Orange Township Trustees March 17, 2014 Regular Meeting

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1 The audio recording, resolutions passed, and any attachments constitutes an accurate record of the Orange Township Trustee Minutes at the above dated meeting as determined by the Fiscal Officer. The following summary is provided as an overview of the meeting and a road map to the audio recording. Copies of this record are available by request at the Orange Township Fiscal Office, 1680 East Orange Road, Lewis Center, Ohio Chairman Deborah Taranto called the meeting to order at 7:00 p.m. This meeting was held at the Orange Township Hall, 1680 East Orange Road, Lewis Center, Ohio ROLL CALL: Deborah Taranto present, Lisa F. Knapp present, Robert W. Quigley present. TOWNSHIP OFFICIALS ALSO PRESENT Beth Hugh Maintenance and Parks Director Michael McCarthy Township Counsel Gail Messmer Township Administrator Matt Noble Fire Chief Scott Overturf Owner s Representative Joel Spitzer Fiscal Officer PLEDGE OF ALLEGIANCE The minutes were taken and prepared by Administrative Assistant Mary Ann Ross. 7:00 P.M. SWEARING IN OF CHIEF MATT NOBLE Fire Chief Matt Noble surrounded by his family and retired Fire Chief Tom Stewart and with his wife holding the Bible, was sworn in by Fiscal Officer Joel Spitzer. JUNIOR GIRL SCOUT OLENTANGY SERVICE UNIT TROOP 2716 Junior Girl Scout Olentangy Service Unit Troop 2716 came forward. The Troop leader commented that they were working on their Bronze Award project. Each one of the troop members present gave a short speech. They are doing a rain barrel project, which they feel will help the environment. The troop leader answered questions from the audience. PUBLIC COMMENTS Chairman Deb Taranto asked anyone wishing to speak on anything other than what was on the agenda to come forward. Matt Scheibeck, 2101 Coldharbor Court, Lewis Center, Ohio came forward to discuss an he had sent to the Board regarding investments. He passed out additional information and examples. He asked for the opportunity to work with the township. He gave a brief history of his interest in wanting to help the township invest its funds. He gave a brief statement of what he could do for the township. He addressed the Board s questions and comments. Joyce Dimovich, 1748 Ridgecliff Road, Columbus, Ohio came forward. She gave a long history of her family. She has numerous properties including property near or at the corner of North Road and Lewis Center Road. She evidently would like to sell her property, but she is having difficulty because there are no sewer lines that reach her property. She felt there was sewer across the road. She thought she has water to her property or to the hydrant, she wasn t sure. Ms. Taranto commented Lewis Center Road was a county road and the township could not do anything for her regarding sewer lines. Ms. Taranto suggested that Ms. Dimovich speak with Beth Hugh, Maintenance and Parks Director to exchange information. APPROVAL OF MINUTES 1

