Jefferson Township Board of Trustees Emergency Meeting 3/30/2017 Page 1

Transcription

1 JEFFERSON TOWNSHIP AGENDA JEFFERSON TOWNSHIP BOARD OF TRUSTEES EMERGENCY MEETING Thursday, March 30, :00 p.m. I. Welcome / Greeting II. Call to Order a. Pledge of Allegiance b. Moment of Silence c. Roll Call Roll Call: Roy Mann ( ) James McGuire ( ) Russell Back ( ) III Budget Discussions IV. Adoption of 2017 Permanent Budget V. Review Next Steps VI. Discussion / Action on Other Township Operational Issues / Resolutions VII. Trustees Reports / Comments VIII. Adjourn Jefferson Township Board of Trustees Emergency Meeting 3/30/2017 Page 1

2 II. JEFFERSON TOWNSHIP AGENDA JEFFERSON TOWNSHIP BOARD OF TRUSTEES EMERGENCY MEETING Thursday, March 30, :00 p.m. I. Welcome / Greeting - Meeting led by Board of Trustees, President Roy Mann Call to Order a. Pledge of Allegiance b. Moment of Silence c. Roll Call- Fiscal Officer Tracey Edwards Roll Call: Roy Mann (X) James McGuire (X) Russell Back (X) - Administrator, Steve Woolf welcomed everyone and thanked everyone for coming tonight. As you know we are up against the April 1, 2017 deadline of approving a final budget. Tracey has done a lot of work in the last couple of days to prepare the final numbers for you to make and deliberate and talk about each of the line items in each of the funds that we have. At the last meeting, we went through 2/3 of the line items and Tracey supplied us with a good description of the line items and what they were. We talked about taking some out. Adding a couple and it appears that Tracey has done that for you. So tonight, we pretty much have to discuss the budget numbers and what your resources are verses what she has prepared in front of you. And then make a decision of if those numbers fit, if they are too high, too low, and then hopefully someone puts a motion on the floor to approve the budget and we are successful. Woolf stated that he is going to turn it over to the Fiscal Officer at this point because she has more information about what she has done. HI Budget Discussions - Tracey passed out a draft of those changes that Steve mentioned. After talking to the Fire Department, there were some more changes. There were some bills that came in that were higher than what we predicted so there were some numbers that had to be changed. Stated that she didn't mess with anything dealing with the general fund. That is basically paid. Stated she did not do anything with the Road Department either because she didn't have anything other than the original numbers that she had worked with Mr. Woolf in December There was no other reference. Tracey said that she did not include those trailer purchases in any line item because she didn't know what line item to use for those. Asked if anyone had any changes from what they had originally? Noting that the report is somewhat different than what you had, a few lines are different. Basically they cover everything like what Steve and she did, they cover what we have to have from previous years, like Medicare, Workers' Compensation, Hospitalization and Dental; those are some of the things we can't move up and down. Tracey said she tried to get trash and telephone from previous years, hey don't change too much. There are not a whole bunch of other things to do. But if you guys have some suggestions, changes, or numbers, or you want to add lines. We pretty much covered all of the stuff we had in the past. If there is an explanation you need on a line, she tried to write out what they were. The majority of the print out came directly out of the UAN, so this is the way it would look in UAN. She has to modify some more in UAN before she turns the budget in as far as the line identifiers so that each department can understand where they are supposed to be taking their monies out of. Trustee McGuire asked if we can use the under the Road Code , for the trailer expense because we have $70K in there. Jefferson Township Board of Trustees Emergency Meeting 3/30/2017 Page 1 of 15

3 Tracey asked Steve if he remembers what the... Steve answered, let him finish the calculation. Tracey continued to say she will look to see if she has it in her notes. Responded that she will tell Trustee McGuire in a minute. Tracey said that we had it at 75K and Steve took it down to $30K; Tracey said she put it back up to $70K but doesn't know the reason she was using that or remember why. We had a building... Mr. Woolf interjects and said what we were trying to do Tracey, together; we were trying to encumber a little money for future building repair or a new building. Woolf: says he thinks that was part of it. Woolf states he doesn't know how much of that, and the rest of it was buying a dump truck as he thinks that is what the two of them put in that figure. It was 70 and the two of them cut it down. Tracey: Doesn't know why she moved it back up to 70. Woolf: He doesn't either. Tracey: Maybe she was thinking that the trailers were going to come out of that. Would that be considered the trailers? Woolf: Yes, because that is machinery equipment or furniture. You can. Tracey: Has to make sure what 760 are. Woolf: He is afraid the 760,740 might not be. Tracey: Think it might be capital outlet. She may have to look at another one. Has to understand what capital outlet is. Asking if Woolf knows what capital outlet is. She states she doesn't know if trailers would fit in the capital outlet. Adding that if we can justify it then we can take it out of there. Otherwise we would have to go to another equipment account. Trustee McGuire: They are capital equipment or sale. Trustee Back: We have no money allotted for the Cemetery Fund? Tracey: We do not have a levy. Woolf: We don't have any money coming in and we are not selling lots right now. We have no way of making money there. It comes out of the general fund. Trustee McGuire: You have got other expenses that would cover this up to $10K. Tracey: What number is that, Whatever one you guys want me to take it out of, we've got enough to cover both. We have to have a budget but if we don't think that we are going to spend that much we could move, later on you would have to do a resolution. If you have the money in there we can just leave it there for now so that we can turn the budget in. Later on we need to do a resolution and move to a different account. Trustee McGuire: Whatever works, but what he wanted to try to do is see if we can get the trailers situation settled tonight because if not, we are going to be up to our knees in grass here. We need to get the appropriations to the trailers. Tracey: Thinks that that Road Department is not the issue. Thinks that she has put the maximum already in the temporary budget. This permanent budget is the same as the temporary budget with no changes. The Road Department Supervisor had given me all of his numbers so that has been done. Added she shouldn't have any problem with doing this one tonight. Any other funds she would have problems because there isn't a budget approved. She would have to put the numbers in UAN before we can use the monies. Thinks the Road Department is already there. So it shouldn't be an issue. So if you are telling her that she needs to take them out of the other expenses then she can try to write those checks. Depending on when we get out of the meeting. She would need to get a W9 form. Trustee McGuire: We can always move it from capital equipment to other to reimburse that if we need to. Tracey: Yes, if we need to. She can just do a resolution. We just have to get something in. /the problem is if we have to supplement something. If we move stuff around it is not a big issue. It's when we have to supplement which means adding more money to the total budget. That is the problem. Moving around money is really not a big issue. She has to do a resolution. When we have to add more money to the lines, that's when we could have an issue. Asked if anybody else had any questions? Discussion began about the $3K for the Cemetery. Tracey noted that she did not appropriate it for this budget, not saying that we are going to spend it but it can always change Jefferson Township Board of Trustees Emergency Meeting 3/30/2017 Page 2 of 15

