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Mar 8 2016 meeting

March 8, 2016

PALMYRA TOWNSHIP TRUSTEES

March 8, 2016

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

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

Minutes from regular meeting February 23, 2016 were approved as presented.

RESOLUTION #16-45: Motion by Michael to approve and pay the bills, seconded by Dunn.

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

BILLS APPROVED AND PAID:

21408 RICKY D BENNETT WAGES 02/16/16-02/29/16 379.43
21409 R. STEVEN COSS JR WAGES 02/16/16-02/29/16 1,511.75
21410 DONALD J LUTZ WAGES 02/16/16-02/29/16 384.31
21411 MARK E. GARVIN WAGES 02/16/16-02/29/16 1,385.01
21412 CHELSEA L HARRIS WAGES 02/16/16-02/29/16 165.58
21413 DEREK S REED WAGES 02/16/16-02/29/16 790.40
21414 AUSTIN T SMITH WAGES 02/16/16-02/29/16 242.23
21415 CHRISTOPHER J WHEELER WAGES 02/16/16-02/29/16 163.61
21416 KATHLEEN S.
COFOJOHN 		SALARY 02/01/16-02/29/15 1,009.35
21417 JAMES H. DEFFENBAUGH SALARY 02/01/16-02/29/15 465.42
21418 ROBERT C DUNN SALARY 02/01/16-02/29/15 704.41
21419 HENRY A. MICHAEL SALARY 02/01/16-02/29/15 754.96
21420 SANDRA M. NUTTER SALARY 02/01/16-02/29/15 539.82
21421 KIMBERLY SPENCER WAGES 02/16/16-02/29/16 122.75
21422 VOID VOID 0.00
21423 DOMINION EAST
OHIO 		MONTHLY SERVICE 263.08
21424 VERIZON WIRELESS MONTHLY SERVICE 78.49
21425 QUALITY IP COMPUTER/APRIL SERVICE 1,723.99
21426 PETTIGREW HARDWARE & FEED TWP & FD REPAIRS 243.45
21427 RICOH USA INC COPIER MAINTENANCE 11.42
21428 KUSSMAUL REPAIRS 2013 314.94
21429 PHILLIPS HEATING COMPANY REPAIRS FURNACE 838.50
21430 ALLIANCE MOTORS INC REPAIRS 2013 11.59
21431 MCFCA TRAINING 255.00
21432 DIX
COMMUNICATIONS 		ADVERTISE FINCIALS/
ZONING APPEAL 		21.40
21433 MATTHEW
BENNETT 		REIMBURSE BCI CHECK 36.00
21434 LIFE FORCE
MANAGEMENT INC 		JANUARY AMBULANCE BILLING FEES 556.34
21435 MORTON SALT INC ROAD SALT 1,399.27
21436 CENTURYLINK MONTHLY SERVICE 155.00
21437 SUMMACARE
REFUNDS 		REFUND AMBULANCE FEES 656.40
21438 OH CHILD SUPPORT CENTRAL GARNISHMENT 241.14
21439 TREASURER STATE OF OHIO COOPERATIVE PURCHASING PROGRAM 100.00
21440 VOID VOID 0.00
21441 ROBINSON MED
CENTER ONE 		EMPLOYEE PHYSICAL/
DRUG SCREEN 		115.00
21442 MUNICIPAL SIGNS & SALES RD SUPPLIES 275.20
EFTPS UNITED STATES
TREASURY 		PAYROLL WITHHOLDING
TAX 		2,809.22
EFT TREASURER STATE OF OHIO PAYROLL WITHHOLDING
TAX 		450.21
EFT OPERS MONTHLY PENSION 2,630.01
EFT OP&F MONTHLY PENSION 2,549.72

FISCAL OFFICER REPORT

  1. Presented February bank reconciliation P.O.’s and B.C.’s.
  2. Reported February receipts were $23,971.47.
  3. Presented Cemetery CD redemption form for signatures.

RESOLUTION #16-46: Motion by Michael to roll over the $2,500 cemetery Cd into a 36 mo. cd, seconded by Dunn.

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

  • Briefly discussed permanent appropriations.

