AGENDA JEFFERSON TOWNSHIP BOARD OF TRUSTEES MEETING Tuesday, October 4, 2016 — 7:00 p.m. I. Call to Order, Pledge of Allegiance and Roll Call II. Approval of Minutes for the Regular meeting held September 06, 2016 and the Work Session meeting held on September 22, 2016 III. Fiscal Officer's Business IV. Old Business: V. New Business: Mercaptan Issues in area of Derby Road: ♦ Mark Sizemore — Dayton Power and Light ♦ Mike Wilson — Vectren ♦ Keith Thomas — Vectren Resolutions for Consideration ♦ Resolution No. 16-75 Disposal of Obsolete Equipment ♦ Resolution No. 16-76 Setting a Public Hearing on Zoning Case #Z003-2016 ♦ Resolution No. 16-77 Resolution Accepting the Amounts and Rates as Determined by the Budget Commission and Authorizing the Necessary Tax Levies and Certifying them to the County Auditor ♦ Resolution No. 16-78 Amending Resolution 16-01 Establishing the Time and Day Work Sessions for the Remainder of 2016 ♦ Resolution No. 16-79 Establishing October 31, 2016, 6:00 PM to 8:00 PM, as Beggars Night in Jefferson Township ♦ Resolution No. 16-80 A Resolution to Levy Special Assessments to Pay for Lighting the Areas in Jefferson Township Herein Described ♦ Resolution No. 16-81 A Resolution Certifying Assessment Charges for Abating Nuisances to the Montgomery County Auditor ♦ Resolution No. 16-82 Resolution Removing Leonard E. Roberts as the Jefferson Township Administrator and Terminating His Employment with Jefferson Township in Accordance with Ohio Revised Code Section 505.031 VI. Departmental Reports VII. Trustees' Reports VIII. Comments by Citizens: Citizens wishing to address the Board of Trustees "MUST" Complete a Speaker's Form Comments are limited to 3 minutes IX. Adjourn
Transcript
AGENDA JEFFERSON TOWNSHIP
BOARD OF TRUSTEES MEETING
Tuesday, October 4, 2016 — 7:00 p.m.
I. Call to Order, Pledge of Allegiance and Roll Call
II. Approval of Minutes for the Regular meeting held September 06, 2016 and the Work Session meeting held on September 22, 2016
III. Fiscal Officer's Business
IV. Old Business:
V. New Business:
Mercaptan Issues in area of Derby Road:
♦ Mark Sizemore — Dayton Power and Light ♦ Mike Wilson — Vectren ♦ Keith Thomas — Vectren
Resolutions for Consideration
♦ Resolution No. 16-75 Disposal of Obsolete Equipment
♦ Resolution No. 16-76 Setting a Public Hearing on Zoning Case #Z003-2016
♦ Resolution No. 16-77 Resolution Accepting the Amounts and Rates as Determined by the Budget Commission and Authorizing the Necessary Tax Levies and Certifying them to the County Auditor
♦ Resolution No. 16-78 Amending Resolution 16-01 Establishing the Time and Day Work Sessions for the Remainder of 2016
♦ Resolution No. 16-79 Establishing October 31, 2016, 6:00 PM to 8:00 PM, as Beggars Night in Jefferson Township
♦ Resolution No. 16-80 A Resolution to Levy Special Assessments to Pay for Lighting the Areas in Jefferson Township Herein Described
♦ Resolution No. 16-81 A Resolution Certifying Assessment Charges for Abating Nuisances to the Montgomery County Auditor
♦ Resolution No. 16-82 Resolution Removing Leonard E. Roberts as the Jefferson Township Administrator and Terminating His Employment with Jefferson Township in Accordance with Ohio Revised Code Section 505.031
VI. Departmental Reports
VII. Trustees' Reports
VIII. Comments by Citizens: Citizens wishing to address the Board of Trustees "MUST" Complete a Speaker's Form Comments are limited to 3 minutes
IX. Adjourn
Jefferson Township Board of Trustees Regular Meeting Minutes
The Jefferson Township Trustees met in Regular Session on October 4, 2016 at 7:00 p.m. at the Administration Building, One Business Park Drive, Dayton, Ohio.
