Category: Meeting Minutes

PALMYRA TOWNSHIP TRUSTEES

January 12, 2016

Re-organizational meeting called to order at 7:00 p.m. by Fiscal Officer Cofojohn with Trustees Dunn, Michael and Deffenbaugh present.

FO Cofojohn led all in attendance with the Pledge of Allegiance.

Nominations opened by Fiscal Officer Cofojohn for the 2016 Board Chairman. Trustee Dunn nominated Henry Michael. FO Cofojohn asked if there were any more nominations.

RESOLUTION #16-02: Motion by Deffenbaugh to close the nominations, seconded by Dunn.

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

Nominations opened by Fiscal Officer Cofojohn for the 2016 Board Vice-Chairman. Trustee Dunn nominated James Deffenbaugh. FO Cofojohn asked if there were any more nominations.

RESOLUTION #16-03: Motion by Michael to close the nominations seconded by Dunn.

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

Minutes from regular meeting December 22, 2015 were approved as presented.

Minutes of the work session held on January 5, 2016 were approved as presented

RESOLUTION #16-04: Motion by Deffenbaugh to approve and pay the bills, seconded by Dunn.

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

BILLS APPROVED AND PAID:

21300	R. STEVEN COSS JR	WAGES 12/15/15-12/31/15	1,560.25
21301	DONALD J. LUTZ	WAGES 12/15/15-12/31/15	456.28
21302	MARK E. GARVIN	WAGES 12/15/15-12/31/15	1,676.14
21303	CHELSEA L HARRIS	WAGES 12/15/15-12/31/15	563.66
21304	DANIEL K. REED	WAGES 12/15/15-12/31/15	135.13
21305	DEREK S. REED	WAGES 12/15/15-12/31/15	1,174.02
21306	AUSTIN T SMITH	WAGES 12/15/15-12/31/15	242.23
21307	DEREK S REED	WAGES 12/15/15-12/31/15	5.90
21308	KATHLEEN S. COFOJOHN	SALARY 12/1/15-12/31/15	1,009.79
21309	JAMES H. DEFFENBAUGH	SALARY 12/1/15-12/31/15	465.64
21310	ROBERT C DUNN	SALARY 12/1/15-12/31/15	671.16
21311	HENRY A. MICHAEL	SALARY 12/1/15-12/31/15	754.96
21312	SANDRA M. NUTTER	SALARY 12/1/15-12/31/15	540.05
21313	KIMBERLY S SPENCER	WAGES 12/15/15-12/31/15	61.37
21314	OHIO CHILD SUPPORT PAYMENT	CHILD SUPPORT	241.14
CENTRAL
21315	CENTURYLINK	MONTHLY SERVICE	146.94
21316	DOMINION EAST OHIO	MONTHLY SERVICE	179.01
21317	VERIZON WIRELESS	MONTHLY SERVICE	78.39
21318	VOID	VOID	0.00
21319	VISION SERVICE PLAN OH	VISION INSURANCE	33.80
21320	CLEARWATER SYSTEMS INC	WATER SUPPLIES	78.45
21321	PETTIGREW HARDWARE & FEED	FD REPAIRS	119.31
21322	SUMMA HEALTH SYSTEM	PARAMEDIC TRAINING	5025.00
21323	FASTENAL	FD REPAIRS	152.04
21324	MCMASTER-CARR	FD REPAIRS	91.45
21325	FINLEY FIRE EQUIPMENT	FD REPAIRS	855.00
21326	QUALITY IP	MONTHLY IT SERVICE	900.00
21327	PORTAGE CTY REGIONAL PLANNING	ANNUAL DUES	2,097.36
21328	RICOH USA INC	COPIER MAINTENANCE	10.64
21329	LIFE FORCE MANAGEMENT INC	NOVEMBER AMBULANCE BILLING	539.49
FEES
21330	AETNA LIFE INSURANCE CO	HEALTH INSURANCE	1,031.40
21331	PALMYRA LITTLE VILLAGE SHOPPER	FUEL PURCHASES	2,442.71
EFT	ODJFS	4TH QTR STATE UNEMPLOYMENT	50.16
EFT	OPERS	MONTHLY PENSION	2,349.26
EFT	OP&F	MONTHLY PENSION	3,042.66
EFT	BUREAU OF WORKERS’ COMPENSATION	2015 PREMIUM	2,713.10

FISCAL OFFICER REPORT

1. Presented B.C.’s, and P.O.’s and miscellaneous correspondence.
2. Reported need to amend 2016 Temporary Appropriations.

RESOLUTION #16-05: Motion by Michael to amend 2016 temporary appropriations and reduce cemetery chapel buildingfund 4901-760-720 by $40,986, seconded by Dunn.

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

• Reported need to amend 2015 permanent appropriations within fund 2281.

RESOLUTION #16-06: Motion by Dunn to amend 2015 permanent appropriations within fund 2281 by reducing 2281-230-330 travel & meeting expense and increasing 2281-230-318 training by $925, seconded by Deffenbaugh.