RESOLUTION #16-47: Motion by Dunn to approve permanent appropriations as presented,

FUNDappropriaterequest
General Fund $325,358 $203,050 $122,308
Motor Vehicle 17,010 10,000 7,010
Gasoline Tax 210,873 138,050 72,823
Road & Bridge 106,484 75,700 30,784
Cemetery 19,667 14,350 5,317
1 Mill Fire Levy 87,710 64,500 23,210
2 Mill Fire Levy 260,810 191,250 69,560
Permissive Motor Vehicle 30,770 16,000 14,770
Fire & Rescue, Ambulance & EMS 151,085 103,100 47,985
Cemetery Chapel
Building Fund 		47,986 2,000 45,986
Non-Expendable Trust 4951 4,575 500 4,075
Non-Expendable Trust 4952 652 500 152
       
  Totals $1,262,980 $819,000 $443,980

$443,980

seconded by Michael.

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

  • Presented resolution and agreement establishing and implementing a program to recover costs for the delivery of emergency fire department services including but not limited to vehicular crash response, structure fires, car fires, search and rescue, false alarms, etc.

RESOLUTION #16-48: Motion by Deffenbaugh WHEREAS, Emergency Fire Departments service run activity to various incidents relating to negligence continues to increase each year; new Home Security regulations, such as biological training and equipment, etc., creates increased demands on all operational areas of the Fire Department’s services; and, WHEREAS, the Fire Department has investigated different methods to maintain a high level of quality Fire Department emergency services throughout times of constantly increasing service demands, where maintaining an effective response by the Fire Department decreases the insurance companies liability costs by saving lives and minimizing vehicular damage by fire; and, WHEREAS, raising the real property tax to meet the increase in service demands would not be fair to the property owners, when a majority of the Motor Vehicular Accidents (MVA) involve individuals not owning property or paying property taxes in the jurisdiction of the Fire Department; and the ability of the Fire Department to effectively respond decreases the liability of the insurance companies by saving lives and minimizing injuries and vehicular damage by fire; and, WHEREAS, the Board of Trustees desires to implement a fair and equitable procedure by which to collect said costs and shall establish a cost recovery system in accordance with State and Federal laws, regulations and guidelines. NOW THEREFORE: BE IT RESOLVED by the Palmyra Township Trustees that:

SECTION 1. The Palmyra Township shall initiate a cost recovery for the delivery of Emergency Fire Department Services rendered by the Palmyra Fire Department. The rate of the cost shall be that which is usual, customary and reasonable (UCR) for the services, and may fluctuate accordingly.

SECTION 2. The service costs shall be charged to the negligent party, initially filed to their insurance, representing an add-on-cost of the claim for negligent damages of the vehicles, property and/or injuries. In the event the insurance company chooses to decline payment or the negligent party is uninsured, the negligent party will be held financially responsible.

SECTION 3. The Board of Trustees or their designees are hereby authorized to execute any and all documents and/or implement any and all procedures necessary to effectuate the collection of costs in order to enhance services by the Palmyra Fire Department.

RESOLVED, by the Palmyra Township Trustees that fees will be charges as follows:

Equipment Cost

(Minimum cost for initial response, increases by 7%-14% based on time at scene/vehicle)

Engine Company $734.00
Ladder Tower $747.00
Rescue Vehicle $721.00
Pumper $584.00
Safety Service Vehicle $31.00

Manpower Cost

(Includes taxes, insurances, benefits based on time at scene per person)

Firefighter $50/hr
Shift Supervisor $70/hr
Asst. $80/hr
Chief $100/hr
Seconded by Dunn,  
Roll Call: Deffenbaugh – yes, Dunn-yes, Michael-yes.  

TRUSTEE REPORTS:

TRUSTEE MICHAEL

  1. Presented public records request via email from ohio@openthebooks.com. Fiscal Officer Cofojohn will forward the request for review by Chris Meduri Portage County Assistant Prosecuting Attorney per Township policy.
  2. Reported there would be an ODOT meeting 3/22/16 at Lake Hodgson.
  • Reported there would be a Health District meeting 3/16/16.
  • Presented an Incident report from a house fire 2/29/16 where a firefighter received a burn.

