AUBURN TOWNSHIP BOARD OF TRUSTEES REGULAR. Auburn Township Administration Building September 19, 2011 Page 1

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1 Auburn Township Administration Building September 19, 2011 Page 1 The meeting of the Auburn Township Board of Trustees was called to order at 7:30 p.m. by Chairman Patrick J. Cavanagh. All Trustees were present. The Pledge of Allegiance was led by Kevin Ward of Auburn Boy Scout Troop 101. Motion by Michael S. Troyan seconded by John A. Eberly to approve the minutes of the regular meeting of the Auburn Township Board of Trustees of September 6, VOTE: Eberly, yes; Troyan, yes, Cavanagh, yes. The motion passed. GUESTS: Kevin Ward of Boy Scout Troop 101 described his projected Eagle Scout project. He would like to clean up the path at the lake by Adam Hall and add a bench or two. The Trustees agree it is a good idea. Mr. Cavanagh suggested cleaning up the entrance to the path as well. The Trustees thanked Kevin for his good plan and reiterated how the community has benefited over the years with the activity and projects of Troop 101. Lindi and Gary Van Winkle, residents of Maple Ridge subdivision, were present along with six other families of the subdivision to discuss the clear cutting occurring on the property off Ravenna Road. The subdivision, off Taylor-May Road, backs up to the clear-cut property. They asked if anyone knows why the tree cutting has occurred. They know the property owner has the right but what is the purpose. The lack of root systems is creating an environmental issue. There has been a lot of runoff. Mr. Troyan said while the trustees do not have authority over this, Geauga Soil & Water Conservation District does. Erosion and water issues are their concern. The concerned property owners know the property is up for sale and so no one knows why or what the reason for the clear cutting may be. The concerned property owners stated they came to Auburn for the large lot zoning and the rural atmosphere and they want to uphold the integrity of what they came here for. The property owners said a path was cut through township owned property to access the lot where the clear-cutting occurred. Mr. Cavanagh said that the back part of the property previously owned by Mr. Padegimas and subsequently given to the township was cut off by the freeway. Snavely Construction has a sign out on the property looking for a buyer. No one has applied officially to build or develop anything to date but the neighbors have concerns one of which is future security lights shining all night. Trustees explained that the B-3 district has zoning for lighting with height restrictions, etc. Lindi Van Winkle claims workers walked on her property. The concerned residents were advised to call the Sheriff if trespassing occurs. Kymberley McCollister found track marks on a few of their properties minimal damage but upsetting. She is concerned with her septic and other possible water contamination issues. The neighbors said they are not against commercial development but want their property to be respected and they want a good neighbor relationship. Mr. Cavanagh discussed the thinking behind the B-3 zoning. This is Retail/Motorist service district and the schedule of uses includes medical clinics, retail, banks, motel/hotel, hospital and others. Buffers, ingress/egress can be discussed. Residential homeowners can partner and negotiate and reach agreement with the developers. To date, Snavely has not purchased the property. They want to put in a gas station and a self-storage unit. The heavy rains caused the Sheriff s department, the Fire Department, and Zoning Departments to all show up on Ravenna Road to assess flooding.

2 Auburn Township Administration Building September 19, 2011 Page 2 GUESTS (continued): A Township is exempt from regulating timbering under Ohio Code Mr. Troyan offered to contact Geauga Soil & Water for the residents. Lindi and Gary Van Winkle will be the contact for the residents. Linda Zmec of DTJ Taborville said a land man was hired a year or so ago to bring in oil drilling without the residents being apprised of it. The residents were able to get State Senator Tim Grendell to stop the oil drilling. They were present today to educate the Trustees. She introduced Traci Fee, a landowner in Auburn, and a member of the Geauga County Chapter of NEOGAP (Network for Oil & Gas Accountability & Protection), who spoke to the ads and media attention being given to fracking. She explained the deep shale drilling, large pits, truck traffic, etc. involved. Auburn and Geauga county will be significantly changed in the future if fracking is not stopped. Unfortunately, Gov. Kasich seems to support fracking as a revenue source for the State. She gave literature packets to the Board that address fouled drinking water and contaminated wells in areas following fracking. Some suggested resolutions and road use maintenance agreements are also in the packets. They would like to follow up with another visit to the Board and would like to see this Board adopt a policy against fracking to be sent to Governor John Kasich and others. Linda Zmec pointed out that while it is hard to live without gas and oil, it is harder to live without water. She said the trustees took an oath to protect the township and asked if they remember the English Drive explosion in Bainbridge. The Board will study the issue. They noted that while the Trustees had some control over minerals, oil and gas and safety controls, those controls were taken away by recent state legislation which has largely exempted the drilling and production of oil and gas from local regulations. The Ohio Department of Natural Resources, Division of Mineral resources has the exclusive and sole authority in permitting, locating and spacing oil and gas wells. All we can do is petition the State for some control. The NEOGAP organization is going county by county and visiting schools to spread their message. Mr. Eberly suggested they contact the Ohio Township Association and Traci Fee said they do work with them. REPORTS: Chief, John Phillips, Auburn Volunteer Fire Department, noted that the township has been posting on our Agenda Calendar section, the meeting date for the construction meeting for the renovation/building project of the fire station. He was approached by a couple who want to attend the monthly construction meeting. They may not attend. Hummel Construction leads the meeting, held in their trailer at their responsibility. Since that meeting is not a public meeting, we will no longer post that date. The meeting is organizational, there is not a quorum, and all decisions for the construction are made at a township public meeting. All four walls are up on the new building. We need to pour the floor and while we had been right on schedule, the rains have caused a two week delay. After much discussion during which a first proposal for a change order in the amount of $15,000 was denied, Hummel went back to the drawing board and came up with a $5,700 change order. Mr. Troyan asked what was different between the $15,000 and the $5,700 orders. Primarily, the first version added footers to all walls while the second is for just bearing wall footers. Through a lot of effort by Jim Dixon, whom we are very glad was hired to represent us, this change order is acceptable and in fact would cost more in the long run if we do not do it. Motion by John A. Eberly seconded by Michael S. Troyan to accept the Change Order Request #005 with Hummel Construction to add interior masonry wall footings and foundations due to wet soil conditions at a cost of $5, VOTE: Eberly, yes; Troyan, yes, Cavanagh, yes. The motion passed. This gives us the opportunity to get back on schedule.

