10/26/2021 Unofficial Meeting Minutes

Regular Meeting called to order at 9:30 a.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 October 12, 2021 were approved as presented.

RESOLUTION #2021-181: Motion by Vaughan to approve and pay the bills, seconded by Dunn.

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

BILLS APPROVED AND PAID:

EFT LOVES TRAVEL STOPSFUEL PURCHASES304.16
25050 RICKY D BENNETTWAGES 10/01/21-10/15/21452.24
25051 R. STEVEN COSS JRWAGES 10/01/21-10/15/211,875.16
25052 TIMOTHY KOHLWAGES 10/01/21-10/15/21435.14
25053 MARK E. GARVINWAGES 10/01/21-10/15/212,137.19
25054 MITCHELL R GRAFWAGES 10/01/21-10/15/21430.98
25055 GREYSON C HENDERSONWAGES 10/01/21-10/15/21963.53
25056 NICHOLAS R LANSINGERWAGES 10/01/21-10/15/21527.38
25057 ANTHONY POPIOWAGES 10/01/21-10/15/21266.70
25058 JENNIFER STANAITISWAGES 10/01/21-10/15/21439.11
25059 VERIZON WIRELESSMONTHLY SERVICE7.04
25060 TIME WARNER CABLEMONTHLY SERVICE94.99
25061 OHIO EDISONMONTHLY SERVICE366.49
25062 FARMERS NATIONAL BANKVISA PURCHASES842.02
25063 KOKOSING MATERIALS INCROAD SUPPLIES1,020.16
25064 COPLEY OHIO NEWSPAPERSMEETING CHANGE/PUBLIC HEARING53.00
25065 WARREN FIRE EQUIPMENTFD MAINTENANCE599.91
25066 ADVANCE AUTO PARTSRD/FD REPAIRS39.39
25067 OTARMA SERVICE CENTERANNUAL RENEWAL LIABILITY20,506.00
25068 STAMM CONTRACTING CO INCFOUNDATION SUPPLIES1,033.00
25069 LINDE GAS & EQUIPMENT INCEMS SUPPLIES79.30
25070 CLIA LABORATORY PROGRAMCLIA LAB FEES180.00

FISCAL OFFICER

  1. Reported September receipts were $51,117.08
  2. Reported need to amend permanent appropriations within 2192.

RESOLUTION #2021-182: Motion by Dunn to amend permanent appropriations within 2192 fund as follows increase 2192-220-381 BY $200 and decrease 2192-120- 730 BY $200, seconded by Vaughan.

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

TRUSTEE REPORTS

TRUSTEE VAUGHAN

  1. Briefly discussed Quality IP web hosting quote.

RESOLUTION #2021-183: Motion by Vaughan to approve Quality IP web hosting quote for term of three years at a cost of $499, seconded by Dunn.

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

  • Discussed FO Assistant budget and recommended the Board approve the budget.

RESOLUTION #2021-184: Motion by Michael to approve budget for fiscal officer assistant at an estimated cost of $1,177.93 plus estimated $220 annual faithful performance of duty coverage and to advertise for the position, seconded by Vaughan.

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

TRUSTEE DUNN

  1. Reported that Trunk or Treat will cost less this year because a DJ will not be needed.

TRUSTEE MICHAEL

  1. Discussed extra hours Chief Garvin worked on Columbus Day.

RESOLUTION #2021-185: Motion by Michael to approve extra 12 hours pay for Chief October 11, 2021, 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 activity.

RESOLUTION #2021-186: Motion by Vaughan to advertise for part-time road department labor with cdl required, seconded by Dunn.

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

FIRE CHIEF

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

RESOLUTION #2021-187: Motion by Vaughan to approve purchase of E. brake release handle and battery at an estimated cost of $153.10 from Advanced Auto Parts, CLIA Lab Fees at a cost of $180 and Vacuum Mattress/vacuum splint set at an estimated cost of $1,619.99 from EMP Medical Supplies, seconded by Michael.

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

RESOLUTION #2021-188: Motion by Vaughan to accept Chief Garvin recommendation to hire Timothy Bish to the fire department pending physical, drug screen and background check, seconded by Dunn.