4 throughout the year if needed. Does anyone have any other questions about what we talked about. Woolf: Give them a little time to review it all. Trustee McGuire: Has questions on all of the line items related to auditing fees. From fund codes 1000, 2401, 2081, 2111, 2031, 312. Tracey: The entire fund codes in 312. Auditing codes is for fees for the Auditor, instead of collecting them all in one year, we are going to get audited again next year. She said she is spreading it out over two years to pay them when they audit us. She is taking money out of the funds. Woolf: You'd say that you are encumbering that money. McGuire: The Auditor quoted us $1,000 initially, we had an additional $3,000, and we paid $3,000 for the bookkeepers to clean up the books. Normally an audit should be about $4K to $5K. Tracey: The initial amount was $7K. Before they had to do all that other stuff. Almost $8K. Then they did all of the changes. McGuire: Then they had an additional $4K based on their findings. And then we had an additional bookkeeping fee on top of that so it was like $14K on this audit. Tracey: We take a certain percentage out of each fund to add up to that. It's kind of hard to do, because she doesn't know. The year before last we had another audit firm, theirs was like $7K-$8K. Then they also had some other fees of cleaning up the bookkeeping. This last year, the first fee they gave us was about $7K-$8K and then they had another thing the added on which came up to $14K. She was averaging $11K-$12K for the next two years to come out of the budget to put aside. Answered McGuire by saying it is a one year budget but she is not paying it all in one year. This is for 2017; we didn't take anything out of But they are probably going to do the audit in 2018 because cause they just did it in It will be at the end of McGuire: If we work off of $10K for the audit, we should be taking $5K a year out, not $24.5K. Tracey: We didn't take any out in The audit will be for 2016 & Said that she will have to take it all out in 2017 unless you want to take it out in 2018 and then keep being behind. Added that if McGuire wants her to adjust it, she is okay with doing the $5K, she just doesn't know how much to do for each fund because she hasn't figured out how we calculate that. Until we know what the budget if for each one of the funds. She does a percentage based off of the total budget. We have to have something that is logical to take out of each fund and can be explained. McGuire: We can move that money if needed, down the road, within the fund. Tracey: Yes, correct. The general fund can be moved without but that takes a little bit more work. The other ones cannot be moved to any other fund. The general can be moved to any fund. If it is within the fund, we can move money around. Woolf: The only thing that he sees forthcoming as an Administrator, and he knows all Trustees and Fiscal Officer knows that it could be coming, we are faced with is taking care of this Township as the Fair might approach us. We have to have the abilities to defend the Township, defend the code, which is probably going to take some legal fees along the way. Asked if there was any money put aside for legal fees or consulting fees. Like if we need an architectural review plan or any of those things so we know if they bring this project in, then whoever the team is can make sure they defend the residents 100%. Tracey: Would that be under professional and technical services? There is $10K under general fund. Its fund number The next on is janitorial and the one after that is IT Services. Woolf: Stated he doesn't know what to project because we don't know. Now with our legal counsel leaving the County, now we have got a fresh new person, he said he is a little worried about it but our job is to protect the residents of this Township. We may have to hire outside legal counsel. Later on if they get closer, the Trustees will hire somebody and if we see the bill goes above a couple thousand dollars, if there is money in the general fund or somewhere else, are we able to transfer it there. We want to start the year out with the best guestimate. Tracey: We are able to transfer we just have to do a resolution and the money has to be there to do it. We get this bill that has something to do with legal; she can't remember what it is called. Discussion of what the company is called. We get it and it has to be paid annually under Jefferson Township Board of Trustees Emergency Meeting 3/30/2017 Page 3 of 15

