2011/Motor Vehicle License Tax - in 2017 $50,000 was allocated for road repair projects, in addition to the allocation for insurance and bonding.

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1 201 The December 7, 2017 special meeting of the Delhi Township Board of Trustees to continue the budget hearing was called to order by President Rose Stertz. Vice President Cheryl Sieve, Trustee William Oswall Jr., Fiscal Officer James Luebbe and Administrator Jack Cameron were present. OPEN THE MEETING: The Board received certification that the rules adopted pursuant to Section of the Ohio Revised Code had been complied with for the meeting. The meeting began with the Pledge of Allegiance. ADMINISTRATOR COMMENTS/SUMMARY: Mr. Cameron opened the budget hearing. PUBLIC WORKS BUDGET REQUEST: Director Ron Ripperger Mr. Ripperger reported on his department s budget request including 4 accounts: 2011/Motor Vehicle License, 2021/Gasoline, 2031/Road & Bridge, 2231/Permissive Motor Vehicle. He reported that 3 of the 4 accounts have road repair contract money as a line item, a total of $300,000 for paving. He commented that there are no unusual purchases planned for next year. 2011/Motor Vehicle License Tax - in 2017 $50,000 was allocated for road repair projects, in addition to the allocation for insurance and bonding. 2021/Gasoline Tax Contracted Services reduced (in 2017 included the cost to purchase the Bobcat, and a reduction in the cost of the salt loader rental). Operating Supplies minimal change. Fleet Parts - increase by $3,000. Asphalt slight increase. In response to Trustee Stertz question regarding the cost of salt, Mr. Ripperger reported that the cost is rounded, and the supply for the year is purchased by whomever has the least amount of salt stored in the dome (Delhi or Hamilton County). He commented that the cost is currently $50 per ton, as compared to when it was snowing it was about $130 per ton. In response to Fiscal Officer Luebbe s question regarding comparison of the cost of asphalt at $72 per ton for 2018 compared to 2017, Mr. Ripperger reported that $72 is what they paid in 2017, they hope to see the price go down. 2031/Road and Bridge Salaries includes eligible retirement calculations for Jim Rose with no date set, and Doug Robson who plans to retire early in January.

2 202 In response to Mr. Cameron s question regarding any other changes noted in personnel, Mr. Ripperger responded that they intend to bring back the Seasonal Service Worker, of which will be the 3 rd year. Trustee Stertz informed Mr. Ripperger that it was decided not to share the Administrators salary. 2231/Motor Vehicle Permissive 323 Repairs and Maintenance amount appropriated for kitchen upgrade, and LED lighting for the garage. He referenced door replacements at the end of next year not included in the budget request, of which he discussed with the Administrator, if there would be no major repairs for the year and money available. In response to Trustee Stertz question regarding the door replacement, Mr. Cameron reported that he would prefer to have it noted in the budget request. Mr. Ripperger commented that he would add the notation. Mr. Ripperger referenced other line items that were combined. With regard to the increase in Telephone, Mr. Ripperger reported that the increase was due to adding internet service for a new tablet that they intend to purchase for the new Inspector. In response to Trustee Sieve s question regarding Contracted Services (Cisco switches and desktop computers) is this line item a duplication, Mr. Cameron commented that when the decision is made how to pay for the switches and computers (TIF or the Operating budgets), we would go back and adjust the budget accordingly. In response to Trustee Sieve s question regarding the camera at the recycling bins, Mr. Ripperger reported that the camera is operational, however it does not provide the best picture quality. POLICE DEPARTMENT: Chief Jim Howarth Chief Howarth reviewed the following line items: Salaries - increase includes raises for contractual employees, 2 eligible retirements, and a little extra for restructuring of the department as far as rank structure. In response to Trustee Sieve s question regarding breaking out the salary for the Park Resource Officer, Chief Howarth referenced the current pay structure that is shared internally, and the flexibility with regard to the funds that are transferred out the Park budget. Mr. Cameron referenced tracking the salary expense in UAN.

