Regular Session

October 13, 2009

Trustee Corey opened the meeting at 6:30 p.m. Trustee Patterson and Trustee Romano was present. Also present was Interim Administrator Bill Becker, Fiscal Officer John Wahle and Law Director Tom Swope.

A representative of Origins Church gave the opening prayer.

Trustee Patterson led the Pledge of Allegiance.

Proclamation

Trustee Romano announced township activities during the week of Veterans Day including dedication of Deerfield Honors Veterans Memorial Plaza on November 8. He read the following proclamation on behalf of the Board of Trustees.

PROCLAMATION SUPPORTING DEERFIELD RESIDENTS

WHO ARE SERVING OR HAVE SERVED IN UNITED STATES MILITARY AND DECLARING THE WEEK OF NOVEMBER 8 THROUGH 14, 2009

AS A SPECIAL WEEK OF RECOGNITION

            WHEREAS, with deep gratitude to the members of Deerfield Honors Veterans, Deerfield Township will dedicate Veterans Plaza in Cottell Park on Sunday, November 8, 2009; and

            WHEREAS, November 11, 2009 is Veterans’ Day, a day when citizens of the United States of America honor Veterans; and

            WHEREAS, Deerfield residents have served honorably in the Military Forces of the United States in every war since the Revolutionary War; and

            WHEREAS, Deerfield residents who serve in the United States Military and their families are special members of our Community;

            NOW, THEREFORE, BE IT RESOLVED by the Board of Trustees of Deerfield Township, Warren County, State of Ohio:

SECTION 1.  That Deerfield Township recognizes: that America’s Military Forces and their families make a commitment to our Nation and Community every day; that the strength of our warriors comes from the strength of their families; and that the strength of  military families is supported by the strength of the Community;

SECTION 2.  That Deerfield Township, by its Trustees, residents, employers, educators and civic and business leaders are committed to building a partnership to support the strength, resilience and readiness of America’s Military and their families; and

SECTION 3.  That the week of November 8 through 14, 2009 is declared a special week of recognition for our Veterans and those Deerfield residents currently serving in the Military and their families.

Public Comment – None

Items to Remove from Consent Agenda – None

Fiscal Officer

John Wahle presented the agenda items.

A motion by Trustee Romano and second by Trustee Patterson to approve Purchase Orders 09-13192, 09-13250, 09-13258, 09-13259, 09-13264, 09-13266, 09-13273, 09-13286, 09-13293, 09-13298, 09-13299, 09-13307, 09-13338, 09-13339, 09-13340, 09-13342, 09-13345, 09-13347, 09-13348, and 09-13354. Motion carried unanimously.

A motion by Trustee Romano and second by Trustee Patterson to approve Resolution 2009-71 A Resolution Directing Payment of Township Expenses, Declaring an Emergency and Dispensing with the Second Reading. Motion carried unanimously.

Board Action – New Business

Community Development

A motion by Trustee Romano and second by Trustee Patterson to declare the property at 3928 Route 22 & 3, Loveland, Ohio, 45140 a public nuisance, pursuant to the ORC §505.87 and adopt Resolution 2009-72, A Resolution Providing for and Authorizing the Removal of the High Grass and Weeds Located on 3928 Route 22&3, Dispensing with the Second Reading and Declaring an Emergency. Motion carried unanimously.

Public Works

Project Manager Eric Reiners presented the agenda items.

A motion by Trustee Romano and second by Trustee Patterson to authorize to proceed with the 22 & 3 pathway project, pay the required invoice in the amount of $188,100 to ODOT and authorize for all applicable documents to be executed. Motion carried unanimously.

A motion by Trustee Romano and second by Trustee Patterson to authorize an additional NTE amount of $11,000 for the Old Irwin Simpson-Schappacher Park improvements and authorize the township administration to sign any applicable documents. Motion carried unanimously.

A motion by Trustee Romano and second by Trustee Patterson to proceed with the as-built drawings for a cost NTE $2,500 and authorize the township administrator to sign any applicable documents. Motion carried unanimously.

A motion by Trustee Romano and second by Trustee Patterson to award the 2009 Street Marking Contract to the low bidder, Kneisel Contracting, for a cost not to exceed $24,700 and authorize the township administrator to sign any applicable documents. Motion carried unanimously.

A motion by Trustee Romano and second by Trustee Patterson to award the 2009 Crack Sealing Contract to American Pavements, Inc. at a cost not to exceed $25,000 and authorize the township administrator to sign any applicable documents. Motion carried unanimously.

Public Works Director Larry Weis presented the agenda item.

