Minutes - West Chester

Record of Proceedings:
July 28, 2015
West Chester Township Board of Trustees - Regular Meeting
Convene: President Lang convened the meeting at 6:00 p.m.
Roll Call: Mr. Lang, Mr. Welch, and Mr. Wong responded.
Pledge of Allegiance: Repeated by those present.
Citizen's Comments
George Thomas, 6873 Stonewood Court, commented on the condition of a neighbor's home
at 6863 Stonewood Court, and asked that it be declared a nuisance property.
Presentations
There were no presentations. Mr. Lang observed that the presentation of the Auditor of State
Award with Distinction was on the agenda, but will be postponed until the next meeting due to
the unavailability of the Auditor's representative to attend that evening to make the presentation.
Action Items - Fol' Appmval bv Motion
MOTION made by Mr. Wong, seconded by Mr. Welch, to approve the Trustee Meeting Minutes
of June 23 , 2015. Discussion: none. Motion carried nnanimously.
MOTION made by Mr. Welch, seconded by Mr. Wong, to approve payment of bills.
Discussion: none. Motion carried nnanimonsly.
Mrs. Boyko submitted the following requisitions greater than $2,500:
Requisitions - Greater than $2,500.00
Mrs. Boyko prefaced her comments by noting that Trustee Welch had questions regarding item
one, consequently item one was withdrawn until the Board's August 11th meeting.
1. Adm
$97,801.96 Lumenate Technologies LP - Replace Township network switching
equipment (CIP #732)
$50,271.35 Frost Brown Todd LLC - Legal services April 1,2015 - May 31 , 2015
2. Adm
(various departments)
3. Fire
$11,055.00 Kl'Onos incorporated - Purchase upgrade for Telestaff Software,
including one (1) year support and training (ClP #1225)
4. Fire
$10,229.00 Phoenix Safety Outfitters - Purchase five (5) complete sets of
fil'efighting turnout gear and one (1) pair of turnout pants
5. Fire
$4,979.00 Vogelpohl Fire Equipment - Purchase twenty (20) replacement
firefighting helmets (ClP #1175)
6. Fire
$4,143.75 Hemy Schein Matrix Medical - Purchase twenty-six (26) replacement
EMS bags
7. Fire
$2,650.00 FES - Fire Extinguisher Services - Perform annual fire prevention
systems and extinguisher testing
July 28, 2015
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8. Police
$48,431.00 3M Cogent Systems - Purchase software upgrade and one (I) year
maintenance agreement for the Automated Fingerprint Identification
System (AFIS) (CIP #1167)
9. Police
$3,003.95 First Financial Bank (Vistelar Training Group) - Attend verbal defense
and influence instructor course training
10. Services $5,000.00 Jackson Construction Inc. Inc. - Increase PO# SI50857 for 2015 curb
replacement program
MOTION made by Mr. Wong, seconded by Mr. Welch, to approve payment of the above
requisitions 2 tln'ough 10. Discussion: Mr. Wong connnented that item 9 entails very good
training. Mr. Lang agreed. Motion carried unanimously.
Personnel ltems
Mrs. Boyko introduced the next item saying the vacancy was in the Community Development
Department ane! gave a brief overview of the applicant's background.
MOTION made by Mr. Wong, seconded by Mr. Welch, to hi.re Ms. Beverly Worley to the
vacant position of Administrative Assistant effective July 28, 2015 at the hourly rate of $18 .30
with a one (1) year probationary period and contingent upon successful completion of applicable
testing and Procedures. Discussion: none. Motion carried unanimously.
B usiness Items
Mrs. Boyko introduced the next item saying the license agreement was required in order to
provide township services and close township roadways for the event.
MOTION made by Mr. Welch, seconded by Mr. Wong, to approve license agreement between
West Chester Township Board of Trustees and the Boys & Girls Club of West Chester/Liberty
Board of Directors for the use of a portion of Township property, 9285 Centre Pointe Drive and
ancillary and adjacent roadways, for Rhythm + Brews Craft Beer and Music Fest (Saturday,
August 29 from I p.m. to II p.m.). Discussion: none. Motion carried unanimously.
Mrs. Boyko introduced the next item saying it affirmed a resolution adopted by a previous Board
of Trustees to recognize the West Chester Township Board of Zoning Appeals as the body to
adjudicate appeals of the Fire Code.
MOTION made by Mr. Wong, seconded by Mr. Welch, to approve statutory Resolution No. 162015 reaffirming the West Chester Township Board of Zoning Appeals (BZA) as the review
board for issues arising under the International Fire Code12000, and any future fire code properly
adopted, and naming the BZA to serve as the West Chester Township Board of Fire Code
Appeals. Discussion: Mr. Lang confirmed with Mrs. Boyko that this item was purely
administrative. Motion carried unanimously.
