The first meeting today features discussion and work on a new 20 year lease at $1 a year between the Preble County Commissioners and the Preble County Agricultural Society. This could be finished up as early as Wednesday, February 17. At issue is the liability protection of the County Commissioners who hold title to the property for the citizens of Preble County. The concern from the county side appears to be building a firewall of protection against claims like a steam engine explosion and barn fire suffered elsewhere in the state. Another issue that arose was the current condition of the Preble County Fairgrounds and the responsibility of maintenance and repair. Representatives for the Ag Society at one point brought up that current damage should be noted in the new lease. Commissioners maintain that the Ag Society has held the lease for up to 140 years and should have been addressing the issues all along and hold that it is required by Ohio Revised Code. The crux of the debate appeared to be that this was a new lease with new signers. The commissioners’ stance appears to be that the lease is for $1 a year and the responsibility should fall on the Ag Society. Joe Kimball from the Society will call a special meeting of that organization's board and the hope of the commission is to finish the new deal next week. CORSA will insure the buildings for the county but the Society will be required to have liability insurance for events held under their management.

At the Budget Commission meeting it may have only been February but the Amended certificate was reduced $291,000   from $9,173,928 to $8,882,928. The Auditor has concern that as unemployment benefits run out it will negatively impact property tax collections. Real Estate taxes was the only segment of county income really up last year. Marty Votel mentioned there was some disagreement on the Budget Committee over the almost $300,000 reduction. There is also concern over surrounding counties lowering their tax valuations.

On the Goose Creek front a representative from Kleingers told the County Commissioners and those in Chambers: ..Certainly grants by themselves are not going to get it done. Really for any piece of this roadway, infrastructure or water, waste water. Again, we need some direction, what the tolerance is for some of the funding, loans. The water wells look like they will be capable of putting out 150,000 gallons a day per well. The Pilot truck stop has shown interest in tapping in and they currently use 8000 gallons a day. Rough numbers on current Rt. 127 – Orphans Rd. Scheying Rd. and Hazelwood Dr. were put at $2.6 million – $3 million for the first phase roadway build out.  The cost of adding water and sewer to the Travel America Truck stop was put at $495,000.

Commissioner Stonecash reported that the Pork Fest had agreed to have the Bennett letter go away and not lock up the Expo building on February 6. There is supposed to be a meeting on February 25 at 7:00 p.m. with the full boards of both the Preble County Pork Festival and the Preble County Agricultural Society invited.

The County Engineer was in for his monthly meeting but it was not reviewed.

Preble County, Ohio

County Commissioners

February 8, 2010

Meeting audio and review

File 1

Opening

End 3.04 minute mark on CD, 721kb

File 2

9:15 A.M. – JOE KIMBALL (FAIRGROUNDS LEASE AGREEMENT)

9 minute mark     $1 a year – for 20 years

10 minute mark     one week to get it executed.

11 minute mark     commissioners shall maintain insurance…

12 minute mark     CORSA would provide commission insurance for structure.

13minute mark     David – this takes the pressure off of us that you guys still have insurance for any damage that was done for catastrophic.

County insurance covers events like tornado… CORSA insures the buildings. If there was negligence like a tractor pull or a fair employee there could be an attempt to collect under the other liabilty.

16 minute mark     Does not normal wear & tear include dry rot?  Currently there is termite damage.  

18 minute mark     Bob – if for 140 years the Agricultural Society has maintained it and now we walk around and see all these dry rots who's fault would that be? If it's a $1 a year lease doesn't that require proper maintenance by the Agricultural Society?

20 minute mark     Chris – I think the issue you are confusing here is that you are obligated by ORC to be doing this anyway. You've been in charge of t he Fairgrounds so whatever your assuming, your assuming by your Society previously. So I guess I fail to see …

Commissioners position is that the Ag Society has been in charge of maintaining the site by ORC and that renewing the lease means the Society should be still be responsible for what the Society has not previously done. Apparently they (Joe?) wants released from prior condition caused by prior boards’ inactions.

