NOTICE OF TAKING BIDS AND PROPOSALS FOR THE PALMYRA TOWNSHIP CEMETERY CHAPEL PROJECT

The Palmyra Township Board of Trustees is in the process of determining the construction of a Chapel in the Palmyra Township Cemetery located at: 9157 Tallmadge Road, Palmyra Township, Ohio. Initial plans have been drafted on behalf of Palmyra Township and may be inspected and reviewed by contacting Steve Coss 330-654-4098 Ext.114

The Palmyra Township Board of Trustees is open to taking sealed bids and sealed proposals for labor to be provided for the Chapel project, as well as materials to be provided for the Chapel project.  Interested contractors and vendors may submit sealed bids and sealed proposals for the entire project, or may submit sealed unit bids and sealed proposals for portions of the labor to be provided and portions of materials to be provided. Further, interested contractors and vendors may donate labor and materials for this project as may be approved by the Palmyra Township Board of Trustees.

The Palmyra Township Board of Trustees will receive sealed bids and sealed proposals until July 8, 2019 at 5:oo pm, and interested parties are to submit such sealed bids and sealed proposes care of the following: Steve Coss 3956 ST RT 225 Diamond OH 44412 All sealed bids and sealed proposals submitted will be opened at a public meeting of the Palmyra Township Board of Trustees on: July 8, 2019 at 7:00 pm, at which time the Palmyra Township Board of Trustees will then determine the appropriate manner of proceeding with Chapel construction, including with the provision of labor and materials.

Construction plans and specifications, may be examined at the Palmyra Fire Station located 3956 ST RT 225 Palmyra Ohio 44412 from 6 am until 6 pm M-F. These documents may be obtained for a non-refundable fee of $40 payable to Palmyra Township Trustees for each set.  Shipping charges are separate and are the responsibility of each bidder. No responsibility is assumed by the Palmyra Township Trustees for documents received too late for filing a bid.

The Palmyra Township Board of Trustees reserves the right to reject any and all bids. The Palmyra Township Board of Trustees will proceed in the construction of the Chapel project so that the participating contractors and vendors approved by the Board of Trustees are able to assist Palmyra Township in the construction of a sound and appropriate structure built to applicable codes and within cost effective means. 

Please Advertise:

6/4, 6/11, 6/18

Kind Regards,

Kathleen S. Cofojohn, Fiscal Officer

Palmyra Township

10100 Williams Rd

Diamond, OH  44412

(330) 654-4098 Extension 211

E-mail  k.cofojohn@palmyratownship.com

May 29, 2019 Meeting

PALMYRA TOWNSHIP TRUSTEES

May 29, 2019

Regular Meeting called to order at 7:00 p.m. by Chairman Michael with Trustees Deffenbaugh and Dunn and Fiscal Officer Cofojohn present. 

Chairman Michael led all in attendance in the Pledge of Allegiance.

Minutes from regular meeting on May 14, 2019 were approved as presented.

RESOLUTION #19-79: Motion by Michael to approve and pay the bills, seconded by Dunn.

Roll Call:   Michael-yes, Dunn-yes, Deffenbaugh-yes.

BILLS APPROVED AND PAID:

23535   RICKY D BENNETT WAGES 05/01/19-05/15/19 493.32
23536   R. STEVEN COSS JR WAGES 05/01/19-05/15/19 1,818.84
23537   DONALD J LUTZ WAGES 05/01/19-05/15/19 505.93
23538   LINDSAY Y DAVIS WAGES 05/01/19-05/15/19 501.67
23539   MARK E. GARVIN WAGES 05/01/19-05/15/19 1,947.31
23540   CHELSEA L HARRIS WAGES 05/01/19-05/15/19 501.94
23541   GREYSON C HENDERSON WAGES 05/01/19-05/15/19 502.50
23542   NOLAN KETTLE WAGES 05/01/19-05/15/19 973.69
23543   LISA SCHRECKENGOST WAGES 05/01/19-05/15/19 21.32
23544   NICHOLAS H SCHRECKENGOST WAGES 05/01/19-05/15/19 173.48
23545   FARMERS NATIONAL BANK VISA PURCHASES 1,429.91
23546   TIME WARNER CABLE MONTHLY SERVICE 69.99
23547   VERIZON WIRELESS MONTHLY SERVICE 7.05
23548   CARROT-TOP INDUSTRIES INC PARK SUPPLIES 56.95
23549   PALMYRA LITTLE VILLAGE SHOPPER FUEL PURCHASES 946.06
23550   OHIO EDISON STREET LIGHTS 359.43

FISCAL OFFICER

  1. Requested approval of CPIM training plus reimbursement for mileage.

RESOLUTION #19-80: Motion by Michael to approve cost of Fiscal Officer CPIM for $100 training and reimbursement for mileage, seconded by Deffenbaugh.