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

RESOLUTION #16-07: Motion by Deffenbaugh to keep wages status quo until further review:

Trustees & Fiscal Officer:             State guidelines based on budget

Fire Chief -Full time	$	18.82 per hour
Full- time Firefighter	$	13.74 per hour
Zoning Inspector:	$668.11 per month
Zoning Board sec.:	$	66.86 per meeting
Road Supervisor:	$	21.39 per hour
Part-time TWP Employee	$	13.43 per hour
Duty Crew	$	10.61 per hour base plus .20 per certificate and officer is .20.
Responder	$	8.10 per hour based on Ohio Minimum Wage

Seconded by Michael.

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

Discussion of Fees and Policies

Advertising:  Record Courier

Ambulance Billing: soft bill residents

$150 Non-transport Fee

$550.00 Basic

$650.00 Advanced Life Support I

$750.00 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	$300.00	$300.00
Adult Vault Weekend Burial	$500.00	$500.00
Adult Vault Holiday/ Burial	$500.00	$500.00
Youth Vault Burial Weekday	$200.00	$200.00
Youth Vault Burial Weekend	$400.00	$400.00
Youth Vault Burial Holiday	$400.00	$400.00
Baby Vault Burial-Weekday	$150.00	$150.00
Baby Vault Burial Weekend	$300.00	$300.00
Baby Vault Burial- Holiday	$300.00	$300.00
Weekday Cremations	$150.00	$150.00
Weekend Cremations	$200.00	$200.00
Holiday Cremations	$200.00	$200.00

All weekday burials and cremations arriving at cemetery on or after 2:00pm 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 1^st/Oct. 1^st

Indigent Burial expenditure paid by township will not exceed $1,000 for burial or $900 for cremation

Copies: charge $.10 per copy for 10 or more copies

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	$125.00 Hour
Sweeper	$175.00 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:

BUILDING PERMITS:

• – 99 sq. ft…………………….……………..……….…………………..……….  $  0.00

1. – 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

Oil and gas well drilling………………………………………….…………..…….  $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:

The township may sell personal property including motor vehicles, road machinery, equipment, tools, or supplies that is not needed for public use, is obsolete, or is unfit for the use for which it was acquired, by internet auction. To place your bid you will go to www.ebay.com.

The Palmyra Township Trustees will list the property with www.ebay.com for ten days including Saturdays, Sundays and legal holidays.

Payment shall be cash (in person); certified check and cashier’s check will be accepted upon verification of funds. Palmyra Township Trustees may establish additional terms and conditions for a particular sale prior to listing the property for auction on ebay.com

Once the policy is adopted, the township will publish a summary of the information provided in the resolution once in the paper; post the resolution continually throughout the calendar year on the township website; post the resolution continually throughout the calendar year in a conspicuous place in the board’s office and during the year when it’s resolved to sell property by internet auction post notice on the township’s website.

Waive reading of minutes for 2016. 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 to participate in contracts of the OH Dept. of Transportation for the purchase of machinery, material, supplies or other articles expires 2/10/17).

RESOLUTION #16-08: Motion by Dunn to approve the fees and policies as stated, seconded by Deffenbaugh.

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

RESOLUTION #16-09: Motion by Dunn to make the following 2016 appointments:

Ohio Attorney General Primary Collection Agent

First Federal Credit – Secondary Collection Agent

Henry Michael – CDL Supervisor

Quality IP LLC – Computer Network Administrator

PALMYRA TOWNSHIP TRUSTEES

January 12, 2016

Karen Whitney- Zoning Commission – 5-year term expiring 12/31/20

Jeff Swenton- Zoning Board Appeals – 5 year term expiring 12/31/20

Sandra Nutter, representative and Bill Rohn, alternate – Regional Planning Commission

Seconded by Deffenbaugh.

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

TRUSTEE REPORTS

Trustee Michael

1. Received resolution from the PC Board of Commissioners to reduce load limits on county and township by 35% effective January 31, 2016 to May 1, 2016.

• Received correspondence from PC Engineer’s office regarding who will be issuing right of way permits for township roads.

RESOLUTION #16-10: Motion by Michael, togrant Portage County Engineer’s Office as the issuing agency responsible forissuing right-of-way work permits for off-lot discharging septic systems within Palmyra Township.

Be it Further Resolved that the Board of Trustees of Palmyra Township names the Fiscal Officer as the contact for the Portage County Engineer’s Office to send a copy of permits once issued, seconded by Dunn.

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

• Reported that Working Partners is now University Hospitals Portage Working Partners.

TRUSTEE DEFFENBAUGH

1. Presented Life Force closure authorizations.

RESOLUTION #16-11: Motion by Deffenbaugh that we sign and date the closure authorization for Run # 15-0159 andforward it to collection in accordance with our Township policy regarding such EMS charges, seconded by Dunn.

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

• Presented Quality IP quote for laptop replacement for zoning.