End 25 minute mark on cd  

22 minutes – 5.03 MB

File 3

Chris Day – believes it is a mute point…. Downside of being on the Board

26 minute mark     Bob –  same thing happened when we became commissioners.

27 minute mark     Joe – Question on how many county fairs have contracts with their commissioners and claim of less than 50%

Dave – need to reduce "county" liability.

29 minute mark     Additional liability insurance will be required of fair board and buildings for Society events. Need of insurance when events are liability held.

38.5 minute mark     accomplish this by next Wednesday.

Commissioners own the grounds, Society is responsible for up keep.

42 minute mark     Scheduled back in on February 17.

End 46.5 minute mark on cd  

21.33 minutes – 4.93 MB

File 4

10:00 A.M. – JOB & FAMILY SVS. MONTHLY MEETING

47 minute mark      Last unemployment rate that we got was 12.3%

51.7 minute mark     Linda Ray retiring June 30. IN Administrator, been there at least 25 years.

58 minute mark     David – question on Steven Kiefer and ACHIEVE.

Becky Sorrell – Looks like a good thing to me.

End 1hr. 1.5 minute mark on cd  

15.02 minutes – 3.44 MB

File 5

10:30 A.M. – BUDGET COMMISSION MONTHLY MEETING

1 hr.  6 minute mark     Mindy – Property tax chart Calendar years 05 & 06 .

1 hr.  8 minute mark     Some of the other counties have reduced their property valuations

1 hr.  10 minute mark    Sales Tax was a little bit higher than what it was in 2003.

Sales tax in 2009 was $3,963,000

Sales tax in 2003 was $3,940,000

Cash Balance for General Fund on February 1, 2010 –  $1,045,411.11

Cash Balance for General Fund on February 5, 2010       $832,587.68

Estimated Cash Balance for February 10, 2010                $782,859.51

1 hr.  14.5 minute mark    January income fell short of estimate by $57,000

Sales tax exceeded estimates by almost $25,000

Advances from Goose Creek were $87,500 that had not been refunded. (It has now)

1 hr.  16.25 minute mark    Budget Commission reduces Amended Certificate $291,000   from $9,173,928  to $8,882,928 

1 hr.  18.75 minute mark    Claim of unemployment averaging 12.4% for 2009.  People exhausting unemployment.

1 hr.  20.5 minute mark    Budget Commission has reduced estimated 2010 Sales tax from $4,265,000 to $3,965,000

Property tax valuations estimate lowered $70,500 to $1,614,310.

1 hr.  30 minute mark   Marty Votel in room

1 hr.  31.5 minute mark   Chris – we better start looking at our appropriations

1 hr.  32.5 minute mark   Marty Votel – Some disagreement on budget commission about reducing certificate $300,000. (may lead to lay-offs)

1 hr.  36.5 minute mark   Bob – we have to look at this very seriously, where do you project the balance at the end of the year.

Mindy – feels $800,000 is plausible.

1 hr.  37.75 minute mark   Bob – but by doing that we are going backwards.

1 hr.  39 minute mark   Mindy – over last 6 – 7 months expenditures have bee running close to $600,000 figure.

1 hr.  41.75 minute mark   Mindy believes property tax will be down $70,000 in part because of unemployment funds running out.

End 1hr. 45.25 minute mark on cd  

43.44 minutes – 10 MB

File 6

Mary Bullen  in office to announce  HIT foundation – New Director – Bill Hutton. Previously had interviewed a few years ago for County Administrator post and worked at Bullens.

End 1hr. 46.6minute mark on cd  

1.11minutes – 280 kb

File 7

11:00 A.M. – COUNTY ENGINEER MONTHLY MEETING

End 2hr. 6 minute mark on cd  

19.2 minutes – 4.43 MB

File 8

COUNTY ENGINEER MONTHLY MEETING

End 2hr. 17.25 minute mark on cd  

11.15 minutes – 2.57 MB

**** RECESS UNTIL 1:30 P.M. ****

File 9 – 10 – 11 – 12

1:30 P.M. – GOOSE CREEK CROSSING FUNDING MEETING

2 hr.  20.5 minute mark   Local revenue source discussion for matching grants and more.

