Unofficial Meeting Minutes 5/11/2021

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

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

Minutes from regular meeting April 27, 2021 were approved as presented.

RESOLUTION #21-84: Motion by Vaughan to approve and pay the bills, seconded by Dunn.

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

BILLS APPROVED AND PAID:

24781 RICKY D BENNETTWAGES 04/16/21-04/30/21429.51
24782 R. STEVEN COSS JRWAGES 04/16/21-04/30/211,873.16
24783 TIMOTHY F KOHLWAGES 04/16/21-04/30/21473.92
24784 MARK E. GARVINWAGES 04/16/21-04/30/211,926.79
24785 CHELSEA L HARRISWAGES 04/16/21-04/30/21691.91
24786 GREYSON HENDERSONWAGES 04/16/21-04/30/21280.72
24787 NICHOLAS R LANSINGERWAGES 04/16/21-04/30/21136.34
24788 ANTHONY POPIOWAGES 04/16/21-04/30/21539.45
24789 KATHLEEN S. COFOJOHNSALARY 04/01/21-04/30/211,575.93
24790 ROBERT C DUNNSALARY 04/01/21-04/30/21868.41
24791 HENRY A. MICHAELSALARY 04/01/21-04/30/21911.19
24792 SANDRA M. NUTTERSALARY 04/01/21-04/30/21598.36
24793 BRADLEY E VAUGHANSALARY 04/01/21-04/30/21953.12
24974 VERIZON WIRELESSMONTHLY SERVICE44.69
24795 RICOH USA INCCOPIER MAINTENANCE17.88
24796 QUALITY IPMONTHLY SERVICE1,066.36
24797 CONRAD’S DISPOSAL INCMONTHLY SERVICE69.00
24798 MITCHELL COMMUNICATIONS INC2011 REPAIRS26.50
24799 ATWATER NURSERYCEMETERY SUPPLIES270.00
24800 DOMINION EAST OHIOMONTHLY SERVICE203.26
24801 GORDON BROTHERS INCMONTHLY LEASE150.00
24802 PETTIGREW HARDWARE & FEEDSTATION SUPPLIES169.83
24803 PALMYRA LITTLE VILLAGE SHOPPERFUEL PURCHASES867.60
24804 OHIO EDISONMONTHLY SERVICE350.23
24805 CUSTOM BLENDED SOILS INCPARAK/CEMETERY SUPPLIES390.00
24806 ADVANCE AUTO PARTSFD/CEM REPAIRS170.46
EFTPS UNITED STATES TREASURYPAYROLL WITHHOLDING TAX3,486.22
EFT TREASURERE STATE OF OHIOPAYROLL WITHHOLDING TAX513.11
EFT OPERSMONTHLY PENSION3,103.55
EFT OP&FMONTHLY PENSION2,176.73
EFT BWC2021 INSTALLMENT1,029.76

FISCAL OFFICER REPORT

  1. Presented April bank reconciliation.
  2. Reported April receipts were $315,622.26.
  3. Presented copy of zoning violation letter sent to 10532 Williams Rd property owner by Brett Bencze.

TRUSTEE REPORTS:

TRUSTEE VAUGHAN

RESOLUTION #21-85: Motion by Vaughan to add in section 7.4 the anti-harassment policy as received from Brett Bencze Assistant Prosecutor in both fire and road department handbooks; and change 7.5 to false complaints as written in 7.9; and 7.6 add off duty conduct as written in 7.10; and strike 7.7, 7.8, 7.9 and 7.10 fire; Add in 9.9 of road and 16.8 of fire handbooks” At this time Palmyra Township does not offer coverage”.; fire – remove 23.23 rescinded language, seconded by Dunn.

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

RESOLUTION #21-86: Motion by Vaughan to add record retention policy to road and fire handbooks, seconded by Dunn.

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

TRUSTEE DUNN

  1. Reported he is contacting Brett Bencze on a regular basis regarding the property located at 10699 Whippoorwill Road.  A registered letter was sent and returned so a regular mail letter was sent and is considered received if it has not been returned within two weeks which should be around mid May.