3 Auburn Township Administration Building September 19, 2011 Page 3 PUBLIC COMMENT: Jack Trethewey asked about the cost saving of not pouring the extra concrete. Mr. Cavanagh said the change order includes a $2200 credit for the thickened slab concrete not being used. There was discussion that Change Orders 3 and 4 did not involve money and that this is indeed Change Order 5 as noted above. Mr. Trethewey asked the Chief when the dry hydrant damaged by a car accident at Washington Street would be repaired; the chief advised the insurance company is refusing to pay for the repair and that Timberwood Excavating Co. will make the repair soon as a donation to the Fire Department. Mr. Cavanagh stated that the official records of the proceedings of Public Meetings in Auburn Township are the minutes taken by the Fiscal Officer or designated other person. For the benefit of people here to participate in this Public Meeting, you are likely being recorded and it is not sanctioned by the Trustees. That recording will likely be posted on the internet. This is not the policy of Auburn Township. Auburn Township has no involvement in the creation, editing or positing of these recordings. PUBLIC COMMENT: Chief Phillips was asked about fire station staffing. He replied there are 3 men on 24/7 station staffing. Most are medics. He explained they have a stipend for volunteers who show up at calls. It is pay-per-call system. He was asked and answered that Geauga Hospital/University Hospitals is the destination hospital. John A. Eberly reported that road work projects are winding down for the season. We still have the crack seal project for Lucky Bell Road and side streets. Bids were opened at the last meeting of the Board. This project can be completed before winter sets in. Motion by John A. Eberly seconded by Michael S. Troyan to accept the bid for Expansion Joint Repair of Various Concrete Roads as submitted by Asphalt Fabrics and Specialties at $2.40 per pound not to exceed 24,000 pounds. VOTE: Eberly, yes; Troyan, yes, Cavanagh, yes. The motion passed. Mr. Eberly and Emerick Gordon are preparing next year s plan as part of a four year road program. Emerick has lately spent time educating people on why we have ditches. It is to drain road beds. We cannot alter stream beds. We have had three 25 year rain episodes and while most people understand, some need to know one is not legally allowed to drain water from their property into ditches. Mr. Eberly reported several instances where water ran back into the houses. Back flow restrictors would help but this cannot be done at township expense but would be at the homeowner s expense. All things considered, our roads held up pretty well with the heavy rains while some homeowners were understandably unhappy with flooded basements. Michael S. Troyan said the Chief gave the Fire Department update and that the Township Survey info was on the agenda for later. He ceded his time to Susan Plavcan. Susan Plavcan, Fiscal Officer, presented warrants numbered 8366 through 8381 for $33, as well as current financial reports. Mrs. Plavcan asked the Trustees for a decision regarding payment for healthcare coverage for Adult Dependents. Federal Law requires plans to extend the eligibility age for adult dependents to age 26. Ohio Law allows employees to choose to pay for extending coverage for

