1 jefferson township 2 work session held on 7 roy mann, president 8 9 … · 2020-05-15 · 1 ***...

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*** LAMPKE COURT REPORTING, INC. (859) 261-5544 ***

JEFFERSON TOWNSHIP

BOARD OF TRUSTEES

WORK SESSION HELD ON

DECEMBER 17, 2019

Present:

Roy Mann, President

Michael McLaughlin, Vice President

Jim McGuire, Vice President

Tracey Edwards, Fiscal Officer

Eugene Lutz, Fire Chief

Prepared by:

Darlene Anthony, Court Reporter

Lampke Court Reporting

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MR. MANN: Good evening, everyone.

We're having our second meeting of the month. If

everyone would stand, we'll pledge allegiance to the

flag. This is the work session.

(Whereupon, the Pledge of Allegiance was

recited.)

MR. MANN: I'd like to have a moment

of silence to honor our military, firefighters, road

workers, as they serve -- and the sheriff's deputies

as they serve our community here and abroad.

Thank you. Okay. A roll call,

Tracey.

MS. EDWARDS: Trustee Mann?

MR. MANN: Present.

MS. EDWARDS: Trustee McLaughlin?

MR. McLAUGHLIN: Present.

MS. EDWARDS: Trustee McGuire?

MR. McGUIRE: Present.

MR. MANN: Okay. We're going to deal

with 2020 budget discussion. Tracey, what budgets do

you have, do you have to have approved yet?

MS. EDWARDS: The only one that --

well, we already went through the fire, we've already

gone through the road, and we still haven't done the

general. But there's still some -- I understand

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there's still some -- well, the next thing is the

salary allocation, and I don't know if that's going

to change all the budgets and whether we're going to

have to redo all the budgets because that salary

allocation. So I have preliminary budgets for the

fire and the road right now. I don't have anything

on general at all or any of the other funds because

that will be with the general budget discussion.

MR. MANN: Anyone have any comments?

MR. McGUIRE: Not at this point.

MR. MANN: What day are you going to

close things down? On the 23rd?

MS. EDWARDS: Twentieth is when I'm

not going to be -- do any more bills. Whatever is

not in by then will get paid next year, after the

budget is approved and into the system, which comes

to the next question.

MR. McLAUGHLIN: Twentieth?

MS. EDWARDS: Twenty. I need to have

the budget a week before --

MR. McLAUGHLIN: Today is the 17th.

MS. EDWARDS: That's Friday. I need

to have the budget by 26th, no later than the 26th to

be able to give me time to get it into the system for

the first of the year. We're having -- 19th supposed

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to be the general fund budget meeting?

MR. MANN: Nineteenth. So if you have

those by the 26th, you say you should be able to get

it done?

MS. EDWARDS: I'm hoping. That's the

latest, at the very latest I can get it. Now, I'm

going to be -- I'm going to be late getting

everything in. Day after Christmas.

MR. McLAUGHLIN: You made your changes

and you gave her your changes, Gene?

MR. LUTZ: They're in the budget.

MR. McLAUGHLIN: We probably have a

copy of the road budget that we made but you know

it's no longer any good.

MS. EDWARDS: That's why I said

preliminary.

MR. McLAUGHLIN: Yep. Okay.

MR. MANN: See if you got your salary

allocations, everything, you don't need anything

else?

MR. LUTZ: What I presented to you

guys the other day, plus a new one that was handed to

me there, we talked about yesterday, that's all in

there.

MR. MANN: Okay.

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MR. LUTZ: We're good.

MR. McLAUGHLIN: So where do we stand

with the road and the general?

MR. MANN: The general we don't have

the proper information yet.

MS. EDWARDS: Nobody has talked to me

about the general budget.

MR. MANN: Alright. So we going to

go -- we going to use -- okay. With the auditor's

office, do they have any more changes to make?

MS. EDWARDS: As far as us moving

money around?

MR. MANN: Uh-huh.

MS. EDWARDS: No. Before we had that

meeting, it had to all be done. I had to spend time

doing it. So that was done before we had the

meeting.

MR. McGUIRE: And we've got -- I'm

showing Thursday is the general fund meeting?