2 hr.  21.5 minute mark   Kleingers – certainly grants by themselves are not going to get it done. Really for any piece of this roadway, infrastructure or water, waste water. Again, we need some direction, what the tolerance is for some of the funding, loans.  

2 hr.  23.75 minute mark   Water well step source. It would appear that we have a pretty nice water source. We are going to be able to provide about 150,000 gallons per day for each well we drill. The initial phase has two wells.

2 hr.  25.5 minute mark   Chris Day – we use between 150,000 and 200,000 gallons a day for our community (West Alexandria).

2 hr.  26 minute mark    Talk is of a 250,000 gallon water tower tank.  Steve Simmons –  "A lot like Camden"

2 hr.  27.5 minute mark   Talking to Pilot interested in getting out of the water and waste water business. Pilot uses about 8000 gallons of water and sewer a day.

Travel Americas uses more like 20,000 gallons of water

2 hr.  28 minute mark   Water wells, water tower, water plant, waste water facility and the land application is about a $5.6 million project.

2 hr.  36 minute mark   Tap in fees for Pilot & T&A covered and corresponding revenue to be used to retire debt.

End 2hr. 37 minute mark on cd  

19.46 minutes – 4.52 MB

File 10

2 hr.  42 minute mark   I-70 sub district creation.

2 hr.  45.5 minute mark   $495,000 to get water and sewer to Travel America. (Separate piece from this plan)

2 hr.  47 minute mark   Force main – two bore holes since water & sewer can not use same.

2 hr.  48 minute mark   Chris – a couple 10 or 12 inch pipes

2 hr.  55.5 minute mark   Onsite & offsite roadway infrastructure.  $3.1 million internal roadway estimate.

End 2hr. 58 minute mark on cd  

20.59 minutes – 4.80 MB

File 11

2 hr.  58 minute mark   Roadway build out discussion

3 hr.  1.5 minute mark   Rough numbers on current Rt. 127 – Orphans Rd. Scheying Rd. and Hazelwood Dr.   $2.6 million – $3 million (quite a few improvements and traffic signals that need to be added there.)

3 hr.  4.5 minute mark   Bob brings up TIF

3 hr.  6 minute mark   16 inch water main

3 hr.  7 minute mark   Branding discussion

Bigger splash in 2011

3 hr.  11.5 minute mark   TIF mention

End 3 hr. 18 minute mark on cd  

20.01 minutes – 4.58MB

File 12

3 hr.  22.5  minute mark   meet with Marty later in afternoon.

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3 hr.  23.5  minute mark   Chris surprised at low $5.6 million.

3 hr.  24  minute mark   Plan to use Pilot permit for sewer.

3 hr.  28 minute mark   meeting close

After meeting talking – multiple conversations.

End 3hr. 33 minute mark on cd  

15.04 minutes – 3.44 MB

File 13

VI. APPROVAL OF VOUCHERS

NOTE RECEIPT & CONSIDER APPROVAL BY SIGNING THE VOUCHERS AS SUBMITTED BY THE

COUNTY AUDITOR

VII. FINANCIAL CONSIDERATIONS

A. CONSIDER APPROVAL OF RES. #111-10-143

RE: AUTH. PAYMENT – VARIOUS DEPTS.

B. CONSIDER APPROVAL OF RES. #112-10-143

RE: MORAL OBLIGATION – VARIOUS DEPTS.

C. CONSIDER APPROVAL OF RES. #113-10-143

RE: TRANSFER OF FUNDS – VARIOUS DEPTS.