Trustee Mann 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 McGuire —Present
Administrator Len Roberts and Fiscal Officer Tracey Edwards were also present.
Approval of Minutes Trustee Johnson made a motion to approve the minutes for the regular meeting held on September 6, 2016 and the work session on September 22, 2016 as corrected. The motion was seconded by Trustee McGuire.
Roll Call: Roy Mann (yes) Mary Johnson (yes) James McGuire (yes)
Fiscal Officer Report — Tracey Edwards Ms. Edwards provided the current month's revenue, appropriation and fund summary. Trustee Mann asked for a motion to accept the Fiscal Officers report. Trustee McGuire moved to accept the Fiscal Officers report. Trustee Johnson seconded the motion.
Roll Call: Roy Mann (yes) Mary Johnson (yes) James McGuire (yes)
Old Business — None (Len Roberts)
New Business — Division of Mercaptan issues in the areas of Derby Road ♦ Mark Sizemore — Dayton Power and Light ♦ Keith Thomas — Vectren ♦ Mike Wilson — Vectren
Mercaptan is a very stabilized chemical that is added to natural gas to give natural gas its odor identity and alert individuals of a natural gas leak. Sometimes a large amount of mercaptan odor escapes the facility, especially on wet or moist nights. If an individual has a medical condition, particularly breathing or heart issues, a person may experience physical reaction to the exposure. Mr. Wilson and Mr. Thomas of Vectren made themselves available at the Derby Road facility in response to continued but intermittent complaints from nearby residents. On Wednesday, September 14, the representatives met with Trustee Mary Johnson, Fire Chief Larry Sexton, Battalion Chief Chad McInturff and Tamila Whalen, RN, MAOM of Jefferson Community Wellness Center. Mr. Wilson, Mr. Thomas, and Matt Sullivan provided JT representatives with a tour and layout of the structures that are used for receiving and distributing mercaptan throughout the pipelines that are underground and extend to Dayton, Centerville and beyond. Wilson Thomas and Mark Sizemore of DP&L described and explained how the mercaptan lines are monitored for maintaining the integrity of the pipes and how the two different companies approached their work and interact with each other. The most important information regarding the reports of odors is that there was a
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Jefferson Township Board of Trustees Regular Meeting Minutes
failure in the communication system that prevented all major parties from interfacing with each other. All parties agreed that a communication system that linked all parties was needed. An email connection has been set up to include Jefferson Township fire chief with Vectren's and DP&L's representatives. Mr. Thomas of Vectren also announced that the gasket lining the doors of the receiving structure for mercaptan and the doors themselves are being replaced. A contact Information Sheet was distributed: Customer Service / Gas Emergency 1-800-227-1376. For Gas Pipeline Replacement in My Neighborhood — www.vectren.com/pipelinerreplacement . Both companies' representatives encouraged all members of the audience to report incidents of odor that caused them concern. They also agreed that tracking calls and announcing when work on the lines is scheduled and is very important. They stressed that they wanted to be good neighbors to keep all communities safe.
Resolutions for Consideration
♦ Resolution No. 16-75 Disposal of Obsolete Equipment Motion by Trustee McGuire to approve Resolution No. 16-75; seconded by Trustee Johnson.
Roll Call: Roy Mann (yes) Mary Johnson (yes) James McGuire (yes)
♦ Resolution No. 16-76 Setting a Public Hearing on Zoning Case #Z004-2016 Motion by Trustee McGuire to approve Resolution No. 16-76; seconded by Trustee Johnson.
Roll Call: Roy Mann (yes) Mary Johnson (yes) James McGuire (yes)
♦ Resolution No. 16-77 Resolution Accepting the Amounts and Rates as Determined by the Budget Commission and Authorizing the Necessary Tax Levies and Certifying them to the County Auditor Motion by Trustee McGuire to approve Resolution No. 16-77; seconded by Trustee Johnson.