3 203 With regard to the appropriation for salaries in the 5 year levy projection, Chief Howarth stated that he is confident in the numbers to increase the officer count to 33 sometime next year, and that he is considering adding a dedicated Community Resource Officer, a recommendation of the State of Ohio. He confirmed that he did not have the 33 rd position in the 2018 budget request. Salaries Full Time Civilian - one retirement. Salaries Shared Services - Administrator Cameron advised removing his salary. Workers Comp increase from $38,000 - $90,000. Insurance Benefits additional built in to cover a change from single to family coverage. County and Legal Fees reduction contract negotiations in Training minimal decrease by $3,000. Physicals - 3% increase (more individuals are slated for physicals in 2018). Vehicle Repairs and Maintenance outside vendors for vehicle repairs, and insurance deductibles. Building Repairs and Maintenance substantial increase $10,000 for a facility space study to determine how to reallocate the space that was used as the jail into a men s locker room - the fee is what it will cost to come up with several variations of a remodel, to include interview rooms for Investigations. He referenced additional cost of $50,000 for the final drawings of the option that is selected for the remodel, and estimated cost of the remodel to be approx. $250,000 - $500,000. Also in the line item is a gate and fence replacement. Another project is the repurposing the Processing Room Garage in the property building (previously the weight room) into an evidence processing room, project to include polishing the floor and updating the lighting. In response to Trustee Stertz question where will the money come from for the remodel project, Chief Howarth responded that he did not have the funds in his budget, and would rather not pay for the space study and the final drawings, understanding that he may have to in order to get the ball rolling. With regard to the age of the building, he stated that they bought it in 1970, and that it was remodeled in 1992 when the Administration building was built.

4 204 Surveillance Cameras Chief Howarth informed the Board that they would like to move forward with the cost in the Operating budget, and that they received a quote of $14,500 for a surround system that would provide coverage of the front lot, front door, and the rear lot of the complex. He added that it could also include a camera at Administration for the front window, and option for Public Works to piggyback onto the system, if we could connect to the network at their facility. In response to Fiscal Officer Luebbe s question regarding the license plate reader, Chief Howarth reported that they have one camera that they received off of a grant, with the stipulation that it would be located in a county right-of-way. He commented that it was never installed because Hamilton County denied the request to put it on their poles. He referenced options for fixed cameras in the parks or at the recycling containers. In response to Trustee Stertz question regarding the $15,000 in the 2017 budget designated as Building Repairs, Chief Howarth responded that it was for HVAC rooftop unit that went out for the Property Room, of which was repaired today at a cost of $14,000. Repairs and Maintenance of Equipment slight decrease. Telephone slight increase for a new cell phone and service for PRO Officer Gilbert, who is detailed until April 1 st, and upgrade from flip phones to smart phones for the supervisors. Postage slight increase due to package returns through FedEx and UPS. Gas & Electric no change. Water & Sewer slight increase. Contracted Services IT Support slight increase for PC replacements (8 total at $1500 per work station), and $15,000 for Axon body cameras (contract for 5 years). Small Tools and Equipment to purchase 2 additional speed signs that can be posted on the poles. He commented that they currently have 2, and they are being requested by the public instead of the trailer. Shotgun replacement the last replacement was 25 years ago. He commented that they are in the process of replacing hand guns this year. Other Supplies and Materials typical supplies that are purchased for patrol and investigations for the surveillance of a crime scene. He commented that the warranty for the Tasers is up this January, and they plan to continue to use them out of warranty.

5 205 Other Dues and Fees increase - for HCPA dues for the SWAT Team, Honor Guard, the Chief s Association, and the shooting range. He referenced the increase due to the increase experienced in Communication s fees, an additional $120,000. Fiscal Officer Luebbe identified a reduction in 2017 compared to 2015 and Chief referenced the cost of the dispatch fees going down from $23.10 per detail to $15 per detail. In response to Mr. Cameron s question regarding the typical cost per year, Chief responded that in past years we have paid up to $23.10 per detail, and have paid a total of $160,000 in 2016, and have paid up to $170,000 in preceding years. Prosecution fees Other Expenses Coroner fees continue to increase. He referenced a reduction in marijuana testing that is now done in-house, a savings of $110 $120 per test. Motor Vehicles replacement of 2009 unmarked vehicle (request to increase the number to cover the expense to add a new in car radio). He reported that the in car radios are incorporated in the TIF request, additional $5,000. Repairs/Maintenance of Buildings filling in the pit in the garage for safety reasons, a cost of $1800 work to be completed in house. Drug Fund matching the revenue accounts, and experienced a decrease from 2016 to 2017 due to the receipt of $10,000 in forfeitures. In response to Mr. Cameron s question regarding professional development, Chief Howarth reported they have accounted for the Ohio Association Chiefs of Police Conference, FBI National Academy, and the Ohio Chapter Conference in the Training line. He referenced an opportunity to send Lt. Macaluso to the FBI National Academy in the next year or two, and the John Bechtold fund which was established to assist with training expenses for the department. In response to Mr. Cameron s question regarding upgrades to the Polaris, Chief Howarth confirmed the immediate need would have to be enclosed. With regard to the cost of the facility space assessment, Mr. Cameron recommended conducting a space assessment township-wide before moving forward with any renovation project. Trustee Sieve agreed with the need to conduct a township-wide space assessment. With regard to the results of the assessment and the current needs at the PD, she recommended incorporating a shorter term solution with minor updates that could be incorporated into a much larger renovation project in the future. Mr. Cameron recommended waiting on the renovation project until we have the results from the township-wide assessment before moving forward with anything short term.

