JEFFERSON TOWNSHIP

AGENDA JEFFERSON TOWNSHIP, MONTGOMERY COUNTY, OHIO

BOARD OF TRUSTEES WORK SESSION Tuesday, October 3 rd , 2017 - 6:00 p.m.

Welcome / Pledge of Allegiance Trustee Roy Mann, President, Jefferson Township Board of Trustees

Moment of Silence to Honor our Military, Firefighters, Sheriff's Deputies, and Road Workers as they serve our community here and abroad.

Call to Order / Roll Call Roy Mann 0 James McGuire (4 Russell Back 0'

IV. Fiscal Officers Report - Tracey Edwards

V. Old Business - Jefferson Township General Operations Levy Discussion Oct 1 a

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itn VI. New Business i; I t+ Pio

- 2018 Budget Meeting Discussion & Setting Work Session P 4-lyte-Vit potI

- Forming Task Force for the Development of a Township Wide PropertyVaintenance Code -Beggars Night (Set Date) , :4, _ 12.

&Mini Hee 7_, Administrators Report - Steve Woolf

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VIII. Trustees' Cmments / Reports • Trustee Roy Mann • Trustee James McGuire • Trustee Russell Back

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VII. P 5.14 CP-- t." fee vas se.s. iC

IX. Adjourn 1 ° Motion: 2 nd Motion: ate (-71)% re.

Roll Call: Roy Mann ( ) James McGuire ( ) Russell Back ( )

NOTE: Work Sessions are permitted to be held by Elected Officials, as granted by the Ohio Revised Code, as long as

they are pre-announced to the public, it is held in a public place, and the public is permitted to attend. The Work

Session is strictly for the purpose of discussion on Township issues, and NO Voting or Action is permitted to be taken

in this meeting. The Public is not permitted to contribute or address the Work Session, unless the Trustees directly grant permission. The Work Sessions are recorded for public record purposes and maintained by the Fiscal Officer for

Jefferson Township. Mr. Roy Mann Mr. James McGuire Mr. Russell Back

President, Board of Trustees Vice President, Board of Trustees Board of Trustees

One Business Park Drive * Dayton, Ohio 45417-8403 * 937.262.3591 * Fax: 937.262.3599 *www.jeffersontwp.org

EFFERSON TOWNSHIP

AGENDA JEFFERSON TOWNSHIP, MONTGOMERY COUNTY, OHIO

BOARD OF TRUSTEES WORK SESSION Tuesday, October 3 rd , 2017 — 6:00 p.m.

I. Welcome / Pledge of Allegiance Trustee Roy Mann, President, Jefferson Township Board of Trustees

II. Moment of Silence to Honor our Military, Firefighters, Sheriff's Deputies, and Road Workers as they serve our community here and abroad.

III. Call to Order / Roll Call Roy Mann ( ) James McGuire ( ) Russell Back ( )

IV. Fiscal Officers Report — Tracey Edwards

V. Old Business - Jefferson Township General Operations Levy Discussion

VI. New Business - 2018 Budget Meeting Discussion & Setting Work Session - Forming Task Force for the Development of a Township Wide Property Maintenance Code -Beggars Night (Set Date)

VII. Administrators Report — Steve Woolf

VIII. Trustees' Comments / Reports • Trustee Roy Mann • Trustee James McGuire • Trustee Russell Back

IX. Adjourn 1 st Motion: 2 nd Motion:

Roll Call: Roy Mann ( ) James McGuire ( ) Russell Back ( )

NOTE: Work Sessions are permitted to be held by Elected Officials, as granted by the Ohio Revised Code, as long as

they are pre-announced to the public, it is held in a public place, and the public is permitted to attend. The Work

Session is strictly for the purpose of discussion on Township issues, and NO Voting or Action is permitted to be taken

in this meeting. The Public is not permitted to contribute or address the Work Session, unless the Trustees directly

grant permission. The Work Sessions are recorded for public record purposes and maintained by the Fiscal Officer for

Jefferson Township. Mr. Roy Mann Mr. James McGuire Mr. Russell Back

President, Board of Trustees Vice President, Board of Trustees Board of Trustees

One Business Park Drive * Dayton. Ohio 45417-8403 * 937.262.3591 * Fax: 937.262.3599 *www.jeffersontwp.org

S.