Roll Call: Roy Mann (yes) Mary Johnson (yes) James McGuire (yes)
♦ Resolution No. 16-78 Amending Resolution 16-01 Establishing the Time and Day Work Sessions for the Remainder of 2016 Motion by Trustee McGuire to approve Resolution No. 16-78; seconded by Trustee Johnson.
Roll Call: Roy Mann (yes) Mary Johnson (yes) James McGuire (yes)
♦ Resolution No. 16-79 Establishing October 31, 2016, 6:00 PM to 8:00 PM, as Beggars Night in Jefferson Township Motion by Trustee McGuire to approve Resolution No. 16-79; seconded by Trustee Johnson.
Roll Call: Roy Mann (yes) Mary Johnson (yes) James McGuire (yes)
♦ Resolution No. 16-80 A Resolution to Levy Special Assessments to Pay for Lighting the Areas in Jefferson Township Herein Described Motion by Trustee McGuire to approve Resolution No. 16-80; seconded by Trustee Johnson.
Roll Call: Roy Mann (yes) Mary Johnson (yes) James McGuire (yes)
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Jefferson Township Board of Trustees Regular Meeting Minutes
♦ Resolution No. 16-81 A Resolution Certifying Assessment Charges for Abating Nuisances to the Montgomery County Auditor Motion by Trustee McGuire to approve Resolution No. 16-81; seconded by Trustee Johnson.
Roll Call: Roy Mann (yes) Mary Johnson (yes) James McGuire (yes)
♦ Resolution No. 16-82 Resolution Removing Leonard E. Roberts as the Jefferson Township Administrator and Terminating His Employment with Jefferson Township in Accordance with Ohio Revised Code Section 505.031 Motion by Trustee McGuire to approve Resolution No. 16-82; seconded by Trustee Mann
Trustee Johnson suggested tabling the motion and having an executive session to discuss it at the next meeting. Trustee Mann asked for a motion to go into executive session. Trustee Johnson moved to go into executive session to discuss Resolution 16-82. Trustee Mann seconded the motion. Trustee McGuire suggested limiting the executive session to 15 minutes.
Roll Call: Roy Mann (yes) Mary Johnson (yes) James McGuire (yes)
The Jefferson Township Board of Trustees went into Executive Session at 8:14 pm.
The Jefferson Township Board of Trustees returned from Executive Session at 8:45 pm.
Trustee Mann called the meeting back to order. Trustee Mann moved to table Resolution 16-82. Seconded by Trustee Johnson.
Roll Call: Roy Mann (yes) Mary Johnson (yes) James McGuire (no)
Departmental Reports
(Full detail of all department reports can be found at wwwjetfersontwp.org )
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Fire Department — Battalion Chad Mclnturff Mr. Roberts reported that Chief Sexton had a funeral and Battalion Chief Mclnturff was reporting the Fire Department.
MAJOR INCIDENT TYPE # INCIDENTS % OF TOTAL Fires 5 4.39% Rescue & Emergency Medical Service 72 63.16% Hazardous Condition (No Fire) 6 5.26% Service Call 12 10.53% Good Intent Call 18 15.79% False Alarm & False Call 1 0.88%
TOTAL 114 100.00%
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Jefferson Township Board of Trustees Regular Meeting Minutes
Fire Department — Battalion Chad Mclnturff (continued)
Detailed Breakdown by Incident Type INCIDENT TYPE # INCIDENTS % of TOTAL
111 — Building fire 3 2.63% 151 — Outside rubbish, trash or waste fire 1 0.88% 154 — Dumpster or other outside trash receptacle fire 1 0.88% 321 — EMS call, excluding vehicle accident with injury 68 59.65% 322- Motor vehicle accident with injuries 3 2.63% 324 - Motor vehicle accident with no injuries 1 0.88% 412 - Gas leak (natural gas or LPG) 3 2.63% 413 - Oil or other combustible liquid spill 1 0.88% 444 — Power line down 2 1.75% 551 — Assist police or other governmental agency 1 0.88% 552 — Police matter 1 0.88% 554 — Assist invalid 4 3.51% 561 — Unauthorized burning 6 5.26% 611 — Dispatched & cancelled en route 11 9.65% 622 — No incident found on arrival at dispatch address 6 5.26% 661 — EMS call, party transported by non —fire agency 1 0.88% 744 — Detector activation, no fire — unintentional 1 0.88%
TOTAL INCIDENTS: 114 100.00%
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Road Department — Craig Howell
➢ Patching: One spot on Kimmel Lane. We are aware of some areas on Olt Rd., Mile Rd., Infirmary Rd., Derby Rd., and Liscum Drive.