5 $1K. Woolf stated we need to find out what it is and if it is a cost we can have eliminated if we don't need it. Woolf asked Tracey if there was an invoice that she could look at. Tracey said that she would have to go back in 2016 and look to refresh her memory to know what it was. Woolf: Said he would like to know what it is. It may be something that is helpful to us or the rest of the staff or helps the Trustees to do their job. If it is something that is duplicable and can be distributed to everybody's mailbox. McGuire: What fund code is the Cemetery? Tracey answered Woolf: When Tracey and he put that part together, obviously you see all 'O's because there is no revenue to come in. There is no expense out. Tracey: That is the only fund that we can take salaries out of beside We can't take it out of the license and motor vehicles or gasoline. That is why she could not duplicate the same thing in those. You can take it out of road and bridges and cemetery but you can't take it out of motor vehicle, license tax, which is 2011, or gasoline tax which is Woolf: You might all know or heard him say or maybe you didn't, that a lot of communities try to have a vibrant Cemetery so then they can share the cost with employee salaries. That will have the same person that works in the road department for half a day; work in the Cemetery half a day. A lot of times, if you think about it we have one backhoe, so one backhoe is digging the graves, but that is a road related purchase, or it was here at this Township. You don't have money to buy repairs or pay for it but it really got damaged in the Cemeteries. This is one of the things that he noticed when he came here, started talking to all of the Trustees about trying to open that this year. To try to sell graves to generate revenue so that you can offset those costs. Tracey: Asked how many calls do you get on trying to bury people in the Cemetery? Woolf: We have had several. But when you say we don't sell, he has tried to look for a resolution that says doesn't sell anymore. But he didn't find one. The cost to maintain the Cemetery, there is a cost to it. We don't have any revenue coming in the door. If you make $1, then you have made $1. Like this year we had a burial from somebody that has already bought a plot in there. Said that he thinks it is a swim to do something in that Cemetery in terms of new revenue that can offset something, even if you don't spend that money. You build and endowment. Tracey: Actually the $3K has been from the past, minus whatever monies we have spent. Woolf: The company that we paid to do this one burial this year wanted to charge us $200 to open, close and go back and grass seed the grave. He said that the funeral directors all around the region are asking why isn't that Cemetery open. Instead their chooses are Jefferson Mill, and the one that is down on Route 4, and they don't enjoy working for us private, for profit companies, they like to work with a non-profit. We only have so much inventory in that place, he doesn't know how many grave sites are actually available, but you can't hurt yourself by trying to sell a few of them. Just to offset our gasoline price for our lawnmowers. Because if we break a lawnmower, that's pretty expensive to fix a lawnmower, and here we bought trailers that we have to haul the lawnmowers to the facility to mow the place and you have general upkeep. You have things like every so many years you have to put down gravel driveways, we don't have any gravel at this point it is all dirt and mud in the Cemeteries. Stated he did not mean to delay Tracey's report. Trustee Mann: What do we have to do in order to start selling graves? Woolf: Develop a policy and it's probably good if that policy is obviously adopted by the Board. Then you start marketing yourself. The cheapest way to do that is to get business cards for $25 and he will run around and put them in every funeral homes place. You don't have to do business cards, stated he could do telephone calls, send faxes, send s. Noted he is not an expert at it but as he has explained, when you interviewed Woolf to hire him, the Cemetery buried between new burials per year where he lives. Added that he oversees some of that, so he knows how crucial to offset some of that cost of your major equipment purchase. But you can't use it all, in other words you can buy everything out of the Cemetery fund because you are using it on the road. The Auditor, as Tracey knows, has to have a documented percentage of what your costs are. One of the things we all know is Jefferson Township Board of Trustees Emergency Meeting 3/30/2017 Page 4 of 15

6 no matter how good or how bad the buildings are right now, that road garage has got some EPA problems that might be coming up. The roof is caving on the ceiling; we may need a new building, or may need a new building in the next few years. But if you store Cemetery equipment in that building along with Road you can split some of the cost. But without you having any revenue in that Cemetery fund you have no option. Stated if he has said anything wrong, Tracey please correct him on that. Tracey said that she is not quite sure. Woolf said that we can do some more study on that but it has been the normal operation of the Township that he works at. Other Townships seem to do the same thing around us. The other thing about Cemetery is that you can start an endowment. Sometimes when people who love where their family lives will put their will away. So when they pass away, their family isn't just buying a plot they might donate into an endowment. An endowment can then generate revenue. Years ago you could do nothing but spend the interest of the endowment, so some small Cemeteries did not start one because they couldn't make much interest. Now the State Legislature, 10 years ago, passed a Bill that said that you could use the principal as well. Now endowments are popping up all over the place in small Townships. That's another was of giving the Community a chance to say hey, I want to help my Community somehow because my loved one is in that Cemetery and I'm going to be there someday. But right now we don't have that option. Does that answer your question? We already have, we are registered with the State of Ohio, you have to be or you are not allowed to dig a grave. There is no charge for that license; Woolf checked on that when he first got hired. There is no annual fee, there is no license that you have to have, there is no other strings attached except you have to be prepared to provide the service when you are a public Cemetery, either through hiring somebody or your own staff to open and close a grave. Because you are a public Cemetery, you cannot deny somebody to come in and buy a grave, 1, 2, or 3. Trustee Mann: Yes. That is a good start. Directed the meeting to move to the general fund. Where is the salary for the Code Enforcement? Tracey: Second page. It is is Zoning, salaries. Trustee Mann: What are the hours that he is working, $30K? Tracey: This is the number that she took from Steve when he gave her the $30K. Woolf: In December we didn't know what we were going to offer, we just threw a number out there not knowing if it is high or low. Trustee Back: It is sufficient. Adding that it is covered, he has already checked it. Trustee Mann: Asked the question what is the figure, what's a good figure, is that a high figure? Tracey: The maximum of 1,500 hour times $ Trustee Back: That is $27,300 per year at 30 hours per week. Woolf: With a part-time employee you do have the option as Trustees obviously to raise or lower those hours. With this particular employee, waived his health insurance. But, as he has explained before, the federal laws state that there is a qualifying situation like his wife who has benefits and she loses them, he has the right as any other employee to apply for benefits. At that point you have to discuss the future of the position. You can't deny, if you offer health insurance to one you have to offer it to all. Noted that he cautions the Trustees to go any higher than that because you have to hold something back for that potential situation. Tracey: We don't have any money allotted for Code Enforcement medical or dental. Woolf: No, because his first year, he took a waiver, so he is okay for the first year. Saying that next year we should put a little aside just for safety. Some Communities don't. Guess what happens, that minute that you have that 1 out of 1,000 that says that they need it you just scrapped your budget. Tracey: Concern is the Zoning Director that you guys plan on hiring. We don't have any numbers or anything in there because it won't fit in the budget so she did not put it in there. For one, we didn't have a person, and two, we don't have the money. Steve had $30K for the position. Stated that it would put us over so she did not place it in the report. Woolf: Looks like you have all of the supplies there but you don't have a salary for the person. Trustee Mann: Where is the $487K, is that a good number? Jefferson Township Board of Trustees Emergency Meeting 3/30/2017 Page 5 of 15

