7/14/2020 Meeting Minutes

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 June 18, 2020 were approved as presented.

Minutes from budget hearing July 7, 2020 were approved as presented.

Minutes from special meeting July 7, 2020 were approved as presented.

RESOLUTION #20-99: Motion by Michael to approve and pay the bills, seconded by Deffenbaugh.

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

BILLS APPROVED AND PAID:

24260   RICKY D BENNETT WAGES 06/16/20-06/30/20 550.92
24261   R. STEVEN COSS JR WAGES 06/16/20-06/30/20 1,860.13
24262   DONALD J LUTZ WAGES 06/16/20-06/30/20 533.80
24263   MARK E. GARVIN  WAGES 06/16/20-06/30/20 2,009.54
24264   CHELSEA L HARRIS WAGES 06/16/20-06/30/20 735.53
24265   NICHOLAS R LANSINGER WAGES 06/16/20-06/30/20 380.79
24266   SHAWN A SCHRECKENGOST WAGES 06/16/20-06/30/20 118.91
24267   KATHLEEN S COFOJOHN SALARY 06/01/20-06/30/20 1,391.45
24268   JAMES H. DEFFENBAUGH SALARY 06/01/20-06/30/20 620.32
24269   ROBERT C DUNN SALARY 06/01/20-06/30/20 852.74
24270   HENRY A. MICHAEL SALARY 06/01/20-06/30/20 911.18
24271   LORI M. MICHAEL SALARY 06/01/20-06/30/20 131.60
24272   SANDRA M. NUTTER SALARY 06/01/20-06/30/20 588.79
24273   DOMINION EAST OHIO MONTHLY SERVICE 68.28
24274   VERIZON WIRELESS MONTHLY SERVICE 43.87
24275   VOID VOID 0.00
24276   RICOH USA INC COPIER MAINTENANCE 13.27
24277   QUALITY IP MONTHLY SERVICE 968.50
24278   TREASURER STATE OF OHIO AUDIT FEES 2,111.50
24279   SARCHIONE FORD 2011 MAINTENANCE 117.06
24280   THE RECORD COURIER LEGAL NOTICES 148.85
24281   CENTURYLINK MONTHLY SERVICE 157.94
24282   GORDON BROTHERS INC MONTHLY SERVICE 150.00
24283   BSE LIGHTING SOLUTIONS INC LED LIGHTING CONVERSION PROJECT 5,968.09
24284   BOB SUMEREL TIRE CO 2018 REPAIRS 3,665.50
24285   OHIO EDISON MONTHLY SERVICE 472.61
24286   LIFE FORCE MANAGEMENT INC AMBULANCE BILLING FEES 518.70
24287   PALMYRA LITTLE VILLAGE SHOPPER FUEL PURCHASES 608.96
24288   TREASURER STATE OF OHIO VOL. FF DEPEND. FUND 150.00
24289   ADVANCE AUTO PARTS RD/FD REPAIRS 179.85
EFTPS   UNITED STATES TREASURY PAYROLL WITHHOLDING TAX 3,324.15
EFT   TREASURERE STATE OF OHIO PAYROLL WITHHOLDING TAX 451.12
EFT   OPERS MONTHLY PENSION 3,193.90
EFT   OP&F MONTHLY PENSION 2,095.08
EFT   BUREAU OF WORKERS’ COMP 2020 INSTALLMENT 1,259.91
EFT   ODJFS 2ND QTR UNEMPLOYMENT TAX 103.40

FISCAL OFFICER REPORT

  1. Presented June bank reconciliations and P.O.’s.
  2. June receipts were $27,216.75
  3. Presented cemetery deed for signatures.
  4. Reported need to authorize audit expenses.

RESOLUTION #20-100: Motion by Dunn to approve Auditor of State Agreed Upon Procedures audit expenditures estimated to be $2,460, seconded by Michael.

