Washington Township Trustee Meeting Highlights - August 24, 2021
Washington Township Trustee Meeting on August 24, 2021 covered various updates, including discussions on insurance matters, demolition permits, park enhancements, fiscal matters, and department reports. Trustees Leo and Kellie shared their progress on different projects, while the Fiscal Officer highlighted ongoing audits and financial initiatives. The Roads & Parks Department provided updates on maintenance activities, including field mowing and mosquito control efforts.
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Washington Township Trustee Meeting August 24, 2021 1 August 24, 2021
Agenda for August 24, 2021 Meeting Open Meeting Pledge of Allegiance Roll Call: MINUTES: Motion to approve Minutes for August 10, of 2021 Announcements/Reports: Please remember full department reports are available on our website WWW.Washington-twp.com August 24, 2021 2
Trustee-Leo Talked to insurance company about fire and the permit is being pulled for demolition. Making sure to include the cleanup of the pool. Lexipol continued to work to finish General to submit for approval Worked on lighting pricing with Michele and Bryon Couple blight calls Web site updated Worked with TruPay on billing issue Continued conversations on Blessing building Worked with Michele on audit questions August 24, 2021 3
Trustee-Kellie Thank you to Bryon and Rick for getting the benches and tables in at Villamar park. They look awesome. Updated website Followed up on emails Reviewed payroll and AP checks 2019/2021 Audit I was out of town on vacation with my family 8/18- 8/23. Limit access!! August 24, 2021 4
Fiscal Officer The 2019 2020 Audit is currently in progress for our Township. I have been working with them closely in order to get this complete. Waiting on feedback from Dept Heads before moving forward with online payment. Example of Ottawa County s online payment system was given: http://www.ottawacorc.com/permits/driveway-residential We could be set up with a similar service for our township with many payment options to choose from. Huntington would charge the township a minimum of $30 per month for this service. Neon Goldfish could assist with loading in appropriate forms on our website. We just need to inform Huntington if we wish to proceed and will need to work out some details on our website. Park Enhancement Projects Balance & Move Villamar: Starting balance $8,000. YTD paid: $6,229.33 Including payroll expenses Balance remaining: $1,770.67 Shoreland: Starting balance: $4,000. YTD paid: $0.00 Starting balance $40,000 Paid: $39,628.86 Called many vendors to request they send invoices via our payment email. We have not been receiving some timely in order to get them paid and sent back by the due dates. Many we had to call for and ask that they send. I also updated our mailing address with them to our Shoreland location. Working on resolution for Special Assessment Lighting August 24, 2021 5
Roads & Parks Department My crew and I have been mowing fields and parks on Monday s and if needed Tuesday s we also try to get everything trimmed at same time. Called Toledo Area Sanitary District for mosquito sprayer to run through the Township trying to get them under control. Working on getting County to cut Summit St. and Suder Ave. behind guard railing cut with boom mower. Put out Cold patch Brendamar Ct. (5) bags Repaired rock wall steps at Shoreland Park jungle Jim. Cleaned out Garbage Cans at Shoreland Park. Started to smell really bad. Lost two trees on Redfox in storm cut them up and haled brush away Trustee Brittson was on job site and helped out. Rick and I Installed Benches and Picnic Tables at Villamar Park. Received Certificate of coverage from Cross country team. Spoke to Sarah regards ODOT money of $250,000.00 update on how the money can be used and combined with other grants. Working with Sarah Rowland from county engineer s office getting up dates on Villamar Project and grant money s. August 24, 2021 6
Fire Department Probationary firefighters Michael Roberts and Drew Lasley have started Firefighter I training with completion date at end of December. Chief Kay and Asst. Chief Yunker held budget review meeting on 8/11 with all current WTFD members. Chief Kay attended two planning meetings this month with LC RCOG 911 consolidated fire dispatch committee. Anticipated start date for consolidated fire dispatch is October 4th. August 24, 2021 7
Police Department While I was on vacation and in my absence, Deputy Chief Hart handled the police department in stellar fashion and reported no major incidents. Deputy Chief Hart attended another county-wide tow lot meeting to report that we will be able to keep our own tow lot as some departments elected to do so. The confiscated firearms that were forfeited or unclaimed have been traded in and picked up by Vance Law Enforcement for credit on August 11, 2021. No new updates on the house fire on Rounding River other than the State Fire Marshall reports all evidence recovered has been sent to the crime lab for testing. No results back yet. Had multiple police vehicles in for various repairs. These repairs are becoming more frequent as the fleet of police cars get older and the milage increases. Had all 4 in car radar systems calibrated and certified with certificates for each unit. This is an annual certification process. Shoreland School is back in session. Will have officers being very vigilant in and around the school. Officers have been instructed to get out and walk the halls of the school to make their presence known. Auxiliary Charles Lightnter has submitted his resignation effective September 13, 2021. He will be relocating to the State of Texas. August 24, 2021 8
