MADISON
TOWNSHIP BOARD OF TRUSTEES
WORKSHOP
March 8th, 2011 at 6:15PM
The
meeting was called to order by Chairman Bill Brotzman with the following people
present: Mr. Wayman, Mr. Anderson, Mr. Advey, Chief Del Calzo, Township
Solicitor, Ron Graham, Mrs. Gerred-Ditchcreek.
Mr.
Brotzman welcomed Peter Richmond and Mike Gehring to the meeting and they
discussed the Township insurance renewal package. Mr. Richmond noted that two
cars were removed, computer equipment added, some computer equipment removed, a
generator added. He also noted that earthquake insurance was added with a
twenty-five hundred dollar deductible, which he added was unusual because it is
usually a percentage of the premium. All the buildings were increased by 2% for
inflation factor and they left the contents the same as last year’s. Last year’s
renewal premium was $62,948.00 and this year, after the voucher, will be
$59,670.10. Mr. Richmond stated that last year he was asked to show the police
cost of the policy so he has provided that to the Board. Mr. Richmond explained
the two year voucher that was put in place. He stated that the Township will pay
$72,285.00 premium and then within 45 days the Township will receive a check
back in the amount of $12,614.90 and this will happen for the next two years.
Mr. Richmond was unsure why they are doing it this way. He also stated that they
guarantee this discount for next year too. He then wished to commend Mr. Advey
and Chief Del Calzo because the loss ratio for the Township is very low. Mr.
Gehring asked if the Board knew of any flooding issues with any of the Township
buildings. Mr. Advey stated that there is none that he is aware of. Chief Del
Calzo asked if the equipment that is located in the room with water lines would
be covered if a pipe burst. They stated that it would be and explained that
flooding is considered to be surface water. Mr. Brotzman thanked the insurance
committee.
Mrs. Gerred-Ditchcreek informed the Board that she will be placing the
CPIM Certificate fee of $100.00 on the bill list. Mr. Brotzman asked her when
the new money comes in. She stated that they received an early release of
$450,000 for police and $200,000 for road and bridge but they haven’t released
the rest yet. The general fund money hasn’t come in yet, but should be in before
the end of March. Mrs. Gerred-Ditchcreek stated that they were billed
approximate $200-$300 from the County for advertising the delinquent tax.
Chief Del Calzo stated that they are keeping an eye on fuel costs and
noted that the actual expenditure for last year was around $33,000.00. He
budgeted $50,000.00 for this year and is hoping it’s enough. The Chief also
asked the Board to consider beginning discussions on Senate Bill 5 at the next
workshop, as he anticipates it passing in one form or another and feels it will
take effect very quickly. Mr. Graham added that it would be ninety days and the
Chief stated that they are talking about adding a provision to make effective
immediately, such as the insurance costs.
The Chief also wished to note that the Township got their order in the on
two Crown Victoria vehicles just in time. He stated that Willoughby, Mentor on
the Lake, and the City of Mentor also put in orders but didn’t make it in time
and he understands there will be no more of these vehicles available. He stated
that it really was an emergency situation to get these vehicles ordered as they
will not be producing the Crown Victoria anymore. Mr. Wayman asked what type of
car will be available for police use in the future. Chief Del Calzo stated that
Chevrolet or Dodge and that Ford has a new platform available and noted that he
is not set on one model yet and will see what is available next year.
Mr. Advey informed the Board of Resolution #11-046 regarding the ODOT
Cooperative Purchase Program. He stated that we currently purchase our salt on
this program, but we could be looking at purchasing other items from them such
as, retro-reflective sign sheeting, concrete pipe, cones, etc. We don’t have to
go through this program but it is available to us if should desire to look into
it.
Mr. Advey stated that everyone received a letter from the Madison
Community Improvement Corporation. He stated that the CIC would like the
Township to pay a one-time $50.00 initiation fee and name two representatives
from the Township to serve on the CIC Board. He stated he has added this to the
agenda and if they want to decide tonight they can. Mr. Brotzman stated that
they would like to make this decision tonight, Mr. Wayman asked Max if he would
like to be on the Board which he stated yes. Mr. Advey stated that he would also
serve on the Board.
Mr. Advey discussed the Township Park Beach Enhancement Project. He
stated that Jason Boyd, from the Lake County Planning Commission, sent a memo
that he would like to hold a public meeting regarding this. Mr. Advey stated
that he spoke to John Matricardi and noted that public notices have been
publicized by the Army Corps of Engineers and the Ohio EPA with no responses. He
added that ODNR has contacted the adjacent neighbors with no responses, he also
stated that the Cummings beach residents contacted ODNR directly and they are
fine with what is planned. Mr. Advey feels there are no concerns with this but
noted that they will have to do a lot of work that no other applicant would
normally go through due to the North Perry Marina situation. He stated that the
Township is going to have to monitor this for the first two years at an
approximate cost of $8,000 per year once it is built. Then $4,000 per year if
the first two years go well and that it is unknown how long the $4,000
monitoring fee could last. Mr. Advey noted that the Township is looking at
$16,000 for the first two years and another $32,000 if the monitoring is taken
to ten years. He added that they cannot take surplus of the Capital Budget Bill
money to set aside for this monitoring as the bond company will not allow it.