Mrs. Boyko introduced the next item saying this Resolution to rescind is necessary because of
the implementation of the recently adopted Zoning Resolution which prohibits unlicensed
massage establislnnent with unlicensed massage therapists, and regulation by the zoning code.
July 28, 2015
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MOTION made by Mr. Welch, seconded by Mr. Wong, to approve statutory Resolution No. 172015 rescinding Resolution No.14-96 Adopting Massage Parlor Regulations and Ordering
Notice. Discussion: none. Motion carried unanimously.
MOTION made by Mr. Welch that, having reviewed the staff report and affidavit, we declare
the properties listed on the West Chester Township Board of Trustees meeting agenda dated July
28, 2015 to be public nuisances as authorized by the Ohio Revised Code.
Staff is directed to cause removal of the nui sances identified, and monitor these properties for 90
days to require continued compliance. An administrative charge of25% shall be added to the
contractor fee for these properties. Motion seconded by Mr. Wong. Discussion: Mr. Welch
saluted Mr. and Mrs. Thomas for publically expressing their complaint about one of the nuisance
properties during Citizen's Comments. He also observed that the Zoning Resolution previously
pelmitted anonymous complaints, causing angst among citizens with their neighbors. Mr. Lang
attributed the large number of nuisance properties to the extensive rain recently. It was observed
that the subject property ofMr. Thomas's complaint was one of the nuisance propel1ies being
addressed in this motion. (Fiscal Officer Note: The 11 subject propel1ies were 6270 Strathaven
Drive, 5606 Tylersville Road, 6813 Station Road , 7727 West Chester Road, 7381 Tylersville
Road, 6863 Stonewood Court, 2930 East Crescentville Road, 8820 Cincinnati-Dayton Road,
8778 Cincinnati-Dayton Road, 8872 Cincinnati-Dayton Road, 9007 Cincinnati-Dayton Road.)
Motion carried unanimously.
Mrs. Boyko inh'oduced the next item observing that Butler Tech will be opening its Bioscience
Center in the township next month, and Butler Tech was requesting West Chester provide a
school resource officer for the facility. She said one officer would be available up to 5 hours a
week, identifying costs (the officer's township salary, our retirement contribution, Medicare,
worker's compensation, and medical insurance) totaling $9,115.20 for the period August, 2015
through May, 2016. Mrs. Boyko said the officer's presence also fosters relationships that assist
law enforcement eff0l1s.
MOTION made by Mr. Wong, seconded by Mr. Welch, to approve School Resource Officer
Agreement between the West Chester Township Board of Trustees and the Butler Technology
and Career Development Schools Board of Education, at the Bioscience Center, for the 20152016 school year and to authorize the Township Administrator to execute said agreement.
Discussion: Mr. Wong confirmed with Mrs. Boyko that Butler Tech would be paying West
Chester Township the costs she identified for this Resource Officer. Motion carried
unanimously.
Mrs. Boyko introduced the next item saying Lakota was requesting West Chester provide three
school resource officers to circulate throughout the school district, though primarily at Lakota
West High, Lakota West Freshman, and Hopewell Elementary. She identified Lakota's costs
totaling $230,655.92 for the 2015-16 school year - covering the township's costs to employ the
officers - adding that Chief Herzog recommended approval of the agreement for the relationships
that are built and the infOlmation that is gathered.
MOTION made by Mr. Welch, seconded by Mr. Wong, to approve School Resource Officer
Agreement between the West Chester Township Board of Trustees and the Lakota Local School
Dish'ict Board of Education for the 2015-2016 school year and to authorize the Township
July 28, 2015
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Administrator to execute said agreement. Discussion: Mr. Lang noted the police are able to
gather intelligence by building relationships with the kids at the schools, and applauded our
Police Depariment for having this relationship with the school district. Motion carried
unanimously.
MOTION made by Mr. Welch, seconded by Mr. Wong, to not object to a liquor permit
ownership change for Lorven Wings LLC, DBA Frickers and Patio, 7844 Kingland Drive Unit
B. Discussion: none. Motion calTied unanimously.
MOTION made by Mr. Welch, seconded by Mr. Wong, to not object to a liquor permit transfer
from LSREF4 Skyline Tenant Cin LLC, DBA Cincinnati Marriott North, 6189 Muhlhauser
Road. Discussion: none. Motion carried unanimously.
MOTION made by Mr. Wong, seconded by Mr. Welch, to not object to a new liquor permit for
LSREF4 Skyline Tenant Cin LLC, DBA Cincinnati Maniott North, 6189 Muhlhauser Road.
Discussion: none. Motion carried unanimously.
MOTION made by Mr. Welch, seconded by Mr. Wong, to not object to a new liquor permit for
Drinkos Worldwide LLC DBA, Drinkos, 7967 Cincinnati Dayton Road Unit J2. Discussion:
none. Motion carried unanimously.
