MINUTES, WEEK OF FEBRUARY 23, 2009

The Board of Trustees met on Monday, February 23, 2009, at the Butler Township Government Center, 8524 North Dixie Drive, Dayton, Ohio, at 7:00pm for a Regular Session to transact the business of the township.

Ellie Lewis, President, called the meeting to order.

APPROVAL OF MINUTES

The Minutes of February 13, 2009, Workshop Session, were submitted for approval.

OLD BUSINESS

There was no Old Business to discuss at this time.

NEW BUSINESS

A request was submitted for approval to sponsor a table at the annual event for the Visions Endowment Fund for $225 and purchase an ad for $50, totaling $275. Joe Ellis made a motion for approval to sponsor a table and purchase an ad, as submitted, with Doug Orange seconding and Ellie Lewis approving the motion.

Police Chief Hobbs provided an update for purchase radios in 2009. A request was submitted for approval to replace (18) radios, not to exceed the cost of $62,000; this purchase will utilize the CIP Fund. Joe Ellis made a motion for approval to utilize the CIP Fund for purchasing radios in 2009, as submitted, with Doug Orange seconding and Ellie Lewis approving the motion.

A request was submitted for approval to revise the Workshop & Summer Schedule for the trustees meetings during May, June, July, and August 2009. The Summer Schedule would include the 4th Monday of each month, canceling the meeting on the 2nd Monday of each month during May, June, July, and August. The Workshop Schedule will change to 5pm on the 2nd Monday of each month during May, June, July, and August, prior to the Regular Session. It was agreed that additional workshop sessions could be scheduled, as needed. Joe Ellis made a motion for approval to revise the summer & workshop schedules for May, June, July, and August, as discussed, with Doug Orange seconding and Ellie Lewis approving the motion.

A request was submitted for approval of the probationary part-time appointments in the Fire Department, on behalf of Brad Luedtke, Ben Pence, Matt Pugh, Derek Copp, Jake Coverstone, and Chris Rohwer, for the position of Firefighter/EMT. Joe Ellis made a motion for approval of the probationary part-time appointments in the Fire Department, as submitted, with Doug Orange seconding and Ellie Lewis approving the motion.

A request was submitted for approval to declare surplus inventory and advertise on “govdeals” for the Fire Department. Joe Ellis made a motion for approval to declare surplus inventory and advertise on “govdeals” in the Fire Department, as submitted, with Doug Orange seconding and Ellie Lewis approving the motion.

Resolution #09-004 was submitted to authorize the Township Administrator to sign an agreement with Choice One Engineering, not to exceed $6,990, to prepare a Topography Survey Map of the proposed Township Government Center Site at Singing Ridge. There was a brief discussion on the location of the building and setting the pin/stake for such location. It was noted that the topography map is needed prior to establishing the exact location of the building. After further discussion, Joe Ellis made a motion for approval of Resolution #09-004, as submitted, with Doug Orange seconding and Ellie Lewis approving the resolution.

Resolution #09-005 was submitted to authorize the Township Administrator to sign an agreement with Affandi Architecture and Design, LLC, to prepare construction drawings for the proposed Township Government Center/Police Facility at Singing Ridge, at a cost not to exceed $200,000. There was a brief discussion on the proposed schedule for completion of the drawings. Joe Ellis made a motion for approval of Resolution #09-005, as submitted, with Doug Orange seconding and Ellie Lewis approving the resolution.

INFORMAL BUSINESS

Fire Chief Weiffenbach had no further business to report at this time.

Service Director, Joseph Flanagan, provided an update on the salt supply for the winter road maintenance. The supply is getting low; however, it should last throughout the season. The county will restock the supply in the near future.

Police Chief Hobbs requested approval of Resolution #09-006, to abolish the position of Records Clerk and create the position of Support Specialist, thereby adopting the Job Description and Step Program for this position. It was noted that Sherry Phillabaum has resigned as the former Records Clerk and this new position will resolve the vacancy. Joe Ellis made a motion for approval of Resolution #09-006, as submitted, with Doug Orange seconding and Ellie Lewis approving the resolution.

Fiscal Officer, Mark Adams, had no further business to report at this time.

Administrator, Joseph Flanagan, reported on the receipt of FEMA Funds, in the amount of $107,000, with regards to the storm damage in 2008. Additionally, a request was submitted for approval to utilize $5,000, on behalf of Sebaly, Shillito, & Dyer Law Firm, with regards to the JEDD Agreement with the City of Dayton & review of the proposed JEDD Agreement with the City of Vandalia. Joe Ellis made a motion for approval to utilize $5,000 for legal services, as discussed, with Doug Orange seconding and Ellie Lewis approving the motion.

TRUSTEES

Joe Ellis reported on the upcoming Local Government Officials Conference in Columbus, Ohio, held on April 23rd & 24th. He requested those attending to call for reservations.

Ellie Lewis noted her interest in scheduling a luncheon for the State Representatives for the township; future dates and discussion will be forthcoming. Additionally, she noted interest in a computer salvage company in Dayton to donate old equipment; further information will be provided at a later date.

Doug Orange had no further business to discuss at this time.

HEARING OF THE PUBLIC

There were no comments from the audience at this time.

There was no further business to discuss at this time.

Doug Orange reported that the trustees have reviewed the financial statements and made a motion for approval to pay the bills of the township, with Ellie Lewis seconding and Joe Ellis approving the motion.

Doug Orange made a motion for approval to adjourn the meeting with Ellie Lewis seconding and Joe Ellis approving the motion.

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ELLIE LEWIS MARK ADAMS

PRESIDENT FISCAL OFFICER