➢ Cutting: Cut the two small Cemeteries, Fire Stations, Parks, the Point and Town Hal, 2 lots on Holland Ave., areas on Liscum Drive.
➢ Miscellaneous: Called O.D.O.T. for broken catch basin lid on Rt 35, also for road kill on Rt 4 and for overgrown bushes on Rt 4; Replaced bad pump on head unit of the Bomford Bruch Cutter, welded the side arm mount support, welded hinge on large trailer; Emergency tree removal on Olt Rd, removed all old metal from road garage. Had flats repaired on the 60" Mower, replaced blades on mowers. A resident on Hemple Rd. asks for the road department to clean the ditch line out (checked ditch line on rainy days, it's not holding water). Had a meeting with Jefferson Regional Water Authority for an area on Hemple Rd. That is in line with their water main. Helped a family locate loved ones at Lower Miami Cemetery. Put seed and straw down for a previous burial; changed oil on the yellow truck and the white one-ton truck. Took pictures of rainwater catch basins on Lutheran Church Road and called the County Engineer for the resident. Painted the park for the Reed family gathering.
➢ Road side mowing & weed whipping: Calumet Ln., Galvin Ave., Gleason Ave., Glover Ave., Germantown Liberty Rd., Longboure St., Liberty Ellerton Rd., Infirmary Rd., Shank rd., Pinnacle Rd.
➢ Trash: Picked up trash at RTA bus stops, picked up illegal dumped trash on Forney Rd., bags of trash and drywall buckets on Calumet Lane
➢ Risk management on 9/21/16 — reinstalled on OM-3R sign on Pinnacle Rd.
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Jefferson Township Board of Trustees Regular Meeting Minutes
************ Zoning Department — Jeffrey Payne
Summarized below is the activity report for the month of September, 2016:
Category: Number:
BZA Cases Board Training Session held on September 15, 2016
Zoning Cases Z0004-2016 Draft of the Proposed Jefferson Township
Zoning Resolution —Zoning Commission Recommended to MC and Trustees on September 22, 2016; ;0005-2016 Draft of the Proposed Jefferson Township Zoning Map —Zoning Commission Recommended to MC and Trustees on September 22, 2016.
Subdivision Applications None
Zoning Certificates 1 Demolitions 4 — Recommended properties In the MC 2015 CDBG process
a Environmental Review completed and now awaiting completion of Title research
Complaints • 5 Nuisance Declarations in January 2016; • 24 Nuisance Declarations in March 2016; • 20 Nuisance Declarations in April 2016. • 31 Nuisance Declarations in May 2016; • 12 Nuisance Declarations in June 2016; • 4 Nuisance Declarations in July 2016; • 8 Nuisance Declarations in August 2016
• (see attached detail) Recommending SO parcels be certified for nuisance assessments totaling $30,744.17 (List attached)
Jefferson Township Future Land Use Strategic Planning Process: On September 22, 2016 the Jefferson Township Zoning Commission held a public hearing and voted to recommend approval of the Proposed Jefferson Township Zoning Resolution, and the Proposed Zoning Map. The Zoning Commission in accordance with the Ohio Revised Code forwarded their recommendation to the Montgomery County Planning Commissions (MCPC), requesting that these items be reviewed and acted upon at their October 13, 2016 regular meeting. The Zoning Commission also requested that the Jefferson Township hold a special public hearing on October 18, 2016 to adopt the two documents. The Zoning Commission set a special meeting for Monday, October 17, 2016, in order to review the recommendation(s) of the MCPC and to forward the documents on for the Trustees public hearing scheduled for October 18, 2016.