MOTION made by Mr. Wong, seconded by Mr. Welch, to not object to a new liquor permit for
West Chester Food Center LLC, 7782 Tylers Place Boulevard. Discussion: none. Motion
carried unanimously.
MOTION made by Mr. Welch, seconded by Mr. Wong, to not object to a new liquor permit for
Nonu Inc. DBA The Wine List, 738ITyiers Comer Drive. Discussion: none. Motion calTied
unauimously.
Mrs. Boyko introduced the next item saying Vi ox Services was the only vendor to respond to
the RFQ, and identified the minimal annual cost increases. She also attributed a savings of 35%
to operational costs by having such maintenance perfOlmed.
MOTION made by Mr. Wong, seconded by Mr. Welch, to approve First Amendment to Facility
Maintenance Service Contract between West Chester Township Board of Trustees and Viox
Services, Inc. for Predictive and Preventive maintenance services and janitorial services for
multiple Township buildings for thirty-six (36) months, effective August 1,2015 - July 31,
2018, not to exceed $351,713.42 for fixed fees and not to exceed $50,000.00 for variable fees for
any year of the contract, and authori ze the Township Administrator to make non-substantive
changes if necessary with law director approval and execute said agreement. Discussion: none.
Motion carded unanimously.
Mrs. Boyko introduced the next item saying this would be a renewal, though they ' re CUtTentiy on
a month-to-month, and it fulfills the township's contractual obligation to our maintenance
personnel to provide them uniforms.
MOTION made by Mr. Welch, seconded by Mr. Wong, to approve uniform contract with
Aramark Unifonn Services for Community Services employees for thirty-six (36) months
July 28, 2015
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effective August I , 2015 - July 31, 2018, and to authorize the Township Admini strator to
execute said contract. Discussion: none. Motion carried unanimously.
Fit'st Reading of Rcsolutions & Rea di ng of Emergcncy Res olutions
There were no first readings of resolutions or readings of emergency resolutions.
Citizen's Commcn ts
There were no citizen's comments.
Sccond Reading & Votc on Pcnding Resolutions & Vote on Emergency Resolutions
There were no second readings & vote on pending resolutions, or vote on emergency resolutions.
Discussion Items & Elected Official Comments
Mrs. Boyko reflected on the All Star Neighborhood Celebration on July 14'h at The Square.
Subsequently Integrated Multiple Media & Marketing gave a video presentation of same. Mrs.
Boyko added that we need to refresh as an aging community.
Mr. Jones commented that staff deserved recognition for their work on the All Star
Neighborhood Celebration.
Mr. Wong suggested that the township should seek a 30 or 60 day status update from county
building inspectors on current projects in the township, saying the Butler County Building
Inspectors have not been business friendly, providing examples. He said this would improve
communication, and improve checks and balances. M1'. Lang said he thought Mr. Wong had
a great idea, he's heard numerous complaints from businesses, and asked that they take several
weeks to consider how to approach the issue.
M1'. Welsh also praised staff for their effotl in making the All Star Neighborhood Celebration
happen . He also noted a fundraiser at Sozo Salon the following Monday.
Mr. Lang stated that recent case law in Montgomery County necessitated a change in the trustee
meeting process such that the Board would hereafter need to enter and exit Executive Session
during the Regular meeting. Consequently, the Board would hereafter recess its regular meeting,
go into Executive Session, and then return to adjourn the meeting. Mr. Lang said that the Board
would let the people know before recess ifthere were ever a reason for discussion or potentially
a vote after the Executive Session. Subsequently ...
Reccss to Executive Scssion
... at 6:49 p.m. , Mr. Lang asked for a motion to recess the Regular meeting and go into
Executive Session with legal counsel for the pmpose of considering and discussing (1) personnel
matters: (a) discipline, telmination, promotion, hiring, or h'ansfer of a current public employee;
July 28, 2015
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(b) provision of benefits for a contract employee, (2) Acquisition, sale, or swap of real property,
(3) Current and pending litigation. Motion made by Mr. Welch, seconded by Mr. Wong.
Discussion: none. Motion carried unanimously. Mr. Lang stated the Board would return after
Executive Session only to adjourn Executive Session and to adjourn the Regular Meeting, and
there would not be any discussion after executive Session.
l'ost Executive Session
At 7: 18 p .m. the Board returned and Mr. Welch motioned to adjourn the Executive Session,
seconded by Mr. Wong._Discussion: none. Motion carried nnanimously.
Adjournment
MOTION made by Mr. Wong to adjourn the Regular meeting, seconded by Mr. Welch.
Discussion: none. Motion carried unanimously.
Respectfully Submitted,
Approved,
Bruce Jone, iscal Office,'
George Lang, President
July 28, 2015
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