JEFFERSON TOWNSHIP

JEFFERSON TOWNSHIP, MONTGOMERY COUNTY, OHIO BOARD OF TRUSTEES WORK SESSION Tuesday, October 3 rd , 2017 — 6:00 p.m.

1. Welcome / Pledge of Allegiance Trustee Roy Mann, President, Jefferson Township Board of Trustees

II. Moment of Silence to Honor our Military, Firefighters, Sheriff's Deputies, and Road Workers as they serve our community here and abroad.

III. Call to Order / Roll Call Roy Mann (X)

James McGuire (X) Russell Back (X)

-Woolf: Good evening to the Trustees, Fiscal Officer, and to the Public. Our first part of business for the Work Session is for the Fiscal Officer, Tracey Edwards. Do you have any points you would like to make to the Trustees?

IV. Fiscal Officers Report — Tracey Edwards -Yes she does. Since it is getting close to the end of the year a lot of items are needing to be done due to the County. She has been very busy. She needs to let you guys know that stuff is not going to get done as fast as you need it. So you can't wait to the last minute if you need something done. Also we are going to have to do something about credit card purchases or any purchases on any of the credit cards. If they (the purchases authorized) are not an emergency, we need to start doing purchase orders, which she has (the form) in her mailbox to request things so that the Trustees know that you are doing with the credit cards. She is saying this only for emergencies because we are getting a lot of request from different ways. For one example we needed reflective tape for the truck for State Regulations; she noticed we got a request for reimbursement for tapes that Randy had purchased. Then we purchased some more tapes on the credit card. There was no explanation of why we needed so much. She is going to need some type of paperwork to document that so the Trustees are aware of that.

-McGuire: Randy would flunk his CDL exam if there wasn't tape on the trucks. And he guesses it was supposed to have been there for how long...

-Woolf: Since the department of transportation set the standard 25-30 years ago. All trucks are supposed to be marked with the minimum of white or red stripe in the rear and none of our vehicles have it.

-Back: Do you have the information pertaining to the regulations?

-Woolf: It is in the ODOT book and he has it on his desk. In order for our people to go and take any type of driving test or any recertification of our vehicles, they have to be marked. Randy took one of the vehicles to be approved and they were going to reject it due to not having the right tape. Because we only have one credit card and it wasn't available at the time, Randy had to put it on his own personal credit card to get it done. It was a small amount bought at the local vendor because that's all he could find in the Dayton area that had available. Then we made a second purchase for all the rest of the road garage equipment. This is so none would go onto the roadway in violation of such. So we went ahead and ordered a second amount and we got double the amount for half of the price. So we saved the township money by doing it the second time after being able to get the credit card. So one credit card to use for all the departments is very difficult. -Back: He thought we resolved that issue. Is there any reason why not? We went through a lot of discussion on how we were going to fix that issue. Now we are back to square.

-Woolf: It has not been resolved. It is all in with the Fiscal Officers hands, he doesn't have anything to do with it. He would say that we are back at square one.

I Of i Jefferson Township Board of Trustees Work Session — Tuesday, October 3' d , 2017

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-McGuire: That was passed unanimously on July 18 th

-Tracey: It was Resolution No. 17-084? On credit cards, you guys did a resolution but the policy doesn't match that so she had a talk with Mr. Mann in order to determine how we are going to distribute the credit cards. Because the policy is not up to date.

-Mann: Are we going to go ahead and use the old policy and give Fire, the Administrator and Road a credit card? When will that happen?

-Tracey: Yes. When they mail them to her.

-McGuire: So you haven't attempted to try to order them yet?

-Tracey: She said when they mail them to her she will give them out.

-McGuire: So you haven't ordered them?

-Tracey: When they mail them to her she will get them out.