7750 Dayton Farmerville Road — KOTE Composting The Jefferson Township Board of Zoning Appeals met on Thursday, August 18, 2016, in compliance with the decision of the Common Pleas Court in Case No. 2014 CV 06029, and issued a Conditional Use approval. The Conditional Use approval included a total of 21 conditions as part of the approval — 10 site conditions; 11 operational conditions; and the requirement for a six month review after the issuance of the Zoning Certificate. The official DOE was sent to the applicant n Tuesday, August 29, 2016 via certified mail.
On September 23, 2016, the attorney for Mr. Steve Rauch filed a notice of appeal to the issuance of the BZA's Decision Order and Entry.
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Jefferson Township Board of Trustees Regular Meeting Minutes
On September 27, 2016, the attorney for Mr. Sam Elam filed a notice of appeal to the issuance of the BZA's Decision Order and Entry, the appeal also names Mr. Rauch and his company as defendants in the suit.
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Montgomery County Sheriff Office (MCSO): September 2016 Report (Mr. Roberts indicated that Captain Bremm had another engagement and was going to send his Sergeant, but no one is here. Mr. Roberts indicated that the Sheriff's report, however, has been distributed to the Trustees.)
Total reported crime in Jefferson Township is up 3% compared to this time 2015; reported crime is down 15% compared to this time 2014. September 2016 compared to August 2016 total reported crime is up 14%.
In September, a total of 5 crashes were investigated (1 property damage crash, 3 injury crashes and 1 fatal crash). This is a 44/4% decrease in total crashes compared to August 2016 and 50% decrease compared to September 2015.
On September 9 th, deputies were dispatched to 344 Parsons Avenue on the report of shots fired. Deputies learned several bullets penetrated the residents, but did not strike anyone inside. Several shell casings were recovered from the scene and a witness described a white mini-van with a black male driver as the suspect.
On September 11 th , deputies responded to a suspicious circumstance at 5318 Tucson; a call described a lifeless body lying in the backseat of a car. Deputies arrived and found a male who overdosed; the subject had a history of heroin abuse. The male was transported to the hospital and was pronounced dead upon arrival. RANGE Task Force detectives were called out to investigate the scene.
Jefferson Township Sheriff's Department is participating in Coffee with a Cop on October 7 th, 2016, 555 Infirmary Road, 8:30am — 10:30am.
Other Issues of Note > Over the past month Zoning and Nuisance enforcement efforts have been underway on the township
side of West Third Street. The activities have included tagging and towing of vehicles, along with the issuance of warning citations.
> Zoning has been monitoring the activities occurring at 4001 Germantown Pike (The Point). The staff has been in contact with the owner, and responded to an initial proposal for the re-use of the site for auto sales. The staff is also monitoring the site for appropriate maintenance.
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Jefferson Township Board of Trustees Regular Meeting Minutes
➢ The staff is working in coordination with other County agencies to address nuisance issues at the following locations:
- 42 Davenport Avenue 131 S. Lutheran Church Road
- 1038 Rossiter Drive
Trustees' Comments
Trustee McGuire - None
Trustee Johnson — Pointed out that copies of the regular newsletter are in the rear of the room. She also reminded residents that the School District has a levy on the ballot this November. There is also a flyer and information sheet on the school levy on the table.
Trustee Mann — None
Comments by Citizens:
Mr. John Cors — Mr. Cors said he normally would not have added anything, but since the school levy was raised, he felt he had to. He is concerned about misstatements coming from school district about the levy.
Mr. Cors pointed out that one of the handouts from the levy, which appears to be on school district letterhead has no disclaimer.
Mr. Cors pointed out that while this was issue is for 37 years there is nothing for maintenance. School Board member Emmet Orr and Mr. Cors got into a dialogue on what was and was not included in previous levy proposals.
Trustee Mann suggested that they finish that discussion after the meeting.
Adjournment: There being no further business, Trustee Mann asked for a motion to adjourn. Trustee McGuire moved that the meeting be adjourned. Seconded by Trustee Johnson.
