MEETING CHANGE NOTICE
February 9 meeting changed to 9:30am
February 23 meeting changed to 7:00 pm
Unofficial Meeting Minutes 1/26/2021
Regular Meeting called to order at 9:30 a.m. by Chairman Michael with Trustees Dunn, Vaughan, and Fiscal Officer Cofojohn present.
Chairman Michael led all in attendance in the Pledge of Allegiance.
Minutes from regular meeting on January 13 2021 were approved as presented.
RESOLUTION #2021-21: Motion by Michael to approve and pay the bills, seconded by Dunn.
Roll Call: Michael-yes, Dunn-yes, Vaughan-yes.
BILLS APPROVED AND PAID:
| 23607 | RICKY D BENNETT | WAGES 01/01/21-01/15/21 | 497.27 | |
| 24608 | R. STEVEN COSS JR | WAGES 01/01/21-01/15/21 | 1,871.54 | |
| 24609 | TIMOTHY KOHL | WAGES 01/01/21-01/15/21 | 543.08 | |
| 24610 | MARK E. GARVIN | WAGES 01/01/21-01/15/21 | 2,011.75 | |
| 24611 | CHELSEA L HARRIS | WAGES 01/01/21-01/15/21 | 598.23 | |
| 24612 | GREYSON HENDERSON | WAGES 01/01/21-01/15/21 | 662.66 | |
| 24613 | NICHOLAS R LANSINGER | WAGES 01/01/21-01/15/21 | 116.49 | |
| 24614 | ANTHONY POPIO | WAGES 01/01/21-01/15/21 | 140.02 | |
| 24615 | TIME WARNER CABLE | MONTHLY SERVICE | 94.99 | |
| 24616 | VERIZON WIRELESS | MONTHLY SERVICE | 7.04 | |
| 24617 | FARMERS NATIONAL BANK | VISA PURCHASES | 1,434.90 | |
| 24618 | OHIO EDISON | STREET LIGHTS | 382.42 | |
| 24619 | D & T, P.M. TRUCK REPAIR LLC | 2013 PUMP REPAIR | 325.07 | |
| 24620 | CONRAD’S DISPOSAL INC | MONTHLY SERVICE | 44.00 | |
| 24621 | THE RECORD COURIER | LEGAL NOTICES-WORKSESSIONS | 32.30 | |
| 24622 | GEORGE MORTIMER | REPAIRS JD910A | 26.00 | |
| 24623 | PALMYRA LITTLE VILLAGE SHOPPER | FUEL PURCHASES | 1,261.69 | |
| 24624 | PORTAGE COUNTY TREASURER | RE TAX TOWER PROPERTY | 268.60 | |
| EFT | BUREAU OF WORKERS’ COMPENSATION | 2020 TRUE-UP | 225.00 |
FISCAL OFFICER
- Presented December bank reconciliation, P.O.’s and miscellaneous correspondence.
- Reported December receipts were $64,683.63.
- Reported PC Solid Waste Contract was only for one year and expired 12/31/20.
TRUSTEE REPORTS
TRUSTEE MICHAEL
- Presented 2020 Certified Road Mileage from Portage County Engineer.
RESOLUTION #2021-22: Motion by Michael to certify total Palmyra Township was responsible to maintain 13.921 miles of public road as of December 31, 2020, seconded by Vaughan.
Roll Call: Michael-yes, Vaughan-yes, Dunn-yes.
- Reported Jeffrey Swenton will be sending a note of resignation from the zoning committee.
- Reported Dorene Spicer of Paris Township Trustee contacted him regarding complaints about Engine brake noise near Cableline and SR225 and asked for thoughts on the subject. After a brief discussion, Trustee Michael reported that making the entire section 45MPH might help the situation.
TRUSTEE DUNN
- Nothing to report at this time.
TRUSTEE VAUGHAN
- Nothing to report at this time.
DEPARTMENT REPORTS:
ZONING INSPECTOR
- Written report presented which included department updates.
ROAD SUPERVISOR
- Written report presented which included department updates.