-Mann: Thank you.

-Tracey: Her discussion goes back to what she was saying she understands the explanation but when you have two separate purchases like that it's a question of why we keep purchasing all of this tape. There is nothing written that says this so this was the reason why she brought it up.

-Woolf: He wrote on those invoices and he did have an explanation but we have the approval of our Road Trustee telling us to do this as well as Mr. Mann because we needed it in an emergency.

-Back: Is that the reason why he wasn't contacted?

-Woolf: Because you are not over the road? Mr. Mann was here and we made the phone call to Mr. McGuire because we followed protocol. We just needed help.

-Tracey: She just didn't have the paperwork for the two separate things and that is why she needed an explanation, it wasn't that she was trying to question was it done or not she just needs to have it for her records. Again, that was an example. She needs those types of things that if they are not an emergency she needs a purchase request in order to get that on a credit card. Because the Trustees need to know and if they do know she is not aware of it because she doesn't have the paperwork that says okay they approve it. So it is kind of a break in communication there because like you just said the Road Trustee knew that it was being done but she didn't have any paperwork that told her that other than on your paperwork. She got Randy's first and then she got Steve's and she didn't know why there was so much. She just wants to let you know that it wasn't clear to her. Also on those reimbursements, they need to go to the Trustees first before they come to her.

-Woolf: They will attach who gave the approval to the top of the next invoice(s).

-Back: For future reference just because he wasn't available to ask in regards to this doesn't mean that you can't give him the information after the fact so that he is aware of it. -Woolf: Okay, that was never really said before but okay. Trustees do you want to see all of the purchases before we make them in an emergency or non-emergency. What do you guys want to do because you are delaying people back here getting their service.

-McGuire: Well every employee is empowered to spend up to $750. He doesn't understand why there is so much of this discussion. We are out of compliance. Somebody would have been upset if this man came back without his CDL.

-Tracey: That was an emergency. There are other credit card purchses that aren't emergencies.

-McGuire: There is only one credit card circulating and that is the ire Chief. Are you saying that every expense from the Fire Chief should be an emergency going fo ard?

2 of 10 I Jefferson Township Board of Trustees Work Session — Tuesda , October 3 rd, 2017

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-Tracey: It doesn't matter how many credit cards we have. That is irrelevant. You have a credit card to use. You have to denote it to a specific fund. You in your household, just have one credit card don't have five credit cards. At least she doesn't think for different purchases. She just needs to know which funds that money is going to.

-McGuire: The Fire Chief's card is automatically assigned to fund code 2111 & 2281 according to Resolution No. 14-14.

-Tracey: No it is not. The credit card right now is the only credit card on our account and we have $7,500 so that credit card can be used up to $7,500 right now. There is no limit on that credit card. There is today because she has changed it because we are getting all of those other credit cards. Before that there was no limit on that credit card. When you (trustees) passed that Resolution there is now a limit of $1,500 on that credit card. That will be on all the other credit cards too. There was no limit on that credit card at the time it was being used.

-Woolf: But you have a policy of $750 per person so they are not going to violate that.

-Tracey: But if you don't have $750 in your budget it doesn't matter what the limit is.

-Woolf: He is not here to argue he is here to ask questions because all we ask for is guidance Trustees. We have to follow what guidance you set for us. The purchases that we made were approved on your last report before they made the purchase. It showed the money in the account; he writes the number down and approves the purchase.

-Tracey: They weren't approved before they were made though.

-Woolf: Yes but they have to be. They asked their person over the road department what to do. Does he have to get Tracey's approval?

-Tracey: As far as her records show they weren't approved before the purchase.

-Woolf: So what do you need, just give us guidance.

-Tracey: She needs to see what you showed the Trustees, she needs to have that.

-Woolf: They told them what the need was whai the cost was and then they approved it.

-Tracey: So what did they approve? Did they s'gn a piece of paper? Or you did it over the phone?

-Woolf: No because they were not here at the ti me.