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

  • Presented Salt Purchase Contract Resolution

RESOLUTION #20-101: Motion by Michael WHEREAS, the Palmyra Township (hereinafter referred to as the “Political Subdivision”) hereby submits this written agreement to participate in the Ohio Department of Transportation’s (ODOT) annual road salt bid in accordance with Ohio Revised Code 5513.01(B) and hereby agrees to all of the following terms and conditions in its participation of the ODOT road salt contract:  

a. The Political Subdivision hereby agrees to be bound by all terms and conditions established by ODOT in the road salt contract and acknowledges that upon of award of the contract by the Director of ODOT it shall be bound by all such terms and conditions included in the contract; and

b. The Political Subdivision hereby acknowledges that upon the Director of ODOT’s signing of the road salt contract, it shall effectively form a contract between the awarded salt supplier and the Political Subdivision; and 

c. The Political Subdivision agrees to be solely responsible for resolving all claims or disputes arising out of its participation in the ODOT road salt contract and agrees to hold the Department of Transportation harmless for any claims, actions, expenses, or other damages arising out of the Political Subdivision’s participation in the road salt contract; and

d. The Political Subdivision’s electronic order for Sodium Chloride (Road Salt) will be the amount the Political Subdivision agrees to purchase from its awarded salt supplier at the delivered bid price per ton awarded by the Director of ODOT; and

e. The Political Subdivision hereby agrees to purchase a minimum of 90% of its electronically submitted salt quantities from its awarded salt supplier during the contract’s effective period; and

f. The Political Subdivision hereby agrees to place orders with and directly pay the awarded salt supplier on a net 30 basis for all road salt it receives pursuant to ODOT salt contract; and

g. The Political Subdivision acknowledges that should it wish to rescind this participation agreement it will do so by written, emailed request by no later than Friday, April 24 by 12:00 p.m. The written, emailed request to rescind this participation agreement must be received by the ODOT Office of Contract Sales, Purchasing Section email:  Contracts.Purchasing@dot.ohio.gov by the deadline. The Department, upon receipt, will respond that it has received the request and that it has effectively removed the Political Subdivision’s participation request. Furthermore, it is the sole responsibility of the Political Subdivision to ensure ODOT has received this participation agreement as well as the receipt of any request to rescind this participation agreement. The Department shall not be held responsible or liable for failure to receive a Political Subdivision’s participation agreement and/or a Political Subdivision’s request to rescind its participation agreement.

NOW, THEREFORE, be it ordained by the following authorized person(s) that this participation agreement for the ODOT road salt contract is hereby approved, funding has been authorized, and the Political Subdivision agrees to the above terms and conditions regarding participation on the ODOT salt contract: , seconded by Dunn.

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

  • Presented Auditor of State Calculation of undercompensated Trustees and Fiscal Officer from 2018 Budget year.

RESOLUTION #20-102: Motion by Dunn to approve payment for under compensation for budget year 2018 where the Estimated Resources in excess of $1,500,000 approved by the Portage County Budget Commission. 2018 compensation was paid at the $750,000 to $1,500,000 level. Such compensation will be based on Auditor of State Agreed Upon Procedures audit calculation from 2018-2019 audit reimbursing each Trustee $852 and Fiscal Officer $2,339, seconded by Michael.

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

RESOLUTION #20-103: Motion by Michael to amend permanent appropriation and increase General Fund $5,651 as follows: 1000-110-111 $2,556; 1000-110-121 $2,339; 1000-110-211 $685; 1000-110-213 $71, seconded by Dunn.

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

TRUSTEE REPORTS:

TRUSTEE MICHAEL

  1. Reported need to amend Resolution 20-97and add Williams Road.

RESOLUTION #20-104:  Motion by Michael to amend Resolution 20-97 and add Williams Road to the quote request from the Portage County Engineer’s office for a Direct Select chip seal of Whippoorwill Section A and Mason, Cole and Depot roads, seconded by Deffenbaugh.

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

TRUSTEE DEFFENBAUGH

  1. Asked if we needed to do anything about the employee manuals. Brief discussion about employee manuals. Fiscal Officer reported Brett Bencze is looking at them.

TRUSTEE DUNN

  1. Reported he was asked about using the ball fields this fall. After brief discussion, it was decided that anyone who wants to use ball fields needs to follow the Governor’s guidelines.

DEPARTMENT REPORTS

ZONING INSPECTOR (not present)

  1. No written report presented.

ROAD SUPERVISOR

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

RESOLUTION #20-105:  Motion by Michael to approve purchase of approximately 100 tons of asphalt at an estimated cost of $60 per ton, seconded by Deffenbaugh.

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

  • Discussed old cemetery fence.

RESOLUTION #20-106:  Motion by Dunn to authorize selling old cemetery fence on EBay, seconded by Deffenbaugh.