2 MARCH 3, 2014 REGULAR TRUSTEE MEETING Mr. Quigley asked that one change be made to the minutes. Page one, under Fiscal Office, under Possible Discussion and Action Regarding Insurance Renewals ; the last line in the paragraph; the 5% should read 10%. RES APPROVAL OF MINUTES Motion by Ms. Taranto to approve the March 3, 2014, regular trustee meeting minutes as modified. Seconded by Mr. Quigley. ZONING REPORT ORANGE TOWNSHIP ZONING HEARINGS/MEETING REPORT Ms. Taranto commented that the zoning report could be found on the table as you enter the meeting room. MAINTENANCE REPORT DISCUSSION AND POSSIBLE ACTION REGARDING MAILBOX REPLACEMENT Ms. Hugh commented on the information given to the trustees prior to the meeting. She proposed something similar to what Liberty Township was doing; which is a maximum of $ spent on repair or replacement of mailboxes. She explained that the township is not liable for the mailboxes, but the policy has been, if it is possible they do it. She is afraid the township is going to obligate themselves for more than they can handle, with both timing and dollar amount. She explained the current policy. She and members of the Board answered the questions and comments from the audience. Ms. Taranto asked Ms. Knapp and Mr. Quigley if they would allow Ms. Hugh to come up with a policy and possibly a resolution for the Board to review. Ms. Knapp did not feel the need for a policy. There was a discussion among the Board, Ms. Hugh and Mr. Bill Wiebell, 9170 Gramford, Columbus, Ohio Mr. Mark Robertson, 5797 Ketch Street, Lewis Center, Ohio 43035, a former township trustee gave a brief history and his opinion. Mr. Quigley and Ms. Taranto were okay with Ms. Hugh moving forward and Ms. Knapp was okay with $ being the maximum. PURCHASE ORDER Ms. Hugh commented street sweeping would be between the end of April and May; weather permitting. It will be done twice during the year; as has been done previously. RES AUTHORIZE THE ISSUANCE OF A PURCHASE ORDER TO SWEEPS A LOT, INC. Motion by Ms. Taranto to authorize the issuance of a purchase order to Sweeps A Lot, Inc., in the amount of $5,450.00, for spring street cleaning. Seconded by Ms. Knapp. DISCUSSION REGARDING IMPROVEMENTS ON BALE KENYON ROAD Ms. Hugh commented that they have met with the Delaware County Engineer s Office. The county has done their feasibility study. They looked at a shoulder design where there would be a roadside ditch; this requires more right of way. They also looked at a curb and gutter design that would match the two existing roundabouts. The county recommends a curb and gutter section that requires less right of way, less ground. Ms. Hugh would like to move forward in that direction with the county. It would be less land cost, less maintenance cost, but more construction cost. She commented when you have to resurface a curbed road, you have to mill it first. Ms. Hugh addressed the Board s questions and comments. The Board agreed to move forward with the curb and gutter design. 2

3 DISCUSSION REGARDING NORTH ROAD IMPROVEMENTS Ms. Hugh commented this had started as an FYI, but the Zoning Department has now become involved. The North Farms had recently been rezoned and it has been sold with the south side being split. She has received a call from the Delaware County Engineer s Office. Since it has been split they are only planning to do the road improvements in front of that area where homes are going to be built (phase 1 and phase 3). Tom Farahay, Zoning Inspector, has been in contact with the engineer s office and the developer telling them that he will require them to follow the approved zoning phases; i.e., phase 1 followed by phase 2, then phase 3 so the road improvements will be done following the approved zoning. EXECUTE BEVERAGE CONTRACT PARK REPORT Ms. Hugh commented this resolution was to authorize the Trustees to sign the contract. RES ACCEPTING FORM OF EXCLUSIVE AGREEMENT FOR SOFT DRINK AND WATER SALES AND AUTHORIZING EXECUTION Ms. Taranto moved the adoption of the following Resolution: WHEREAS, the Board has previously judged Pepsi-Cola Bottling Company of Columbus, Ohio ( Pepsi ), a division of G&J Pepsi-Cola Bottlers, Inc., to have submitted the most advantageous proposal for the provision of soft drinks, including carbonated and noncarbonated beverages, juices, iced teas and water on an exclusive basis for a period of two (2) years, through vending machines at certain park locations and over-the-counter sales at the concession stand of the North Orange Aquatic Center, authorized entry into a contract with such entity and directed the Maintenance and Parks Director and township attorney to prepare a written contract in accordance with the Request for Proposal issued by the Township and the Partnership Proposal received from such entity, dated January 15, 2014; and WHEREAS, a written contract has been presented to the Board which is deemed to accurately incorporate such matter; NOW THEREFORE BE IT RESOLVED that the Board of Township Trustees of Orange Township, Delaware County, Ohio, approves the form of the Exclusive Agreement for Soft Drink and Water Sales as presented to the Board and bearing in its footer the identifying version date of BE IT FURTHER RESOLVED that, pursuant to the Board s prior action authorizing entry into such an agreement with Pepsi, all members of the Board shall execute the agreement on behalf of the Board. AUTHORIZE AN ORANGE TOWNSHIP COMMUNITY PARK BOARD MEMBER TO POST ON FACEBOOK RES FACEBOOK ADMINISTRATIVE RIGHTS TO OTCPB MEMBER TERESA JOHNSON Motion by Ms. Taranto to authorize Teresa Johnson, an Orange Township Community Park Board volunteer member, to make Facebook posts as an administrator to the Facebook page. Seconded by Ms. Knapp. 3

