2/13/2020 ZC Meeting Minutes

Chairman Vaughan called meeting to order at 7:00 pm.

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

Roll was called and the following members were present: Mike Chilson, Jim Crawford Brad Vaughan and Kathy Cofojohn. Sandy Nutter was also present.

Motion by Chilson to accept the minutes of January 9, 2020, seconded by Vaughan.

Roll Call: Chilson-yes, Vaughan – yes, Crawford-yes.

OLD BUSINESS:

Reviewed questions they had about Sections 500 and 600.  Need additional explanation from Trustees and Fire Chief on items in book.

Keep 2nd Thursday of month for meetings.

NEW BUSINESS:

The Board discussed items in Section 700 and 800.

Chairman Vaughan requested the Board review section 900 of the zoning resolution for discussion at the next meeting.

Sandy gave her report and presented report from 2019 zoning activity.

Motion by Chairman Vaughan to adjourn at 8:01pm: seconded by Chilson.

Roll Call: Vaughan-yes, Chilson-yes, Crawford-yes. rved”: 0.0, “sts_include_subdomains”: false, “sts_observed”: 1576268397.88675 }, “l8XmfE1EbKMfin8cushkWzXalhdxIMysz/6F3qoCUOI=”: { “dynamic_spki_hashes_expiry”: 0.0, “expiry”: 1613434533.4485, “mode”: “force-https”, “pkp_include_subdomains”: false, “pkp_observed”: 0.0, “sts_include_subdomains”: false, “sts_observed”: 1581898533.4485 }, “m4trt0P1zMUAGiU7gZ2iMhLIZ9jXXpTJT797it1Wuig=”: { “dynamic_spki_hashes_expiry”: 0.0, “expiry”: 1583262732.634627, “mode”: “force-https”, “pkp_include_subdomains”: false, “pkp_observed”: 0.0, “sts_include_subdomains”: false, “sts_observed”: 1551726732.634627 }, “mX1OubIhLTrpNLuXDx72moPCuaOflOEsPzmPkANen3o=”: { “dynamic_spki_hashes_expiry”: 0.0, “expiry”: 1613434503.319625, “mode”: “force-https”, “pkp_include_subdomains”: false, “pkp_observed”: 0.0, “sts_include_subdomains”: true, “sts_observed”: 1581898503.319625 }, “myxca24Fg7L/IgePD/QeLaUxbyYNmJdOyLPY

Unofficial Meeting Minutes for 2/11/2020

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 January 28, 2020 were approved as presented.

RESOLUTION #20-25: Motion by Michael to approve and pay the bills, seconded by Dunn.

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

Trustee Dunn entered the meeting.

BILLS APPROVED AND PAID:

24007   R. STEVEN COSS JR WAGES 01/16/20-01/31/20 2,360.87
24008   DONALD J LUTZ WAGES 01/16/20-01/31/20 470.31
24009-24012   VOID VOID 0.00
24013   MARK E. GARVIN WAGES 01/16/19-01/31/20 2,256.26
24014   CHELSEA L HARRIS WAGES 01/16/19-01/31/20 293.87
24015   GREYSON HENDERSON WAGES 01/16/19-01/31/20 123.04
24016   NOLAN KETTLE WAGES 01/16/19-01/31/20 1,142.57
24017   VOID VOID 0.00
24018   JAMES H. DEFFENBAUGH SALARY 01/01/20-01/31/20 620.32
24019   ROBERT C DUNN SALARY 01/01/20-01/31/20 851.91
24020   HENRY A. MICHAEL SALARY 01/01/20-01/31/20 911.18
24021   SANDRA M. NUTTER SALARY 01/01/20-01/31/20 588.79
24022   KATHLEEN S COFOJOHN SALARY 01/01/20-01/31/20 1,396.21
24024   CENTURYLINK MONTHLY SERVICE 173.66
24025   DOMINION EAST OHIO MONTHLY SERVICE 300.77
24026   VERIZON WIRELESS MONTHLY SERVICE 43.90
24027   RICOH USA INC COPIER MAINTENANCE 16.45
24028   S.K. MASONRY SERVICES CHAPEL LABOR 3,013.00
24029   CARTER LUMBER STATION STORM DAMAGE REPAIR 26.89
24030   PORTAGE CTY TREASURER STORM WATER ASSESSMENT 647.12
24031   PORTAGE CTY TREASURER TOWER RE TAX 269.14
24032   THE RECORD COURIER LEGAL NOTICE ANNUAL FINANCIAL 23.75
24033   QUALITY IP MONTHLY SERVICE 938.50
24034-24036   VOID VOID 0.00
24037   OHIO EDISON MONTHLY SERVICE 609.04
24038   ADVANCE AUTO PARTS RD/FD REPAIRS 35.22
24039   UH OCCUPATIONAL HEALTH PHYSICAL/CRUG SCREAN 108.00
EFTPS   UNITED STATES TREASURY PAYROLL WITHHOLDING TAX 3,529.09
EFT   TREASURERE STATE OF OHIO PAYROLL WITHHOLDING TAX 509.70
EFT   OPERS MONTHLY PENSION 3,136.00
EFT   OP&F MONTHLY PENSION 2,461.53
EFT   BWC 2020 INSTALLMENT 1,259.91
EFT   FARMERS NATIONAL BANK NSF SERVICE CHARGE 10.00

