The meeting was convened at 1400 hours at the Hebron Municipal Complex, 934 W. Main St. Hebron, OH. Mr. Layton asked everyone present to stand for the pledge of allegiance to the flag of our country. Mr. Layton stated that the minutes were being recorded and would be transcribed at a later date and would be presented for adoption at the next regular scheduled meeting. Dates and times to be determined.
First order of business was to swear in the members who were appointed by their respective agencies. Taking the oath of office was: Jim Layton and Rich Moore representing Hebron, Charles Prince and Randy Weekly representing Union Township. The oath was administered by Leanna Corns, Notary Public.
Mr. Moore made a motion to nominate Mr. Layton as chair of the Refugee Canyon Fire District Board of Trustees (RCFD}. Motion was seconded by Mr. Weekly. Mr. Layton called for additional nominations, there were none made. A roll call vote was taken and all present voted in favor of Mr. Layton as nominated. Mr. Moore made a motion to nominate Mr. Prince as vice-chair of the RCFD. Motion was seconded by Mr. Weekly. Mr. Layton called for additional nominations, there were none made. A roll call vote was taken and all present voted in favor of Mr. Prince as nominated.
There was a discussion on how to advertise for the yet-to-be-filled fifth member of the RCFD Board seat. It was decided to utilize the websites of the township and village, the interested parties list of both entities, and the advertising should request a letter of interest and a resume’ to be submitted until the close of business on 22 November, 2019. Mr. Prince presented to the board members a document outlining the requirements for the position. (Document attached). Mr. Prince will oversee advertising through the township site(s) and Mr. Layton via the village site(s).
There was a discussion on how to advertise for the fiscal officer position for the RCFD. It was decided to utilize the same avenues as for the fifth board member, but also place an ad in the Ohio Municipal Clerks Association website if possible. A position description was presented to the members for their review. (Document attached). The position would be open until filled, however it is suggested that letters of interest and resumes’ be submitted before 22 November, 2019. Salary to be commensurate with experience for said position.
Mr. Prince made a motion to select a financial institution within the RCFD response area. Mr. Layton will visit both Park National Bank and Commodore Bank and report back at the next meeting.
There was discussion on securing a physical mailing address for RCFD. Mr. Prince moved to secure the mailing address associated with the Hebron Fire Department, 111 Basin St., Hebron, OH 43025 for all mailings. Mr. Moore seconded the motion, all present voted in favor of the motion. Mr. Moore will contact the USPS to establish this address.
The Board asked Chief Mason to move forward with securing an EIN number for RCFD.
There was discussion on how to publicize the meeting dates and times for future meetings of the RCFD. Both Union Township and the Village of Hebron will utilize their websites and interested parties lists and advertise the meeting dates and times in a similar manner used for their respective meetings. There was discussion about future meeting dates and times. A motion by Mr. Prince, seconded by Mr. Moore to establish Thursday evenings at 1900 hours for RCFD
meetings at the Hebron Municipal Complex. The meeting dates for the remainder of 2019 will be November 14th and 21st, December 5th, 12th, and 19th. All present voted in favor of the motion.
There was discussion about adopting a web domain. A motion was made by Mr. Prince and seconded by Mr. Weekly to establish an official web domain of rcfiredistrict.org for RCFD. All present voted in favor of the motion.
The floor was opened for public comment:
Leslee Herra questioned documents from Chip Comstock and how the board can move forward regarding selecting the fiscal officer and the fifth board member. She also inquired as to why Chief Mason was present, as he has not been appointed fire chief of the RCFD. Discussion on same. It was pointed out that the resolution in place identifies how many members constitute a quorum for a meeting and what action requires a majority vote on items before the board. Mr. Dan VanNess suggested a joint meeting between the RCFD Board and the Granville Township Trustees occur as soon as practical.
Discussion was held concerning correspondence from Licking County Prosecutor Bill Hayes whereby he declined to provide legal counsel based on a potential conflict of interest as his office continues to represent both Union and Granville Township. There was discussion about inquiring whether or not Chip Comstock would be interested in serving as counsel. Chief Mason is going to communicate with Chip Comstock and ascertain his interest. Mr. Prince made a motion to employ Chip Comstock (if he is interested) through at least the end of this year at a rate not to exceed $150.00/hour. Mr. Moore seconded the motion and all present voted in favor of the motion.
There was a discussion regarding public participation during these meetings. (Document attached). Mr. Prince moved to adopt as presented. Motion seconded by Mr. Weekly, all present voted in favor of the motion.
There was discussion concerning health care for all FTE of the RCFD. Mr. Prince is going to contact Jim Oregon with Burnham and Flowers, Mr. Layton to contact the current provider of the Village of Hebron health care policy to begin the process of obtaining a quote.
Mr. Prince presented a letter from the Granville Township Board of Trustees whereby they (Granville Township), took official action to sever their service agreement with Union Township Trustees effective 06 February 2020. (Document attached). There was discussion about sitting down with the Granville Township Trustees to discuss automatic and/or mutual aid prior to the 06 February 2020 date. Mr. Weekly and Chief Mason will address this issue going forward.
There was discussion regarding the ORC meeting reimbursement rate of $30.00/meeting, not to exceed fifteen meetings per year. Mr. Prince moved and Mr. Moore seconded the motion to waive the ORC permitted meeting reimbursement for all four members throughout the remainder of the year. (Once appointed, the fifth member will decide whether he/she will accept reimbursement). All present voted in favor of the motion.
Motion by Mr. Moore to adjourn, seconded by Mr. Weekly. All present voted in favor of the motion. Meeting adjourned at 1500 hours.