-Tracey: An email that says Trustee McGuire approved it would be sufficient. (for example)

-Woolf: Okay. Good. Thanks for that guidance s

-Tracey: At least then she would not have the question of who approved it. Something she will have to find in the future in her records where that is. She is not questioning what the policy says; she is just saying she needs to have it in her records.

-Woolf: Okay, we will do that.

-Tracey: Right now she thinks that is all that she has.

1 of 10 I Jefferson Township Board of Trustees Work Session — Tuesday, October 3 rd , 2017

V. Old Business - Jefferson Township General Operations Levy Discussion -Woolf: Trustees the volunteers have been meeting about the levy. They have done a real good job at meeting; they had a meeting here last night. Mr. McGuire can you update us on where the levy group is at this point and where we need to go.

-McGuire: Signs are due to arrive and should be here on the 10th . We have 2,000 handouts coming.

-Woolf: Anything else, any committee members or volunteers have any input? (None)

VI. New Business 1. 2018 Budget Meeting Discussion & Setting Work Session -Woolf: This time of year we need to talk about budget meetings & discussions Trustees and Fiscal Officer and setting dates so we can have Work Sessions on the budget. That way it is done and prepared for the end of the year. He knows a year ago we had to go to an extension. When your budget goes to an extension sometimes you have to wait to know what your final budget is in April and that is already one quarter into the year. It is very good practice to have a budget set meaning if you make adjustments in January and February you have a very good path of where you are going by the first of the year. So when you set goals for your department heads we do reviews of all the workers, they see the same vision goals as everyone else does. Without knowing where our budget is and not know what you plan on doing next year, you delay that into May, or April and getting your crews going in May. We are then already five months into the year. By then we have things like grass growing and various things like that. We went through this last year being delayed and he thinks it would be smarter of everyone involved to set a good realistic budget before the end of the year. So that being said he thinks it would be good if you guys think about having budget meetings. We had one last year he knows Russ, we had one here on Saturday and we went over ribbon cutting at the restaurant on Third Street. Russ agreed that we did a couple of Saturday's. Woolf said that he thinks it is very healthy for you that way you can open or lay the books out on the table and ask as many questions as you need to and work on your budget. Those meetings have to be set by you folks. The less second guessing that you do and the more preplanning you do the better off the service you give to the community. So you are not waiting to see when our next distribution comes in from the County. You already have a pretty good handle on where your periodic expenditures are going to be. It is very smart. He doesn't know if Trustees have calendars or if you want to wait until the next meeting to get together on actual dates. He just wanted to bring that up tonight. Any comment before he moves on to the next item.

-Back: It would be a good idea for us to start a little earlier because we were kind of in a rush to get that done last year.

-McGuire: Do you want to throw in some dates?

-Woolf: That might be smart because everybody is busy.

-Back: He knows there has recently been some issues pertaining to the budget of the fire department. Is the Fire Chief going to be involved this year? That way we are all on the same page as far as purchasing and what's needed

-Woolf: You can invite anybody. He thinks it is very good to train your department heads on the budget and how you expect the budget to run. You know none of us can foresee the disasters, none of us can pgrceive the reduction of funding that has occurred as everyone in the Township government in thel last two years from the State government. We can't foresee that but at least if you have a good handle on your budget and then they tell you that you are going to take a cut

Jefferson Township Board of Trustees Work Session — Tuesday, October 3 , 2017

from your funding then you know where to back off your numbers or to cut down your

expenditures. But when you are doing it the other way playing catch up, it is not very healthy.

-Back: Do you think we should schedule one this month.

-Woolf: He thinks so. If you are going to get it done just realize the holidays which really conflicts

with everybody's personal schedule. You've got October, and most of November and maybe

going into December you might have most of it already done. It just depends on if you have an hour to spend or a half hour to spend or a couple of hours.

-Back: How about the Tuesday, October 24 th? The 26th maybe? He thinks it would be good to have the department heads to show up at the first couple meetings so they could throw out whatever it is they might need for their department.

-Mann: Can we get another date besides Tuesday or Wednesday?