MS. EDWARDS: Correct.

MR. McGUIRE: Okay. Steve just -- I

don't know if you seen that email from Steve. It

lays out a little bit of a calendar. He's showing

Thursday as the 21st on that email.

MS. EDWARDS: Thursday. As the 21st?

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What do you mean?

MR. McGUIRE: It's showing the general

fund meeting is Thursday, the 21st. And the 21st --

MS. EDWARDS: Well, he told me 19th,

so --

MR. McGUIRE: Yeah, that's what I've

got on my phone.

MS. EDWARDS: Yeah.

MR. McGUIRE: So 19th. We're on the

same page?

MS. EDWARDS: Yeah.

MR. McLAUGHLIN: So it's not the day

after tomorrow?

MS. EDWARDS: Yes, it is. He just had

the wrong date on it.

MR. McLAUGHLIN: Okay. That's

6:00 p.m.?

MR. McGUIRE: Yes.

MR. MANN: Yes. Okay. Really, the

only budget that we have to go over in detail is the

general one.

MS. EDWARDS: In detail.

MR. MANN: And then we should be able

to make some adjustments, some of the other too, if

needed.

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MS. EDWARDS: I hope.

MR. MANN: Alright. So we want to

come prepared to get this all done.

MS. EDWARDS: The problem I have is I

have not seen the salary allocation at all. Do you

have a copy of that?

MR. MANN: I don't have a copy of

that, so we'll make sure that we have that

information.

MR. McLAUGHLIN: So Thursday night we

can finish off the general and the road? Can we

finish both those off to give Tracey time to be ready

for the close-out meeting and all that good stuff?

MR. McGUIRE: What's left to do on the

road? You mentioned a minute ago that that budget is

no good?

MS. EDWARDS: Well, once you do those

salaries, you're going to have to redo everything,

right?

MR. McLAUGHLIN: Uh-huh. It's under

new management so then we got to be changing things.

MS. EDWARDS: So I guess that's

whoever is managing that budget now going to make the

decision of if they're going to change anything.

MR. McLAUGHLIN: I'm perfectly happy

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letting what was written by Randy DeVilibis and

myself fly, but I don't see that happening.

MR. MANN: Okay. So we going to be

prepared to get all this hashed out on the 19th.

MS. EDWARDS: Nineteenth.

MR. MANN: Thursday.

MS. EDWARDS: And you say all this,

you talking about just the general budget or total

budget?

MR. MANN: The general, and once we

finish that one, we'll move to the -- look at the

road and then the fire.

MS. EDWARDS: Okay.

MR. MANN: Well, we try to -- so you

have enough time to do what you have to do.

MS. EDWARDS: Again, the 20th is the

last day I'm passing out any bills, if anything comes

in. Unless it's an emergency, a dire emergency, then

I'll go ahead and pay it. But I don't -- I don't

have anything that I see that's an emergency. I do

have, I think, a handful of bills that still haven't

been given to me that's past due. One, of course, is

the auditor's bill. But, I mean, we haven't paid it.

We got to figure out how we going to pay that. It's,

like, 7200 or something like that, total. Right now

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it's due. So we got to determine how that's going to

get paid. And then there's several other bills for

the general fund, about three or four, that I haven't

received back from Steve yet. You probably seen the

email where I said, This is the second time, third

time, and I haven't gotten a response. So, I mean, I

don't know if those are going to be emergency? Some

of them almost six months. So I don't know if that

would be emergency we have to pay but we probably do

need to pay them before we close the year out --

MR. McGUIRE: So what bill is six

months behind or six months missing?

MS. EDWARDS: The auditor's, at least.

And then there's -- I can't think of the title of it.

I don't have it with me. I have so many other

things. I didn't bring my chart with me, all the

bills that I have. I know there's an Oasis bill we

still owe that Patrick is still asking, you know,

when we going to pay it. And then there's, like, a

management operations from Montgomery County

Treasurer. And then we just got another one -- this

is probably -- it's the storm water one, which is due

next year, but we usually pay it out of this year

salary. Just off the top of my head, those are the

ones I remember.

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MR. McGUIRE: So storm water is in

that pile of checks you gave us tonight?

