Minutes, Week of November 13, 2001 s3

MINUTES, WEEK OF MARCH 12, 2009

The Board of Trustees met on Thursday, March 12, 2009, at the Butler Township Government Center, 8524 North Dixie Drive, Dayton, Ohio, at 4:00pm for a Special Session to transact the business of the township.

Ellie Lewis, President, called the meeting to order.

APPROVAL OF MINUTES The Minutes of January 26, 2009, Regular Session, were submitted for approval. Doug Orange made a motion for approval of the Minutes of January 26, 2009, as submitted, with Ellie Lewis seconding and approving the motion.

The Minutes of February 23, 2009, Regular Session, were submitted for approval. A revision was noted with regards to Ellie Lewis calling the meeting to order. Joe Ellis made a motion for approval of the Minutes of February 23, 2009, with revisions, with Doug Orange seconding and Ellie Lewis approving the motion.

OLD BUSINESS There was no Old Business to discuss at this time.

NEW BUSINESS A request was submitted for approval of a $500 donation to the Vandalia-Butler After Prom Committee for 2009. Joe Ellis made a motion for approval of the $500 donation, as submitted, with Doug Orange seconding and Ellie Lewis approving the motion.

A request was submitted to authorize the Township Administrator to sign the Conflict Consent/Waiver with Schottenstein, Zox & Dunn (SZD) relative to the case of Butler Township v. Montgomery County Board of County Commissioners. Joe Ellis made a motion for approval to authorize the Township Administrator to sign the Conflict Consent/Waiver with SZD, as submitted, with Doug Orange seconding and Ellie Lewis approving the motion.

A request was submitted for approval of payment for vacation buyback totaling (63) sixty-three hours for Robyn Hess and (152) one hundred fifty-two hours for Mike Blakesly; there was a brief discussion on the vacation buyback policy. The trustees would prefer that employees take their vacation leave; however, the personnel policy allows for such requests. Joe Ellis made a motion for approval of the vacation buyback on behalf of Robyn Hess and Mike Blakesly, as submitted, with Doug Orange seconding and Ellie Lewis approving the motion.

A request was submitted for approval of funding, in the amount of $1,000, for the Annual Appreciation Awards Banquet for the Fire Department on April 4, 2009. Joe Ellis made a motion for approval to utilize $1,000 in the General Fund for the Awards Banquet, as submitted, with Doug Orange seconding and Ellie Lewis approving the motion.

A request was submitted to authorize fire personnel to attend Ohio Weekend at the National Fire Academy. The Fire Chief would like to send 3-4 employees; the total cost should not exceed $1,000. Joe Ellis made a motion to authorize the attendance of the Ohio Weekend at the National Fire Academy, not to exceed $1,000, with Doug Orange seconding and Ellie Lewis approving the motion.

Resolution #09-007 was submitted for approval of creating a new fund (#2907), known as the FEMA Fund, thereby creating Revenue & Appropriation Budgets in the amount of $107,087. These funds were received as a result of the windstorm that occurred on September 14, 2008. Joe Ellis made a motion for approval of Resolution #09-007, as submitted, with Doug Orange seconding and Ellis Lewis approving the resolution. Resolution #09-008 was submitted to authorize the transfer of $107,087 from the FEMA Fund (#2907) to the funds utilized for the storm damage on September 14, 2008. Joe Ellis made a motion for approval of Resolution #09-008, as submitted, with Doug Orange seconding and Ellie Lewis approving the resolution.

Resolution #09-009 was submitted for approval of appointing Laura Wright to the position of Support Specialists in the Police Department effective March 16, 2009. Joe Ellis made a motion for approval of Resolution #09-009, as submitted, with Doug Orange seconding and Ellie Lewis approving the resolution.

Resolution #09-010 was submitted to authorize the Township Administrator to sign the “Vandalia-Butler Fire Departments’ Facility Sharing and Cooperation Agreement” with the City of Vandalia. This agreement will allow joint occupation of Fire Station #1 (City) and Fire Station #88 (Township), thereby, providing a higher level of service to the citizens & businesses to both communities without increased cost. Joe Ellis made a motion for approval of Resolution #09-010, as submitted, with Doug Orange seconding and Ellie Lewis approving the resolution.

A request was submitted for approval to nominate Joe Ellis to represent the township at the TIRC Meeting (TIF Committee) on March 26, 2009, at 1:30pm. Doug Orange made a motion for approval to nominate Joe Ellis to represent the township at the TIRC Meeting, as submitted, with Ellie Lewis seconding and approving the motion.

A request was submitted for approval of expenses totaling $1,500 for the electronic component for the new dump truck. The purchase of the truck was made through the lease agreement; however, the additional expense will be paid from the funds in the Service Department. Joe Ellis made a motion for approval of the $1,500 expenditure for the dump truck, as submitted, with Doug Orange seconding and Ellie Lewis approving the motion.

To conclude, the Township Administrator noted the details from Wright State University on grant funding. He will provide further details and report back in the near future.

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

Service Director, Joseph Flanagan, had no further business to report at this time.

Police Chief Hobbs provided an update on the 2009 Inventory for his department. Furthermore, he reported on the local food bank drive from April 1st – 17th and the participation by the Police Department.

Fiscal Officer, Mark Adams, requested approval of a $500 donation to the Relay for Life Event scheduled in May 2009; there was a brief discussion. Joe Ellis made a motion for approval of the $500 donation to Relay for Life, as submitted, with Doug Orange seconding and Ellie Lewis approving the motion.

Administrator, Joseph Flanagan, had no further business to discuss at this time.

TRUSTEES Joe Ellis had no further business to discuss at this time.

Ellie Lewis had no further business to discuss at this time.

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. EXECUTIVE SESSION A request was submitted for approval to recess into Executive Session to discuss legal matters and contract issues. Joe Ellis made a motion for approval to recess into Executive Session, as submitted, with Doug Orange seconding and Ellie Lewis approving the motion. At roll call, the vote resulted as follows: Joe Ellis, aye Doug Orange, aye Ellie Lewis, aye

The Regular Session was reconvened at 5:17pm; it was noted that Doug Orange had to leave at the end of the Executive Session. At roll call, the vote resulted as follows: Joe Ellis, aye Ellie Lewis, aye

A request was submitted for approval to withdraw the rezoning request on behalf of Dana Stamps; he has chosen to postpone the request until further notice. Joe Ellis made a motion for approval to withdraw the rezoning request, as submitted, with Ellie Lewis seconding and approving the motion.

There was no further business to discuss at this time.

Joe Ellis 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 approving the motion.

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

______ELLIE LEWIS MARK ADAMS PRESIDENT FISCAL OFFICER