7 Tracey: We have $488K. Minus $9K. We have around $480K, the total expenses is kind of high. Trustee Mann: Do we have any figures or numbers here that is excessively high in the general fund. Let's look at Tracey: That is the delinquent property tax, the water issue. Woolf: Stated he has to talk to Dayton. They are the ones that assess the taxes. It is the City of Dayton Water Tax. Trustee McGuire: We are on a payment plan of $750 per month. Tracey: We are supposed to be but they didn't send another thing. Said that she called them and they didn't send anything. So the last payment she made was last August Woolf: What he has been able to see when they ran the property tax which he and Tracey ran which was 157 properties; one of those was the park. It looked like they assessed a huge amount on the park. Said that he doesn't know this for a fact, he hasn't had a chance to call, but he is wondering if that water main break was what they went ahead and assessed like you do for a person that doesn't pay their trash bill. So you don't have that $750 anymore because you are not going to get a $750 bill if they assessed the whole lump sum to the property tax on the property. Tracey: Has a thing that says payment for delinquent tax. That's what Trustee McGuire is talking about. Woolf: There is that large number that we looked at, that large lump sum including the park. Tracey: It was only $3K. Woolf said it was $26K. Tracey replied that was another property. Woolf: He needs to research because he thought it said the park. Tracey: That would be Strand Avenue Woolf: Before we go any further on any discussion, the Code Enforcement Officer, if you remember Trustees, you approved him to be working in Code Enforcement and working on the Roads. The full $30K is strictly general fund here on the sheet in front of you. But you are going to have a portion of that salary because he is actually working in the Road Department. He will be working in the winter time to help them plow snow. The Code Enforcement Officer is going to be able to lower some of that $30K from the general fund. Tracey: We don't know what percentage. Woolf: he is just telling the Trustees that it is a possibility. Tracey: According to the description you guys are going to approve it. It is only one line; there rest of it says nuisance. If you look on the job description, it doesn't have that much percentage. Pointed out, when he does his work, she is going to need a sheet that says the percentage of what he worked on, and based on.those lines he is going to have to give her which fund. We don't know our numbers and don't know how much to put where. That's why she put the maximum there. You can take a few dollars off of that if you have to. You have to also consider what Steve said, we have to be careful about how much we take off. Woolf: The job description, the Trustees have already approved. Trustee Mann: Follow him for a second; let's go back to the $30K for the Code Enforcement Officer. One person came up with $27K that gives you $3K. So if he has to work with the road and you pick up a possible $10K that goes to the road, then you have $13K. About the water issue in the park, that is $18K, which the $750 x 12 months = $9K. That going to leave another $9K in this budget. So you take that $9K and then you go back and we are in the range of $20K+. Trustee Mann motioned to go into executive session and invite the Fiscal Officer and the Administrator. The reason is to discuss personnel problems and the hiring of any additional employees. Motion was seconded by Trustee McGuire. Executive Session began at 5:55 p.m. Roll Call: Roy Mann (yes) James McGuire (yes) Russell Back (yes) Trustee Mann noted that the executive session ended at 7:25 p.m. Jefferson Township Board of Trustees Emergency Meeting 3/30/2017 Page 6 of 15

