OHIO TOWNSHIP HANDBOOK - Ohio State Auditor

OHIO TOWNSHIP HANDBOOK

____________________________________

March 2019

Dear Township Official:

Public service is both an honor and challenge. In the current environment, service at the local level may be more challenging than ever before. This handbook is one small way my office seeks to assist you in meeting that challenge.

To that end, this handbook is designed to be updated easily to ensure you have the latest information at your fingertips. Please feel free to forward questions, concerns or suggestions to my office so that the information we provide is accurate, timely and relevant.

Of course, a manual of this nature is not to be confused with legal advice. Should you have concerns or questions of a legal nature, please consult your statutory legal counsel, the county prosecutor's office or your private legal counsel, as appropriate.

I understand the importance of local government and want to make sure we are serving you in ways that meet your needs and further our shared goals. If my office can be of further assistance, please let us know.

I look forward to working with you as we face the unique challenges before us and deliver on our promises to the great citizens of Ohio.

Thank you for your service.

Sincerely,

Keith Faber Auditor of State

88 East Broad Street, Columbus, Ohio 43215 Phone: 614-466-4514 or 800-282-0370

March 2019 Revisions

Page(s) i-iii vi-vii A-2 A-15 A-22 A-32 A-41 D-2 D-13 D-33 - D-34 D-61 - D-63 I-1 - I-61 L-9 Entire Appendix I Appendix II Table of Contents II-5 II-7 II-112 Entire Appendix V

Section Table of Contents Table of Contents Section A - Township Officers and Employees Section A - Township Officers and Employees Section A - Township Officers and Employees Section A - Township Officers and Employees Section A - Township Officers and Employees Section D - Administration and Finance Section D - Administration and Finance Section D - Administration and Finance Section D - Administration and Finance Section I - Fire and Ambulance Services Section L - Police Protection Appendix I Appendix II Appendix II Appendix II Appendix II Appendix V

TABLE OF CONTENTS

CALENDAR FOR TOWNSHIP OFFICERS AND FISCAL OFFICER ............................. 1

SECTIONS: A. TOWNSHIP OFFICERS AND EMPLOYEES

I. Township Officers Generally .............................................................................. A-1 Qualifications for Office ............................................................................. A-1 Nomination and Election ............................................................................ A-2 Term of Office ............................................................................................ A-3 Certificate of Election ................................................................................. A-3 Oath of Office ............................................................................................. A-3 Giving Bond................................................................................................ A-4 Approving the Bond.................................................................................... A-5 Filing Bond ................................................................................................. A-6 Vacancy in Township Office ...................................................................... A-6 Illegal Interest in Public Contracts.............................................................. A-10 Insurance as Compensation......................................................................... A-12 Waiver of Compensation... ........................................................................ A-14

II. Township Trustees................................................................................................ A-15 Compensation of Trustees........................................................................... A-15 Definition of Budget ................................................................................... A-15 What Constitutes A Day's Work ................................................................. A-16 What Work Is Compensable ....................................................................... A-17 Method of Payment..................................................................................... A-17 Attendance at Meetings .............................................................................. A-20 Expenses of Trustees .................................................................................. A-21 Township Website ...................................................................................... A-22 Training Requirements............................................................................... A-23

III. Township Fiscal Officer ....................................................................................... A-24 Training of Fiscal Officer... ....................................................................... A-24 Removal of Fiscal Officer.......................................................................... A-24 Duties Of Fiscal Officer.............................................................................. A-25 Keep the Minutes ................................................................................. A-25 Issuance of Warrants ............................................................................ A-26 Preparation of the Annual Financial Report ......................................... A-27 Accounting Records ............................................................................. A-28 Miscellaneous Duties ........................................................................... A-29 Deputy Fiscal Officer.................................................................................. A-30 Assistant Fiscal Officer............................................................................... A-31 Compensation of Fiscal Officer .................................................................. A-32 When Trustees May Determine Compensation.................................... A-32 Other Compensation............................................................................. A-33 Compensation of Fiscal Officer Appointed To Fill Vacancy............... A-34 Expenditure: A Paying Out Of Money ................................................ A-34 Expenses Of Fiscal Officer................................................................... A-34 Fiscal Officer As A Township Employee ............................................ A-36 Certified Public Records Training Requirements................................ A-36

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TABLE OF CONTENTS (CONTINUED)

