I. Call To Order

John Beattie called the meeting to order at 7:30 p.m. at the Clayton Community Center.

II. Members In Attendance:

Village of Clayton
John Beattie
Steve Gross
Don Hutchinson
Janice Ward

Randolph Township
Don Imbus
Joyce Deitering
Tim Gorman
Debbie Lieberman

Ex-Officio Members Attending:
Mike Schubert
John Simmons
Gary Vest
Dave Evans
Brian Elkins

III.Minutes Of The December 5, 1995 Meeting
96-01 Motion to approve by Mr. Beattie
second by Ms. Deitering
Vote: all members in favor

IV. Finance Committee Report
The Finance Committee meeting scheduled for January 2, 1996 canceled due to weather. Don Imbus said he expects the committee to have a financial spreadsheet by the January 30 meeting, 7:30 p.m., at Randolph Township.

V. John Simmons’ Report on Clayton CDBG Water/Sewer Study
Just prior to Christmas, the Village of Clayton received a CDBG grant for water and sewer feasibility study. The request for proposal (REP) covers the scope of engineering services for the study. Five options are under consideration: 1) Clayton build a system, 2) Create a water/sewer district, 3) Purchase services from Englewood, 4) Purchase services from Montgomery County, and 5) Purchase services from Union. Mr. Simmons anticipates the preliminary results of the study by May or June, 1996.

Discussion: Mr. Imbus offered to give Mr. Simmons a copy of the Randolph Township water/sewer study.

VI. Structure Committee Report
John Beattie, chairperson, said most likely for the interim a village form of government will exist until a charter can be established. They have an interest in a four district form of government.

Discussion: Mr. Imbus invited Eric Frayer of the Miami University to attend the February 6, 1996 Merger Study Meeting. Mr. Frayer is well versed in the merger study process.

The next Structure Meetings are at Randolph Township on January 30, 1996 and February 6, 1996, at 6:30 p.m.

VII.Safety Committee Report
Gary Vest reported that the committee met at 6:30 p.m., this day, and discussed police and fire operations. Asst. Fire Chief Bergman will assess the fire departments current resources and budget. He will attempt to estimate our available resources and funding should Englewood and/or Union secede from the Township. Although it is our earnest desire that both Englewood and Union remain in the fire district, a contingency plan is needed for the worst case scenario. The Randolph Township police department is best suited to absorb the Clayton police personnel and equipment.

The Safety Committee's next meeting will be at at Clayton Community Center, February 13, 1996, at 6:00 p.m.

Discussion: Mr. Beattie recommended that the Safety Committee look at the merger conditions for both Trotwood and Riverside.

VIII.Services & Facilities Committee Report
Tim Gorman said that the full committee did not meet. They are scheduled to meet on January 16, 1996, at 7:30 p.m., at the Randolph Township government center. They plan to develop an inventory of all available land or buildings owned by the township, village, or Montgomery County, within our boundaries.

IX. Visitor Comments
Mr. Phil Sussman asked if we had considered a plan of action if Englewood no longer provides dispatching services as a result of the merger. Gary Vest mentioned other dispatching options include the Montgomery County Sheriff's Office and Brookville Police. Dave Evans said that Randolph Township owns some of the equipment at the Northmont center.

X. Member Comments
Mr. Imbus recently visited the County Engineer's Office. He found the staff to be very impressive. They mentioned that municipalities have greater opportunity for grants and funding sources than townships. The resources and knowledge of the Engineer's staff will benefit us in our merger study efforts.

Mr. Gorman offered similar comments regarding the knowledge and information available from the Montgomery County Planning Commission.

XI. End of Meeting
The meeting adjourned at 8:40 p.m.

John Beattie, Co-Chair Gary Vest, Secretary