8 IV. Adoption of 2017 Permanent Budget Tracey: Asked if we want to vote on the budget or if we want to discuss any more on this budget. We look like we gotten it down to what we can deal with. It's time to go back into the agenda. Trustee Back: Asked about the lighting fund. We were going to re-evaluate these figures according to how much we are charging the Community to make sure our figures are matching up. Tracey: We have to give them an account as we go through the districts. She noted she will have to give the Trustees the paperwork. It is averaging that everyone is paying about $40 per year on the lighting fund; and $40K in each district. By August we have to have that determined if you want to increase it. We are going to have to have somehow get together. Woolf: We can start now but maybe June would be better. Trustee Back: We are going to have to do that because of our contract, the Township is going to be up in the next 1 'A years. Woolf: What Tracey is saying is that she has to have time to assess, and then she has a certain deadline she has to submit that paperwork for that assessment. Same as they do for the people that don't pay their trash bill. Tracey: This is actually the money that we got. The paper that she gave the Trustees says how much the lighting district has and it says $90K. Actually we have $9K from last year. Every year we get about $90K. Woolf: It is probably the variable cost. The electric cost is something that we just don't have any control over. The fee that we get billed includes the electric to that light but we have no control over that utility. It's not fixed. The bulb has been fixed. There was a cost to replace the bulb. When we talk about upgrading to LED, if they do that, but just the replacing of a bulb that burns out, he doesn't know the cost to replace that. Tracey: We don't know what we are getting charged for the big wattage bulb out there. She hasn't seen anything on that. (Discussion) Woolf said it goes through the contract. Trustee Back said he doesn't think that is part of Miami Valley Lighting. Trustee McGuire said that it is not, he thinks it goes back to our meter. That's why it took so long because it's not part of their gig. Back said that is why its costs so much because it is commercial. Woolf: Tracey do you have a clean copy of the budget. Thinks it would be good for whatever the Trustees decide to sign the bottom of whatever she has got so what you approve, Tracey can keep in her records as a copy and if she wants to bring back a clean copy then you can sign a new clean copy but he suggests that they sign whatever Tracey can put together as a document today before we leave. Tracey: Noted she put all the figures on the report. If there are no more questions on the budget then she thinks she is done discussing. Unless you guys have something else. If there is nothing else, she will turn the meeting back over to the Administrator. Woolf: Tracey tells us what your next steps are after tonight, just so that they know. V. Review Next Steps Tracey: Said that this is due April 1". She will probably this, the bottom totals, to the County. She already has the certificate; she has a signed copy of it. Will also give them the estimated monies that we get in and the estimated money that will be spent. That is our budget. She takes these numbers from the estimated resources and makes sure that the numbers that we give her by April 1 s t are under that amount. We get another certificate signed that says we are good. All she has to do is submit the figures to her. Then Tracey has to go in to UAN and manually put all these numbers in. Notes that she has most of it done but she has to make the changes to the report that was looked over tonight. Which will take a little while? Then once she gets that and gets the resolution number, she will then put that in the system so that everyone knows that is the resolution that was approved. Then we can start paying that budget for the year. Added that we can change them throughout the year but it has to be brought back before the Trustees and you guys have to approve it. If we supplement or if we move it around, you will have those resolutions. At the end of last Jefferson Township Board of Trustees Emergency Meeting 3/30/2017 Page 7 of 15

9 year we did a couple of those. You might remember. Jim and Mr. Mann have been through a lot. Trustee McGuire: We may need some touch up appropriations to move it around. Tracey: It's going to be worse at the end of this year because some of the stuff we had to cut. For instance, we have got all of our advance for the February property tax. The next advance will probably start sometime in July for the August. We don't have all our resources in that we've estimated because we don't have the August property taxes yet. During that time close to August, September, October we are probably going to start moving stuff around. Or even May or June because we might not have enough money to make it to August. What she usually does is give you guys a PO, each meeting she will write a resolution for the ones that she moves around. Woolf: It is the unforeseen things that happen to you that you have no idea. That's the hard part when you don't have any cash reserves. That's the reason this levy is so badly needed. When you have a little reserve you have a little safety. When you do have that weird thing happen you don't have to do what Tracey was doing by trying to hold out on paying an invoice for months. Says he is sure that has happened to others, it has happened to him. But you have to do what you have to do to stretch your dollars. Trustee McGuire: By the way, when is the next levy meeting. Woolf: Tomorrow night. He has to find out from the Board Members or volunteers if it is going to happen or not because a couple of them can't come. It's going to start at 6:00 p.m. Stated he would notify everyone as soon as he knows something. We got our first donation in today. Trustee Mann: When are we going to make a motion to accept this budget? Woolf: Let's go through the ones that have been given to us in the packet first and there is one that comes before the budget and then we will be in front of the budget. Just so that we stay in line item order. Because we have had past issues obviously where some duplicate resolution numbers for different resolutions and he doesn't want that to happen. Tracey: Checked these already and they are okay. Woolf: Thank you. I told Adrianne to check in with you. VI. Discussion / Action on Other Township Operational Issues / Resolutions Resolution No Approving of Caleb Custer to a Part-Time Firefighter /EMT Position -Trustee Mann asked that by him voting on all of these fire personnel that are not medics is something that the Township needs and the Chief needs to be hiring paramedics. Here we talk about these things and we can't get a unit out the door with a medic onboard. -Trustee Back said that the salary hiring rate is there a set rate already in place? Is this the rate for no experience? -Mr. Woolf answered yes. Noted he can get a copy for Trustee Back before the next meeting if he would like to have it. This is entry level. $11.00 is the next pay grade and then the paramedics start at $ Trustee Back said in going back in regards to what Trustee Mann brought up and the s of how important it is to get someone hired, it's questionable about the importance of getting someone hired without any experience. -Trustee Mann, they say this person has some experience. -Woolf, he is an 11.1 Firefighter and an EMT now. EMT/B is basic or first level able to run an ambulance. (Discussion that they can do CPR, a little advance work but not able to start the IV's, cant cart the medicine, but they have the AED now which is a big advancement and they can take care of you right there on the scene but it can't work without pushing drugs. -Trustee McGuire: Are we okay on Firefighters but short on paramedics? -Woolf: No. According to Chiefs program that he has now, everybody must be crossed trained as Firefighters EMT or Firefighter Paramedic or you can't be hired here. So there's not one or the other sitting in the fire station as of today. Don't know if they are Jefferson Township Board of Trustees Emergency Meeting 3/30/2017 Page 8 of 15