IV. Employees Of A Township ............................................................................... A-37 Unionization................................................................................................ A-37 Non-Union or Public Employees - General Provisions Not Covered By A Collective Bargaining Agreement .................................................. A-40 Qualifications ....................................................................................... A-40 Mode of Employment........................................................................... A-40 Rate of Pay ........................................................................................... A-40 Hours of Employment .......................................................................... A-43 Vacation, Sick Leave, and Holidays ........................................................... A-44 Retirement................................................................................................... A-46 Insurance ..................................................................................................... A-49 Other Benefits... ......................................................................................... A-54 Health and Wellness Benefit Program... ............................................. A-54 Deferred Compensation Plans .............................................................. A-54 Workers' Compensation .............................................................................. A-54 Township Attorney ..................................................................................... A-55 Township Administrator ............................................................................. A-56 Volunteers as Employees ............................................................................ A-57

B. LAND USE CONTROL I. Township Zoning .............................................................................................. B-1 Initiation of Zoning ..................................................................................... B-1 Zoning Commission.................................................................................... B-2 Zoning Expenditures ................................................................................... B-3 The Zoning Resolution ............................................................................... B-4 Zoning Permits............................................................................................ B-8 Zoning Inspector ......................................................................................... B-9 Zoning Board Of Appeals ........................................................................... B-10 Amendment or Repeal of the Zoning Resolution ....................................... B-10 Noise Control... .......................................................................................... B-11 Sexually Oriented or Child Victim Oriented Offenders... ......................... B-12 Junk Motor Vehicles ................................................................................... B-12 II. Regional Planning Commission ........................................................................ B-13 III. Boundaries......................................................................................................... B-14 IV. Annexation ........................................................................................................ B-15 V. Incorporation ..................................................................................................... B-16 VI. Mineral Leases... .............................................................................................. B-17

C. TOWNSHIP LIABILITY ........................................................................................... C-1

D. ADMINISTRATION AND FINANCE I. Board Meetings ................................................................................................. D-1 Procedure .................................................................................................... D-1 Organization Of Board................................................................................ D-3 Action by Majority of Board....................................................................... D-3 Minutes Of Meeting .................................................................................... D-4 Special Meetings......................................................................................... D-5 Executive Session ....................................................................................... D-6 II. Records.............................................................................................................. D-8 Keeping Records......................................................................................... D-8 Authority for Destruction or Disposal of Township Records ..................... D-8 Procedure for Destruction or Disposal........................................................ D-9 Public Records Law .................................................................................... D-10

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TABLE OF CONTENTS (CONTINUED)

III. Townhall............................................................................................................ D-18 Providing the Townhall .............................................................................. D-18 Free Use Of Townhall................................................................................. D-19 Leasing Townhall ....................................................................................... D-20 Liability....................................................................................................... D-21 Joint Public Building .................................................................................. D-22 Sale of Property - Real and Personal .......................................................... D-23

IV. Fiscal Transactions ............................................................................................ D-26 The Budget.................................................................................................. D-26 Preparation of the Budget..................................................................... D-26 Adoption of the Budget ........................................................................ D-28 Presentation to the County Auditor ...................................................... D-29 Action by the County Budget Commission.......................................... D-29 Appeal to the Board of Tax Appeals .................................................... D-32 Levying the Taxes ................................................................................ D-33 Overlapping Taxes... ........................................................................... D-34 Official Certificate of Estimated Resources ......................................... D-35 Amended Official Certificate of Estimated Resources ........................ D-36 The Annual Appropriation Resolution........................................................ D-37 Adoption of the Annual Appropriation Resolution .............................. D-37 Temporary Appropriation Measure ...................................................... D-38 Funds Available For Appropriation ..................................................... D-39 Overdrafts As Affecting Appropriations .............................................. D-40 Limitation on Appropriations ............................................................... D-42 Supplemental Appropriation Measures ................................................ D-42 Appropriation Transfers Within A Fund .............................................. D-44 Certification Of Funds ................................................................................ D-44 Necessity for Certification.................................................................... D-44 Fiscal Officer's Liability For False Certification.................................. D-46 Blanket Certificate and Super Blanket Certificates .............................. D-47 Trustees Authority to Incur Obligations............................................... D-48 Funds........................................................................................................... D-50 Crediting of Funds - General................................................................ D-50 Bonds, Notes, and Certificates of Indebtedness ................................... D-52 Proceeds From Sale .............................................................................. D-52 Interest .................................................................................................. D-54 Transfer of Funds ................................................................................. D-56 Charging of Funds ................................................................................ D-57 Borrowing Advances ............................................................................ D-58 Charitable Organizations ...................................................................... D-59 Public Contracting... ............................................................................ D-60 Payment of Township Obligations... ................................................... D-61 Direct Deposits.... ................................................................................ D-61 Capital Leases.... ................................................................................. D-62 Township Use of Credit Cards... ......................................................... D-62 Casino Revenue .................................................................................... D-65 Reverse Auctions.................................................................................. D-65 Tax Increment Financing..... ...................................................................... D-65 Alcoholic Beverages Purchased for Resale at Public Events..................... D-65 Telephone Town Hall Meetings................................................................. D-66