TRUSTEE DEFFENBAUGH

  1. Presented zoning appeals meeting minutes and noted date error.
  2. Reported the citizen complaint regarding the cemetery flag lighting had been resolved.
  • Reported he received an email from Jenna Cariglio pertaining to delinquent parcels in Palmyra Township. They would like to foreclose on the properties. One of the properties is part of the North Cemetery and is still titled to

Warden’s Disciple Church. The land bank will foreclose the property and work to get it in the township’s name.

  • Reported to Ohio Edison on street lights that were not working in the township.

RESOLUTION #16-49: Motion by Deffenbaugh to sign and date the closure authorization for run number 15-0059 andforward for collection in accordance with township policy regarding such EMS charges, seconded by Dunn.

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

TRUSTEE DUNN

  1. Reported the Easter Egg Hunt will be March 19, 2016 at 10am. Requested cones for boundaries from Chief Garvin.
  • Reported need to move meeting on April 26 from 9:30 to 7:00pm.

RESOLUTION #16-50: Motion by Dunn to move the regularly scheduled meeting on April 26, 2016 from 9:30am until 7:00pm., seconded by Dunn.

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

DEPARTMENT REPORTS

ZONING INSPECTOR

  1. Written report presented.

FIRE CHIEF

  1. Written report presented.

RESOLUTION #16-51: Motion by Michael to repairs to 2011 oil cooler and check charging system by Ohio CAT at a costof $3,064.66 and add data line for the Philips EKG monitor modem per month charge of $7.00, seconded by Deffenbaugh.

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

Stephanie Barringer presented the Southeast Youth Soft Ball and Base Ball Assn. letter of determination from the IRS as a tax exempt organization, certificate of Insurance naming Palmyra as additional insured and the league signup sheet. Trustee Michael told her he would forward the information to Chris Meduri for review.

ROAD SUPERVISOR

  1. Written report presented.

RESOLUTION #16-52: Motion by Michael to approve purchase of 50 ton of pea gravel for the Park at an estimated cost of$18.20 per ton, seconded by Deffenbaugh.

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

Open Communication

A gentleman in the crowd that did not introduce himself asked if the fire department hours that were cut would affect the service to the students of Southeast Schools. Trustee Michael reported that the Full-time firefighter’s hours were reduced from 48 to 42 hours per week and part-time firefighters would be making up those hours. When asked if the cuts were considered permanent Trustee Michael replied” yes for now”.

Safety Issues

None

RESOLUTION #16-53: Motion by Michael to adjourn at 8:01 pm seconded by Deffenbaugh.

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

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

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

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Feb 23 2016 meeting

February 23, 2016

PALMYRA TOWNSHIP TRUSTEES

February 23, 2016

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

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

Minutes from regular meeting on February 9, 2016 were approved as presented.

RESOLUTION #16-38: Motion by Michael to approve and pay the bills, seconded by Deffenbaugh.

Roll Call: Michael-yes, Deffenbaugh-yes.

BILLS APPROVED AND PAID:

21385 RICKY D BENNETT WAGES 02/01/16-02/15/16 425.22
21386 R. STEVEN COSS JR WAGES 02/01/16-02/15/16 1,725.95
21387 DONALD J LUTZ WAGES 02/01/16-02/15/16 394.56
21388 KHRISTY K GARVIN WAGES 02/01/16-02/15/16 310.65
21389 MARK E. GARVIN WAGES 02/01/16-02/15/16 1,420.11
21390 CHELSEA L HARRIS WAGES 02/01/16-02/15/16 316.25
21391 VOID VOID 0.00
21392 AUSTIN T. SMITH WAGES 02/01/16-02/15/16 122.50
21393 DEREK S REED WAGES 02/01/16-02/15/16 911.14
21394 OHIO CHILD SUPPORT PMT CENTRAL GARNISHMENT 241.14
21395 FARMERS NATIONAL BANK VISA PURCHASES 1,237.13
21396 W.S. DARLEY & CO FD REPAIRS 134.84
21397 OHIO EDISON MONTHLY SERVICE 1,057.59
21398 MCMASTER-CARR RD REPAIRS 19.05
21399 TIME WARNER CABLE MONTHLY SERVICE 69.99
21400 CLEARWATER SYSTEMS INC SUPPLIES 204.61
21401 TSI WESTERN STAR REPAIRS 4700 507.80
21402 BLUETARP FINANCIAL REPAIRS PRESSURE WASHER 422.70
21403 ADVANCE AUTO PARTS REPAIRS FD/RD 199.06
21404 BUCKEYE WELDER SALES RD SUPPLIES 29.00
21405 SOUTHEASTERN EMERGENCY EQUIPMENT WIRELESS LINK 1,350.00
21406 AETNA LIFE INS CO HEALTH INSURANCE 1,624.98
21407 VISION SERVICE PLAN OH VISION INSURANCE 10.10