MS. EDWARDS: No, because it's not due

till -- I don't think it's in there because it's not

due until -- that was the other MS4 permit.

MR. McGUIRE: Okay.

MS. EDWARDS: The storm water bill is

$5,000. The MS4 permit is, like, small. Less than

1,000, I think.

MR. MANN: Any more comments on the

budget?

MR. McGUIRE: Not at this time.

MR. MANN: Okay. Okay. Let's move to

new business.

MR. McLAUGHLIN: Did we get that

packet? I can't review it if I don't have it, unless

I missed it someplace.

MR. McGUIRE: That's from the 30th

meeting. I don't see that in our stuff, so...

MR. McLAUGHLIN: So moving that to the

30th?

MR. McGUIRE: No, the meeting is

already set up for that.

MR. McLAUGHLIN: Oh, okay. I thought

I saw that.

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MR. McGUIRE: Probably what we'll just

have to do is just put them in our drawers and review

that at the meeting instead of (inaudible).

MR. McLAUGHLIN: Okay.

MR. MANN: Close-out meeting goals.

MS. EDWARDS: I saw that on the

agenda. I don't know what was intended for me to

tell you on the goals. Really don't have much to

tell you. We're going to get the budget finalized,

hopefully before the meeting, but you guys will

probably sign it since that's -- isn't that a public

meeting? So you guys will probably sign that at that

point in time because you probably won't sign it on

the 19th. We just need to make sure, during that

19th meeting, that we really go through it and make

sure we get everything included. Because we don't

want to have to, on the 19th, have a lot of changes

that I have to go back in on the 30th.

MR. McLAUGHLIN: Yeah, right.

MS. EDWARDS: So my goal is not to

have that many changes on the 30th, and our meeting

should be, what, like, the 7th of January? That

sound right? So, hopefully, by then I'll have the

budget in, because we have several bills due before

that date. I suggested that we try to pay some of

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those bills that are due in the beginning of the

month this year, but I think the fire department is

okay with doing the one that I have, but Steve just

wanted to wait until after the new budget was in. So

I said okay. We may have some late payments on our

DP&L bills because they're due -- some of them are

due at the first of the month, so we'll have

penalties on those that don't get paid.

But there is one thing. I know we're

always shooting to get a permanent budget at the

beginning of the year. Our permanent budget is not

due till April 1st, and every year I suggest that we

don't try to do a permanent, that we do a temporary

for three months and then approve a permanent one

for April 1st, because of all the changes that

continue to go on at the beginning. And I don't

have to -- that way I don't have to keep submitting

it to the county. We put a permanent budget in,

then I have to keep going to county and changing it.

If we have a temporary, I can still make those

changes until a permanent budget is due April 1st.

We can get it done before April 1st but not

January 1st. But, I mean, it's a good thing we are

starting it now; just don't say, Here's our

permanent budget for January 1st.

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So I don't know how you guys feel

about that but that's how I feel about it. Even the

previous administrator wanted to do it that way, but

we always ended up doing a temporary budget because

of those reasons. And I understand because it just

takes a little bit extra work, because then you guys

have to look at it again, to say, Okay, we didn't

change much but we did change some things. It's

hard to do a permanent budget right at the first of

the year because there's some things that change.

Some of my goals is that you guys

make sure that, in the budgeting process, you guys

should already know what major things you're going

to be doing next year. I mean, if you have minor

things or emergencies, there's nothing we can do

about those. Something breaks, you know, there's

nothing we can do about the budget. But if there's

something major, a big cost that you know you're

going to do, that needs to be budgeted before we get

to the middle of the year, and then you say, Oh, we

got to -- we want to do this.

Pave the parking, I don't know,

because there's already a resolution. If you guys

want to do that next year, it should be in the

budget already and not wait till the middle of the

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year and then we have to shuffle them around.

Because what happens, like happening now, is we got

to find money to pay the bills that we didn't

budget. We had budgeted but the project that we did

in the middle of the year took that money away.

We don't get our funds January 1st.