Zoning Department Continuing to issue violations throughout the Township. Continuing to work with Lucas County Prosecutor s office regarding property at 5420 Patriot (Whiting). Continuing to work with Trustees and Lucas County regarding 5952 Villamar (Ferguson). Continuing to work with Mark Smith at Lucas County regarding 2611 Shoreland Ave. for the runoff of rainwater to neighboring properties. Declined a zoning permit on Point Pleasant Way for shed. Too close to property lines. Advised of option to appeal through Board of Appeals. Property at 5850 Rounding River (house fire): Need update from Trustees on conversation with insurance company. Recommend issuing 10-day Resolution for the following: o 5232 Fortune Dr. 1308(D): The storage or accumulation of junk, trash, rubbish or refuse of any kind. Domestic refuse shall be stored in cans with lids. 1308(K): The emission of noxious and odorous matter in such quantities as to be readily detectable at a point along any property line. o 2727 Shoreland Ave. 1308(J): Building exteriors must be kept in good condition with no partially completed siding or painted walls. Peeling paint or deteriorating surfaces are prohibited. Recommend issuing 4-day Resolution for the following: o 2585 Shoreland Ave. 1320(B): No watercraft, recreational vehicles or utility equipment shall be parked or stored in a front yard. Recommend Township move forward with cleaning up property at: o 2938 Jasik Dr 1308(H): Areas which have grass, groundcover plantings, shrubs, trees that are not kept in a healthy, neatly trimmed condition or woodpiles, skids or other burnable materials that harbor rodents, or other animal or insect infestation. Vegetation shall not encroach on adjacent properties. 1303(F): All fences shall be maintained in good condition. August 24, 2021 9
New Business Tow lot - update - do we need a motion if we would like to discontinue we do not have the man power to run it with the new changes (October 13th is 911 start up) Changing the requirements around AUX officers - it's an investment but we need them to complete training in so many months Discuss part time officers - there should be a minimum worked each month to stay on as PT Discuss David Bacon - coming in to help with ADMIN and paperwork until he is allowed back on patrol Discuss hiring for roads crew - seasonal staff for grass cutting OR the cost to bid out if we don't have the man power Discuss where are we at with road repairs and pot hole repairs etc... Street cleaning? August 24, 2021 10
Old Business Update on status of Lexipole for Fire & Police. Installation date of September 1, 2021. online payment system for fines, park rental, permits. Discuss ARP funds - amount, timing, use Curfew Shanty Creek Lilly Pads/Lotus Doug Whiting property update 911 Consolidation update Cost to repair Creekside road - options - timeline Determined how to split bills for certain shared services, supplies & space at our new location. Will wait for a couple of cycles of bills. Grass Cutting property that isn t Townships responsibility Update on quotes for Blessing building 2022 Budget Discuss ODOT grant - status August 24, 2021 11
Old Business Going forward we will receive invoices in October due the 1st of December August 24, 2021 12
UPDATES ON PRIORITY TASKS Blessing building Mark is working on getting three quotes for repairs and remodel We did have interest in buying just the building not ready to entertain an offer Once we have the quotes back, we will evaluate and look at all options and make a decision keeping the needs of the entire township in mind and future expenses LEXIPOL Policies and Procedures Leo is the project manager He is working on the admin side and working with Fire and Police to get their information in the system timely Goal is to have this approved and in compliance by the end of the year 911 Consolidation 80k Looking at ways to cut cost for Police and Fire departments Evaluated all expenses and cut where we could Department heads manage their own budgets to determine where they can save Consolidated into one space helps August 24, 2021 13
Villamar Park Waiting on benches and picnic tables to be delivered. 8/5/2021 items have shipped may have early next week. Kellie is working on sponsors/grants/ARP funds for pavilion and concrete work. Opportunity being discussed with residents regarding connecting property purchase - waiting on legal counsel to see if ARP funds can be used before it s discussed again. Owner called the township office to talk to a trustee. Kellie called the owner back and he was interested in selling the property next to the park to the township. Kellie took the information to the other trustees in executive session. Keep Toledo Lucas County Beautiful grant for plantings Kellie is working with them on design once complete it will be shown to all three trustees for approval and work will be complete in the fall after a cleanup event. Dates not finalized yet. Roads Creekside project Cost around 800k and has been discussed this year with the county and may be able to get 50% paid for Kellie is working with legal counsel to see if some or all or the project can be covered with ARP Funds Kellie has spoken to Shelly regarding current financing and when it ends need to discuss if we need financing how long can we go and what would the payments be Recent OTA newsletter included an ODOT grant to townships for roads project. We are researching. Whiting Property Tom Yunker & Leo Brittson are working with legal counsel Once we know the proper way to handle, we will move forward 5952 Villamar Property Tom is working on zoning violations Kellie contacted the health department, county commissioners, legal counsel. Health department cannot do anything. Fire Department has some authority so working with Ron Kay August 24, 2021 14 Auditor cannot do anything because taxes are current
Approve Supplemental Appropriations, Blanket Certificates, Purchase Orders and Check numbers 48888 to 48905 Electronic payments: 267 to 292 totaling $38,720.10 Accounting Totaling: $10,667.30 Payroll Totaling: $28,052.80 Open the floor for Questions or Comments 3 minutes per person. August 24, 2021 15