D. CONSIDER APPROVAL OF RES. #114-10-143

RE: AUTH. ESTABLISHMENT OF NEW FUND – CSTP GUARDRAIL PROJECT – ENGINEER

VIII. CORRESPONDENCE & REPORTS

A. NOTE RECEIPT OF A LETTER FROM MARTIN VOTEL, PROSECUTOR

RE: SALARY INCREASES FOR EMPLOYEES – PROS. & DRETAC-PROSECUTOR

B. NOTE RECEIPT OF A LETTER FROM JUDGE ABRUZZO, COMMON PLEAS COURT

RE: SALARY INCREASES FOR EMPLOYEES – COMMON PLEAS CT.; ADULT PROBATION;

SPECIAL PROJECTS FOR MAGISTRATE; COMMUNITY CORRECTIONS BOARD; &

SPECIAL PROJECT-COURT TRAINING

C. NOTE RECEIPT OF & CONSIDER APPROVAL OF A LEGAL AD

RE: ZONING CASE #1274 TO BE HEARD MARCH 3, 2010

D. NOTE RECEIPT OF A LETTER FROM THE SHERIFF

RE: TERMINATION OF KURT MUNCY

E. NOTE RECEIPT OF A COURT ORDER FROM PROBATE COURT

RE: REAPPT. OF MARK ULRICH AS COMMISSIONER FOR PREBLE CO. PARK DISTRICT

IX. AGREEMENTS & CONTRACTS

A. NOTE RECEIPT OF & CONSIDER APPROVAL BY SIGNING AN AGREEMENT

RE: FIRE EXTINGUISHER SERVICE & INSPECTION AGREEMENT W/ KOORSEN FIRE &

SECURITY – $749.80 – SHERIFF

B. NOTE RECEIPT OF & CONSIDER APPROVAL BY SIGNING AN AMENDMENT

RE: AMENDMENT TO YEAR ROUND YOUTH PROGRAM SVS. AGREEMENT W/ MALACHI

– INCREASE $36,222.38 – WORKFORCE DEVELOPMENT

C. NOTE RECEIPT OF & CONSIDER APPROVAL BY SIGNING AN ADDENDUM

RE: ADDENDUM #1 TO DESIGNATION AGREEMENT W/ HIT FOUNDATION – ADD ERR

SERVICES & INCREASE $3,000.00 – FY09 CDBG CHIP

D. NOTE RECEIPT OF & CONSIDER APPROVAL BY SIGNING AN AMENDMENT

RE: AMENDMENT #1 TO 2008 HOUSEHOLD HAZARDOUS WASTE DISPOSAL

AGREEMENT W/ENVIRONMENTAL ENTERPRISES INC. – INCREASE $1,455.96 –

RECYCLING

E. NOTE RECEIPT OF & CONSIDER APPROVAL BY SIGNING AN AGREEMENT

RE: FIRE ALARM DETECTION SYS. TESTING & INSPECTION AGREEMENT W/

SIMPLEXGRINNELL – $2,698.00 – SHERIFF

PREBLE COUNTY COMMISSION AGENDA

IX. AGREEMENTS & CONTRACTS – CONT’D

F. NOTE RECEIPT OF & CONSIDER APPROVAL BY SIGNING AN AGREEMENT

RE: FINANCIAL STATEMENTS PREPARATION LETTER OF ENGAGEMENT AGREEMENT

W/ AUDITOR OF STATE OF OHIO – $14,100.00 – BUREAU OF INSPECTION

G. NOTE RECEIPT OF & CONSIDER APPROVAL BY SIGNING AN AMENDMENT

RE: AMENDMENT #3 TO MONITORING SVS. AGREEMENT W/ BI INC. – EXTEND

AGREEMENT ONE YEAR – $500.00 – JUVENILE COURT

H. NOTE RECEIPT OF & CONSIDER APPROVAL BY SIGNING AN AGREEMENT

RE: 2010 HOUSEHOLD HAZARDOUS WASTE REMOVAL & DISPOSAL AGREEMENT W/

ENVIRONMENTAL ENTERPRISES, INC. – $24,070.35 – RECYCLING

X. TRAVEL REQUESTS

NOTE RECEIPT & CONSIDER APPROVAL OF THE FOLLOWING TRAVEL REQUESTS:

A. RES. #115-10-143 – SHERIFF MIKE SIMPSON – SHERIFF FOJ

End 3hr. 56.6 minute mark on cd  

20.59 minutes – 4.80 MB

*** RECESS ***

File 14

4 hr.  1 minute mark   Connie back from budget commission meeting.