TRUSTEE MICHAEL

  1. Nothing to report at this time.

DEPARTMENT REPORTS

ROAD SUPERVISOR

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

RESOLUTION #21-87: Motion by Dunnl to approve purchase of concrete at an estimated cost of $725 from Stamm Concrete, seconded by Michael.

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

ZONING INSPECTOR

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

FIRE CHIEF

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

RESOLUTION #21-88: Motion by Michael to approve purchase of radio antenna at estimated cost of $250, and reprogram and repair 2026 radio at estimated cost of $250 from Mitchell Communications and purchase SCBA mounting brackets and air quick adapter at an estimated cost of $1,621.69 (95% covered by the SCBA grant) from Fire Force and to purchase EZ SS Brighter cleaner at an estimated cost of $140 to be split cost with road dept. and purchase 2 front replacement fender driver/passenger sides Est cost of $375.52 and two rear door handles estimated cost of $37.98 plus shipping from Carparts.com and purchase rear seat Est cost of $425 plus shipping, both sides rear interior door trim estimated cost $275, set of 4 locking rods for rear doors Est cost of $123.98 plus shipping and 2 sets for rear seat belts at an Est cost of $33.96 plus shipping from eBay , seconded by Dunn.

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

RESOLUTION #21-89: Motion by Dunn to approve EMS Coordinator pay increase to 2 times officer rate effective May 11, 2021, seconded by Vaughan.

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

Open Communication

Trustee Dunn welcomed Loves to the Township and thanked them for their generous donation of $2,000 to the fire department.

Safety Issues

Chelsea Harris addressed the Board with fire department staffing concerns and the shortage of volunteers and duty crew in Palmyra and surrounding Townships affecting call response times.

RESOLUTION #21-90: Motion by Michael to adjourn at 8:31 pm seconded by Vaughan.

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

__________________________                                            _________________________________

Bradley Vaughan, Chairman                                                    Kathleen S Cofojohn, Fiscal Officer

_____________________________                                       ___________________________________ Robert Dunn, Vice-Chairman                                                 Henry Michael, Trustee                                    

Unofficial Work Session Minutes for 5/11/2021

Work session called to order at 6:00 p.m. by Chairman Vaughan with Trustees Dunn and Michael and Fiscal Officer Cofojohn present.

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

The purpose of the work session is to review healthcare, anti-harassment policy and record retention in the road and fire department handbooks. The balance of the handbooks has been reviewed by Brett Bencze and appear to follow applicable laws.

Discussions included adding clarification to the healthcare section of the hand books; updating to the new anti-harassment policy in both hand books and making them mirror in each book; and adding the public records policy to both handbooks. Finally omitting rescinded section of fire department handbook.

RESOLUTION #21-83: Motion by Vaughan to adjourn at 6:44 pm seconded by Michael.

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

__________________________                                            _________________________________

Bradley Vaughan, Chairman                                                    Kathleen S Cofojohn, Fiscal Officer

_____________________________                                       ___________________________________

Robert Dunn, Vice-Chairman                                                 Henry Michael, Trustee                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                    

Unofficial Meeting Minutes for 4/27/2021

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

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

Minutes from regular meeting on April 13, 2021 were approved as presented.

RESOLUTION #2021-75: Motion by Vaughan to approve and pay the bills, seconded by Michael.

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

BILLS APPROVED AND PAID:

24759 RICKY D BENNETTWAGES 04/01/21-04/15/21626.23
24760 R. STEVEN COSS JRWAGES 04/01/21-04/15/211,933.65
24761 TIMOTHY KOHLWAGES 04/01/21-04/15/21311.15
24762 MARK E. GARVINWAGES 04/01/21-04/15/212,107.11
24763 CHELSEA L HARRISWAGES 04/01/21-04/15/21508.97
24764 GREYSON HENDERSONWAGES 04/01/21-04/15/21683.66
24765 NICHOLAS R LANSINGERWAGES 04/01/21-04/15/21136.34
24766 ANTHONY POPIO                                                                                                                                                                                                                                                        WAGES 04/01/21-04/15/21178.08
24767 TIME WARNER CABLEMONTHLY SERVICE94.99
24768 VERIZON WIRELESSMONTHLY SERVICE7.04
24769 FARMERS NATIONAL BANKVISA PURCHASES352.48
24770 OHIO EDISONMONTHLY SERVICE384.28
24771 LIFE FORCE MANAGEMENT INCAMBULANCE BILLING FEES566.37
24772 CLEARWATER SYSTEMS INCFD SUPPLIES35.50
24773 VOIDVOID0.00
24774 COIA IMPLEMENT SALES INCREPAIRS PARK/CEM90.18
24775 JOHN’S TOWING AND REPAIR INCWINCH 2013 FROM YARD250.00
24776 MITCHELL COMMUNICATIONS INCSIREN REPAIR476.75
24777 BREATHING AIR SYSTEMS INCSEMI ANNUAL MAINTENANCE705.64
24778 QUALITY IPSERVER/WORK STATIONS6,975.15
24779 PORTAGE COUNTY TREASURER2010 CROWN VIC1,000.00
24780 PORTAGE COUNTY TWP ASSN2021 DUES184.00

FISCAL OFFICER

  1. Presented P.O.’s and miscellaneous correspondence.
  2. Presented Records Retention Schedule Adopted March 23, 2021.

TRUSTEE REPORTS

TRUSTEE VAUGHAN

  1. Presented preliminary flyer for Township Cleanup for review.

TRUSTEE DUNN

  1. Reported Anti-Harassment Policy was approved by Brett Bencze.
  2. Discussed scheduling work session to go over employee handbooks.

RESOLUTION #2021-76: Motion by Michael to schedule work session to review and update employee handbooks on May 11 at 6:00pm, seconded by Dunn.

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

TRUSTEE MICHAEL

  1. Discussed cleanup.

RESOLUTION #2021-77: Motion by Michael to schedule two Fire Dept employees to help with cleanup, seconded by Dunn.

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

DEPARTMENT REPORTS:

ZONING INSPECTOR (not present)

  1. No written report presented.

ROAD SUPERVISOR

  1. Written report presented which included department updates and purchase requests.
  2. Discussed roads to be chip sealed.

RESOLUTION #2021-78: Motion by Dunn to approve purchases of approximately 20 tons of topsoil at an estimated cost of $495 from D&K Materials and new flags at an estimated cost of $900 from Carrot Top, seconded by Vaughan.

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

  • Discussed Road Salt Bid to purchase 50 Tons of road Salt.

RESOLUTION #2021-79: Motion by Vaughan 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 30 by 5:00 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:  Vaughan-yes, Dunn-yes, Michael-yes.

RESOLUTION #2021-80: Motion by Michael to approve purchases of replacement graffiti damaged road signs at an estimated cost of $875 from Municipal signs, seconded by Dunn.

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

FIRE CHIEF

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

RESOLUTION #2021-81: Motion by Vaughan approve purchase of battery and fog lite from Advance Auto Parts at an estimated cost of $162.19 and filters for radio from Mitchell Communications at an estimated cost of $26.50 and approve semi-annual maintenance contract for 2046 by Breathing Air Systems at an estimated cost of $705.64, seconded by Dunn.

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

  • Discussed resident complaint about vacant house at 5100 block of SR 225 saying there are squatters and animals getting into the property.  Will review with Sandy Nutter.
  • Discussed Safer Grant and staffing needs of the fire department with or without the Safer grant.

Safety Issues

Steve Coss asked if there was an update on the Whippoorwill property as there is damage to ditches and is now a safety concern.

Open Communication

None

RESOLUTION #21-82:  Motion by Michael to adjourn at   10:38 a.m., seconded by Vaughan.

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

_____________________________                              __________________________________

Bradley Vaughan, Chairperson                                       Kathleen S. Cofojohn, Fiscal Officer

______________________________                            ___________________________________

Robert Dunn, Trustee                                                    Henry Michael, Trustee