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

Open Communication

None

Safety Issues

None

RESOLUTION #21-189:  Motion by Michael to adjourn at 10:09 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

Unofficial Meeting Minutes for 10/12/2021

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

Minutes from regular meeting September 23, 2021 were approved as presented.

Minutes from public hearing October 7, 2021 were approved as presented.

RESOLUTION #21-175: Motion by Vaughan to approve and pay the bills, seconded by Dunn.

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

BILLS APPROVED AND PAID:

25021 RICKY D BENNETTWAGES 09/16/21-09/30/21409.85
25022 R. STEVEN COSS JRWAGES 09/16/21-09/30/211,875.16
25023 TIMOTHY F KOHLWAGES 09/16/21-09/30/21476.89
25024 MARK E. GARVINWAGES 09/16/21-09/30/212,135.09
25025 MITCHELL R GRAFWAGES 09/16/21-09/30/21389.20
25026 GREYSON C HENDERSONWAGES 09/16/21-09/30/21271.44
25027 NICHOLAS R LANSINGERWAGES 09/16/21-09/30/21629.67
25028 MARLAINA LEWISWAGES 09/16/21-09/30/21181.99
25029 ANTHONY POPIOWAGES 09/16/21-09/30/21997.96
25030 JENNIFER STANAITISWAGES 09/16/21-09/30/21284.45
25031 KATHLEEN S. COFOJOHNSALARY 09/01/21-09/30/211,576.94
25032 ROBERT C DUNNSALARY 09/01/21-09/30/21868.73
25033 HENRY A. MICHAELSALARY 09/01/21-09/30/21911.47
25034 LORI M MICHAELWAGES  09/01/21-09/30/2166.81
25035 SANDRA M. NUTTERSALARY 09/01/21-09/30/21598.52
25036 BRADLEY E VAUGHANSALARY 09/01/21-09/30/21953.48
24037 DOMINION EAST OHIOMONTHLY SERVICE131.39
25038 VERIZON WIRELESSMONTHLY SERVICE44.05
25039 RICOH USA INCCOPIER MAINTENANCE20.72
25040 QUALITY IPMONTHLY SERVICE1229.14
25041 CONRAD’S DISPOSAL INCMONTHLY SERVICE69.00
25042 PETTIGREW HARDWARE & FEEDFD REPAIRS41.23
25043 GORDON BROTHERS INCMONTHLY LEASE150.00
25044 OHIO EDISONMONTHLY SERVICE387.96
25045 LIFE FORCE MANAGEMENT INCAMBULANCE BILLING FEES408.01
25046 PO. CTY. SOLID WASTE DISTRIC2021 RECYCLE FEES3,000.00
25047 PRAXAIR DISTRIBUTIONS INCEMS SUPPLIES45.50
25048 JOHN’S TOWING & REPAIRTOW 2011245.00
25049 MAACO AUTO PAINTING & BADYWORKS CENTERPAINT 20261,500.00
EFT LOVES COUNTRY STORESFUEL388.68
EFT LOVES COUNTRY STORESFUEL287.72
EFT LOVES COUNTRY STORESFUEL267.72
EFTPS UNITED STATES TREASURYPAYROLL WITHHOLDING TAX2,292.06
EFT TREASURER STATE OF OHIOPAYROLL WITHHOLDING TAX525.57
EFT OPERSMONTHLY PENSION3,106.68
EFT OP&FMONTHLY PENSION2,438.49
EFT BWC2021 INSTALLMENT1,029.76
EFT ODJFS3RD QTR UNEMPLOYMENT TAX101.81

FISCAL OFFICER REPORT

  1. Presented B.C.’s and P.O.’s and miscellaneous correspondence.
  2. Presented September bank reconciliation.
  3. Discussed errors found on bills and going through township records.
  4. Discussed the difference between bonds and employee dishonesty and faithful performance of duty policy for elected officials and department heads.