-McGuire: What about Thursday, October 19 th? (Consensus)

-Woolf: Once you decide on your dates we will advertise them so that it is a public meeting and

people are allowed to come and sit and listen. Because it is a Work Session they are not allowed

to contribute unless you ask them to contribute. How about a date in November?

-McGuire: Tuesday, November 14 th ? That is our in-between week.

-Mann: That is alright.

-Woolf: Tuesday, November 14 th correct? (Consensus) You can always move the date obviously

we just have to notify the public within 24 hours. Do you want to pick on in December just so it is

on the calendar? If you don't need it you can cancel.

-Back: Tracey does any of those dates work for you?

-Tracey: She doesn't know.

-Randy: Is there a time you want to start?

-Woolf: Russ said 6:00 p.m.

-Mann: Tracey the dates you said are not good for you.

-Tracey: She doesn't know. She doesn't know what you guys need to prepare for the meeting. Or

what you are going to need to do. She doesn't know if they are going to work or not. The first one

especially because she doesn't know what you are going to need for that meeting.

-Woolf: We can ask the Trustees and get it to you by the end of the week. Almost 3 weeks out.

-Tracey: She just needs some time to prepare all of the information. Like she stated originally she

has a lot to do at this time of the year.

-Woolf: What about Thursday, the first week of December? That stays away from the holidays.

That way if you feel like you are done you don't screw up your holiday season. You can have

some discussion in that meeting and at the first meeting of the month too.

fott1 t

Jefferson Township Board of Trustees Work Session — Tuesday, October 3 rd , 2017

-McGuire: That's the 7 th of December. (Consensus)

-Woolf: The dates right now are the way he heard you folks is Thursday, October 19 th @ 6pm,

Tuesday, November 14 th @ 6pm, and Thursday, December 7 th @ 6pm. (Consensus)

2. Forming Task Force for the Development of a Township Wide Property Maintenance Code

-Woolf: The Zoning Commission had brought forth and he will have John Calligan expand on this

in the regular meeting; they showed interest in developing a property maintenance code for the

township. Because it is not in the scope of the BZA or the Zoning Commission responsibilities per

the Ohio Revised Code you have to form a new committee. Which can include all of those

members if they choose to be on it or others from the outside. The suggestion was made to put a

task force together to study the possibility of having a maintenance code to go along with your

zoning code and your code enforcement programs. What is property maintenance? It is basically

what it says, things like spouting fell down off of a house and someone doesn't fix it. There are

only a limited number of rules that you can follow due to the Ohio Revised Code. It is stipulated,

you cannot change it, and you can't pass your own rules. But Butler Township for example

Montgomery County has one. Washington Township has one. Miami Township has one.

Harrison Township has one. Basically it helps to be able to at least get that home that has

become a nuisance and try to encourage the landowner to bring that property back up to code. He

has had some extensive research in it but he didn't realize the committee had asked for it. They

actually started the conversation on their own and wanted to do it. He brings it to you guys as an

idea, would you want one, would you let one get started. Before he came here, those before us he

understands it was started and researched. Then they had a County Prosecutor that said you

couldn't have it. That Prosecutor left. The new Prosecutor says yes. It is one of those things he

thinks when he and Russ came in it was probably dead. But it had some documents ready. This

committee wants to look at those old documents or whatever is out there or gather somethings

from the committees that are out there in the county and then get started on what ideas they can

throw on paper.

-Back: that has been brought up countless times throughout the year in regular meetings. He

thinks it would be a great idea. Can we post this information on the website to let the public know

we are seeking this committee? Do you have any other ideas as far as how to get the word out to

see who might be interested in being on those committees?

-Woolf: We still have that open ad out there for anyone that wants to sign up for the BZA & Zoning

Commission; this could also be part of that opening. We haven't received any applications back

from any residents wanting to serve on those committees yet but we will re-publicize it again if

you'd like with that included. We place legal ads, we have it out here on the board and we also

have it on the website. If you have other ideas he is all about getting a flyer put together or

something. You Trustees have to appoint someone for those openings on the BZA and Zoning.