RESOLUTION #2021-23: Motion by Michael to approve purchase of planks for cemetery at an estimated cost of $300 from Home Depot, seconded by Dunn.
Roll Call: Michael-yes, Dunn-yes, Vaughan-yes.
FIRE CHIEF
- Written report presented which included department updates.
RESOLUTION #2021-24: Motion by Michael to accept the resignations of Betina Oaks and Ryan Oaks from the fire department, seconded by Vaughan.
Roll Call: Michael-yes, Vaughan-yes, Dunn-yes.
RESOLUTION #2021-25: Motion by Dunn to change the February 9 meeting to 9:30 am and change the February 23 meeting to 7:00pm, seconded by Vaughan.
Roll Call: Dunn-yes, Vaughan-yes, Michael-yes.
RESOLUTION #2021-26: Motion by Michael to pay ½ of the cemetery real estate tax if necessary if the state does not respond to application for exempt status in time for payment due date, seconded by Dunn.
Roll Call: Michael-yes, Dunn-yes, Vaughan-yes.
Mike Delaquila and Kyle Fabricius from Quality IP were present to discuss Fire Wall, Telephone System, Server and desktop replacement. Discussion led to acknowledgement that the Fire Wall needs replaced now. We still need additional information on software needs to make server decisions at this time. FO Cofojohn reported that the phone system has not been working properly. Replacing the phone system will remove CenturyLink services. Trustees discussed replacing computers on the system at regular interval instead of all at one time.
RESOLUTION #2021-27: Motion by Michael to purchase Sophos XG 115 Security/Firewall at a cost of $599.99 and monthly recurring fee of $24.99, seconded by Vaughan.
Roll Call: Michael-yes, Vaughan-yes, Dunn-yes.
RESOLUTION #2021-28: Motion by Dunn to purchase phone system with phones and installation estimated to be $1,800 and monthly recurring fees estimated to be $261.80, seconded by Michael.
Roll Call: Dunn-yes, Michael-yes, Vaughan-yes.
Safety Issues
None
Open Communication
None
RESOLUTION #21-29: Motion by Michael to adjourn at 11:11a.m., seconded by Vaughan.
Roll Call: Michael-yes, Vaughan-yes, Dunn-yes.
_____________________________ __________________________________
Henry Michael, Chairperson Kathleen S. Cofojohn, Fiscal Officer
______________________________ ___________________________________
Robert Dunn, Trustee Bradley Vaughan, Trustee
Unofficial Meeting Minutes for 1/13/2021
Re-organizational meeting called to order at 7:00 p.m. by Chairman Michael with Trustees Dunn and Vaughan present.
Chairman Michael led all in attendance with the Pledge of Allegiance.
Minutes from regular meeting December 22, 2020 were approved as presented.
Minutes from special meeting January 4, 2021 were approved as presented.
RESOLUTION #21-08: Motion by Michael to approve and pay the bills, seconded by Dunn.
Roll Call: Michael-yes, Dunn-yes, Vaughan-yes.