RESOLUTION #21-176: Motion by Vaughan WHEREAS, Palmyra Township, Portage County is a member of the Ohio Township Association Risk Management Authority (OTARMA), a political subdivision risk pool established pursuant to Ohio Revised Code hereinafter “ORC,” 2744.081; WHEREAS, in accordance with ORC 3.061, the township must adopt a policy by resolution to allow the use of an “employee dishonesty and faithful performance of duty” coverage document, rather than a surety bond, to cover loss by fraudulent or dishonest actions of employees and failure of employees to faithfully perform duties; the following shall apply to the policy:

1.An officer, employee, or appointee shall be considered qualified to hold the office or employment, without acquiring a bond, on the date the oath of office is taken, certified, and filed as required by law.

2.An officer, employee, or appointee shall have the employee dishonesty and faithful performance of duty policy in effect before the individual’s term of office or employment and the officer, employee or appointee shall not commence the discharge of duties until coverage is documented.

3.All officers, employees, or appointees who would otherwise be required to file a bond before commencing the discharge of duties shall be covered by and are subject to the employee dishonesty and faithful performance of duty policy instead of a surety bond requirement.

4.The coverage amount for an officer, employee, or appointee under an employee dishonesty and faithful performance of duty policy shall be equal to or greater than the maximum amount of the bond otherwise required by law.

5. Elected officials, prior to taking the oath of office and holding office, shall obtain approval of the intent to use the township’s OTARMA coverage agreement and affirm that the township’s coverage complies with ORC 3.061. Said approval shall be obtained by the Palmyra Township, Portage County.

WHEREAS, Palmyra Township, Portage County’s, “employee dishonesty and faithful performance of duty policy” through the OTARMA coverage document complies with ORC 3.061: and

NOW, THEREFORE, BE IT RESOLVED, that on this date October 12, 2021, the Palmyra Township,

Portage County hereby authorizes the township to purchase and use “employee dishonesty and faithful performance of duty policy” through OTARMA instead of individual surety bonds for officers, employees, and appointees who are otherwise required by law to acquire a bond before entering upon the discharge of duties. Dunn seconded the motion.

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

  • Discussed FO need for a fiscal officer assistant to help with the many added responsibilities of the office. Presented an estimated cost of such an assistant.  Reported need for such an assistant to be a Palmyra Township resident so the FO could train the assistant to become the next FO.
  • Reported FO plans to retire 3/31/22.

TRUSTEE REPORTS:

TRUSTEE VAUGHAN

  1. Discussed Quality IP web hosting quote.  Requested permission to discuss changes with XCom Ohio about our website before deciding regarding this matter.  Trustees were good getting more information on the website.

TRUSTEE DUNN

  1. Asked if Trunk or Treat was on the sign out front. Steve responded yes.

TRUSTEE MICHAEL

  1. Discussed drug screening of CDL drivers and reported need to assign a new trustee as the CDL Supervisor.

DEPARTMENT REPORTS

ZONING INSPECTOR 

  1. Written report presented.

ROAD SUPERVISOR

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

RESOLUTION #21-177: Motion by Dunn to approve the purchase of approximately 7 yards of concrete for footers at an estimated cost of $1,100 from Stamm, seconded by Michael.

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

FIRE CHIEF

  1. Written report presented which included updates on department activities and purchase requests.
  2. Discussed cost of M-1 rental and requested Chief Garvin to return the 1-M cylinder.

RESOLUTION #21-178: Motion by Dunn to accept reduced rate for Haz-mat call of oil spill on Jones Road April 8,2020 billed at $4,975.98 accepting $4,055.82 for this call, seconded by Vaughan.

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

RESOLUTION #21-179: Motion by Vaughan to approve rental bill of air cylinder 1-M in the amount of $45.50 from Praxair and vinyl from Sign Warehouse at an estimated cost of $289.40 and 6 batteries for ICOM portable radios at an estimated cost of $297 from Cut-rate Batteries and 1 set of turnout gear coats and pants at estimated cost of $2,300 and 1 set of helmets at an estimated cost of $340 from Fire Force, seconded by Dunn.

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

Open Communication

Discussed trustee training with Megan Coss.

