25 establishing standards for noise. Mr. Humphrey seconded the motion. Upon roll call, all voted "AYE." The effective date will be July 17, 2003.
Miami Township Administrator, Dave Duckworth recommended the Board reject all bids submitted for the Woodspoint Drive Extension Project since all bids exceed the engineer's estimate by 10%. Mr. Fronk discussed the reasons for the higher bids. The main reason is the cost of off site dirt. Mr. Humphrey made a motion to reject all bids submitted for the Woodspoint Drive Extension Project since all bids exceeded the engineer's estimate by 10%. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE." Mr. Humphrey made a motion to go to bid for the construction less the curb, gutter and final asphalt. Bids to be received July 8, 2003 by 4:00PM. Bids will be opened in the clerk's office in a public meeting on July 8, 2003 at 4:00PM. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. Humphrey made a motion to hold a Special Meeting on July 10, 2003 at 5:00PM for the decision on the bids received for the Woodspoint Drive Extension Project and any other business that may come before the Board. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
REMINDERS: July 01, 2003 Trustee meeting canceled July 11, 2003 Symphony in the Park at Miami Meadows Park 7-9PM July 12, 2003 Midsummer at the Meadows July 13, 2003 Midsummer at the Meadows
Mr. Uecker made a motion to pay the bills of the Township including 196 checks numbered 81414-81603 for the total amount of $447,400.41 plus payroll and payroll taxes for June 13, 2003 in the amount of $222,339.16. Mr. Humphrey seconded the motion. Upon roll call, all voted "AYE."
Mr. Duckworth recommended the Board grant conditional employment to Sanmia Toufic for the position of Part-Time Recreation Instructor. She will be teaching a French Course. Mr. Humphrey made a motion to approve the recommendation. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. Duckworth recommended the Board grant employment to Delores Bartlett for the position of Recreation Counselor at a pay rate of $10.00 per hour effective June 17, 2003. Mr. Humphrey made a motion to approve the recommendation. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. Duckworth recommended the Board approve the following promotions: Matt Davis to rank/position of Sergeant, effective July 01, 2003, contingent upon PERS approval of disability retirement of Sergeant James Young. Mr. Humphrey made a motion to approve the recommendation. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE." Promotion of Part-Time Officer Robert Bradford to Full-Time Probationary Police Officer, effective July 01, 2003, contingent upon PERS approval of the disability retirement of Sergeant James Young. Mr. Humphrey made a motion to approve the recommendation. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. Duckworth recommended the Board remove Police Officer Ann Morgan from probation effective June 15, 2003. Mr. Humphrey made a motion to approve the recommendation. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. Duckworth recommended the Board remove Police Officer Melissa Wahlert from probation effective June 16, 2003. Mr. Humphrey made a motion to approve the recommendation. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. Duckworth requested the Board approve the following out-of-township travel requests; Asst. Chief Harold Thiele Incident Response to Terrorist July 20-24,2003 Captain Dean Miracle Bombings, Socorro, NM $1,340.00* Mr. Uecker made a motion to approve the request. Mr. Humphrey seconded the motion. Upon roll call, all voted "AYE." *The Federal Government will reimburse all but $100.00 of the travel
Board of Trustees, Nat'l Assoc. of Towns & Sept.3-5, 2003 Clerk, Department Townships Annual Conf Heads Washington, DC $5,000.00 Mr. Uecker made a motion to approve the request. Mr. Humphrey seconded the motion. Upon roll call, all voted "AYE."
Mr. Duckworth requested the Board grant him approval to sign the Time Warner Telecom contract. The term is 3 years of Internet Access at $710.00 per month. Mr. Humphrey made a motion to approve the request. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. Duckworth requested the Board grant him approval to sign the Planning and Development Solutions SR 28 Town Center Marketing Study agreement. The term is 6 months at a cost not to exceed $6,000.00. Mr. Humphrey made a motion to approve the request. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. Duckworth requested the Board grant him approval to sign a contract with Steven Schaefer Assoc., Inc. for the North Fire Station roof engineering. Estimated time is 3 months and cost not to exceed $3,000.00. Mr. Humphrey made a motion to approve the request. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. Duckworth requested the Board authorize him to sign the Loveland-Symmes Fire Department, Inc contract for Fire and Emergency Medical Services for a period of one (1) year at a cost of $4,000.00. Mr. Humphrey made a motion to approve the request. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. Duckworth recommended the Board amend the Physical Fitness Program Policy to increase the monthly reimbursement to $30.00 and to allow employees to use any fitness facility. Mr. Humphrey made a motion to adopt the changes to the Physical Fitness Program Policy as proposed. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. Duckworth advised the Board he will be applying for a Land and Water Conservation Grant and asked for authorization to sign the application. Mr. Humphrey made a motion to adopt RESOLUTION 2003-28 authorizing the application for a Land and Water Conservation Grant and authorize Mr. Duckworth to sign on behalf of the Board. Dispensing with the second reading. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. Uecker made a motion to nominate Edwin H. Humphrey for the appointment to the OPWC . Ms. Wolff seconded the motion. Upon roll call, all voted "AYE."
Mr. Humphrey made a motion to set July 10th at 5:00 PM for the Public Hearing for the 2004 Budget and any other business that may come before the Board. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. Humphrey made a motion to adopt RESOLUTION 2003-29 supporting the exchange of State Route 28 and By-Pass 28, dispensing with the second reading. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. Ferry presented the Board with the 2003 monthly financial reports to the Board. The Board signed the reports.
Tom George of 1101 Deerhaven Court discussed the neighborhood connectors. The Board stated they were looking into this matter.
Randy Thompson of 6461 Branch Hill Miamiville Road said Thank you to the Board for the noise ordinance.
There were no other public comments.
Mr. Humphrey made a motion to go into Executive Session, after a brief recess, to discuss employment compensation of a public employee pursuant to ORC 121.22(G)(1). Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. Humphrey made a motion to come out of Executive Session. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
Mr. Humphrey made a motion to approve out-of-township travel for Walt Fischer and Mike Mantle to attend the OAPWA Conference in Columbus, Ohio at the end of June at a cost of $1,500.00. Mr. Uecker seconded the motion. Upon roll call, all voted "AYE."
With no other business to come before the Board, Chairperson Wolff adjourned the meeting at 9:06 PM.
ATTEST: __________________________________________________________ Eric C. Ferry, Clerk
__________________________________________________________ Mary Makley Wolff, Chairperson