We don't get our first tax allocation from the

county until, like, February -- end of January,

February, and then we go to about, maybe, June

getting payments. And then it stops until -- maybe

we don't even go to June. April. And then it stops

until, like, June. So we only get, you know, so

much -- you got to sign the resolution to say get it

every week. Some people only get it once,

biannually, but we get ours every week. We get

something -- an amount every week. And it's hard to

budget when you -- I mean, you can budget something,

you know what you're going to get, but I don't know

that we even got -- we got 95 -- even if we got

95 percent of our taxes this year. And we'll see

that when we look at the general fund.

You'll see -- in fact, actually, in

the packet now, on the fiscal report you'll see that

we've only gotten -- in the revenue report you'll

see we only got, like, maybe 70-some or 80-some

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percent in the revenue report. I don't know if it's

in the packet, now that I think about it, because

you got appropriation fund right now. But in the

packets I sent you guys, in your emails.

So we have to learn to kind of budget

a little bit more carefully, looking at some of this

stuff, because there's a lot of resolutions tonight

that's transferring of funds. Hopefully, those are

the last ones I have to do. You guys -- well,

Mr. Mann sat in a meeting where we had to do a lot

of finding money to pay some of the bills. So

that's, basically, my goal, not to have that happen

again next year at this time.

MR. McGUIRE: We go through this every

year, having to make December appropriation changes.

MS. EDWARDS: Yeah, you do, because we

don't know how much money we're going to get in. But

this year has been, like, a bigger issue, because it

wasn't -- well, for this year it wasn't budgeted

right in the first place. I mean, there were several

issues that were left out. We got to make sure we

pay attention to OPERS, Medicare. I mean, those all

have to do with salaries. Those should have been

taken care of. And we had some issues with when the

salary allocation or payroll allocation, however you

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want to call it, schedule was approved after the

budget was already approved. How you going to do a

budget when you don't know how you going to allocate

the salaries? So that screwed up -- that what

screwed us up on the salaries at the end of the year

because you did an allocation after you did the

budget.

So, I mean, the road department says,

We're going to put $200,000 in, and then you come

back later, and say, Oh, but they're paying

50 percent of somebody's salary. Well, you didn't

know that when you put that $200,000 in that

account? You can't do that. That's why I'm

concerned about the salary allocation. Where is it?

Before we even have this 2020 budget discussion, we

need to have that salary allocation approved by you

guys. When you guys going to approve it? The 30th

meeting?

MR. McLAUGHLIN: It needs to be

approved Thursday.

MS. EDWARDS: It needs to be

approved -- can't do it on Thursday.

MR. McLAUGHLIN: We can't approve

it -- you can't actually approve it but have it out

on the table so we talk about the budget; you know,

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what's what. Approve it all later but...

MS. EDWARDS: It would have been nice

to have it today, so you could have approved it now.

Then whoever need to look at it or do whatever they

need to do, because they had that when they were

looking at the budget, and those would be some of the

numbers. Those would be some of the critical numbers

we needed to do the budget.

You also have to realize, too, that

we can only use the fire, road and general fund

and -- I don't think we have any fund -- we using

the cemetery for salaries. We got dinged on the

lights, using the lighting district for salaries.

Taking salaries out of that. Can't use that. When

they do the audit again -- and then we also have to

decide whether we're going to go with -- I suggested

the one-year audit. I suggest that we do that for

at least the next two years. It will help us budget

for the audit better and it help us get us cleaned

up so that we can go forward knowing -- and you guys

can know, you know, what you got to do about getting

more money for the general fund. I mean,

personally, I say we need something to get more

money in the general fund. There's nowhere else,

unless we get a levy on, we're going to get money to

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pay. As things go on, it's going to get worse.

MR. McGUIRE: In the reporting that

you gave us in today's email, did you have -- does

this reflect all the adjusting entries?

MS. EDWARDS: Yes. That was done

before we had that meeting on that Monday, and it

will show in the first column the comparison -- in

fact, it shows in your packet comparison versus

appropriated. That first column, if you had the

November one, you would see. You see that first

column changed. Those adjustments should be

different than the November comparison versus

budgeted -- or appropriated, I'm sorry. It changes

the beginning-of-the-year amount when they had me do

those adjustments. So you'll see -- I think if you

look on that report right now, there should be a

negative number on the comparison versus in the

cemetery fund. Yeah, there's a negative number on

2041 because, when we did the adjustment, it made

that negative, the first column.