Safety Issues

None

RESOLUTION #21-180: Motion by Vaughan to adjourn at 8:24 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                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                    

Public Hearing 10/7/2021 unofficial minutes

Public hearing called to order by Chairperson Vaughan at 7:00 p a.m. with Trustees Dunn and Michael and Fiscal Officer Cofojohn present. Others present included Tom Cowen, Mike Wohlwend, Owen MacMillon, Nicole Jones, Lori Michael, Connie Barber, Linda Spencer, Butch Spencer, Jane Heavner, Joyce Stanley, Angela Brissey, Karen McLay, Mitch McLay, Tom Grund, Will Vesia, Cindy Vesia, Bill Vesia,, Natalie Dechant Reele, Beth Vesco Mock, Pinky Patel, Rakesh Patel, Terry Mott and Jennifer Grey and others who did not sign the attendance form.

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

Chairman Vaughan instructed the crowd as to the purpose of the public hearing and the rules to follow.  The purpose of the public hearing was to decide whether a portion (2.91 acres according to application) of parcel 26-104-00-00-107-000 located on Tallmadge road between the old school and the Brissey residence should be rezoned from residential to commercial for the purpose of constructing a Dollar General Store.

Tom Cowen and Mike Wohlwend reviewed the proposed plans and changes made to the plans to accommodate the Brissey concerns based on the Board of Zoning Commission public hearing.

Each Trustee was given time to ask questions.  Their questions included why build another Dollar General When there are 11 stores within just ten miles; How would they help schools, township and fire department and how much of the investment would be for the Township.  Tom Cowen reported that the density was not a problem because the Dollar Generals are very profitable. He further explained that Dollar General store have a literacy program across the country. The Township may or may not benefit from the literacy program. He also reported the investment is in the building only.

Few residents were in favor of the construction of a Dollar General Store.  Their comments included that they could save gas money by locating the store in the township; Dollar General sells different items than the current convenience store, increase in tax base and revenue were also mentioned.

Most residents were not in favor of the Dollar General being located in the Township of Palmyra.  Their concerns included that Palmyra does not need a Dollar General when so many are very close by; opening a convenience store could potentially put the current Little Village Shopper out of business; what happens when the Dollar General goes out of business and another unwanted business locates the area.

Angela Brissey, resident most affected by the proposal, took the floor and explained all the concerns not only with the Dollar General proposal but also the current store located on her west side.  Her concerns included the delivery noise; dust and construction mess; inability to sell her home; and safety concerns as she currently reports drug activity in the parking lot of Palmyra Little Village Shopper to the Portage County Sherriff’s office because they can’t make it to the scene in time to catch the activity. One resident commented that the zoning in place should protect the Brissey’s from this change.

The crowd was reminded that the matter before the Board was to decide whether to amend the zoning resolution of that property from residential to commercial.

RESOLUTION #21-173:  Motion by Vaughan   to amend the zoning resolution and change 2.91 acres of parcel 26-104-00-00-107-000 from residential to commercial use property, seconded by Dunn.

Roll Call: Vaughan-No, Dunn-No, Michael-No.

RESOLUTION #21-174:  Motion by Vaughan to adjourn at 8:01 p.m., seconded by Michael.

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

___________________________                                __________________________________

Bradley Vaughan, Chairperson                                     Kathleen S. Cofojohn, Fiscal Officer

______________________________                          ___________________________________

Robert Dunn, Vice- Chairman                                       Henry Michael, Trustee

Unofficial Meeting Minutes 9/23/2021

Regular Meeting called to order at 12:00 p.m. by Chairman Vaughan with Trustees Dunn and Michael and Fiscal Officer Cofojohn present. 

Vice Chairman Dunn led all in attendance in the Pledge of Allegiance.

Minutes from regular meeting on September 14, 2021 were approved as presented.

RESOLUTION #2021-169: Motion by Vaughan to approve and pay the bills, seconded by Dunn.