This year it is informal because it is not official until you decide to adopt a code and then at that

time there may be a committee and you will have to appoint residents to sit on that committee. For

now you don't have to do any appointment it is all by volunteer until you prepare the document.

-Back: Will the Code Enforcement Officer Randy be involved in this?

-Randy: Yes.

-Woolf: It is part of his responsibility, he will be overseeing this. If you guys want us to move

forward and start perusing it they will start advertising for people to volunteer for it.

Jefferson Township Board of Trustees Work Session — Tuesday, October 3 rd , 2017

3. Beggars Night (Set Date) -Woolf: This time of year everybody has Trick-Or-Treaters and we need to decide what night you'd like to set. He put a sample Resolution in the packets that was used in years past. That date that he put on it does not have to be that date. The date that he has on that Resolution is the date that City Village of Managers Association picked which is Tuesday, October 31', 6-8pm but you Trustees can pick any night that you want Beggars Night to be. That is something that you might want to do so that residents will have little goblins' and witches coming to their doorstep. And for drivers to drive safely through the community and coordinate with the Fire and Police to run the streets a little more actively that night so we can help those kids and families out from being unsafe. Obviously we have to adopt and make decision in the regular meeting but he wanted to bring that to your attention.

-McGuire: Is the 31s t a traditional date?

-Woolf: It's been held by some communities on Saturday night. They have sometimes had it on a Monday or Tuesday. Some say that they don't have it on a Friday or Saturday because you have the older kids that are out menacing in the neighborhoods beyond the 6 or 8 begging night hours. You might have an occasional DUI driver out there on the weekend that you don't want to expose your children to. It bounces around but all cities voted in a meeting two weeks ago to have theirs on the 31 st . The Township Association doesn't really pick a beggars night like the cities and managers do. It's up to you guys, think about it until we get into the regular meeting.

-Back: He is sure the roadways will be a lot safer during the week.

VII. Administrators Report — Steve Woolf -Woolf: Update that he and Randy interviewed all of the Road hires as you requested. They are now in the background check and drug screening process now. The Sheriff's Office and US Healthworks is working on those issues on those candidates as you have identified. That is the total of five individuals of the names that you told him to interview. -Christmas Party, in the past the fire department had their traditional Christmas Party at the fire station. Then there was a Christmas party here for the public with Santa Claus. Then we had a staff Christmas party during the day here in the office. Knows that Tracey has been actively involved in the past, so has Adrianne and so has Corby. So have a lot of volunteers. He just needs the Trustees to think about what they want to do this year. If there is a budget how much, if any, do you spend? The Chief said that he is willing to do whatever with his party. He has had some people that are not part of the department that wanted it the traditional old way. But chief is willing to do whatever you guys decide to do. He thinks we need to get that nailed down for the staff and then the community. Because if you decide to do the community party again we should promote it amongst Blairwood Schools and all of those places that we can to invite the kids to come here. -We are in the middle of Cemetery Deed Transfers. There are three families in the Cemetery that want to transfer their deeds to other family members or give to a church. We are in the middle of working on that deed process at the present time. There were three of the burials this year, the contractor that we use was out there today and they top dressed all of the properties with fine dirt and they grass seeded the burial sites. They are completing their part of the contract. -He gave the Trustees guidelines that he wanted them to do with the Cemetery. He is still reviewing some other materials that will be for a different meeting. There was a green folder that he gave the Trustees at the last meeting so we are working on updating and trying to get the cemetery ready so you can open up for sale.

-Back: The folder that you gave him was actually an agreement for contracting Jefferson Township Fire and Emergency Medical personnel for the fairgrounds and expo center.