A motion by Trustee Romano and second by Trustee Patterson to enter into the attached Agreement and approval of up to $20,000 for street sweeping and debris removal and to approve Resolution 2009-73 A Resolution Authorizing the Entering into a Memorandum of Agreement to Secure Street Sweeping Services, the Entering into a Contract for Street Sweeping Services and Dispensing with the Second Reading. The administrator is authorized to sign the Agreement and any applicable documents. Motion carried unanimously.

Parks

Eric Reiners presented the agenda items.

A motion by Trustee Romano and second by Trustee Patterson to approve the Change Orders from Butler County Electric at a combined cost of $4,761.70 for the Deerfield Honors Veterans Plaza at Cottell Park and authorize the Township Administrator/Park Director to execute all necessary documentation for the contract agreement. Motion carried unanimously.

A motion by Trustee Romano and second by Trustee Patterson to approve the proposals for Rapier Electric at $7,500, Holthaus Plumbing at $5,500 and RE Middleton Construction at $3,872 to complete the Schappacher Park Restroom Facility Improvements, and authorize the Township Administrator/Park Director to execute all necessary documentation for the contract agreement. Motion carried unanimously.

Administration

Bill Becker presented the agenda items.

A motion by Trustee Romano and second by Trustee Patterson to approve payment of Invoice #89587 from Rich Holthaus Plumbing Co in the amount of $4,000 and Invoice #M65272 from Landscape Structures in the amount of $54,980 from the TIF 98 General Reserve Fund. Motion carried unanimously.

A motion by Trustee Romano and second by Trustee Patterson to approve payment of Invoice #0014979-IN  from Rapier Electric, Inc. in the amount of $29,730.88 from the TIF 98 General Reserve Fund. Motion carried unanimously.

A motion by Trustee Romano and second by Trustee Patterson to enter into the Retail Power Sales Agreement with Duke Energy Retail Sales, LLC and authorize the Township Administrator to execute all necessary documents on their behalf. Motion carried unanimously.

A motion by Trustee Romano and second by Trustee Patterson to approve Resolution 2009-74, A Resolution Providing for the Issuance and Sale of Notes in the Maximum Principal Amount of $10,980,000, in Anticipation of the Issuance of Bonds, for the Purpose of Discharging at Maturity Bond Anticipation Notes Heretofore Issued by the Township to Pay the Costs of Acquiring Park Land and Related Costs, and Authorizing a Registrar Agreement and a Note Purchase Agreement. Motion carried unanimously.

A motion by Trustee Romano and second by Trustee Patterson to approve Resolution 2009-75, A Resolution Providing for the Issuance and Sale of Notes in the Maximum Principal Amount of $2,000,000, in Anticipation of the Issuance of Bonds, for the Purpose of Paying the Costs of Acquiring and Constructing Permanent Improvements for Fleckenstein Park and Paying Other Permissible Costs, and Authorizing a Registrar Agreement and a Note Purchase Agreement. Motion carried unanimously.

A motion by Trustee Romano and second by Trustee Patterson to approve Resolution 2009-76, A Resolution Providing for the Issuance and Sale of Various Purpose Notes in the Maximum Principal Amount of $12,980,000, in Anticipation of the Issuance of Bonds, for the Purpose of Discharging at Maturity Bond Anticipation Notes Heretofore Issued by the Township to Pay the Costs of Acquiring Park Land and Related Costs, Paying the Costs of Acquiring and Constructing Permanent Improvements for Fleckenstein Park and Other Lawful Costs and Authorizing a Registrar Agreement and a Note Purchase Agreement. Motion carried unanimously.

Approval of Minutes

A motion by Trustee Romano and second by Trustee Corey to approve the meeting minutes of August 27, 2009 work session as presented. Motion carried unanimously.

A motion by Trustee Patterson and second by Trustee Corey to approve the meeting minutes of September 15, 2009 regular session as presented. Motion carried unanimously.

The meeting minutes of September 24, 2009 work session will be corrected on line 110 and resubmitted at the next meeting.

Consent Agenda

Fiscal Officer

A motion by Trustee Romano and second by Trustee Patterson to approve Warrants #55605 through 55709. Motion carried unanimously.

Human Resources

A motion by Trustee Romano and second by Trustee Patterson to approve the attendance of Jennifer Weisser and Doug Adams at a one day GIS workshop in Columbus, Ohio on November 6, 2009. Motion carried unanimously.

A motion by Trustee Romano and second by Trustee Patterson to recognize the completion of probationary period by Captain Mark Miller, Captain Don Trapp, Lt. Marc Brinker, Lt. James Butler, Lt. Chris Posega, Lt. Andy Register, Lt. Pat Strausbaugh and Lt. Jason Todd. Motion carried unanimously.

Executive Session

A motion by Trustee Corey and second by Trustee Patterson to enter executive session to discuss disposition of property and personnel issues. Motion carried unanimously.

 _____________________________                       _______________________________

Dan Corey, President                                                                John Wahle, Fiscal Officer