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 BENNETTWAGES 01/01/21-01/15/21497.27
24608 R. STEVEN COSS JRWAGES 01/01/21-01/15/211,871.54
24609 TIMOTHY KOHLWAGES 01/01/21-01/15/21543.08
24610 MARK E. GARVINWAGES 01/01/21-01/15/212,011.75
24611 CHELSEA L HARRISWAGES 01/01/21-01/15/21598.23
24612 GREYSON HENDERSONWAGES 01/01/21-01/15/21662.66
24613 NICHOLAS R LANSINGERWAGES 01/01/21-01/15/21116.49
24614 ANTHONY POPIOWAGES 01/01/21-01/15/21140.02
24615 TIME WARNER CABLEMONTHLY SERVICE94.99
24616 VERIZON WIRELESSMONTHLY SERVICE7.04
24617 FARMERS NATIONAL BANKVISA PURCHASES1,434.90
24618 OHIO EDISONSTREET LIGHTS382.42
24619 D & T, P.M. TRUCK REPAIR LLC2013 PUMP REPAIR325.07
24620 CONRAD’S DISPOSAL INCMONTHLY SERVICE44.00
24621 THE RECORD COURIERLEGAL NOTICES-WORKSESSIONS32.30
24622 GEORGE MORTIMERREPAIRS JD910A26.00
24623 PALMYRA LITTLE VILLAGE SHOPPERFUEL PURCHASES1,261.69
24624 PORTAGE COUNTY TREASURERRE TAX TOWER PROPERTY268.60
EFT BUREAU OF WORKERS’ COMPENSATION2020 TRUE-UP225.00

FISCAL OFFICER

  1. Presented December bank reconciliation, P.O.’s and miscellaneous correspondence.
  2. Reported December receipts were $64,683.63.
  3. Reported PC Solid Waste Contract was only for one year and expired 12/31/20.

TRUSTEE REPORTS

TRUSTEE MICHAEL

  1. 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

  1. Nothing to report at this time.

TRUSTEE VAUGHAN

  1. Nothing to report at this time.

DEPARTMENT REPORTS:

ZONING INSPECTOR

  1. Written report presented which included department updates.

ROAD SUPERVISOR

  1. 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

  1. 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. BENNETTWAGES 12/15/20-12/31/20614.13
24562 R. STEVEN COSS JRWAGES 12/15/20-12/31/202,658.67
24563 TIMOTHY F KOHLWAGES 12/15/20-12/31/20862.66
24564 MARK E. GARVINWAGES 12/15/20-12/31/202,412.74
24565 CHELSEA L HARRISWAGES 12/15/20-12/31/20692.15
24566 NICHOLAS R LANSINGERWAGES 12/15/20-12/31/20373.75
24567 ANTHONY POPIOWAGES 12/15/20-12/31/20362.05
24568 KATHLEEN S. COFOJOHNSALARY 12/1/20-12/31/201,209.63
24569 JAMES H. DEFFENBAUGHSALARY 12/1/20-12/31/20546.54
24570 ROBERT C DUNNSALARY 12/1/20-12/31/20790.91
24571 HENRY A. MICHAELSALARY 12/1/20-12/31/20829.31
24572 LORI M MICHAELWAGES 12/1/20-12/31/20197.39
24573 SANDRA M. NUTTERSALARY 12/1/20-12/31/20588.79
24574-24591 VOIDVOID0.00
24592 DOMINION EAST OHIOMONTHLY SERVICE356.40
24593 VERIZON WIRELESSMONTHLY SERVICE7.04
24594 VERIZON WIRELESSMONTHLY SERVICE44.43
24595 PETTIGREW HARDWAREFD SUPPLIES46.92
24596 GORDON BROTHERSWATER SYSTEM LEASE150.00
24597 CERTURYLINKMONTHLY SERVICE176.54
24598 WM BENJAMIN TRUCKINGROAD SUPPLIES442.16
24599 QUALITY IPMONTHLY SERVICE JAN & FEB1,853.35
24600 PORTAGE CTY REGIONAL PLANNING2021 ANNUAL MEMBERSHIP2,218.44
24601 ADVANCE AUTO PARTSRD REPAIRS NOVEMBER47.82
24602 DEPT OF ADMIN. SERVICES OHMARCS SERVICES 7/1/20-9/30/2090.00
24603 BUCKEYE WELDER SALESRD SUPPLIES80.80
24604 RICOH USA INCCOPIER MAINTENANCE16.54
24605 OHIO EDISONMONTHLY SERVICE653.59
24606 ADVANCE AUTO PARTSRD REPAIRS DECEMBER185.37
EFT ODJFS4TH QTR STATE UNEMPLOYMENT46.70
EFT OPERSMONTHLY PENSION3,431.45
EFT OP&FMONTHLY PENSION2,467.75

FISCAL OFFICER REPORT

  1. Presented B.C.’s, and P.O.’s and miscellaneous correspondence.
  2. 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

  1. 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

  1. Nothing to report at this time.

TRUSTEE VAUGHAN

  1. Nothing to report at this time.

DEPARTMENT REPORTS

ZONING INSPECTOR (not present)

  1. Written report presented which included zoning activities.

ROAD SUPERVISOR

  1. 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

  1. 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