FISCAL OFFICER REPORT

  1. Presented January bank reconciliations and P.O.’s..
  2. Reported January receipts were $­­­­­33,944.75.
  3. Presented a meeting policy from PC Prosecutors office.

RESOLUTION #20-26: Motion by Michael WHEREAS, Ohio Revised Code Section 121.22 concerning open public meetings, it is required that this Board adopt rules relative to scheduling regular and special Board meetings and to provide notice of these meetings; now therefore be it RESOLVED, that the Palmyra Township Board of Trustees regular meetings will be held at 7:00PM on the second Tuesdays of each month, and at 9:30AM on the 4th Tuesdays of each  month, at the Palmyra Fire Station, 3956 State Route 225, Diamond, OH 44412. RESOLVED,       Palmyra Township Board of Trustees will provide notice of its regular meetings, including the time and place of such meetings, in the legal section of the Record-Courier newspaper, and at the entrance of Fire Department, as well as on the Board’s webpage at palmyratownship.com. RESOLVED, Palmyra Township Board of Trustees may convene special meetings, for which they will provide 24-hour notice, including 24-hour notice to any news media requesting notification of such meetings, except in the event of an emergency meeting requiring immediate official action. Notice of special meetings will be provided in the same places as the notices of regular meetings. RESOLVED, In the case of emergency sessions, the Palmyra Township Board of Trustees will contact any media that requested notice of the time, place and purpose of emergency meetings. As practicable, the notice of emergency meetings will also be made through the legal section of the Record-Courier, and posted at the doors of Fire Department, and on the Board’s webpage at palmyratownship.com. RESOLVED that Executive Sessions will be held pursuant to Ohio Revised Code Section 121.22 (G)(1)-(8); but Executive sessions are prohibited at emergency meetings. Meeting minutes will reflect only the general subject matter of the executive sessions.

RESOLVED, any person may request the time and place of all regularly scheduled meetings by submitting a request to the Fiscal Officer; and be it further RESOLVED, any person, upon written request, as provided herein, may obtain reasonable advance notification of all meetings at which any specific type of public business is to be discussed. Each person shall file with the Fiscal Officer a written request specifying the person’s name, address, telephone number and/or e-mail address, along with the specific type of public business that is of interest, and the amount of time this request covers (not to exceed three months); and be it further RESOLVED, that public comment is welcomed by the Palmyra Township Board of Trustees at open communication in the regular meetings. RESOLVED, that the Palmyra Township Board of Trustees finds and determines that all formal actions of this Board concerning and relating to the adoption of this resolution were taken in an open meeting of this Board and that all deliberations of this Board that resulted in those formal actions were in meeting open to the public in compliance with the law including Section 121.22 of the Ohio Revised Code.

, seconded by Dunn.

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

  • Discussed Permanent Appropriations.

RESOLUTION #20-27: Motion by Michael to approve 2020 permanent appropriations as presented:

, seconded by Deffenbaugh.

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

TRUSTEE REPORTS:

TRUSTEE MICHAEL

  1. Discussed need to advertise for zoning secretary position.

RESOLUTION #20-28: Motion by Dunn to advertise in the Record Courier for the zoning secretary position for Friday Saturday and Sunday or for 7 days if the cost is the same or cheaper, seconded by Deffenbaugh.

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

TRUSTEE DEFFENBAUGH

  1. Presented items to be removed from inventory.

RESOLUTION #20-29: Motion by Deffenbaugh that we remove Dell printer, chain saw and sweeper from inventory, seconded by Michael.

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

  • Discussed possible Township cleanup dates.

RESOLUTION #20-30: Motion by Michael that we set Township Cleanup for June 5 and 6 from 7:30 am to 6pm Friday and 7:30 am to noon on Saturday pending availability of vendors, seconded by Dunn.

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

TRUSTEE DUNN

  1. Discussed dates and times for Easter Egg Hunt.

RESOLUTION #20-31: Motion by Dunn that we set the Easter Egg Hunt for April 4 at 9am and approve expenditures estimated at $300, seconded by Deffenbaugh.