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

BILLS APPROVED AND PAID:

EFT LOVES TRAVEL STOPSFUEL PURCHASES199.83
24997 VOIDVOID0.00
24998 RICKY D BENNETTWAGES 09/01/21-09/15/21483.32
24999 R. STEVEN COSS JRWAGES 09/01/21-09/15/211,875.16
25000 TIMOTHY KOHLWAGES 09/01/21-09/15/21546.72
25001 MARK E. GARVINWAGES 09/01/21-09/15/212,342.04
25002 MITCHELL R GRAFWAGES 09/01/21-09/15/21408.39
25003 GREYSON C HENDERSONWAGES 09/01/21-09/15/21574.50
25004 NICHOLAS R LANSINGERWAGES 09/01/21-09/15/21345.19
25005 MARLIANA LEWISWAGES 09/01/21-09/15/21181.99
25006 ANTHONY POPIOWAGES 09/01/21-09/15/21462.72
25007 JENNIFER STANAITISWAGES 09/01/21-09/15/21163.95
25008 VERIZON WIRELESSMONTHLY SERVICE7.04
25009 TIME WARNER CABLEMONTHLY SERVICE94.99
25010 OHIO EDISONMONTHLY SERVICE1,105.00
25011 FARMERS NATIONAL BANKVISA PURCHASES1,454.79
25012 KOKOSING MATERIALS INCROAD SUPPLIES574.72
25013 COPLEY OHIO NEWSPAPERSSPECIAL MEETING NOTICE 8/20/2122.00
25014 SAFELITE FULLFILLMENT INCREPAIRS 2011289.97
25015 FIRE FORCE INCTURNOUT BOOTS970.00
25016 POSTER COMPLIANCE CENTER1 YR SERVICE62.95
25017 TED A. BIERY/BIERY GARAGE DOORSSTATION REPAIRS975.00
25018 D & T P M & TRUCK REPAIR LLCANNUAL PUMP TEST 2013200.00
25019 SUB-AQUATICS INC/BREATHING AIR SYSTEMSSEMI ANNUAL MAINTENANCE AGMT669.50
25020 H. LULI CONSTRUCTION COMPANY2021 CHIP SEAL WHIP SECTONS B D & E33,800.00

FISCAL OFFICER

  1. Reported need to amend permanent appropriations within general fund.

RESOLUTION #2021-170: Motion by Dunn to amend permanent appropriations within general fund as follows increase 1000-410-190 by $4,000 and decrease 1000-410-211 by 1,200 and 1000-410-213 by $200 and 1000-410-323 by $200 and 1000-410-351 by $400 and 1000-410-430 by $2,000, seconded by Vaughan.

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

TRUSTEE REPORTS

TRUSTEE VAUGHAN

  1. Briefly discussed ODOT Township Roads Stimulus grant. Steve is working on the grant.

TRUSTEE DUNN

  1. Nothing to report at this time.

TRUSTEE MICHAEL

  1. Reported the Portage County Sherriff’s office would like to have a Trunk or Treat at the Park 10/23/21.
  2. Reported a number of emails are coming in regarding the public hearing zoning resolution amendment.  Responding to encourage people to show up at the hearing to voice their concerns.

DEPARTMENT REPORTS:

ZONING INSPECTOR

  1. Written report presented.
  2. Chris Sutcliff as present to voice his concerns regarding zoning violation letters he has received for property located at 4064 SR 225.  He reported he has addressed the issues and would prefer a phone call the next time there is an issue.

ROAD SUPERVISOR (not present)

  1. No written report presented.

FIRE CHIEF

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

RESOLUTION #2021-171: Motion by Vaughan to approve renewal of Active 911 at an estimated cost of $390 and semi-annual maintenance of air trailer at an estimated cost of $669.50 and repair door at an estimated cost of $975 from Biery Garage Doors and towing of 2011 at an estimated cost of $250 and purchase a new lockset at an estimated cost of $552 from American Lockset and copy paper at an estimated cost of $35, seconded by Michael.

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

Open Communication

Terry Mott asked why they are not trying to rezone 5 acres vs. almost 3 acres of property for Dollar General.  Trustee Michael responded there is a public hearing on 10/7/21 at 7pm to discuss rezoning of property.

Safety Issues

None

RESOLUTION #21-172:  Motion by Michael to adjourn at 1:01 p.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