RESOLUTION #16-12: Motion by Deffenbaugh to purchase Lenovo ThinkPad with Solid State Drive upgrade for zoninginspector at an estimated cost of $932., seconded by Dunn.

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

• Presented zoning commission minutes.
• Presented road dept. personnel policy manual for adoption and signing.

RESOLUTION #16-13: Motion by Deffenbaugh to approve Road Dept. Personnel Policy manual, seconded by Michael.

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

• Discussed problems with ambulance billing and calls that are not being billed correctly. Also discussed how townships that do not provide mutual aid to Palmyra should be billed.

RESOLUTION #16-14: Motion by Deffenbaugh to hard bill those communities that do not reciprocate with EMS calls,seconded by Dunn.

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

TRUSTEE DUNN

1. Nothing to report at this time.

DEPARTMENT REPORTS

ZONING INSPECTOR

1. Presented year-end report.
2. Verbal report presented.

ROAD SUPERVISOR

1. Report presented which included purchases made, completed projects and upcoming projects, and purchase requests.

RESOLUTION #16-15: Motion by Michael to approve purchase of weather radio for 4700 at an estimated cost of $100,seconded by Dunn.

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

PALMYRA TOWNSHIP TRUSTEES

January 12, 2016

RESOLUTION #16-16: Motion by Michael to hire Rick Bennet part-time TWP laborer at a rate of $12 per hour pendingphysical, drug screen and background check, seconded by Dunn.

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

FIRE CHIEF

1. Report presented.
2. Annual report presented

RESOLUTION #16-17: Motion by Michael to approve purchase EMS supplies estimated cost of $550, seconded byDeffenbaugh.

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

RESOLUTION #16-18: Motion by Deffenbaugh to approve MCFC annual training request at an estimated cost of $255,seconded by Dunn.

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

RESOLUTION #16-19: Motion by Deffenbaugh to hire Christopher Wheeler to the fire dept. pending physical, drug screenand background check, seconded by Dunn.

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

RESOLUTION #16-20: Motion by Michael to hire Matthew Bennett to the fire dept. pending physical, drug screen andbackground check, seconded by Dunn.

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

RESOLUTION #16-21: Motion by Michael WHEREAS, the Township Board of Trustees has an established fire departmentin accordance with Section 505.37 et seq. of the Ohio Revised Code (R.C.) for such purposes as guarding against the occurrence of fires and to protect the property and lives of citizens against damage and accidents.

WHEREAS, under RC 3745.13(A) any person responsible for causing or allowing an unauthorized spill, release, or discharge of material into or upon the environment is liable for the necessary and reasonable, additional and extraordinary costs incurred in the course of emergency action in investigating, mitigating, minimizing, removing, or abating the unauthorized spill, release, discharge, or contamination. WHEREAS, On November 22, 2015 on or about the area of State Route (SR) 5 within Paris Township, Portage County, Ohio, an unauthorized release of gasoline fuel occurred from a motor vehicle driven by Mr. Derek Johns on behalf of the Englefield Oil Company, and for which the Palmyra Township Fire Department assisted and responded to take action to investigate, mitigate, minimize, remove, and/or abate such release gasoline fuel. WHEREAS, the Chief of the Palmyra Township Fire Department has prepared and kept a detailed record of the costs incurred by the Palmyra Township Fire Department in investigating mitigating, minimizing, removing, and/or abating such spill on the day and place described in this Resolution. WHEREAS, the total amount of costs incurred by Palmyra Township was $26,550.64 and a record of these costs is more fully described in Exhibit “A”, which is attached to this certification and incorporated by reference herein. RESOLVED, that the Palmyra Township Board of Trustees hereby certifies that Mr. Derek Johns and Englefield Oil Company are liable in the amount of $26,550.64 to Palmyra Township, and further certifies to the Portage County Prosecutor’s Office said amount of $26,550.64 for Palmyra Township’s costs in investigating, mitigating, minimizing, removing, and/or abating the unauthorized spill and release of material into the environment on the day and place described in this Resolution, with said costs more fully described in Exhibit “A”, and Palmyra Township requests civil action be commenced by the prosecutor’s office for the recovery of such costs from the appropriate party(s). Seconded by Deffenbaugh

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

Safety Issues

None

Open Communication

None

RESOLUTION #16-22: Motion by Michael to adjourn at 8:42 pm seconded by Deffenbaugh.

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

PALMYRA TOWNSHIP TRUSTEES

January 5, 2016

Work session meeting called to order by Chairperson Michael at 5:45 p.m. with Trustees Deffenbaugh and Dunn present.

Trustees interviewed Rick Bennet for the Part-time TWP Laborer position.

Trustees reviewed road department policies and procedures and briefly discussed wages and compensation.

RESOLUTION #WS16-01: Motion by Deffenbaugh to adjourn at 6:20 p.m., seconded by Michael.

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

________ Henry Michael, Chairperson _______Kathleen S. Cofojohn, Fiscal Officer

_________ James Deffenbaugh, Vice-Chairman ______ Robert Dunn, Trustee