Roll Call:   Michael-yes, Deffenbaugh-yes, Dunn-yes.

TRUSTEE REPORTS

TRUSTEE MICHAEL

  1. Presented 2018 Land Bank Annual Report.
  2. Discussed dates for advertising and opening bids for the Cemetery Chapel Building Project. While discussing the dates it was noted that meeting dates for 6/25/19 and 7/9/19 needed to be changed.

RESOLUTION #19-81: Motion by Michael to change the regularly scheduled meeting on June 25, 2019 at 9:30 am to June 20, 2019 at 7:00 pm, seconded by Dunn.

Roll Call:   Michael-yes, Dunn-yes, Deffenbaugh-yes.

RESOLUTION #19-82: Motion by Dunn to advertise for three consecutive weeks bids and proposals for building the Cemetery Chapel with sealed bids being accepted until 5pm July 8, 2019 and will be opened July 8, 2019 at 7:00pm, seconded by Michael.

Roll Call:   Dunn-yes, Michael-yes, Deffenbaugh-yes.

TRUSTEE DEFFENBAUGH

  1. Would like to thank the road workers for a great job on getting the cemetery ready for Memorial day despite the weather the cemetery looked really nice.
  2. Reported the website is almost complete and he and Bob had training on Word Press.  The website is estimated to go online the first week of June.
  3. Reported he met with Tom Grund and his neighbor and Portage Soil & Water at his residence. .PC Soil and Water recommends he contact the Army Corps of Engineers for ideas.
  4. Reported a citizen complaint about flooding concerns on Wayland Rd.  Wayland Rd is  a county road and they should report the problem to the County.
  5. Reported John Trew is the new Superintendent at Portage County engineer’s office.  Butch Helmling has retired.
  6. Presented Life Force Closure Authorizations.

RESOLUTION #19-83: Motion by Deffenbaugh that we sign and date the closure authorization for run number 18-0004 and forward them to collection in accordance with Township Policy regarding such EMS charges, seconded by Dunn.

Roll Call:  Deffenbaugh-yes, Dunn-yes, Michael-yes.

RESOLUTION #19-84: Motion by Deffenbaugh that we sign and date the closure authorizations for run numbers 17-350, 17-355 and 18-142 and write off the balances because this resident does not have insurance and therefore in accordance with township policy such EMS charges shall be written off, seconded by Dunn.

Roll Call:  Deffenbaugh-yes, Dunn-yes, Michael-yes.

  • Reported need for executive session to discuss personnel compensation and discipline.

TRUSTEE DUNN

  1. Reported that he also has been in contact with Tom Grund concerning the flooding problem and he contacted his personal attorney for ideas on what to do.  The attorney has recommended contacting the Army Corps of Engineers.  He also contacted the Health Department and will share the information with Tom after the meeting.
  2. Reported that we need pictures for the Website. If anyone has pictures that we could post on the website please pass them along.

DEPARTMENT REPORTS:

ROAD SUPERVISOR (not present)

  1. Written report presented which included purchases made, upcoming projects, completed projects and purchase requests.

RESOLUTION #19-85: Motion by Michael to approve purchase of Round Up at an estimated cost of $75 from Deerfield Farms and #304 concrete at an estimated cost of $400 from Patrick Trucking and signs at an estimated cost of $300 from municipal signs, seconded by Deffenbaugh.

Roll Call:   Michael-yes, Deffenbaugh-yes, Dunn-yes.

FIRE CHIEF (not present)

  1. No written report presented.

ZONING INSPECTOR (not present)

Safety Issues

None

Open Communication

None

RESOLUTION #19-86: Motion by Deffenbaugh that we enter into executive session to discuss employee compensation and violation of the rules, seconded by Michael.