10 hiring pools of people out there at the private ambulance services that are paramedic only and there are firefighters out there too. Adding that most Chiefs like that joint trade meaning anytime there is a call, no matter what it is, you've got somebody that can do both jobs. When they go separate, you can't. -McGuire: Made a motion to table Resolution No We have a meeting in a few days, think that we can clarify things and vote this out on Next Tuesday. That's not going to be that much of a delay on this to at least have a little discussion to be sure what we are doing here. -Woolf: You are permitted to go into executive session because this is involving human resources. So if you need to do that. (Discussion: There seems to be doubt, that the reason the Resolution was tabled although there was a first and second motion to approve Resolution.) -Trustee Mann: Noted that Chief is asking for one guy, we can go ahead and give him that guy but then we talk to the Administrator and tell him about the medics and have Chief go that route. -Woolf: Another point why you might want to go that route it that they have spent the background check, time and effort on it. There is some time spent in this, whether you can calculate what that is or not. -Trustee Mann: We have a vote on the floor to accept Resolution No Motion by Trustee Back to approve Resolution No ; seconded by Trustee McGuire Roll Call: Roy Mann (yes) James McGuire (yes) Russell Back (yes) Resolution No Adopting the Recommended 2017 Annual Budget Motion by Trustee Mann to approve Resolution No ; seconded by Trustee Back. Roll Call: Roy Mann (yes) James McGuire (yes) Russell Back (yes) Resolution No Adopting Form JT-2017R -Woolf: Tracey did you attempt for this form to be for everybody, all the employees or just those with travel and expenses. -Tracey: For everybody. Also at the bottom of the form, there is a place for financial manager's signature, which would be one of the Trustees. Whoever is over the finance should look at this and sign this sheet. She didn't remember who it was so she didn't put a name on it. That way that person would get this form and the attachments or receipts and everything. If you wanted to add other things like maybe like McGuire's concerns about not getting the veto of certain things, maybe you want to use it for some of those types of things. The form can be updated if need be. We can add another line and have two people sign it. -McGuire: If we are going to do that we will need two signatures on this document. Treat it like a purchase order. We have got to keep it consistent with check and PO's. -Woolf: The amendment is to put two lines for signatures and instead of the manager's signature, you want Trustees. Motion by Trustee Back to approve Resolution No ; seconded by Trustee McGuire. Roll Call: Roy Mann (yes) James McGuire (yes) Russell Back (yes) Resolution No Accepting a Deed Transfer for 5106 Retford Drive - Trustee McGuire: Moved to table this Resolution, this is not an emergency. -Trustee Mann: This information was given to him by Mr. Derrick. Someone else called today and they were supposed to split this lot, and of course we cannot split because of the size of it. So he questioned who was the first person that inquired about this property. Mr. Jefferson Township Board of Trustees Emergency Meeting 3/30/2017 Page 9 of 15

11 Derrick said that he was but the lady that called today, that Derrick talked to, said that she was the first one. So we are going to have to switch the names on here. Stated he is going to have to get back with her and call Mr. Derrick to confirm that she is the proper person. - Trustee McGuire: How can we be voting on this and we have a moratorium on Expand A Lot Program -Trustee Mann: This has started way back and the deeds just came forward. He has the deeds now but he couldn't do anything until he got the deeds. The next one, he has the deed there too. We can give her the deed once we have it transferred from the Prosecutors office. We have not started anything new; this has been in the paperwork for over a year. Motion by Trustee McGuire to table Resolution No ; seconded by Trustee Back. Roll Call: Roy Mann (yes) James McGuire (yes) Russell Back (yes) Resolution No Accepting a Deed Transfer for 6445 Germantown Pike - Trustee McGuire moved to table Resolution No ; this is not an emergency and for the same reasons Resolution No Motion by Trustee McGuire to table Resolution No ; seconded by Trustee Back. Roll Call: Roy Mann (no) James McGuire (yes) Russell Back (yes) - Trustee McGuire: With that being tabled, will the come back to the meeting on Tuesday. -Trustee Mann: yes, they will be back Tuesday. This is part of that work that they have been working on all of this time that we are trying to get rid of and get it to the citizen. Noted he received four calls today about this one property. -Tracey: This lady has already paid her money? -Trustee Mann: Yes. -Trustee Back: Just liked to say with a little more knowledge of the two tabled resolutions, with more information he would suggest that we collaborate a little more on the issues at hand. -Trustee Mann: Those are ones that we have people that have put in for properties. These individuals are going back to 2014, the later part. This property which had a hold up and we were trying to find out what that was. It was because there were some fees that were not paid. So we had those fees paid. Now he has the deed that was transferred from the Sheriff's Department. Now it is in Jefferson Townships name. With that information it goes to our Attorney who will then transfer the deed over into this person's name. And we mail them the deed to the property. -Trustee Back: His point is prior to seeing this Resolution he had no prior knowledge to any information to be able to make a sound decision on either Resolution. -Trustee Mann asked if Back needed any other information prior to Tuesday's meeting. Back replied, no, not that he can think of at this time. Resolution No Hiring Randall DeVilbiss as a part-time Code Enforcement Officer -Tracey: When is the effective date? -Woolf: The date that he started, which would have been Monday of this week, March 27 th. Noted that he asked her to you must not have done it. -Tracey: Where should we put it? Looks like she put it under the adoption date. -Trustee McGuire: At the bottom of the header. Motion by Trustee Back to approve Resolution No ; seconded by Trustee McGuire. Roll Call: Roy Mann (yes) James McGuire (yes) Russell Back (yes) -Tracey: These are some more Resolutions and Signatures from the past and so that we can get the record straight, she has all the books as you all know. All the originals are in her office. She went through them this week and there were some Resolutions missing, a set of them. They all correspond to January 17 th meeting. She knows she had them signed but Jefferson Township Board of Trustees Emergency Meeting 3/30/2017 Page 10 of 15