4 AWARD CONTRACT AND AUTHORIZE SIGNATURE FOR WALKER WOOD PLAYGROUND Ms. Hugh commented that the bids did not come close to the expected pricing. Mr. Scott Overturf, Owner s Representative, came forward and commented there were two bidders. The bid was based on Miracle Playground Equipment, which is the base product used in most of our parks. The bidders came in with a different product and pricing. Mr. Overturf explained it is necessary to meet with each bidder. He will have to review each product since it was not the spec product; there are performance specs that he will have to review; to see if either product meet the criteria that the township has set. Mr. Overturf commented that after all the evaluating is done they will come back with the findings and let the Board know where everything stands. Ms. Hugh and Mr. Overturf answered all the Board s questions. AWARD CONTRACT AND AUTHORIZE SIGNATURE FOR ARCHITECTURAL SERVICES FOR COMMUNITY CENTER Mr. Overturf commented on the brief history leading to this resolution. There were three firms that were short listed and interviewed. There were ranked by an advisory and an RFP committee before negotiations could begin. He felt there was a very good scope of understanding as to what the work would be. He explained how the contract would work. He gave his thoughts on a community center. Mr. Overturf introduced Mr. Chris Meyers from Meyers + Associates Architecture, LLC. Mr. Meyers is a resident of the township and he and others are aware of, or have worked on the feasibility study and the master plan. Their firm is experienced with working on projects like this for the township. They are looking forward to working with the township and engaging the residents. Mr. Robertson commented from the audience. RES AUTHORIZING EXECUTION OF CONTRACT FOR DESIGN AND CONSTRUCTION CONTRACT ADMINISTRATION SERVICES FOR THE ORANGE TOWNSHIP COMMUNITY CENTER Motion by Ms. Taranto: Whereas, on January 21, 2014, the Board of Trustees authorized advertising for requests for proposal for design and construction contract administration services related to an Orange Township Community Center; Whereas, the Township duly advertised its request for proposals from qualified design firms and received statements of interest and qualification from various firms; Whereas, Township personnel, including its construction consultant analyzed the proposals and conducted interviews of the top candidates; and Whereas, as result of the evaluation and interview process and subsequent contract negotiation with the top candidate in accordance with R.C , the township s staff and construction consultant recommended the approval of Meyers + Associates Architecture, LLC, of Columbus, Ohio for award of the contract, with whom the staff and the construction consultant have negotiated a firm price within the Township s proposed budget for such services. Now therefore, be it resolved by the Board of Trustees of Orange Township, The contract for the Orange Township Community Center design and construction contract administration is hereby awarded to Meyers + Associates Architecture, LLC, and representatives of the Trustees are authorized to sign the form of contract as prepared by legal counsel for the Township for fee of $964, including contingency and reimbursable expense allowances. BE IT FURTHER RESOLVED that Debbie Taranto may execute such agreement on behalf of the Board. The Fiscal Officer is requested to append a certificate in accordance with RC (D). 4