FISCAL OFFICER

  1. Presented P.O,’s, B.C.’s and miscellaneous correspondence.
  2. Presented permanent appropriations for review.

Mike Kerrigan a democratic candidate for Portage County Commissioner introduced himself and shared that he would be the best candidate due to his experience on the local, state and federal levels in various organizations.

TRUSTEE REPORTS

TRUSTEE MICHAEL

  1. Presented quote for wireless link generic WIFI for Bluetooth.

RESOLUTION #16-39: Motion by Michael to purchase wireless link generic WIFI for Bluetooth at a cost of $1,350, seconded by Deffenbaugh.

Roll Call:  Michael-yes, Deffenbaugh-yes.

TRUSTEE DEFFENBAUGH

  1. Reported that he contacted Quality IP to find out how much hourly billing would cost us. We are currently paying $900 monthly for unlimited service. If we were to have paid hourly it would have cost $1,965.
  • Reported on a citizen complaint that the light is not shining on the flag in the cemetery, instead it is shining on the pole. Steve will investigate the situation.
  • Reported that he attended the Health Dept. meeting. They have a vision care outreach program if a resident meet the 200% Federal Poverty Guideline they could get eye glasses if needed.
  • Presented zoning commission meeting minutes.
  • Reported that he attended the PC Trustees meeting. The Health Dept. and the PC Engineers office gave a talk on the permitted dumping of water from septic system in to roadside ditches. They are checking on whether they can charge a homeowner for ditching should this dumping create a problem in the ditch.
  • Asked about cost recovery billing.
  • Presented an incident report.

RESOLUTION #16-40: Motion by Michael to approve adding encryption to FO email account at a cost of $1.70 per month,seconded by Deffenbaugh.

Roll Call: Michael-yes, Deffenbaugh-yes.

TRUSTEE DUNN (not present)

DEPARTMENT REPORTS:

Stephanie Barringer of Southeast Youth Baseball Softball Organization introduced herself and asked if the Southeast organization could use fields at the Park. Trustee Michael stated that he would have to look into the situation more before he would give consent. He stated they would also have to present tax exempt paperwork and Certificate of Insurance naming Palmyra Township as additionally insured.

ROAD SUPERVISOR

  1. Written report presented.
  2. Discussed vacation and what time should be used for an anniversary date.
  3. Discussed setting up a Township Log Book to record work done on Township property.

FIRE CHIEF

  1. Written report presented.

RESOLUTION #16-41: Motion by Michael to approve additional expenditures on the blown tire repair of 2017, seconded by Deffenbaugh.

Roll Call: Michael-yes, Deffenbaugh-yes.

RESOLUTION #16-42: Motion by Michael to approve purchase of computer equipment for watch office at an estimated cost of $823.99 from Quality IP, seconded by Deffenbaugh.

Roll Call: Michael-yes, Deffenbaugh-yes.

RESOLUTION #16-43: Motion by Michael to send Chelsea Harris to FFII training at Mahoning County Career Center and split the cost with Deerfield Township, seconded by Deffenbaugh.

Roll Call: Michael-yes, Deffenbaugh-yes.

ZONING INSPECTOR (not present)

Safety Issues

None

Open Communication

None

RESOLUTION #16-43: Motion by Michael to adjourn at 10:32 a.m., seconded by Deffenbaugh.

Roll Call: Michael-yes, Deffenbaugh-yes.