12 seem to have disappeared. Also two Resolutions from February 21' when we had all of that mix up of numbers that we need to get those straight. Requests that the Trustees sign them again so that she can have the originals for the record. If you guys don't mind, can you do that. They are Resolutions that were missing. One of them was from the January 17 th meeting and they disappeared. Noted she remembers giving them to Corby, she can't find them anywhere in this office. It's been three weeks and they have been looking for them. The other ones are when we had the numbers all mixed up and we had to get them straightened out. One of them was for the Administrator, and one was rescinding Resolution ; the dismissal of Craig Howell. Would it be okay for you guys to sign these now so she can have them. Informed Trustee Mann that she is having the Resolutions signed as Trustee McGuire is looking at them. -Trustee McGuire asked if the vote was on the record. Tracey responded yes, she just copied it off of the minutes. -Trustee Back asked if we got the number in direct correlation with the date that it was rescinded Resolution. Tracey added that it is an amendment to the Resolution and put A in separate packages of March 7 th. -Woolf: Stated that he as fixed that situation today as he put out a procedure for his staff to follow about getting any Resolutions ready or steps to take to prepare the Agendas and the deadline so you will know when you need to get your things in to them. And Tracey & Adrianne will work exclusively together to make sure that the Resolution numbers are correct. If you bring a Resolution to the table the day of the meeting because it's something you really want the Trustees to talk about, don't bring that with a Resolution number on it. Let the Fiscal Officer decide what number it needs to be if you adopt it. That's all in the instructions. That's all in the that he sent the Trustees today. Noted that he and Adrianne took a lot of people's opinions and got a deadline of 10:00 am Friday morning before the next meeting on the next Tuesday. We will then push out the materials to you so you will have the whole weekend to review and then if you have any changes, you have until noon on Monday to bet back with Adrianne to make any changes to both the Resolutions and the Agendas. By noon she will push out the final copies and at that point, he used the word "set in stone" or "concrete". Just remember under you guys report you have the right to bring business forward in the meetings. It just won't show up on the Agenda. That has always been your right. We are trying to get organized in the office as best as we can. -Tracey noted she would give the Trustees copies of everything that they were signing tonight. Everything that is being signed tonight is from the January 17 1 meeting, you might have signed them before, she is pretty sure they did, she cannot find them in the office anywhere. -Trustee Back: Shouldn't we go back and make an amendment to Resolution No , adopting committee assignments to oversee and Sheppard these committees and communicate information and allow participation of other Trustees for If we have already made changes to these appointments to these committees. As in the Zoning Department. This whole resolution is already changed. We are going to have to revisit this. -Tracey: We will have to sign that one and then do another resolution. This has already been voted on. If you want to do another resolution we will have to do another one or make an amendment to do it. Maybe we should make a note of it somewhere or it will be in the minutes. -Woolf: Has ordered new s for the new employees, ordered business cards for the new employees are on the way. We've got one name plate taken care of. As things go forward, he will make sure to all of the Trustees what we have going on internally and how we are handling our transition. One of the things down the road or in a few weeks or months, obviously we are going to get hit with this after the public meeting; the process is going to begin if they come to use with an application. The County has to come with an official application to the BZA in order to do this. There are Attorneys and that other entire development people that work for the Fair Board are going to be pounding our doors, and they are going to be calling you up. The last thing although Jonathan Ketter is not here anymore, his last statement to Woolf was stay as a group, don't make comment to any Jefferson Township Board of Trustees Emergency Meeting 3/30/2017 Page 11 of 15