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

  • Reported a complaint about the Whippoorwill address regarding getting around the location, trailers in road without lights and noise.
  • Presented letter for Trustees to sign authorizing the Portage County Prosecutor’s office to begin foreclosure proceedings on Whippoorwill Road property.

DEPARTMENT REPORTS

ZONING INSPECTOR

  1. Written report presented which included an update on zoning issues.

ROAD SUPERVISOR

  1. Written report presented which included updates on department activities purchase request.

RESOLUTION #20-32: Motion by Michael to approve purchase of two doors for garage that were damaged in break in last Saturday at an estimated cost of $1,964 from A M Door, seconded by Deffenbaugh.

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

RESOLUTION #20-33: Motion by Michael to approve BSE Light Solutions to convert lighting to LED lighting at an estimated cost of $5,968.09, seconded by Dunn.

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

FIRE CHIEF

  1. Written report presented which included updates on fire department activity and training requests.

RESOLUTION #20-34: Motion by Dunn to approve sharing half the cost with Deerfield Township for sending Nolan Kettle and Brian Kelderhouse to EMT-Advance course presented by UH Portage and at total cost of $2,500 per Township, seconded by Deffenbaugh.

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

Open Communication

None

Safety Issues

Terry Mott voiced environmental concerns.

RESOLUTION #20-35: Motion by Michael to adjourn at 7:38 pm seconded by Deffenbaugh.

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

__________________________                                            _________________________________

Henry Michael, Chairman                                                     Kathleen S Cofojohn, Fiscal Officer

_____________________________                                       ___________________________________ James Deffenbaugh, Vice-Chairman                                   Robert Dunn

Unofficial Meeting Minutes 1/28/2020

Regular Meeting called to order at 9:30 a.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 January 8 2020 were approved as presented.

RESOLUTION #2020-15: Motion by Michael to approve and pay the bills, seconded by Dunn.

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

BILLS APPROVED AND PAID:

23975   RICKY D BENNETT WAGES 01/01/20-01/15/20 384.02
23976   R. STEVEN COSS JR WAGES 01/01/20-01/15/20 1,956.16
23977   DONALD J LUTZ WAGES 01/01/20-01/15/20 506.04
23978-23982   VOID VOID 0.00
23983   MARK E. GARVIN WAGES 01/01/20-01/15/20 2,241.85
23984   CHELSEA L HARRIS WAGES 01/01/20-01/15/20 164.06
23985   GREYSON HENDERSON WAGES 01/01/20-01/15/20 123.04
23986   NOLAN KETTLE WAGES 01/01/20-01/15/20 855.36
23987   NICHOLAS H SCHRECKENGOST WAGES 01/01/20-01/15/20 219.54
23988   OHIO EDISON MONTHLY SERVICE 735.20
23989   TIME WARNER CABLE MONTHLY SERVICE 94.99
23990   VERIZON WIRELESS MONTHLY SERVICE 7.05
23991   PALMYRA LITTLE VILLAGESHOPPER FUEL PURCHASES 758.19
23992   UH OCCUPATIO0NAL HEALTH PORTAGE DOT DRUG SCREEN 55.00
23993   MCMASTER-CARR FD REPAIRS 28.39
23994   LIFE FORCE MANAGEMENT AMBULANCE BILLING FEES 919.74
23995   HEALAMERICA PA REFUNDS REFUND AMBULANCE FEES 362.01
23996   BURNHAM & FLOWER INS GROUP FISCAL OFFICER BOND 767.00
23997   WARREN FIRE EQUIPMENT ` FD MAINTENANCE 547.14
23998   WARREN SPRING CO LLC 4700 REPAIRS 44.31
23999   TREASURER STATE OF OHIO COOP PURCHASE FEE 100.00
24000   CONRAD’S DISPOSAL INC MONTHLY SERVICE 44.00
24001   FARMERS NATIONAL BANK VISA PURCHASES 125.04
24002   MITCHELL COMMUNICATIONS INC REPAIRS 2011 129.20
24003   GARRO TIRE & AUTOMOTIVE SERVICE TIRES 3500 1,088.52
24004   VOID VOID 0.00
24005   OHIO EDISON STREET LIGHTS 364.91
24006   ANGELINA WILHELM REIMBURSE BACKGROUND CHECK 73.00
EFT   BUREAU OF WORKERS’ COMPENSATION 2019 TRUE-UP 530.00

FISCAL OFFICER

  1. Presented December bank reconciliation, P.O.’s and miscellaneous correspondence.
  2. Reported December receipts were $26,312.41.
  3. Reported the 2020 NOPEC Sponsorship grant was awarded to cover the Easter Egg Hunt and Trunk or Treat expenditures.
  4. Discussed NOPEC Energized Community grant for 2020.