4 Auburn Township Administration Building September 19, 2011 Page 4 adult dependents to age 28. For coverage between age 26 and age 28, an employer is not required to pay any portion of the cost. That portion of cost would be $97.00 per month. Motion by Michael S. Troyan seconded by John A. Eberly to comply with the State Law offering Adult Dependent medical coverage from ages 26 to 28 at the expense of the employee, not township paid. VOTE: Eberly, yes; Troyan, yes, Cavanagh, yes. The motion passed. The Trustees reviewed the choices of benches as presented by Ben Blazek of Troop 101. He proposed placing two benches at Shadyside Cemetery near the flagpoles. He further suggested placing armed forces insignia stepping stones in the area and the Trustees agreed. After reviewing the literature, the Trustees decided on the wooden bench look as opposed to the metal one. The bench features a heavy duty steel tube frame with a powder coated finish and new recyclable plastic seating slats. Mrs. Plavcan will notify Kevin of their decision. Patrick J. Cavanagh, met with Emerick Gordon, Bob Zeidler, John Szoka and Tony Blotnik of JMD Co. to discuss the progress of the Auburn Community Park driveway construction. The job calls out for French drains to help move water. It is estimated about 800 tons of gravel is needed. Trustees discussed a change order to complete the addition of an exfiltration trench installation across the drive. Motion Patrick J. Cavanagh seconded by Michael S. Troyan to excavate the base stone and cut a channel across the drive approximately 200 off Munn Road and install approximately 42 of 8 perforated pipe with class A fabric wrap from the south trench to north trench bedded with 57 gravel and backfill with #1 gravel to grade and for pipe entry/exit protection at a cost of $1, VOTE: Eberly, yes; Troyan, yes; Cavanagh, yes. The motion passed. Tony Blotnik of JMD Co. has offered to donate 1 roll of fabric wrap and the township will buy one roll. Bob Zeidler will donate his time. Mr. Troyan asked about the recently received Geauga Soil & Water Conservation District site inspection reports; one each for the fire station and the Auburn Park access drive. Fire Chief John Phillips said it is the builders responsibility to maintain silt fences there is no problem with the fire station s site inspection report. The Trustees asked Emerick s opinion on the necessity of fabric rolls. Emerick noted we are paying $0.50 on the $1.00 and he recommends we proceed. Motion Patrick J. Cavanagh seconded by Michael S. Troyan to purchase a 300 roll of geotex and to accept the donation of another 300 roll and to accept the gratis installation by Bob Zeidler. VOTE: Eberly, yes; Troyan, yes; Cavanagh, yes. The motion passed. Mr. Zeidler noted his deadline is looming and the weather has him very delayed. He asked what he can do to get an extension to the completion date. He is 60% to 65% completed with the project with one week left on the contract. Mr. Eberly wants to review the man hours on the job. The bid included rain days. Mr. Eberly said only one man is generally working. Mr. Troyan asked if Mr. Zeidler could man up the job. Mr. Zeidler said the State is adding time to contracts due to rain delay. Mr. Blotnik said that last week was it for getting seed down for the playing fields. Water is standing on the fields and we need to work on drainage and add some crowning. We will do a rye cover crop by mid-october since we cannot get the grass seed in. The Trustees briefly discussed a donation request from an Angler s Club for a contest involving catfish at LaDue Reservoir.

5 Auburn Township Administration Building September 19, 2011 Page 5 Motion by Michael S. Troyan seconded by John A. Eberly to decline to donate to an Angler s club for a catfish contest at LaDue Reservoir. VOTE: Eberly, yes; Troyan, yes; Cavanagh, yes. The motion passed. Thorpe Road Gas Line --Mr. Eberly talked to Orwell Gas Co. representatives about installation of a gas line south on Thorpe Road to Taylor May Road as requested by residents. We will require a performance bond for protection of the roads. Also, Thorpe Road has moved over the years. Before a gas line can be put in, it has to be in the road right of way. Orwell will be required to conduct the survey to see where the road is. If a major move is required, we will not do it. Mr. Eberly discussed this possible job with the County Engineer. While all the residents want the gas line installed, the Engineer said it is a 60 right of way but there is no border there, no ditches and a survey will be needed. Township Survey Every 10 years the township conducts a survey which is used to support our land use plan and our zoning. Our Zoning Commission forwarded to us their recommendations and we sent it to Dave Dietrich at the County Planning Commission for their recommendations. The number of questions is now reduced from 49 to 29. Mr. Cavanagh would like to include a question or explanation regarding CAUV, Mr. Troyan recommends adding how long one has lived here and to add renting as well as owning property. The Trustees will make the final changes and hope to have it out before the holidays. Excel Printing will allow us to use their bulk mail permit. A resident noted that Kenston High School has a group of volunteers who may be able to help in stuffing. Mr. Cavanagh noted that the Trustees have eliminated the option of putting the survey out on the internet for security reasons. We will stick with the mail to avoid any skewed or tampered with results. PUBLIC COMMENT: Will Auburn community Park be open 24/7 or have restricted hours? Trustees said it will be restricted. A gate will be put up. Motion by Michael S. Troyan seconded by John A. Eberly to adjourn the meeting. VOTE: Eberly, yes; Troyan, yes; Cavanagh, yes. The motion passed. The meeting was adjourned at 9:15 p.m. Susan Plavcan, Fiscal Officer Patrick J. Cavanagh, Chairman John A. Eberly, Trustee Michael S. Troyan, Trustee Date