Roll Call:  Deffenbaugh-yes, Michael-yes, Dunn-yes.

Trustee Michael call the meeting back to order at 7:37 pm.

Tim Paulus asked if the vacation policy has changed.  How could the fire chief take a three-week vacation?  The Trustees reported that Chief had comp time.

RESOLUTION #19-87:  Motion by Michael to adjourn at 7:38pm., seconded by Deffenbaugh.

Roll Call:  Michael-yes, Deffenbaugh-yes, Dunn-yes.

______ Henry Michael, Chairperson
______ Kathleen S. Cofojohn, Fiscal Officer
______ James Deffenbaugh, Trustee               
______ Robert Dunn, Trustee               

May 14, 2019 Meeting

PALMYRA TOWNSHIP TRUSTEES

May 14, 2019

Regular meeting called to order at 7:00 p.m. by Chairman Michael with Trustees Deffenbaugh and Dunn and Fiscal Officer Cofojohn present.

Chairman Michael led all in attendance in the Pledge of Allegiance.

Minutes from regular meeting April 23, 2019 were approved as presented.

Minutes from public hearing May 8, 2019 were approved as presented.

RESOLUTION #19-72: Motion by Michael to approve and pay the bills, seconded by Dunn.

Roll Call: Michael-yes, Dunn-yes, Deffenbaugh-yes.

BILLS APPROVED AND PAID:

23500   RICKY D BENNETT WAGES 04/16/19-04/30/19 523.42
23501   R. STEVEN COSS JR WAGES 04/16/19-04/30/19 1,818.84
23502   DONALD J LUTZ WAGES 04/16/19-04/30/19 431.46
23503   LINDSAY Y DAVIS WAGES 04/16/19-04/30/19 130.12
23504   MARK E. GARVIN WAGES 04/16/19-04/30/19 2,140.22
23505   CHELSEA L HARRIS WAGES 04/16/19-04/30/19 577.37
23506   GREYSON C HENDERSON WAGES 04/16/19-04/30/19 497.69
23507   LISA SCHRECKENGOST WAGES 04/16/19-04/30/19 160.10
23508   NICHOLAS H SCHRECKENGOST WAGES 04/16/19-04/30/19 251.91
23509   SHAWN A SCHRECKENGOST WAGES 04/16/19-04/30/19 351.18
23510   DANIEL R SHEETS WAGES 04/16/19-04/30/19 130.26
23456   KATHLEEN S. COFOJOHN SALARY 04/01/19-04/30/19 1,397.63
23512   JAMES H. DEFFENBAUGH SALARY 04/01/19-04/30/19 620.98
23513   ROBERT C DUNN SALARY 04/01/19-04/30/19 825.94
23514   HENRY A. MICHAEL SALARY 04/01/19-04/30/19 910.78
23515   SANDRA M. NUTTER SALARY 04/01/19-04/30/19 581.48
23516   CENTURYLINK MONTHLY SERVICE 154.44
23517   DOMINION EAST OHIO MONTHLY SERVICE 87.50
23518   QUALITY IP MAY SERVICE/OFFICE 365 931.00
23519   VERIZON WIRELESS MONTHLY SERVICE 43.88
23520   RICOH USA, INC COPIER MAINTENANCE 18.68
23521   VFIS OF OHIO OSFA A&A RENEWAL 880.00
23522   HARPER WELL & PUMP FD REPAIRS 2,692.00
23523   SEPTICLEAN FD REPAIRS 320.00.
23524   PROTAGE COUNTY TREASURER BUILDING PERMIT FEES 354.20
23525   PETTIGREW HARDWARE & FEED FD REPAIRS 107.89
23526   CONSTELLATION NEWENERGY MONTHLY SERVICE 85.34
23527   OHIO EDISON MONTHLY SERVICE 648.32
23528   ADVANCE AUTO PARTS FD/RD REPAIRS 75.55
23529   THE RECORD COURIER LEGAL NOTICES – PUBLIC HEARINGS 44.30  
23530   AYKTWIRJS ICCYOATUIBAK NEDUCUBE DRYG/ALC SCREEN – BWC INJURY 63.00
23531   PRAXAIR DISTRIBUTION INC EMS SUPPLIES 145.51
23532   CONRAD’S DISPOSAL MONTHLY SERVICE 69.00
23533   CARROT-TOP INDUSTRIES FLAGS 436.06
23534   LIFE FORCE MANAGEMENT INC AMBULANCE BILLING FEES 243.72
EFTPS   UNITED STATES TREASURY PAYROLL WITHHOLDING TAX 3,354.10
EFT   TREASURER STATE OF OHIO PAYROLL WITHHOLDING TAX 550.39
EFT   OPERS MONTHLY PENSION 3,052.02
EFT   OP&F MONTHLY PENSION 2,230.88
EFT   BWC 2019 INSTALLMENT 644.91