13 Attorney or person on the Fair Board at all, because now you only have to take care of one person. That is to take care of Jefferson Township. What he is saying that what once was a vote by a club of people to bring it here no is turning into a legal step process. As time goes on, anytime you have questions about anything ask him because he has to tell you all he is just as worried about things as anyone else is. Woolf said he wants to do the right thing for the people but it can't be all on his shoulders. He is going to need everyone to make sure whatever is done here is done the right way in terms of what was set by the four father of Jefferson. That is the Zoning Code. Outside of that, if it comes through the code correctly, or it doesn't. We will worry about that when that time comes.. -Trustee Back: Does the Board have a vote later on down the road? -Woolf: If it is appealed. Then they also have the right to appeal you to the Supreme Court. There are steps well before it gets there. It is the same as any new development, any development that wants to come in, they have to approach with their plan. -Trustee Back: Where are we at with the road truck is it ready? -Trustee Mann: Waiting on a call from P&R, he has not received one yet but will make another call tomorrow and speak with the guy that made that order and see what he is saying. -Woolf: We had two trucks fail this week. The white main dump failed because the transfer pump for gas and pump from the front to the back transfer had not been serviced since the day the truck was bought. The mechanic has to replace that pump and they have to do something to the motor now because the front tank went empty. Mr. Combs got stranded out on the roadway until Randy, Jeff or Woolf could get down there from other places. He was in a hilly place of Mile Road and they got it towed to the mechanic could look at it. The mechanic that is a direct result of no preventive maintenance. We have him going over that truck right now and when it comes back we don't have the next failure. We don't have an estimate yet. -Tracey: There goes the budget because there are two things as it makes it hard to determine when these things happen so we have to be careful. This is an example. -Woolf: This is one reason why a preventive maintenance program is something that he is going to institute. Because a lot to time even though it is a little money spent up front, you will prevent the damage on the back. The next day the yellow truck went down, which was the only other truck they had besides the big dump truck. That's the one with the brooms tied up on it with no seat. We got it started and working again. The blue truck has been returned to us; the mechanic went over it and said it was a darn shame that a 2001 truck was treated that poorly over the years. The repair of it was going to be more than $10K for the vehicle just to get it road worthy. Woolf said he didn't know but there is no handle on the drivers' door to get in. You have to hop in from the other side or reach your hand though. We have on truck there we've got that yellow one that is not dependable and definitely not pulling a trailer. So when we get the trailers in we are going to have to think about at least one pickup truck to replace the yellow one on the blue. Stated he doesn't have numbers he is not saying we have to do it he is just suggesting we do it. Or else Randy doesn't have anywhere to pull the trailer or mower to mow and try to do what we need him to do. And the road department only has a one way truck to be able to pull. His suggestion will be to get rid of the yellow and the blue and get a used inexpensive truck of some type and then sell those or trade-in or something. -Trustee Back: We also need to look at our options for the 2010 vac truck. We might possibly be able to do something. -Woolf: We located the company that sold it to us. They have all the paperwork on the truck and when it was bought. It wasn't the rumored amount of $300K. The sticker price was $195K. But he doesn't know what the finance package was on it. You may have paid $300K for it or more with the finance package, he doesn't know. We are starting that process to find out the evaluation of what it's worth, the condition it's in, there has been liquid left in it over the winter and he hopes the liner is not blown. Those are supposed to be completely dried out and not left outside even when they are dried out. It's been sitting outside until this winter when we got it inside. Thank God we didn't have a bad winter but Jefferson Township Board of Trustees Emergency Meeting 3/30/2017 Page 12 of 15

14 we still had some cold days. We have two things to look at in that road department so we make them functional so those people can do their jobs well. -Tracey: Again, these are things that were supposed to be looked at before we did the budget. Because if you have to get something this year that could have been kind of factored in there a little bit. You knew something was wrong with them. They should have been caught years ago and will affect the budget. You should look at in the future. -Woolf: We didn't know they broke down until this week. Added all of us are new at these jobs. Added with the Fire Department as Tracey and Roy have been a part of, you probably had a cycle where you were replacing an ambulance every so many years or a fire truck. If you put things on a purchase schedule you know as a budgeter that in year 2018 they are looking at something and you can budget for it. They don't have those plans here right now so Woolf hopes to institute those before we have our next budget. -Tracey: The road department isn't bad as others; we have some cushion in the road department. -Woolf: One of the big things we are solving now is we had a bunch of vehicles that didn't have titles. And a few that were titled to a different city. When he talked to an insurance company, had there been wrecks in those, thank God they were not our trouble. If there would have been a wreck, our insurance would not have applied because the vehicle was titled in another community. We are fixing that as we had to go downtown and get all of these titles done, we still have a couple missing. But we are working on it. Woolf called the insurance carrier right away when we found out that it was a problem and they made all of the corrections and denoted it in our policy so we are not out there without liability insurance. But we have to be aware that when we buy something from now On, from the day it is bought, we get that titled transferred and up to the insurance company right away. Just so we don't forget about it. -Tracey asked if Woolf had talked to OTARMA. And if there is any way to get a new copy of the certificate of insurance. Added that she needs to have it for USDA, it has been turned in for this year, she needs it for next year. -Woolf: It's going to be sent. They will be sending us an update after they get this done. -Trustee Mann: So the title situation is not complete? -Tracey: The three fire engines were paid off in 2014, we didn't get a clear title yet. We are still working on those. The Sutphin Kodiak is still in the City of Dayton. We don't have a title for those. The rest of them are in her office. -Woolf: Here is what we have, we have an insurance problem, and it has been eliminated. Here is what we have lost out on, even though it is only a couple of days, Medicare is not allowed to go backwards and bill for how many days we didn't have clear titles turned in to them. There is a deadline from the Medicare group that sends an audit out to Life-force. They must have those titles or they stop allowing you to bill. Chief told him today that we lost about 9 days of EMS billing, to Medicare / Medicaid patients. We lost money. -Tracey: Did we get the titles to them? Woolf answered, Chief said he did. -Woolf: He does not know how it got to that deadline. -Tracey: Thinks that was Life-force's fault because they didn't know. -Woolf: He is going to do an audit of this whole thing and find out when our first letter came here. Just so you Trustees know. Because if we would have got this in here and not caught it, we may have lost months of revenue. We made the runs and can't bill them. That's why the titles are so important when we buy something. When he went down there the first time to get a title for the Ford Taurus, you know the one that blew up on Kohen, they said which Jefferson Township. Woolf responded what do you mean; you only take care of Montgomery County. They said there are seven accounts. Instead of having good bookkeeping years ago, internally at the Administrator level, we have seven accounts, we have fire trucks that are listed under the road accounts, we've got road trucks under the fire, Greg Brush says don't worry about it cause you still have them registered. In time to come, maybe way past his time, but he would like to see all of the vehicles under one name and that's Jefferson Township. It's easier to pull a title when you sell something or if you want to Jefferson Township Board of Trustees Emergency Meeting 3/30/2017 Page 13 of 15