6 206 Chief Howarth referenced a space limitation with regard to the plans to upgrade the locker room, and short term upgrades such as new cabinets and urinals. With regard to funding available through the Delhi Citizen s Police Association, Chief Howarth stated that he would not ask them to pay for funding. A portion of the discussion on the renovation project was inaudible. FAB member comment was inaudible. With regard to the replacement schedule for the police cruisers, Lt. Braun reported that they established the schedule after the levy failed due to the nature of the costly repairs. He commented that they would prefer not to keep the cars longer than 3 years. With regard to Trustee Stertz question regarding the total cost of $130,000, Lt. Braun confirmed that the cost of $43,000 per car included everything. With regard to Trustee Stertz question regarding the income from the sale of vehicles, Chief Howarth confirmed that as of last year, the income is deposited into the Police fund, and prior to that it was deposited into the General Fund. Discussion on flexibility within the TIF Master Plan with regard to the funding of future projects, in order to free up some money for current projects. Trustee Oswall referenced the 2018 TIF Master Plan and flexibility within the numbers. He commented that he was okay with the request for the radio equipment and replacement of windows. With regard to the future spending for the fire apparatus, he referenced the need for some clarification and confirmation of the $330,000 number, and TIF commitments for future spending over the next 4 years, to be able to come up with solid levy projections for the Fire Department. Trustee Sieve referenced an option with the $500,000 road project request, and if the department could share some of the expense within their Operating budget, and a concern about the PC replacement cycle and the need to have a backup plan for a loaner program when a computer goes out. She stated that she was okay with the replacement of the police cruisers and the radios as requested. She referenced the future request of $330,000 for the fire apparatus as not being set in stone, suggesting that there are a lot of variables working within TIF on future spending. Mr. Cameron confirmed that the PC s and switches are not reflected in the TIF request. With regard to flexibility with the request for road projects, Mr. Ripperger responded that there might be some options within his department s operating budget that would reduce the TIF

7 207 request to $250,000. He referenced the difference in expenses to revenue of about $175,000, and flexibility from year to year within the four funds. In response to Trustee Stertz regarding a Fire TIF request for $24,000 for HVAC replacement, Mr. Cameron confirmed that the project was completed in the department s operating budget. Chief Howarth recognized the opportunity to discuss TIF requests with the other department heads. Trustee Oswall referenced the Police Department budget outlook, and the facility remodel that could be projected out over 3 years. Mr. Cameron referenced the recommendations for TIF spending: 1. Fire: flex down the $330,000 TIF request designation for the purchase of Fire apparatus to $165,000, and to communicate for budget planning. 2. Public Works: commit $250,000 out of TIF, and $250,000 out of Operational. 3. Police: 3 cruiser purchases as requested. 4. Fire: radio purchases as requested. With regard to the window replacements, Mr. Cameron recommended holding off until we can identify the outcome of the township-wide space assessment. He estimated the cost to be in the $25,000 40,000 range, appropriation under Administration Contracted Services. Trustee Oswall agreed to holding off on the window replacement until we have the results of the township-wide space assessment. Chief Howarth referenced the window replacement as not being a priority. Mr. Cameron referenced a discussion with the Southwestern Ohio Administrator s group on PC s and switches, and the consensus that the majority of them work within a staggered replacement schedule, of which was his recommendation. He referenced an option to purchase through the CIC, and will research it further. He commented that he will work with the IS Manager and department heads on the PC count and staggered replacement schedule, to fit in the department s operating budgets. FAB member comment was inaudible. The Trustees thanked the Administrator, department heads and FAB members for their work on the budget. Mr. Cameron reported that he will update the budget to reflect the recommended changes, and distribute it on December 27.

8 208 ADJOURN MEETING: There being no further business to come before the Board, Trustee Oswall moved and Trustee Sieve seconded to adjourn. Trustees Sieve and Oswall voted YES., Fiscal Officer Approved:, President, Vice President, Trustee I hereby certify that the amounts needed to meet the above obligations have been lawfully appropriated and are in the treasury or the process of collection free from any and all obligations. James J. Luebbe, Fiscal Officer

RECORD OF PROCEEDINGS MINUTES OF JACKSON TOWNSHIP BOARD OF TRUSTEES MEETING FEBRUARY 27, 2018

RECORD OF PROCEEDINGS MINUTES OF JACKSON TOWNSHIP BOARD OF TRUSTEES MEETING FEBRUARY 27, 2018 Hawke called the meeting to order at 4:03 p.m. at the Jackson Township Hall with all Trustees, Fiscal Officer,