FISCAL OFFICER REPORT

  1. Presented April bank reconciliations and miscellaneous correspondence.
  2. April receipts were 12,098.33.
  3. Presented email from Jim Crawford who was requesting a position on the Board of Zoning Commission.

RESOLUTION #19-73: Motion by Michael to appoint Jim Crawford to position on Board of Zoning Commissions, seconded by Deffenbaugh.

Roll Call: Michael-yes, Deffenbaugh-yes, Dunn-yes.

TRUSTEE REPORTS:

TRUSTEE MICHAEL

  1. Presented 2018 Bridge Inspection report for review.
  2. Discussed bid template received from Chris Meduri.  Will do resolution later in meeting.

TRUSTEE DEFFENBAUGH

  1. Presented incident report involving an accident with 2017.
  2. Briefly discussed website. 

TRUSTEE DUNN

  1. Reported the Easter Egg Hunt went well despite the cold wet weather.  There were approximately 25 kids that participated with many volunteers from the Fire Department and Student volunteers earning service hours.
  2. Requested moving May 28 meeting.

RESOLUTION #19-74: Motion by Dunn to move May 28th meeting to Wednesday May 29 at 7:00 pm, seconded by Deffenbaugh.

Roll Call: Dunn-yes, Deffenbaugh-yes, Michael-yes.

DEPARTMENT REPORTS

ZONING INSPECTOR

  1. Written report presented which included new permits and updates on zoning applications and issues.

FIRE CHIEF

  1. Written report presented which included purchase requests, apparatus and equipment status.

RESOLUTION #19-75: Motion by Deffenbaugh to approve replacement of door on 2017 at an estimated cost of $200 plus shipping, and replace rear wheel seal at an estimated cost between $500 and $750 and to purchase cleaning supplies at an estimated cost of $2,013.50, seconded by Dunn.

Roll Call: Deffenbaugh-yes, Dunn-yes, Michael-yes.

RESOLUTION #19-76: Motion by Deffenbaugh to approve repair and replacement of squad bay door opener at an estimated cost of $1,725, seconded by Dunn.

Roll Call: Deffenbaugh-yes, Dunn-yes, Michael-yes.

ROAD SUPERVISOR

  1. Written report presented which included purchases made; upcoming projects and completed projects.
  2. Discussed advertising cemetery chapel building bid requirements.

RESOLUTION #19-77: Motion by Dunn to advertise 3 consecutive weeks once per week unless ORC is lesser for advertisement requirements for a building, bids must be received by 5pm on June 11 and will be opened June 11, 2019 at 7pm at the regularly scheduled trustee meeting, seconded by Michael.

Roll Call: Dunn-yes, Michael-yes, Deffenbaugh-yes.

Safety Issues

Tom Grund and Dave Whitt were present to ask for advice regarding an issue with a neighbor who has been excavating and changing the flow of a creek causing issues including flooding, damage to foundation and sanitary sewer to their properties.  Tom Grund brought this up a year ago and went to the PC Soil and Water and was told it was a civil issue even though the neighbor is not permitted to change the flow of a creek.  After a brief discussion the Trustees recommended they contact their insurance agent, a Portage County Commissioner and the Health Department.

Open Communication

None

RESOLUTION #19-78: Motion by Michael to adjourn at 8:01 pm seconded by Deffenbaugh.

Roll Call: Michael-yes, Deffenbaugh-yes, Dunn-yes.

______ Henry Michael, Chairperson
______ Kathleen S. Cofojohn, Fiscal Officer
______ James Deffenbaugh, Trustee               
______ Robert Dunn, Trustee