MADISON TOWNSHIP BOARD OF
TRUSTEES
WORKSHOP MEETING
OCTOBER 11th, 2011
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, Mr. Cook. Mrs. Gerred-Ditchcreek was not in attendance.
Mr. Cook requested new cemetery software, due to the recent loss of his
computer, all of the cemetery data is safe but now there is no program to run
it. He stated that he cannot get in contact with the current cemetery software
company and asked the Board to approve the purchase of cemetery software from
Legacy Mark at a cost of $14,873.27 which includes the mapping of the three
cemeteries. Mr. Cook pointed out that he did get cost comparisons and has spoken
with other communities that are using it and has found that they are quite happy
with the software. Mr. Wayman asked him to confirm the cost of the cemetery
software, and asked how long it has been since it was updated. Mr. Cook stated
that the software was purchased in the early 1990’s. Mr. Wayman asked if the
funds would come out of the cemetery budget. Mr. Advey stated that there is an
appropriation of $22,590.00 and the total cash balance is $45,464.00 so there’s
a difference in there that Terry’s going to have to work on to appropriate this
expenditure. Mr. Advey recommended having the company complete the conversion.
Mr. Cook added that this company does have experience with converting the data
from our previous software. Mr. Wayman stated that he is okay with it and Mr.
Brotzman stated that he was looking for it on his agenda and Mr. Advey stated
that he had it on his agenda only as he wasn’t sure if the Board would be going
ahead with it.
Chief Del Calzo stated that he will be asking for a motion to approve the radio
purchase. He stated that they have made the decision to stay with the County and
feels the best choice is to stay with the Motorola radios. He stated he has a
quote from Spauldings and the County got together to negotiate with different
radio suppliers and Motorola gave a price a bit better than the state bid price.
He stated he is looking to replace twenty portable radios and noted that the
County was able to secure some grants from Homeland Security and Northern Border
Initiative. He stated that Madison Township will receive seven portables and
three mobiles paid in full. He added that he would like to purchase thirteen
portable and ten mobile radios in the amount of $70,016.40. He stated that at
the beginning of the year, he knew the new radios would need to be purchased and
that our portion of the backbone was going to be $74,000.00 so he appropriated
$180,000.00 to purchase radios and for the backbone costs. But the way it
currently looks, we will spend approximately $100,000.00, the radios being
$70,000.00 and $32,000.00 on our portion of the backbone. He noted that the
amount is far less than he had appropriated. Chief Del Calzo stated that due to
Mrs. Gerred-Ditchcreek not being here today, he couldn’t discuss it with her and
asked if he could ask for a motion to approve the purchase of the radios not to
exceed $71,000.00, Mr. Graham stated that he could. He added that if the County
goes on schedule, it’s supposed to occur in January so he intends on purchasing
the radios this year and the backbone cost won’t be due until early 2012.
Chief Del Calzo
stated that he will be asking the Board to accept the resignation of the newest
part time dispatcher.
Mr. Advey stated that he handed out copies to the Board of what he received from
the Army Corp of Engineers regarding the permit for the Shoreline Beach
Enhancement project. He forwarded a copy of their evaluation and required
changes to John Matriacardi, Matrix Engineering, who gave his okay. He noted
that, per their requirements, he will be asking the Trustees for their approval
to have Mr. Advey sign the documentation for the project and the Chairman will
sign a letter that he approves this procedure. He stated that we are still
waiting for the receipt of the permit from ODNR with the Governor’s signature
but hopefully this will still get started soon.
Mr. Advey stated that this Friday at 11:00am, there will be a pre-construction
meeting for the Round 23 and 24 Bathgate/N Watling Way Storm sewer improvements
as well as for the Orkney project.
Mr. Advey stated that he received an email from Dan Nichols regarding The Rabbit
Run which he passed out to the Board. He noted that this 5K run/walk is
sponsored by the Rabbit Run Community Arts Association and the Madison Y and
will take place on October 30th. Mr. Advey stated that he doesn’t see
any liability on the Township’s part and also noted that Dan will be notifying
area residents of the event.