Jefferson Township Board of Trustees Work Session — Tuesday, October 3' d , 2017

-Woolf: That was extra. He apologizes. He has the guidelines for the Trustees to review. They are just rough drafts but the biggest thing is to remind you wherever the decision was made in years past they decided not to sell new lots. So the cemetery has been not available to the public, to the voters, to the families that live there, unless they already bought a lot in recent years and they pass away, the Trustees voted not to sell anything new. As you see your budget you are down to less than $1,700 in that fund now for the whole cemetery maintenance. You need to do something. His suggestion was to open it back up and start selling new lots. But before you do that you have to have a good program, instruction, rules, regulations, and pricing. All those pieces have to be in place before you would sell a lot. Then you Trustees have to pass a Resolution to open it back it for sale. We are working on that program as we speak.

-Woolf: The last thing is what Chief was going to bring up we are working on a contract proposal for services to be delivered to the fairgrounds for our EMS and Fire. So that it is not a burden on our budget. In other words if there is an event there and they require Fire and EMS to be there we will be compensated for such. That is in the middle of negotiations so he has no idea the outcome. He and Chief are working on doing everything that they can to get additional revenue from somewhere that is going to require at times EMS services.

-Back: Do you have any idea how soon this agreement may be finalized? Throughout the Fair proceedings that it was a major concern of the Township residents on how it will affect emergency services here in Jefferson Township. He would hope that this would be something that is presented to the public before it is finalized and agreed upon. He is sure that it is a mere coincidence that he ended up with this document. If it had not been put in his folder, he would have known nothing about it. He hopes that there is more collaboration and a little more transparency as to where we are going to go with this and the final numbers before it is signed off on.

-Woolf: We go in about a week or two to meet with the Fair Director to further discuss but he can't tell you. This is a working document. Once you Trustees decide what you want it will be a public document. It always will be. Chief has copies to give each of you Trustees. Chief has copies and Woolf has copies because they did it together. They both made their edits and they came up with this. This is just the beginning document. He will tell you that it comes off of the template that he created for the Wright State Nutter Center when he was over there as a Marketing Director and it was the City of Fairborn contract that he helped draw up when they build the Nutter Center to bring EMS services in for Fairborn. This is not that big of a facility but still it is a very good template. This template is still used today as the Nutter Center has been open over 20 years and the City is still using somewhat of a template that he helped draft. He feels pretty confident about this documentation but we are only one side. You have to go negotiate with the other but Russ you will be fully involved. If you want to come to those meetings, whatever needs to be done. We are trying to help the Township.

VIII. Trustees' Comments / Reports • Trustee Roy Mann

- We are paying a company that is taking care of our Zoning Director $40 per hour so that he can work for the township. This has been going on for 2-3 months. We have been trying to pass a Resolution to go ahead and hire our Zoning Director for almost half the price we are paying the engineering firm. He would like to bring that back up tonight in the Regular Meeting. So we can go ahead and do that and save approximately $18 per hour. He is doing the job that he came here to do. We have to have some things in place for Montgomery County Fair that is going to open next year around July. We need some people or we need someone to look out for Jefferson Township plus with this being a County affair we need to have our own Attorney to look at that contract. Those two issues are what he wants to bring up to the public as it is something that is needed as we are going to deal with

8 of 10 I Jefferson Township Board of Trustees Work Session — Tuesday, October 3 rd, 2017

the County. Some people say the County is not good to deal with. But you need to have your own Attorney looking out for your interest to make sur everything goes well.

-Back: To repeatedly bring up that it is a cost savings to the Township. Which it is when you consider what we are paying Browns & Bills for his services but when we are talking about employment for Jefferson Township, we are not posting the job on the website. He has yet to see a resume which he asked for last time of the credentials. He is not understanding why we are not posting the position, maybe there are other candidates maybe, possibly, that live in the Township that are perfectly capable of performing that job maybe even at a lesser pay. It's a cost savings compared to what we are paying now or a temporary service but just to say that this is the person for the job because it is convenient because we have issues going on. He would have to disagree. Kind of like the hiring process of the road department or the fire department, there should be a process of elimination. We should afford our citizens the opportunity to apply for the position. That's where he stands on that. He doesn't believe in just hand picking somebody, he believes there should be a fair process when it comes to hiring people for the Township.