Mr. Advey informed the Board that if the sand builds up to the new breakwaters,
the Township may have to have the sand moved, which is another added expense. He
further discussed other costs that could be involved if the sand becomes a
problem, such as removing stone, again at another added expense. Mr. Advey
stated that we can’t go into this blindly and he was originally told that there
wouldn’t need to be any monitoring but due to the North Perry Marina situation,
things have changed. Mr. Advey then stated that if it gets to be a severe enough
problems that cannot be repaired, then they’ll have to tear down what was built
and the only potential silver lining is that the stone will be worth about
$150,000.00. He wished to express that there are no guarantees with this
project. He added that we don’t know what the bond cost is going to be as well.
Mr. Brotzman asked what we would be monitoring. Mr. Advey stated that we would
be monitoring the littoral flow of the sand and the depths of the surrounding
areas before, during, and after to be sure we are not robbing people to the East
of us from sand. He noted that the Army Corps of Engineers is taking 90,000
cubic yards of sand out of the Fairport Harbor/Grand River channel and dumping a
majority of it in shallow water off of Painesville Township Park and then
dumping the rest in deeper waters. Mrs. Gerred-Ditchcreek asked if Perry has to
do all of this, and Mr. Advey stated that Perry is looking at putting in a
permanent pump process to move sand from the west side to the east side, but he
noted that they are not considering the fact that there is cobble stone down
there and it will likely block the pump. He then noted the issues with this
project and the boat ramp, he stated that we had $425,000 after the fees that we
received under the State Capital bill money and will spend approximately
$289,000 on the breakwaters which will leave us approximately $136,000 for the
boat ramp. He noted that this is all under one project and the boat ramp design
can be altered if need be. He stated that John Matriacardi, Matrix Engineering,
is still hoping to get the permits this year. Mr. Wayman asked who physically
monitors this, Mr. Advey stated that he believes the ACE does it and noted that
Matrix would do the test and submit the results to them. Mr. Advey discussed the
possibility of purchasing a Kobelco, but that was just in the thought stages. He
told the Board he would keep them informed as things progress.
Mr. Advey discussed the Township pothole policy and noted that he handed
out a memo on February 18th. He stated that he is going to follow the
same basic procedure that the County Engineers & Utilities uses. If someone is
going down a road and we have no prior report of the pothole, then there is no
liability on the Township for repairs to the vehicle. He added that the Township
will then have a reasonable amount of time after that event to have the pothole
repaired.
Mr. Advey informed the Board to go over the Lake County General Health
District’s proposed calendar year budget and give any concerns or questions to
Mr. Wayman to address at the next meeting on March 14th.
Mr. Advey spent the afternoon at the Engineer’s office regarding the Lake
Road preconstruction meeting. He gave the Board a copy of the timeline and
emergency numbers and noted the road closure that will take place. Tracy from
the Engineer’s office will be putting out new releases and Mr. Advey is having
Cindi Crnic put it on the Township website. He added that they will be wanting
to use part of Madison Township Park for staging, storing, and parking but noted
that an agreement will be drawn up and given to Mr. Graham to review.
Mr. Advey stated that Paul Cook put out a memo regarding the need for
enlarging the cremation section of the cemeteries. Mr. Advey will look into this
further and come back to the Board with it at a later date. Mr. Advey stated
that some of the cemeteries have no signs, Paul Cook gave him an estimate of $80
for metal and $200 for wood carved signs. Mr. Advey stated that he is leaning
toward getting a basic sign.
Mr.
Advey informed the Board that Mr. Klco left copies of his zoning report.
Mr. Wayman wished to discuss Stanton Park pool, noting that he has
received some calls about it. He asked Mr. Advey about Pete Spittler and where
he stands on the public/private partnership for Stanton Park. Mr. Advey stated
that Mr. Spittler is still working on this project and wants to go forward with
it and is drafting up a letter to take an extension on his letter of intent. Mr.
Wayman stated that if nothing comes of this partnership, eventually something
will need to be done with the park by way of putting money into it. Mr. Anderson
stated that by the end of the month we have to renew the permit for the pool at
$65.00. Mr. Brotzman suggested that, if nothing comes of the project, that the
Board considers turning the Park over to some of the youth sports organizations.
Mr. Advey noted that it cannot be turned over to them by way of deed, Mr.
Brotzman clarified his intention was to let them maintain it. Mr. Graham also
suggested thinking about Rabbit Run as well. Mr. Advey stated that they are
looking at their own building. Mrs. Gerred-Ditchcreek had heard that there were
people willing to volunteer to help out the park pool, Mr. Anderson stated that
he has a motorcycle group that are interested in fundraising ideas to put toward
the maintenance of the pool.
Mr.
Sorensen commented that regarding the Lake Road project and noted that the
County promised the local businesses that there would be signage placed and
asked that Mr. Advey assures that they follow through with this promise.
With no further
business to come before the Board, Mr. Brotzman adjourned the Workshop Meeting
at 6:57 p.m.
__________________________
_______________________________
William A Brotzman, Chairman
Terry Gerred-Ditchcreek, Fiscal Officer