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

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

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Zoning Commission meeting Feb 17 2016

February 17, 2016

PALMYRA TOWNSHIP ZONING COMMISSION

John Rohn (Chairman) Karen Whitney Jacob Haser
330-654-9058 330-654-4585 330-654-5631
Sandy Nutter
(Zoning Inspector) 		Kim Spencer
(Secretary)
330 654-5332   330-646-3646

The Palmyra Zoning Commission held their monthly meeting on February 17, 2016, at the Palmyra Fire Station. In attendance were Chairman Bill Rohn, Jacob Haser, Karen Whitney and Kim Spencer. Sandy Nutter was excused.

The meeting was called to order at 7:00 p.m.

We had three guest that were interested in joining the Zoning Commission Board. Bill answered all there questions and concerns and told them to turn in a resume to the Board of Trustee’s if they were interested in becoming members of the Board of Zoning,

Bill made a motion to accept the January 2016 minutes as read, it was 2nd by Karen and unanimously approved.

Chairman’s report

None

Zoning Inspector’s report

None

New Business

Board members are to review in the Zoning Book, commercial, industry, and residential. Single, duplex and multifamily housing.

A motion by Bill to adjourn the meeting at 8:15 pm was 2nd by Karen and unanimously approved.

The next meeting is March 16, 2016

February minutes read, Motion by _____, 2nd by ________

Minutes: Denied_____    Accepted_____   Without Correction______ With Corrections_____

Bill Rohn________                                                      Jacob Haser________

Karen Whitney______

Submitted by:

Kim Spencer_________

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Feb 6 2016 meeting

February 6, 2016

PALMYRA TOWNSHIP TRUSTEES

February 9, 2016

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

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

Minutes from regular meeting January 26, 2016 were approved as presented.

RESOLUTION #16-32: Motion by Michael to approve and pay the bills, seconded by Dunn.

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

BILLS APPROVED AND PAID:

21355 RICKY D BENNETT WAGES 01/16/16-01/31/16 171.74
21356 R. STEVEN COSS JR WAGES 01/16/16-01/31/16 1,567.75
21357 DONALD J LUTZ WAGES 01/16/16-01/31/16 374.28
21358 MARK E. GARVIN WAGES 01/16/16-01/31/16 1,476.26
21359 CHELSEA L HARRIS WAGES 01/16/16-01/31/16 185.09
21360 DANIEL K. REED WAGES 01/16/16-01/31/16 126.52
21361 VOID VOID 0.00
21362 AUSTIN T. SMITH WAGES 01/16/16-01/31/16 122.50
21363 DEREK S REED WAGES 01/16/16-01/31/16 870.48
20740 KATHLEEN S. COFOJOHN SALARY 01/01/16-01/31/15 1,009.79
21365 JAMES H. DEFFENBAUGH SALARY 01/01/16-01/31/15 465.64
21366 ROBERT C DUNN SALARY 01/01/16-01/31/15 704.18
21367 HENRY A. MICHAEL SALARY 01/01/16-01/31/15 754.96
21368 SANDRA M. NUTTER SALARY 01/01/16-01/31/15 540.05
21369 KIMBERLY SPENCER WAGES 01/16/16-01/31/16 61.37
21370 OH CHILD SUPPORT PAYMENT CENTRAL GARNISHMENT 241.14
21371 CENTURYLINK MONTHLY SERVICE 148.41
21372 DOMINION EAST OHIO MONTHLY SERVICE 308.60
21373 AETNA LIFE INSURANCE CO HEALTH INSURANCE 1,624.98
21374 QUALITY IP FEB/MAR SERVICE 1,800.00
21375 PETTIGREW HARDWARE & FEED FD REPAIRS 473.32
21376 PRAXAIR DISTRIBUTION INC EMS SUPPLIES 164.02
21377 MCMASTER-CARR FD REPAIRS 222.16
21378 FIRE FORCE INC REPAIRS 2018 131.00
21379 TREAS. OH BO. OF PHARMACY PHARMACY LICENSE 150.00
21380 BURNHAM & FLOWER INS GROUP HRA ADMIN FEES 75.00
20381 J & B MEDICAL SUPPLY INC EMS SUPPLIES 3.50
21382 JAMES DEFFENBAUGH MILEAGE REIMBURSEMENT 160.87
21383 RICKY BENNETT BCI REIMBURSEMENT 36.00
21384 VISION SERVICE PLAN OH VISION INSURANCE 33.80
EFTPS UNITED STATES TREASURY PAYROLL WITHHOLDING TAX 3,030.49
EFT TREASURERE STATE OF OHIO PAYROLL WITHHOLDING TAX 477.98
EFT OPERS MONTHLY PENSION 2,512.05
EFT OP&F MONTHLY PENSION 2,623.48