MR. McGUIRE: Well, we passed an

appropriation resolution to square that account.

MS. EDWARDS: You did what?

MR. McGUIRE: Took care of that. I

think it was at the last meeting.

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MS. EDWARDS: What do you mean by

square the account?

MR. McGUIRE: We appropriated money to

take care of that negative balance, one of our last

two meetings.

MS. EDWARDS: Do you remember the

resolution?

MR. LUTZ: This is what I had to go

type up.

MR. McGUIRE: How come that's not

reflected in the balance?

MS. EDWARDS: I don't understand what

you talking about. I'm totally confused. That's the

beginning balance at the beginning of the year. When

they did the adjustments for auditor, made that

account negative. At the end -- as of today, which

is 204 -- there's 3.54 variance, so it has a final

appropriation line, says 1,938 is in that account.

The negative number is the starting of this year.

That was because of stuff in 2016, '17 and '18, and

it's explained in the audit report.

I can't tell you because I haven't

had time to read and to tell you exactly what was

adjusted at what year but it's all in that

information that we received. Now, you said there

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was a resolution to adjust that in the last meeting?

MR. LUTZ: That's right, because we

did that resolution, had you go type up. It would

have put the positive funds back in, which then takes

it to the other end, makes you negative at the

beginning. You took the balance of money from the

general fund back in the cemetery. So your beginning

balance would be negative, and then now -- you have a

positive at the other end but it's over three

thousand some dollars. Because if you look at mine,

on the fire side, I was three something -- three

something in the beginning because I moved some money

around. My starting fund went down but my variance

is, like, 65, when we made some changes.

MS. EDWARDS: Is there anything else

somebody wants to see during the close-out meeting?

MR. McGUIRE: Can you bring your

laptop, just in case?

MS. EDWARDS: I can, if it's not

snowing. It's just hard for me to carry that thing

and walk. I was planning on bringing it tonight but

I decided, no, I can't carry it tonight. That it?

Bring laptop, per Trustee McGuire. Is that it? I

don't have anything else that I can think of right

now.

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Oh, as far as that is concerned, but

I still have these resolutions from the 5 December

meeting that we had to make some pen and ink

changes. Mr. Mann signed -- initialed several of

them. I think he missed some places. So I'm going

to send one down at a time. The first one is 1932

where we got to change regular to special, and up

there you just need to initial. I think that's the

only thing on that one. On this next one, on the

first page it's another regular change to special.

And then the amounts were calculated wrong so

there's several places on here that you need to

initial: On the illustration one, and then initial

here on illustration two. So special at the top.

MR. McLAUGHLIN: Changes here?

MS. EDWARDS: Yeah. Mr. Mann didn't

initial that one yet because I found that later,

after we had discussed it.

MR. McLAUGHLIN: All these are just

the total. Just the total, right?

MS. EDWARDS: You can do the total,

but you might want to do the -- you might want to do

each of them. I don't remember, you know, how

particular the auditor was. Okay. On this one, the

special -- should be special instead of regular.

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Same thing here. Okay. This one -- I'm not sure

what -- it's a blank one here, but up here you have

the (inaudible), because Steve wrote that in at that

end. You got to initial that. There's a bunch of

writing up there, I guess, because they took this and

didn't do it correctly. So some there, too. And I

don't know about that blank. I don't know what goes

in that blank. I think, Mr. Mann, you going to ask

and find out what you wanted to put in that blank

there? What is that resolution about? The over the

road department? No, what's it say at the top?

MR. McLAUGHLIN: Jefferson Township

Board of Trustees designate Steve Woolf to oversee

the road department administration.

MS. EDWARDS: And then at the bottom

is, Therefore, be it resolved?

MR. McLAUGHLIN: Now, therefore, be it

resolved that Jefferson Township Board of Trustees

authorize a change in the committee assignments and

designate, and it's a blank, to oversee the road

department.

MS. EDWARDS: You're going to ask the

trustees what they want to put in there, to oversee

the road department, because nobody filled it out

during the time you guys signed that.