BILLS APPROVED AND PAID:
| 24561 | RICKY D. BENNETT | WAGES 12/15/20-12/31/20 | 614.13 | |
| 24562 | R. STEVEN COSS JR | WAGES 12/15/20-12/31/20 | 2,658.67 | |
| 24563 | TIMOTHY F KOHL | WAGES 12/15/20-12/31/20 | 862.66 | |
| 24564 | MARK E. GARVIN | WAGES 12/15/20-12/31/20 | 2,412.74 | |
| 24565 | CHELSEA L HARRIS | WAGES 12/15/20-12/31/20 | 692.15 | |
| 24566 | NICHOLAS R LANSINGER | WAGES 12/15/20-12/31/20 | 373.75 | |
| 24567 | ANTHONY POPIO | WAGES 12/15/20-12/31/20 | 362.05 | |
| 24568 | KATHLEEN S. COFOJOHN | SALARY 12/1/20-12/31/20 | 1,209.63 | |
| 24569 | JAMES H. DEFFENBAUGH | SALARY 12/1/20-12/31/20 | 546.54 | |
| 24570 | ROBERT C DUNN | SALARY 12/1/20-12/31/20 | 790.91 | |
| 24571 | HENRY A. MICHAEL | SALARY 12/1/20-12/31/20 | 829.31 | |
| 24572 | LORI M MICHAEL | WAGES 12/1/20-12/31/20 | 197.39 | |
| 24573 | SANDRA M. NUTTER | SALARY 12/1/20-12/31/20 | 588.79 | |
| 24574-24591 | VOID | VOID | 0.00 | |
| 24592 | DOMINION EAST OHIO | MONTHLY SERVICE | 356.40 | |
| 24593 | VERIZON WIRELESS | MONTHLY SERVICE | 7.04 | |
| 24594 | VERIZON WIRELESS | MONTHLY SERVICE | 44.43 | |
| 24595 | PETTIGREW HARDWARE | FD SUPPLIES | 46.92 | |
| 24596 | GORDON BROTHERS | WATER SYSTEM LEASE | 150.00 | |
| 24597 | CERTURYLINK | MONTHLY SERVICE | 176.54 | |
| 24598 | WM BENJAMIN TRUCKING | ROAD SUPPLIES | 442.16 | |
| 24599 | QUALITY IP | MONTHLY SERVICE JAN & FEB | 1,853.35 | |
| 24600 | PORTAGE CTY REGIONAL PLANNING | 2021 ANNUAL MEMBERSHIP | 2,218.44 | |
| 24601 | ADVANCE AUTO PARTS | RD REPAIRS NOVEMBER | 47.82 | |
| 24602 | DEPT OF ADMIN. SERVICES OH | MARCS SERVICES 7/1/20-9/30/20 | 90.00 | |
| 24603 | BUCKEYE WELDER SALES | RD SUPPLIES | 80.80 | |
| 24604 | RICOH USA INC | COPIER MAINTENANCE | 16.54 | |
| 24605 | OHIO EDISON | MONTHLY SERVICE | 653.59 | |
| 24606 | ADVANCE AUTO PARTS | RD REPAIRS DECEMBER | 185.37 | |
| EFT | ODJFS | 4TH QTR STATE UNEMPLOYMENT | 46.70 | |
| EFT | OPERS | MONTHLY PENSION | 3,431.45 | |
| EFT | OP&F | MONTHLY PENSION | 2,467.75 |
FISCAL OFFICER REPORT
- Presented B.C.’s, and P.O.’s and miscellaneous correspondence.
- Presented cemetery deed for signatures.
Steve Schuller President of Palmyra Softball attended to discuss ballfields improvements to the Park including painting the concession stand, cement pad for dugout benches and continuing to install artificial turf in batting cages. Reported that other teams in Portage County are asking to use the ballfields. After a brief discussion it was determined that Palmyra teams have first dibs on use of ball fields.
RESOLUTION #21-09: Motion by Michael to enter into executive session to discuss employee compensation, seconded by Vaughan
Roll Call: Michael-yes, Vaughan-yes, Dunn-yes.
Trustee Michael stated that the meeting is back in session.
RESOLUTION #21-10: Motion by Dunn to set wages for 2021 as follows:
Trustees & Fiscal Officer: State guidelines based on budget
Fire Chief – Full time $ 27.64 per hour
Zoning Inspector: $726.67 per month
Zoning Secretary: $ 72.73 per meeting
Road Supervisor: $ 27.64 per hour
Part-time TWP CDL Empee $ 14.61 per hour
Part-time TWP Non CDL Emp $ 13.06 per hour
Duty Crew $ 11.76 per hour base plus .20 per certificate and officer is .20.
Responder $ 8.80 per hour based on Ohio Minimum Wage
Seconded by Vaughan.
Roll Call: Dunn-yes, Vaughan-yes, Michael-abstain.