5 PAY APPLICATION Ms. Hugh commented that this if for the Graphics Way Trail. RES AUTHORIZE RELEASE OF PAYMENT TO REPUBLIC BUILDERS, LLC. Motion by Ms. Taranto to authorize release of payment to Republic Builders, LLC. for pay request # 1 in the amount of $16,938.00, for Phase 2 of Graphics Way Trail. Seconded by Mr. Quigley. PURCHASE ORDERS RES AUTHORIZE THE ISSUANCE OF A PURCHASE ORDER TO MEYERS + ASSOCIATES ARCHITECTURE Motion by Ms. Taranto to authorize the issuance of a purchase order to Meyers + Associates Architecture, in the amount of $270,250.00, for Phase 1 Community Center. Seconded by Mr. Quigley. DISCUSS NORTH ORANGE/NORTH ROAD PROPOSAL Ms. Hugh commented Casto had provided the township with a proposal she was going to take to the OTCPB (Orange Township Community Park Board). However after previous discussions with Mr. McCarthy, Township Counsel, they felt it was better for the Trustees to weigh in. The North Orange property still has some issues with the property that is dealing with a hotel. She and Mr. McCarthy wondered if there should be discussions about land proposals while the issue is unresolved. Mr. McCarthy commented there is litigation going on with that issue. He has talked to each of the trustees separately and he felt that was something that should be considered before engaging in any kind of land proposals. The outcome of the litigation is unknown and how it could affect the land proposal is also an unknown. Justin Bird, 250 Civic Center Drive, from Casto came forward and discussed the options his client has and the considerations his client has for the land swap. Mr. Bird, Mr. McCarthy, Ms. Hugh, and the Board held a brief discussion. Randee Masciola, 2917 Laura Place, Lewis Center, Ohio, 43035, commented, and in her comments suggested that the OTCPB have a special meeting to review the new set of plans and considerations. Mr. Overturf commented on items that needed to be considered when reviewing Casto s considerations. It was concluded that Ms. Hugh should take it to the OTCPB; but these discussions are premised on being affected solely and only after the current litigation is resolved. A special meeting will be held by the OTCPB. Mr. Overturf was asked to review everything also. DISCUSSION POOL CALENDAR Ms. Hugh commented that she has reviewed the pool calendar with the new pool management company. The Board asked Ms. Hugh to talk with the pool management company and see if they would be willing to open the pool earlier the 2 weeks or parts of the 2 weeks after school starts. Ms. Hugh commented that for the Movie in the Park, there are four movies being considered and the residents will be able to go on Facebook and vote for their favorite movie. The movies are: Free Willy; Cloudy with an Chance of Meatballs; The Legos Movie, and Despicable Me. CBA NEGOTIATIONS SUMMARY PUBLIC SAFETY REPORT Fire Chief Noble commented this was the 12 month summary. The total savings for 12 months was $564, This total is approximately $100, over what was the projected savings. Chief Noble reviewed the areas that had the most significant savings. 5

6 FISCAL OFFICER REPORT FEBRUARY FINANCIALS Fiscal Officer Joel Spitzer commented that the Board was provided with financials for their review and he asked for an acceptance consensus. Consensus was given. THEN AND NOW PURCHASE ORDER RES AUTHORIZE THE ISSUANCE OF A THEN AND NOW PURCHASE ORDER TO INFO-LINK TECHNOLOGIES, INC. Motion by Ms. Taranto to authorize the issuance of a then and now purchase order to Info-Link Technologies, Inc., in the amount of $4,317.00, for information technology services. Motion seconded by Mr. Quigley. DISCUSSION REGARDING SHRED-IT SERVICES DURING EARTH WEEK Mr. Spitzer commented that in the past the township has offered an opportunity to the residents to shred two boxes of their personal records. Mr. Spitzer commented on pricing. Consensus was given to allow Mr. Spitzer to set something up. A day during Earth Week was discussed as a possible date. It will be done at Township Hall Park. Knowledge of it will go out to the residents via newspaper, website, list serve and Facebook. Nothing to report. Nothing to report. OLD BUSINESS NEW BUSINESS EXECUTIVE SESSION Motion by Ms. Taranto to go into Executive Session to consider the appointment, employment, dismissal, discipline, promotion, demotion, or compensation of a public employee or official, or to the investigation of charges or complaints against a public employee or official. Those invited to attend: the Board; Township Administrator, Ms. Messmer; Township Counsel, Mr. McCarthy; and Fire Chief Noble. Motion by Ms. Taranto to return to Regular Session. RES FIRE DEPARTMENT INVESTIGATION Motion by Ms. Knapp that the Fire Chief has conducted an investigation into a situation at the Fire Department and the Trustees have examined his recommendation and find there is no basis for us to pursue the investigation any further. Seconded by Ms. Taranto. VOTE: Knapp yes, Taranto yes, Quigley yes. There was no further business, meeting adjourned at 9:15 p.m. 6

7 Deborah Taranto, Chairman Lisa F. Knapp, Vice Chairman Robert W. Quigley, Trustee Attest: Joel M. Spitzer, Fiscal Officer 7