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

FIRE CHIEF

  1. Written report presented which included department updates and purchase request.

RESOLUTION #20-107: Motion by Michael to approve purchase of 2 extension hose for the Electric Hurst on 2016 at an estimated cost of $310 from Finley Fire Equipment and approve repair of rear wheel seal and brake replacement on 2018 at a cost of $1,259.98 and to approve oil change/service on 2011 at a cost of $117.06 by Sarchione Ford and to purchase backup lights for 2013 at an estimated cost of $385.32 plus shipping from Strobes N More,  seconded by Deffenbaugh.

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

RESOLUTION #20-108: Motion by Michael to accept resignation of Nolan Kettle from the fire department effective June 23, 2020, seconded by Deffenbaugh.

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

RESOLUTION #20-109: Motion by Michael to accept resignation of Chelsea Harris as EMS Coordinator effective July 31, 2020, seconded by Dunn.

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

Open Communication

None

Safety Issues

None

RESOLUTION #20-110: Motion by Michael to adjourn at 7:54 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, Trustee                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                    

Special Meeting 7/7/2020

Special meeting called to order by Chairperson Michael at 9:36 a.m. with Trustees Deffenbaugh and Dunn and Fiscal Officer Cofojohn present.

The purpose of the special meeting was to discuss the 2020 chip seal project.

Chairman Michael reported he spoke with Mike Collins from the Portage County Engineer’s office regarding our options to get the chip seal project completed in 2020.  Mike reported it is too late to bid the project to get results before the weather changes.  Mike reported there is another option called “Direct Select” which has the same limitations as having the county perform the work.  The Township needs to get a quote from the County and other vendors; the project cannot be for more than $45,000. After a brief discussion, Chairman Michael recommended we try this option.

RESOLUTION #20-97:  Motion by Michael to obtain a quote from the Portage County Engineer’s office for a Direct Select chip seal of Whippoorwill Section A and Mason, Cole and Depot roads, seconded by Dunn.

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

RESOLUTION #20-98:  Motion by Michael to adjourn the special meeting at 9:41 a.m., seconded by Deffenbaugh.

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

___________________________                                __________________________________

Henry Michael, Chairperson                                          Kathleen S. Cofojohn, Fiscal Officer

______________________________                          ___________________________________

James Deffenbaugh, Vice- Chairman                           Robert Dunn, Trustee

Budget Hearing 7/7/2020

  • PALMYRA TOWNSHIP TRUSTEESJuly 7, 2020 Budget hearing called to order by Chairperson Michael at 9:30 a.m. with Trustees Deffenbaugh and Dunn and Fiscal Officer Cofojohn present.Chairman Michael led all in attendance with the Pledge of Allegiance.Fiscal Officer Cofojohn presented the 2021 budget as follows:UNENCUMBERED UNENCUMBEREDESTIMATED 2021 2021 ESTIMATEDFUND FUND 1/1/2021 REVENUES EXPENDITURES FUND 12/31/2021General Fund $ 30,965.35 $ 50,139.00 $ 204,808.00 $ 76,296.35 Motor Vehicle 11,282.00 6,100.00 11,000.00 6,382.00 Gasoline Tax 76,989.82 90,700.00 125,200.00 42,489.82 Road & Bridge 52,604.01 56,745.00 75,350.00 33,999.01 Cemetery 7,081.20 21,000.00 22,200.00 5,881.20 1 Mill Fire Levy 43,471.98 57,057.00 75,400.00 25,128.98 2 Mill Fire Levy 64,758.37 113,115.00 135,100.00 42,773.37 2 Mill Fire/EMS Levy 58,139.60 113,146.00 128,250.00 43,035.60 Permissive Motor Vehicle 31,861.94 28,380.00 45,000.00 15,241.94 Fire & Rescue, Ambulance & EMS 64,111.03 66,000.00 94,750.00 35,361.03 Non-Expendable Trust 4951 5,551.62 250.00 150.00 5,651.62 Non-Expendable Trust 4952 554.34 25.00 50.00 529.34 $ 547,371.26 $ 702,657.00 $ 917,258.00 $ 332,770.26 RESOLUTION #20-95: Motion by Michael to approve the 2021 budget as presented, seconded by Dunn.Roll Call: Dunn-yes, Michael-yes, Deffenbaugh-yes.RESOLUTION #20-96: Motion by Michael to close the budget hearing at 9:35 a.m., seconded by Deffenbaugh.Roll Call: Michael-yes, Deffenbaugh-yes, Dunn-yes.___________________________ __________________________________Henry Michael, Chairperson Kathleen S. Cofojohn, Fiscal Officer______________________________ ___________________________________James Deffenbaugh, Vice- Chairman Robert Dunn, Trustee