AMENDED CERTIFICATE WITH REDUCTION OF $291,000

Chris not back amendment noted and approved by Dave & Bob

Dave asks Connie if this is about the earliest she ever remembers an amendment coming down? Connie replies "Yes"

Bob – new certificate is $8,882,928

4 hr.  3 minute mark   DP&L request for easement. 50 ft. wide easement.

Help out SILFEX.

4 hr. 9.5 minute mark   EMAIL FROM TOM BARNES about phone call from Dick Sargent regarding the ongoing issue with the LOCAL GOVERNMENT FINANCIAL TEST for the Financial Assurance Fund for the Preble County Landfill. For this year the Ohio EPA will accept the fact that we are depositing funds into our financial assurance fund in lieu of the proper accounting procedures. According to Dick an unprecedented decision on their part. However for this to be acceptable, the Ohio EPA will something in writing from the Commissioners that the financial assurance funds in this account will not be removed for any other use. If you ask the commissioners if they will be agreeable to this, get back to me.

4 hr. 11.25 minute mark   Village of Verona has joined the County EMA cost to county by statute will be $187.50

4 hr. 12.5 minute mark   Pat Holmes sent over from the U.S. Census bureau request for office space. Relay of information sent to her.

4 hr. 15 minute mark   Comments on Pork Fest letter. decision to not lock doors and a meeting is to be held February 25, at 7:00. Bob invited whole boards of both Pork Fest & Ag Society.

4 hr. 16 minute mark    Connie – question on insurance for tractor pull

4 hr. 17 minute mark     Bob – no insurance certificate, no event

End 4 hr. 18 minute mark on cd  

21.25 minutes – 4.9 MB

File 15

4 hr. 18 minute mark     At this point Pork Fest is fine with events as long as everything is ok

4 hr. 20 minute mark    Discussion of event permit and no problem

4 hr. 21.5 minute mark    Bob – this satisfies the current areas of concern.

4 hr. 22 minute mark    Bob – asked that the letter from Mr. Bennett "go away".

4 hr. 23 minute mark    Discussion of Pork Fest wanting to meet the week of 22nd about taking control of Expo Building and splitting proceeds with Ag Society.

Bob – – they are trying to split us three different ways

4 hr. 24 minute mark    Fair board and Ag Society working us against each other

Dave – comments

4 hr. 27 minute mark   Dave – Roy was wanting to have meeting with commissioners before 25th

Dave & Chris will not be at meeting.

End 4 hr. 28minute mark on cd  

10.02 minutes – 2.29 MB

File 16

4 hr. 28minute mark   Dave on DP&L building a solar farm. Mention of Senate Bill 221.

4 hr. 30 minute mark   Broadband issue covered. DP&L official mentioned the probability that by the time microwave would render this obsolete by time it was completed

4 hr. 32 minute mark   Dave – I really didn't care for the flavor of that meeting. (REFERENCE TO CONNECT OHIO MEETING)

4 hr. 34 minute mark   

End 4 hr. 34.8 minute mark on cd  

6.54 minutes – 1.57 MB

File 17

4 hr. 34.85 minute mark   Chris – We got that OSU Extension all taken care of?

Plan to have Pat from OSU Extension in to chambers.

4 hr. 34.85 minute mark   

4 hr. 37 minute mark   $87,500 has been paid back for Goose Creek and will be applied to next payment of same amount.

4 hr. 40.05 minute mark   Discussion of Amended Certificate being reduced.

4 hr. 46 minute mark    Dave on readjusting after real estate taxes come in.

Chris One disaster o murder case from being in trouble.

Bob – sit on it until the end of March and see what happens.

4 hr. 49 minute mark  Preble County 4H update by Dave

Dave on Rachel Vonderhaar and setting up a  long term endowment (YES Fund)

FTE discussion

End 4 hr. 56.6 minute mark on cd  

21.52 minutes – 5.00 MB

ADJOURN