-McGuire: Question to Mr. Back is why didn't this come up in Executive Session. There was no objection to hiring Mr. Calligan in Executive Session. If you pay attention to what is being paid in Akron, Canton, Chillicothe, Cincinnati, Cleveland, Columbus, Chota Falls, Elyria, Euclid, Hamilton, Lakewood, Lima, Lorrain, Mansfield, Middletown, Newark, Portsmouth, Springfield, Toledo, and Youngstown that job pays $32 per hour.

-Back: It did come up in Executive Session. He brought this up numerous times throughout the year Mr. McGuire. When it comes to the Road Department and the Fire Department it appears the administration wants to do everything across the board but when it comes to the administration side it's whatever rules you want to go with. If we are not posting the position then to him it is not right. We are either doing it right across the board or we are not. He doesn't know if McGuire was at the same meeting that he was at but he had plenty to say about how the proposed hiring tactics were wrong. Apparently you weren't paying attention. What does that have to do with not posting the job and seeking a potential candidate within our township? There is no way around it. If you are not posting the job then you are not posting it. If you are just going to hand pick somebody then you can argue whatever point you want. That's where he stands on this and you are not going to change his mind. Where is this potential employee's resume at? Why isn't it sitting in front of each one of us now? His qualifications, his background.

-McGuire: Indeed shows the job in the median of $19.70 per hour. -Mann: Mr. Woolf do you have a resume for Mr. Calligan?

-Woolf: You all got that background when you hired him through Brown & Bills. But if you need it again he will duplicate it again. In the contract it had his job description and it also had his resume and who he was.

-Back: He doesn't recall ever seeing it. Since we hired him from a third party. What do you think Mr. Mann about posting that position?

-Mann: He thinks Mr. Calligan has been here for a period of time that we shouldn't have to post because he came to us through Brown & Bills.

-Back: That was the person that they provided to us. They just sent that person. What if there is somebody that is more qualified in the Township. He thinks it could be a potential problem later on down the road. To try to push this through, he doesn't agree with.

Jefferson Township Board of Trustees Work Session — Tuesday, October 3 , 2017

-Tracey: Can she ask one more thing pertaining to the budget? If you do vote in to hire Mr. Calligan, are we getting rid of Brown & Bills because you were also using them for other stuff and you were paying another guy $112 per hour.

-Woolf: Part of your one year contract with Brown & Bills states that they are there if we need them. We are not paying a retainer. If we don't need them we don't use them. Then the contract expires unless they decide as Trustees to renew it.

-Tracey: The contract is for a year. Even though they hire John as an employee we will still have them as a retainer. What was the guy called that we were paying $112 per hour?

-Woolf: Yes. Exactly. Unless the Trustees want to end their contract. It would have to be by Resolution because they passed it by Resolution to accept the hiring of Brown & Bills that included John Calligan as the Zoning Administrator to this Township. The other guy was part of Brown & Bills services that we required. It was planning and additional services that you do not and cannot rely on your Zoning Officer to do.

• Trustee James McGuire — No report.

• Trustee Russell Back — Nothing at this time.

IX. Adjourn Trustee Back motioned to adjourn the Work Session. Seconded by Trustee McGuire.

Ja McGuire — Vce President

Russell Back — Trustee

Adopted: 17th day of October, 2017

NOTE: Work Sessions are permitted to be held by Elected Officials, as granted by the Ohio Revised Code, as long as they are pre-announced to the public, it is held in a public place, and the public is permitted to attend. The Work Session is strictly for the purpose of discussion on Township issues, and NO Voting or Action is permitted to be taken in this meeting. The Public is not permitted to contribute or address the Work Session, unless the Trustees directly grant permission. The Work Sessions are recorded for public record purposes and maintained by the Fiscal Officer for Jefferson Township.

Mr. Roy Mann Mr. James McGuire Mr. Russell Back President, Board of Trustees Vice President, Board of Trustees Board of Trustees

Jefferson Township Board of Trustees Work Session — Tuesday, Otober 3` d, 2017