Mr. Advey stated that he has the Township Driving Rules and Regulations, which
he passed out the draft to the Board a few weeks ago. He stated this is a
recommendation from KLA Consulting on behalf of OTARMA with the recommendation
that we adopt this policy and he asked if the Board needs more time to look it
over. Mr. Anderson stated that he has a few questions; do employees like Cindi,
Marina, Kim, etc that drive their own vehicles have to abide by this? Mr. Advey
stated that they will have to submit their driving records annually and that
they are just as responsible for using their own vehicles as they are the
Township vehicles. Mr. Anderson asked if they are not on the clock and get in an
accident, would it affect them. Mr. Advey stated that it could and noted that it
would be up to the Board’s determination as to the level of disciplinary action
they would take. He added that some of the policies that he has seen states that
if an employee receives six points, personal or work, on their driving record
the employee is then fired. He stated that this one is not written with the
points in and that it is at the Board’s discretion and what this is showing is
that if you have a higher number of points on your license then you are more at
risk. He then added that if they are working on behalf of the Township, driving
a Township vehicle or driving their own for Township business then that can be
an issue. Mr. Anderson stated that he understands that but he doesn’t see why it
should apply to those that aren’t driving Township vehicles or driving for work.
Mr. Graham stated that, as Mr. Advey stated, this would be at the Board’s
discretion and added that the problem lies if we don’t adopt this policy, Mr.
Anderson interjected that he thinks we should, and Mr. Graham continued by
stating that it would make if favorable to the Township’s insurance. Mr. Graham
added that in some cases it would benefit an employee who is working and not
driving a Township vehicle as they may be able to file a Worker’s Comp claim. He
stated that he does see Mr. Anderson’s point that if they are driving out of
work hours and he added that he would recommend to the Board that no discipline
is done, unless it is something really egregious. Mr. Advey stated that it would
require an annual driver’s license check to see their driving record because if
someone is habitually getting speeding tickets or at-fault accidents, we would
want to know that because we may want to determine if we want that person
driving a Township vehicle. He added that there is nothing in this policy that
states if they receive a certain number of points, they’re gone and noted that
if someone is in a CDL required position and they lose that CDL, that’s a
different part. Mr. Anderson stated that if what that employee does causes them
to lose their license and it doesn’t hinder them doing their job or getting to
and from work, Mr. Graham stated he does understand what Mr. Anderson is saying
about how the policy basically says “if you work for us, we’re going to peer
into your life” that makes him a little uncomfortable with that as well. He then
added that unfortunately in this day and age, insurance companies are dictating
these policies and noted that this policy is not as strong as others.
Mr. Advey stated that this is not insurance companies, but Township
policies that are saying if you get six points, you’re gone. Chief Del Calzo
stated that there are actually issues with the insurers, in that, if an officer
had one or two citations over the norm the insurance company will come back and
tell him that if this person receives anymore tickets they won’t insure them.
Mr. Advey stated that this has been worked around so that the Trustees are in
charge of what discipline to take. Mr. Brotzman asked if this was passed, Mr.
Advey stated it is not and he was not it putting on the agenda for this evening
but it should be done in the near future. Mr. Graham stated that if there are
any issues that Mr. Anderson has with anything, they can discuss it.
Mr. Advey stated that the Township received a Fire Inspection Certificate
showing that the Township is in compliance.
Mr. Advey stated that November meeting dates need to be set. After some
discussion, it was determined to have a 6:00pm workshop and 7:00pm regular
meeting on November 15th and if another meeting is needed, an
emergency meeting can be called.
Mr. Brotzman asked if anyone has anyone they would like to remember during the
moment of silence this evening; Rev. Berrnie Smith, Ron Smith’s dad. And Joe
Patterson, former Township Administrator; Mrs. Whipple,
With no further
business to come before the Board, Mr. Brotzman adjourned the Workshop Meeting
at 6:25 p.m.
William A Brotzman,
Chairman
Terry Gerred-Ditchcreek, Fiscal Officer