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TABLE OF CONTENTS (CONTINUED)

E. NOTES AND BONDS I. Fiscal Transactions ............................................................................................ E-1 Issuing Notes in Anticipation of the Collection of Current Revenues; O.R.C. 133.10. ....................................................... E-1 Issuing Notes in Anticipation of the Collection of O.R.C. 5705.191, Tax Proceeds ........................................................... E-4 Retirement of Note Indebtedness................................................................ E-5 Issuance Of Bonds Debt Limitation............................................................ E-5 Necessity Of Submitting Question To Electorate ....................................... E-5 Purpose For Which Bonds May Be Issued ................................................. E-6 Steps In Submitting Questions To Electorate ............................................. E-7 The Resolution ............................................................................................ E-8 II. Notes In Anticipation Of Bonds ........................................................................ E-10

F. TOWNSHIP DEPOSITORY I. The Necessity For Establishing A Depository .................................................. F-1 II. Duties Of Township Officials ........................................................................... F-2 III. Period of Designation ........................................................................................ F-3 IV. Application Requirements ................................................................................. F-4 V. Eligible Institutions ........................................................................................... F-5 VI. Newspaper Advertisements For The Inactive Depository And Written Notice To Eligible Depositories ................................................ F-6 VII. The Institution's Application For Township Deposits ...................................... F-7 VIII. Awarding the Funds - General .......................................................................... F-9 IX. Awarding The Inactive Depository Contract .................................................... F-10 X. Awarding The Interim Deposits Contract And Investing Interim Monies ............................................................................... F-12 XI. Awarding The Active Depository Contract....................................................... F-13 XII. Protecting The Securities................................................................................... F-14 XIII. Service Charge .................................................................................................. F-17 XIV. Interest .............................................................................................................. F-18 XV. General Information .......................................................................................... F-19

G. CEMETERIES I. Establishing a Cemetery .................................................................................... G-1 Election ....................................................................................................... G-1 Appropriating Land..................................................................................... G-1 Additions To Cemetery Grounds ................................................................ G-2

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TABLE OF CONTENTS (CONTINUED)

II. Title To Cemetery ............................................................................................. G-3 Vesting By Operation Of Law .................................................................... G-3 Cemetery Trustees Must Accept ................................................................. G-4 Cemetery Located In Municipality ............................................................. G-5 Mausoleum.................................................................................................. G-5 Deed To Cemetery Lots .............................................................................. G-6 Sale and Proceeds From Sale Of Cemetery Lots ........................................ G-8 Rules And Regulations ............................................................................... G-9 Permanent Cemetery Fund And Other Bequest Funds ............................... G-10 Fences ......................................................................................................... G-11 Fallen Tombstones ...................................................................................... G-12 Indigent Burials........................................................................................... G-12 Tax Levies................................................................................................... G-14 Union Cemetery .......................................................................................... G-14 Disposal of Cemetery................................................................................. G-17 Private Cemetery........................................................................................ G-17

H. DRAINAGE AND GARBAGE I. Drainage ............................................................................................................ H-1 Road Drainage ............................................................................................ H-1 Township Ditches ....................................................................................... H-2 Underground Drains ................................................................................... H-2 Cleaning And Repair Of Ditches ................................................................ H-2 II. Garbage ............................................................................................................. H-3 Dumps Or Garbage And Refuse Disposal .................................................. H-3 Garbage And Refuse Disposal For A Waste Disposal District................... H-4 III. Private Sewage Collection Tiles........................................................................ H-6

I. FIRE AND AMBULANCE SERVICES I. Investigation Of Fires ........................................................................................ I-1 How The Investigation Is Made................................................................. I-1 II. Fire Prevention Officer...................................................................................... I-2 Who Shall Appoint ..................................................................................... I-2 Qualifications.............................................................................................. I-2 Compensation ............................................................................................. I-3 Bond............................................................................................................ I-3 Removal ...................................................................................................... I-3 School of Instruction................................................................................... I-3 III. To Whom Fire Protection Shall Be Furnished .................................................. I-5 Mandatory ................................................................................................... I-5 Discretionary............................................................................................... I-6 IV. Protecting Property And Lives .......................................................................... I-8 Authorized Actions ..................................................................................... I-8 Charge Unauthorized .................................................................................. I-8 Ambulance Services ................................................................................... I-9

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