RESOLUTION #2020-16: Motion by Michael WHEREAS, the Township of Palmyra, Ohio (the “GRANTEE”) is a member of the Northeast Ohio Public Energy Council (“NOPEC”) and is eligible for one or more NOPEC Energized Community Grant(s) for 2020 (“NEC Grant(s)”) as provided for in the NEC Grant Program guidelines; and WHEREAS, the GRANTEE wishes to enter into a Grant Agreement with NOPEC, Inc. in substantially the form presented to this Council to receive one or more NEC Grant(s); and  NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF THE TOWNSHIP TRUSTEES OF PALMYRA, COUNTY OF PORTAGE, AND STATE OF OHIO, THAT: SECTION 1.  This Board of Trustees of the GRANTEE (the “Board”) finds and determines that it is in the best interest of the GRANTEE to enter into the Grant Agreement to accept the NEC Grant(s) for 2020, and authorizes the Board Chairman to execute the Grant Agreement to accept the NEC Grant(s) funds. SECTION 2.  This Board finds and determines that all formal actions of this Board of Trustees concerning and relating to the adoption of this Resolution and of any committees that resulted in those formal actions were in meetings open to the public in compliance with the law.           SECTION 3.  This Resolution is declared to be an emergency measure necessary for the immediate preservation of the public health, safety and welfare of the GRANTEE; wherefore, this Resolution shall be in full force and effect immediately upon its adoption and approval by the Chairman of the GRANTEE. Motion seconded by Dunn.

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

Bill Steiner was at the meeting to discuss the future of recycling in Portage County. Trustees do not want to commit to a 5-year agreement until the County decides what the pay structure will be.  Bill will work on getting the Township a one-year agreement.

Brett Bencze Portage County Assistant Prosecuting Attorney asked if the Board would like to enter into executive session to discuss legal matters.

RESOLUTION #2020-17: Motion Deffenbaugh to enter into executive session to discuss legal matters, seconded by Dunn.

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

Chairman Michael called the meeting back to order.

RESOLUTION #2020-18: Motion by Michael to request the Portage County Prosecutors office to start looking into foreclosure process for Whippoorwill Road property, seconded by Dunn.

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

Brian from Hercules LED presented a quote for $10,612.78 to convert existing lighting to LED lighting.

DEPARTMENT REPORTS:

ROAD SUPERVISOR

  1. Written report presented which included purchases made upcoming projects and completed projects.
  2. Discussed storm damage to Township property resulting from storm January 12, 2020.
  3. Discussed accident at Robison cemetery.

FIRE CHIEF

  1. Written report presented which included purchase requests, personnel updates, training and apparatus status.
  2. Discussed quotes for water softener equipment.

RESOLUTION #2020-19: Motion by Michael to lease water softener equipment from Gordon Bros. with an installation cost of $250 and a monthly lease costing $150 per month, seconded by Deffenbaugh.

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

RESOLUTION #2020-20: Motion by Dunn to approve purchase of replacement door at an estimated cost of $250 plus shipping from American Truckboxes and approve diagnosis of generator problem at an estimated cost of $100 per hour plus mileage and approve replacement antenna on 2011 at a cost of $129.20 from Mitchell Communications and replacement bus fuss on 2016 generator at an estimated cost of $20.80 plus shipping from McMaster-Carr, seconded by Deffenbaugh.

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

RESOLUTION #2020-21: Motion by Michael to approve Basic EMT training for Wilhelm and Shankle at a cost of $1,000 each at UH Portage, seconded by Dunn.

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

RESOLUTION #2020-22: Motion by Deffenbaugh to approve Garvin and Harris to attend EMS Tactical Conference  at a cost of $300 each  plus hotel estimated cost of $580 for 5 nights, seconded by Dunn.

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

ZONING INSPECTOR (not present)

TRUSTEE REPORTS

TRUSTEE MICHAEL

  1. Reported that Regional Planning is taking care of the census.
  2. Reported reduction of load limits 35% on all County and Township Roads in Portage County effective 1/31/2020

TRUSTEE DEFFENBAUGH

  1. Briefly discussed request for reduction in ambulance fees.  This is not our policy and denied the request.  FO Cofojohn will inform Life Force.

RESOLUTION #2020-23: Motion by Deffenbaugh to not accept reduced ambulance fee, seconded by Michael.

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

TRUSTEE DUNN

  1. Reported he referred the time clock search to Quality IP because he was not able to determine compatibility with our software.

Safety Issues

None

Open Communication

None

RESOLUTION #20-24:  Motion by Michael to adjourn at 11:21 a.m., seconded by Deffenbaugh.

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

_____________________________                              __________________________________

Henry Michael, Chairperson                                           Kathleen S. Cofojohn, Fiscal Officer

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