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Beavercreek Township Agenda Packet Regular Trustees' Meeting Monday BEAVERCREEK TOWNSHIP AGENDA PACKET REGULAR TRUSTEES’ MEETING MONDAY SEPTEMBER 14, 2020 5:00 P.M. Agenda: Pages 2-3 Minutes: Pages 4-19 o August 24, 2020 Regular Trustee Meeting Pages 4-14 o September 1, 2020 Special Trustee Meeting Pages 15-19 New Business: Pages 20-60 • Stonehill Village Tax Increment Financing (TIF) Pages 20-41 • Stonehill Village TIF Agreement Pages 42-60 Greene County Sheriff’s Office: Pages 61-99 • Biweekly Activity Report Pages 61-88 • Monthly Report Pages 89-99 Human Resources: Pages 100-113 • Policy Updates Pages 100-110 • Biweekly Activity Report Pages 111-113 Community Development and Risk: Pages 114-129 • EV Grant Pages 114-118 • Biweekly Activity Report Pages 119-129 Information Technology: Pages 130-132 • Biweekly Activity Report Road: Pages 133-149 • Purchase request for crack sealer Page 133 • Purchase request for HVAC replacement at Station 63 Pages 133-148 • Biweekly Activity Report Page 149 Fire: Pages 150-155 • State of Ohio Diversity and Inclusion Technology Internship Program Page 150 • COVID-19 Impact Pages 150-151 • Biweekly Activity Report Pages 152-155 Fiscal Officer: Pages 156-168 • Resolution Authorizing the Amounts and Rates for the 2021 Tax Budget Pages 156-164 • Resolution Certifying Revenue/Supplementing Appropriations – COVID19 Relief Fund Pages 165-168 09/14/2020 1 of 168 Agenda Regular Trustees’ Meeting Monday September 14, 2020, 5:00 p.m. Community Room, Lower Level of Fire Station #61, 2195 Dayton-Xenia Road, Beavercreek, OH 45434 Pledge of Allegiance/Moment of Silence • Approve Agenda for the September 14, 2020 Meeting • Accept the General Ledger Report, in the amount of $372,516.67, for the 08-26-20 payroll • Accept the General Ledger Report, in the amount of $391,696.08, for the 09-09-20 payroll • Accept the Payment Listing Reports, in the amount of $432,225.71, for warrants through 09-04-20 • Minutes: o August 24, 2020 Regular Trustee Meeting o September 1, 2020 Special Trustee Meeting Citizens Desiring to Speak (Each Speaker is Limited to 3 Minutes) Pre-scheduled Speaker: • Ohio Task Force One - Hurricane Laura Old Business: • None New Business: • Stonehill Village Tax Increment Financing (TIF) • Stonehill Village TIF Agreement Greene County Sheriff’s Office: • Biweekly Activity Report • Monthly Report Human Resources: • Policy Updates • Biweekly Activity Report Community Development and Risk: • Request a Hearing for Zoning Cases • EV Grant • Biweekly Activity Report Information Technology: • Biweekly Activity Report Agenda Page 1 of 2 09/14/2020 2 of 168 Road: • Purchase request for crack sealer • Purchase request for HVAC replacement at Station 63 • Biweekly Activity Report Fire: • State of Ohio Diversity and Inclusion Technology Internship Program • COVID-19 Impact • Biweekly Activity Report Legal Advisor: Fiscal Officer: • Resolution Authorizing the Amounts and Rates for the 2021 Tax Budget • Resolution Certifying Additional Revenue and Supplementing Appropriations – COVID19 Relief Fund Trustees: • Miami Valley Regional Planning Commission (MVRPC) • MVRPC Technical Advisory Committee (TAC) • Regional Planning and Coordinating Commission of Greene County (RPCC) • Health Department District Advisory Council • School Superintendent, City Manager and Township Representative • Wright Patterson AFB Restoration Advisory Board • Greene County Township Association • Investment Oversight Committee Executive Session: • Ohio Revised Code section 121.22(G)(1) To consider the employment, and compensation of a public employees • Ohio Revised Code section 121.22(G)(2) To consider the purchase of property for public purposes, or for the sale of property at competitive bidding, if premature disclosure of information would give an unfair competitive or bargaining advantage to a person whose personal, private interest is adverse to the general public interest. No member of a public body shall use division (G)(2) of this section as a subterfuge for providing covert information to prospective buyers or sellers. A purchase or sale of public property is void if the seller or buyer of the public property has received covert information from a member of a public body that has not been disclosed to the general public in sufficient time for other prospective buyers and sellers to prepare and submit offers. • Ohio Revised Code section 121.22(G)(3) Conferences with an attorney for the public body concerning disputes involving the public body that are the subject of pending or imminent court action • Ohio Revised Code section 121.22(G)(4) Preparing for, conducting, or reviewing negotiations or bargaining sessions with public employees concerning their compensation or other terms and conditions of their employment Adjourn Agenda 09/14/2020 Page3 of 2168 of 2 BEAVERCREEK TOWNSHIP BOARD OF TRUSTEES Regular Meeting Minutes August 24, 2020 CALL TO ORDER Board of Trustees Chair Debborah L. Wallace called the regular meeting of the Beavercreek Township Board of Trustees to order at 5:00 p.m., followed by the Pledge of Allegiance. Those present were Trustee and Chair of the Board Debborah L. Wallace, Trustee and Vice Chair of the Board Tom Kretz, Trustee Jessica Dean, Fiscal Officer Ryan A. Rushing, Township Administrator Alex Zaharieff, Fire Chief David VandenBos, Chief Nathan Heister, Associate Economic & Zoning Administrator Max McConnell, Road Superintendent Tim Parks, Fire Marshall Randy Grogean and Legal Advisor Dawn Frick. APPROVAL OF THE AGENDA Trustee Wallace asked if there were any changes and/or modifications to the agenda. 