Discussion of Fees and Policies
Advertising: Record Courier
Ambulance Billing: soft bill residents
$150 Non-transport Fee
$600.00 Basic
$700.00 Advanced Life Support I
$800.00 Advanced Life Support II
$12.00 per loaded mile reported to nearest 10th
Cemetery Fees: Resident Non-resident
Lots (Max. 4) $200.00 (each) $725.00 (each)
Adult Vault Weekday Burial $600.00 $600.00
Adult Vault Weekend Burial $800.00 $800.00
Adult Vault Holiday/ Burial $800.00 $800.00
Youth Vault Burial Weekday $500.00 $500.00
Youth Vault Burial Weekend $700.00 $700.00
Youth Vault Burial Holiday $700.00 $700.00
Baby Vault Burial-Weekday $450.00 $450.00
Baby Vault Burial Weekend $600.00 $600.00
Baby Vault Burial-Holiday $600.00 $600.00
Weekday Cremations $450.00 $450.00
Weekend Cremations $500.00 $500.00
Holiday Cremations $500.00 $500.00
All weekday burials and cremations arriving at cemetery on or after 2:00 pm local time will be charged the holiday/weekend rate.
Foundations $ 75.00 sq. ft. $ 75.00 sq. ft.
Waive foundation fee for VA supplied military markers
Cemetery Foundation deadlines: May 1st/Oct. 1st
Indigent Burial expenditure paid by township will not exceed $1,000 for burial or $900 for cremation
Copies: charge $.10 per copy
Driveway Culvert Installation:
12” Pipe $375.00 (cost per additional foot) $15.00
15” Pipe $450.00 (cost per additional foot) $20.00
18” Pipe $600.00 (cost per additional foot) $25.00
21” Pipe $750.00 (cost per additional foot) $30.00
24” Pipe $900.00 (cost per additional foot) $35.00
Equipment fee:
Dump Truck $150.00 Hour
Backhoe $150.00 Hour
Excavator $175.00 Hour
Sweeper $125.00 Hour
Command/Communications $100.00 Hour
ALS Ambulance $200.00 Hour
BLS Ambulance $150.00 Hour CAFS Engine $200.00 Hour
Heavy Rescue $200.00 Hour
Brush Truck $150.00 Hour
Tanker $200.00 Hour
Air trailer $100.00 Hour
Foam Trailer $150.00 Hour
Traffic Control Trailer $100.00 Hour
Cell phone $ 25.00 Hour
Personnel rate will include total compensation package.
Hall Usage: Hall reserved through daytime personnel Monday through Friday 6am to 6pm.
Hall Rental Fee $25 and a $50 Deposit Fee to be returned if hall is left in satisfactory condition.
Park Usage: Park reserved through daytime personnel Monday through Friday 6am to 6pm.
Meeting dates: 2nd Tuesday 7:00 p.m.; 4th Tuesday 9:30 a.m.
Mileage: Current rate as set by Internal Revenue Service per mile driven outside the township.
ZONING FEES: Zoning Fees are non-refundable.
BUILDING PERMITS:
0 – 99 sq. ft…………………….……………..……….…………………..………. $ 0.00
100 – 500 sq. ft……………………….……………………………………..………. $35.00
Over 500 sq. ft……………………………………………………………..………… $50.00
Permit required for rebuilding due to disaster…………………….…..… FEE WAIVED
Permit required for decks………………………………………………………..…. $25.00
OUTDOORS ADVERTISING SIGNS:
Sign structures more than 25 sq. ft. but less than 200 sq. ft. in area…………. $30.00
Sign structures 200 sq. ft. or more in area……….…….…………….………..… $60.00
Political signs….………………………………………….……………… No fee required
CONDITIONAL ZONING CERTIFICATES:
Basement dwellings………………..……………………………………..…………. $25.00
Junk yards…………………………………………………………………..…..…… $100.00
House trailers……………………………………………………………………..….. $25.00
Swimming pools- permanent…………………………………………….…………. $35.00
Recreational use………………………………………………………….……….. $100.00
Strip mining and gravel extraction………………………………………….……. $100.00
Others……………………… TO BE DETERMINED BY THE TOWNSHIP TRUSTEES
ZONING BOOK:
Zoning book………………POSTAGE FOR MAILING EXTRA…………………. $15.00
MYLARS:
Sign Mylar …………………………………………………………….…….………. $25.00
BOARD OF ZONING APPEALS:
Appeals and applications ……………….……………………………………….. $150.00
ZONING COMMISSION:
Amendments …………………………..………………….…………….………… $150.00
Material
Foam (5 Gal.) $230.00
20# dry Chemical $149.50
10# dry Chemical $ 85.25
Internet Auction Policy: Rescinded 1/13/21
Waive reading of minutes for 2021. The Chairman will ask for corrections and then state that the minutes are approved. The minutes will be provided to the board prior to the meeting and copies available for the public and the unofficial minutes will be posted on the township’s website.