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MR. McLAUGHLIN: Well, I've heard that

Steve's been telling everybody he is. I don't see it

on here, though, but he's been telling people that

he's over the road department.

MS. EDWARDS: But that should be -- I

don't know, it should be a trustee, I would think,

right? Because it says, Assignments.

MR. McLAUGHLIN: I will not be over

it. I have nothing to do with that.

MR. McGUIRE: That should be Woolf.

MS. EDWARDS: So it's going to be

Woolf at the top and Woolf -- okay.

MR. McLAUGHLIN: It's like the fox

watching the henhouse, ain't it?

MS. EDWARDS: Yeah, so who's watching

him? All you guys going to watch him?

MR. McLAUGHLIN: Is that all you got,

Tracey?

MS. EDWARDS: Those are all that I

have right now, yes. So now I want to just let you

know that I haven't scanned any -- put any

resolutions since 114, since we had all these all

messed up. I'm going to scan -- so I'm going to scan

those all in and get them in. I want to also make a

suggestion. I know you guys wrote a resolution and

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I'm supposed to pass this -- I'm supposed to post

these three days after they've been approved. That's

what the resolution said. Anyways, if I do that, we

going to get charged more. Every time I post, give

him a post, he give us a bill. I suggest that we at

least -- at most we do it once a month, post it month

to month, because we getting charged a good penny

every time we post. If I send it three times a

month, he's going to charge us an amount. He doesn't

go by how long it takes him, he goes by how much

is -- how much is posted. So I suggest that --

MR. McLAUGHLIN: How much is -- you

mean volume-wise?

MS. EDWARDS: Yes.

MR. McLAUGHLIN: Okay. Right.

MS. EDWARDS: I don't think it takes

him any more time, you know, when it's a computer to

do it. If he does one, it takes less time than three

times and charges three times.

MR. McLAUGHLIN: You send that to him

electronically, right?

MS. EDWARDS: I send it to him

electronically so it doesn't post to mine. But if I

do it three times versus once, it ain't going to take

any more time.

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MR. McLAUGHLIN: Right. Okay.

MS. EDWARDS: You know what I'm

saying? It may take him, I'm going to say, ten

minutes one time but it may take him ten minutes

three times, just because he could have did it all at

once. Yes, I scan it in and I send it to him. Yeah.

So I don't think you need to change the resolution.

I don't know if you just -- I would just want to let

you know that.

MR. McLAUGHLIN: Okay.

MS. EDWARDS: And see if that's okay

with you guys, for me to post it once a month instead

of three times.

MR. McGUIRE: Let's discuss that at

the close-out meeting, because I looked at the

minutes. The minutes haven't been posted past

September.

MS. EDWARDS: Oh, the minutes haven't

been typed since then. That's correct. I haven't

seen a set of minutes since then. So I don't know if

they just stopped doing them or what happened. I

just assumed that somebody made the decision that

they weren't going to be typed anymore. So you want

to discuss that during the close-out meeting, you

said?

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MR. McGUIRE: We can get into that

another time.

MS. EDWARDS: I mean, because we got

to have them done. I guess they were saying

something about during the July they want to do the

next audit, so we definitely got to have them in

order by then, whenever they start it. Because they

look at those. They do those before they even come

in-house, they go through all the minutes online.

MR. McGUIRE: Well, we have to decide

whether or not we want them online.

MS. EDWARDS: Right. That's true.

MR. MANN: Anything else?

MR. McLAUGHLIN: Motion to adjourn.

MR. McGUIRE: Second.

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C E R T I F I C A T E

STATE OF OHIO : COUNTY OF MONTGOMERY :

I, Darlene Anthony, the undersigned, a

notary public-court reporter for the State of Ohio,

do hereby certify that I have transcribed into

typewriting the within 27 pages, and that the

foregoing is a true, complete and accurate report of

the Jefferson Township Board of Trustees Meeting to

the best of my ability.

IN WITNESS WHEREOF, I have hereunto set my

hand and official seal of office at Dayton, Ohio,

this 30th day of March, 2020.

_____________________________ Darlene Anthony, Notary Public Commission Expires 5/10/21

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1 jefferson township 2 work session held on 7 roy mann, president 8 9 … · 2020-05-15 · 1 ***...

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