20200824-A: Trustee Kretz made a MOTION to approve the agenda as presented, seconded by Trustee Dean. Fiscal Officer Rushing called the roll: Trustee Kretz, yes; Trustee Dean, yes; Trustee Wallace, yes. Motion adopted. ACCEPTING FISCAL OFFICE REPORTS 20200824-B: Trustee Dean made a MOTION Accept the General Ledger Report, in the amount of $367,671.01, for the 08-12-20 payroll, seconded by Trustee Kretz. Fiscal Officer Rushing called the roll: Trustee Dean, yes; Trustee Kretz, yes; Trustee Wallace, yes. Motion adopted. 20200824-C: Trustee Kretz made a MOTION to approve Payment Listings Report, in the amount of $443,936.69, for warrants through 08-14-20, seconded by Trustee Dean. Fiscal Officer Rushing called the roll: Trustee Kretz, yes; Trustee Dean, yes; Trustee Wallace, yes. Motion adopted. APPROVAL OF THE MEETING MINUTES 20200824-D: Trustee Dean made a MOTION to adopt the August 10, 2020 Regular Trustee Meeting Minutes, seconded by Trustee Kretz. Fiscal Officer Rushing called the roll: Trustee Dean, yes; Trustee Kretz, yes; Trustee Wallace, yes. Motion adopted. CITIZENS DESIRING TO SPEAK Trustee Wallace stated that this is the portion of the meeting in which citizens desiring to speak may do so. Having none, the Board moved to the next agenda item. Julie Vann from Beavercreek texted that the 5/3rd Bank on Dayton-Xenia Rd. is closing and she would like to suggest that the building be used for a library expansion or community meeting space. Page 1 of 12 09/14/2020 4 of 168 BEAVERCREEK TOWNSHIP BOARD OF TRUSTEES REGULAR MEETING AUGUST 24, 2020 MEETING MINUTES PRESCHEDULED SPEAKERS Fiscal Officer Ryan Rushing introduced Ted Sumnar, Senior Vice President and Managing Director of Institutional Investments at Huntington Capital Markets and Beavercreek Township’s new investment advisor. Mr. Sumnar spoke to the current interest rate environment and how it relates to the COVID19 Pandemic. The Federal Reserve lowered the Fed Funds rate by 1% in March 2020 and is currently at 0.25%. This rate is directly tied to the types of securities Ohio local governments are permissible to invest in, and therefore the Township’s overall benchmark is set at that rate. Mr. Sumnar mentioned even a 10-year Treasury was as low as 0.50% as recently as early August 2020. Mr. Sumnar continued that the Township’s opportunities resolve around two strategies: 1) laddering the Township’s portfolio so the Township has various holdings from 3 months to 5 years, which is the maximum allowable maturity for townships in Ohio; and 2) use a barbell strategy, which places an emphasis on short-term holdings and long-term holdings to generate more income. This includes Commercial Paper and callable agency bonds and FDIC insured CDs. He spoke to the Board about the Township’s current portfolio, which has a total market value of $6,221,000 and includes: $600,000 in Government Agencies and US Treasuries, $2,400,000 Commercial Paper (currently at max for Commercial Paper at 40%), $3,185,000 in FDIC insured CDs, and $14,000 in cash. The weighted average Yield is 0.68% and the weighted average months to maturity is 20 months. Trustee Kretz asked a few questions regarding investment opportunities and if the Township is allowed to invest in certain types. Mr. Sumnar stated the closest vehicle for the type Trustee Kretz was referring to would be STAR Ohio, however currently STAR Ohio’s average days to maturity is decreasing everyday and therefore, its yield is also dropping as well. If STAR Ohio would provide a more attractive yield, it would be a worthy investment for the Township, but due to not being FDIC insured, there are other investments the Township has that met STAR Ohio’s yield and is FDIC insured. Mr. Sumnar concluded that due to nearly $4,000,000 was sitting in cash at Morgan Stanley from the former fiscal officer, he had to invest in the current market conditions which greatly reduced the income projections for the Township. The Board thanked Mr. Sumnar for his attendance and encouraged a regular schedule to meet with the Board to update on the Township’s portfolio and outlook. OLD BUSINESS Being no Old Business, the Board moved to the next agenda item. NEW BUSINESS 20200824-E: Trustee Kretz made a MOTION to approve purchase request Midwest Public Safety LLC for Rugged Tablet Computers in the amount not to exceed $60,830.00 and to authorize the Township Administrator to sign for the Board; seconded by Trustee 09/14/2020 5 of 168 BEAVERCREEK TOWNSHIP BOARD OF TRUSTEES REGULAR MEETING AUGUST 24, 2020 MEETING MINUTES Dean.
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