Allow trustees, fiscal officer, road supervisor and fire chief authority make emergency purchases of up to $1,000 between meetings.
Payroll taxes, state unemployment tax, worker’s compensation and retirement contributions will be paid electronically.
RESOLUTION #21-11: Motion by Michael to approve the 2021 fees and policies as stated, seconded by Dunn.
Roll Call: Michael-yes, Dunn-yes, Vaughan-yes.
RESOLUTION #21-12: Motion by Dunn WHEREAS, Section 5513.01 (B) provides the opportunity for Counties, Townships, Municipal Corporations, Conservancy Districts, Township Park Districts, and Park Districts created under Chapter 1545 of the Revised Code, Port Authorities, Regional Transit Authorities, Regional Airport Authorities, Regional Water and Sewer Districts, County Transit Boards, State Universities or Colleges to participate in contracts of the Ohio Department of Transportation for the purchase of machinery, material, supplies or other articles.
NOW, THEREFORE, Be it ordained by Palmyra Township Board of Trustees
SECTION 1.
That the Palmyra Township Chairperson hereby requests authority in the name of Palmyra Township to participate in the Ohio Department of Transportation contracts for the purchase of machinery, materials, supplies or other articles which the Department has entered into pursuant to Ohio Revised Code Section 5513.01 (B).
SECTION 2.
That the Chairperson is hereby authorized to agree in the name of Palmyra Township to be bound by all terms and conditions as the Director of Transportation prescribes.
SECTION 3.
That the Chairperson is hereby authorized to agree in the name of Palmyra Township to directly
pay vendors, under each such contract of the Ohio Department of Transportation in which Palmyra Township participates, for items it receives pursuant to the contract.
SECTION 4.
That Palmyra Township agrees to be responsible for resolving all claims or disputes arising
out of its participation in the cooperative purchasing program under Section 5513.01(B) of the Ohio Revised Code. The Palmyra Township agrees to waive any claims, actions, expenses, or other damages arising out of its participation in the cooperative purchasing program which the Palmyra Township may have or claim to have against ODOT or its employees, unless such liability is the result of negligence on the part of ODOT or its employees, seconded by Vaughan.
Roll Call: Dunn-yes, Vaughan-yes, Michael-yes.
RESOLUTION #21-13: Motion by Michael to make the following 2021 appointments:
Ohio Attorney General Primary Collection Agent
First Federal Credit – Secondary Collection Agent
Henry Michael – CDL Supervisor
Quality IP LLC – Computer Network Administrator
___________________- Zoning Commission – 5-year term expiring 12/31/25
___________________ – Zoning Board Appeals – 5-year term expiring 12/31/25
Sandra Nutter, representative and Bradley Vaughan, alternate – Regional Planning Commission
Seconded by Vaughan.
Roll Call: Dunn-yes, Vaughan-yes, Michael-yes.
TRUSTEE REPORTS
Trustee Michael
- Presented Life Force Closure Authorization.
RESOLUTION #2021-14: Motion by Michael that date and we sign closure authorizations 19-037 and forward them for collection in accordance with Township policy regarding such EMS charges, seconded by Dunn.
Roll Call: Michael-yes, Dunn-yes, Vaughan-yes.
- Presented OTARMA Ballot. After brief discussion and with no time to look into who is running the Trustees decided not to vote at this time.
TRUSTEE DUNN
- Nothing to report at this time.
TRUSTEE VAUGHAN
- Nothing to report at this time.
DEPARTMENT REPORTS
ZONING INSPECTOR (not present)
- Written report presented which included zoning activities.
ROAD SUPERVISOR
- Report presented which included purchases made, completed projects and upcoming projects and purchase requests.
