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