RESOLUTION #21-15: Motion by Dunn to approve purchase of oil drum and hydraulic oil drum at an estimated cost of $755 from Advance Auto, seconded by Vaughan.
Roll Call: Dunn-yes, Vaughan-yes, Michael-yes.
FIRE CHIEF
- Written report presented which included End of Year Report personnel, training and grant updates.
RESOLUTION #21-16: Motion by Michael to accept resignation of Ryan McDivitt from the fire department, seconded by Dunn.
Roll Call: Michael-yes, Dunn-yes, Vaughan-yes.
RESOLUTION #21-17: Motion by Michael to send Anthony Popio to MCCTC for Firefighter I training at a cost of $1,400, seconded by Dunn
Roll Call: Michael-yes, Dunn-yes, Vaughan-yes.
RESOLUTION #21-18: Motion by Dunn to approve AFG grant application for replacement of 2018-estimated cost of replacement is $500,000 and 10% match, seconded by Vaughan.
Roll Call: Dunn-yes, Vaughan-yes, Michael-yes.
- Discussed replacing 2026 with F150 crew cab at an estimated cost of $43K
- Discussed bid advertisement for SCBA FEMA grant.
RESOLUTION #21-19: Motion by Dunn to advertise bid for SCBA’s February 16 and February 23, bids to be received by March 8 at 5:00pm and will be opened March 9, 2021 at 7:00 pm prior to regularly scheduled meeting, seconded by Vaughan.
Roll Call: Dunn-yes, Vaughan-yes, Michael-yes.
Safety Issues
None
Open Communication
None
RESOLUTION #21-20: Motion by Michael to adjourn at 8:34 pm seconded by Vaughan.
Roll Call: Michael-yes, Vaughan-yes, Dunn-yes.
__________________________ _________________________________
Henry Michael, Chairman Kathleen S Cofojohn, Fiscal Officer
_____________________________ ___________________________________
Robert Dunn, Vice Chairman Bradley Vaughan, Trustee
Unofficial Meeting Minutes 1/4/2021
Special re-organizational meeting called to order at 5:00 p.m. by Fiscal Officer Cofojohn with Trustees Dunn and Michael present.
FO Cofojohn led all in attendance with the Pledge of Allegiance.
Nominations opened by Fiscal Officer Cofojohn for the 2021 Board Chairman. Trustee Dunn nominated Henry Michael. FO Cofojohn asked if there were any more nominations.
RESOLUTION #21-01: Motion by Dunn to close the nominations, seconded by Michael.
Roll Call: Dunn-yes, Michael-yes.
Nominations opened by Fiscal Officer Cofojohn for the 2021 Board Vice-Chairman. Trustee Michael nominated Robert Dunn. FO Cofojohn asked if there were any more nominations.
RESOLUTION #21-02: Motion by Michael to close the nominations seconded by Dunn.
Roll Call: Michael-yes, Dunn-yes.
RESOLUTION #21-03: Motion by Michael to enter into executive session to discuss James Deffenbaugh replacement, seconded by Dunn.
Roll Call: Michael-yes, Dunn-yes.
Meeting called back to order.
RESOLUTION #21-04: Motion by Dunn to appoint Bradley Vaughan to open trustee position with term expiring December 31, 2021, seconded by Michael.
Roll Call: Dunn-yes, Michael-yes.
RESOLUTION #21-05: Motion by Dunn to set reorganizational meeting for January 13, 2021 at 7pm, seconded by Michael.
Roll Call: Dunn-yes, Michael-yes.
RESOLUTION #21-06 Motion by Michael to table rest of reorganizational resolutions until January 13, 2021, seconded by Dunn.
Roll Call: Michael-yes, Dunn-yes.
RESOLUTION #21-07: Motion by Michael to adjourn at 5:28 pm seconded by Dunn.
Roll Call: Michael-yes, Dunn-yes.
__________________________ _________________________________
Henry Michael, Chairman Kathleen S Cofojohn, Fiscal Officer
_____________________________ ___________________________________
Robert Dunn, Vice Chairman Bradley Vaughan, Trustee