FISCAL OFFICER REPORT

  1. Presented January bank reconciliation P.O.’s and B.C.’s.
  2. Reported January receipts were $15,853.86.
  • Presented Cemetery deed for signatures.

TRUSTEE REPORTS:

TRUSTEE MICHAEL

Vince Coia introduced himself and stated he was running for Portage County Commissioner. He has six years trustee experience and 26 years business experience and some zoning experience. He requested support from the township.

TRUSTEE DEFFENBAUGH

  1. Reported on his attendance at the OTA Winter conference.
  • Reported that he discussed missing runs report with Chris Knapp. Life Force will now send a YTD report of missing runs.
  • Discussed cost recovery billing. Still waiting on Chris Meduri to review agreement. Chief Garvin asked about equipment billing being included in the billing.

RESOLUTION #16-33: Motion by Michael to rescind resolution 16-30, seconded by Deffenbaugh.

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

TRUSTEE DUNN

  1. Reported he will be unable to attend the February 23 meeting.

DEPARTMENT REPORTS

ZONING INSPECTOR (not present)

  1. Written report presented.

FIRE CHIEF

  1. Written report presented.

RESOLUTION #16-34: Motion by Dunn to approve purchase of stainless steel piping and fitting at an estimated cost of$292.89 from Porter Metal, and purchase Mattydale swivel and Vernier Throttle control cable at an estimated cost of $128.90 plus shipping from Darley, seconded by Deffenbaugh.

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

RESOLUTION #16-35: Motion by Michael to enter into executive session to discuss personnel and compensation, secondedby Dunn.

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

Chairman Michael reported at 8:05 pm that we were back on record and there is nothing new to report at this time.

ROAD SUPERVISOR

  1. Written report presented.

RESOLUTION #16-36: Motion by Michael to approve purchase of new spinner motor at an estimated cost of $400 fromHenderson Mfg., seconded by Dunn.

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

Open Communication

None

Safety Issues

None

RESOLUTION #16-37: Motion by Michael to adjourn at 8:08 pm seconded by Deffenbaugh.

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

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

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

0 97

Zoning Commission meeting Jan 20 2016

January 20, 2016

The Palmyra Zoning Commission held their monthly meeting on January 20, 2016 at the Palmyra Fire Station.

The meeting was cancelled, due to not meeting a quorum. We only had two Board Members attend.

The next meeting will be held on February 17, 2016

Submitted by

Kim Spencer____

Secretary

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Re-organizational meeting, Jan 12 2016

January 13, 2016

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 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 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.

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Work Session meeting, Jan 5 2016

January 5, 2016

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

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Siren Testing Update

April 8, 2015

We will be testing the severe weather siren the 1st Wednesday of the month for the months of March through December. The test cycle will be audible for 20 seconds and continue to rotate for one minute.  For severe weather the siren will be audible and rotate for 3 minutes.

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Change coming to recycling drop-off containers May 4th

April 8, 2015

The new Portage County Solid Waste Management District Plan will bring changes to the way we recycle in Palmyra The first change will be the conversion to single stream recycling, set to take place on May 4, 2015.

All of the drop off containers will be divided into two categories, “cardboard only” and “single stream” recycling. The single stream recycling containers will allow your residents to place 1-7 plastics, aluminum and tins cans, glass bottles, newspaper, catalogs, magazines, junk mail, cereal boxes, aseptic cartons (juice boxes) and office paper into one container. The 6 yard container currently used for 3-7 plastics will be removed due to the ability to place these materials in with the other recyclables. We have enclosed a copy of the new decals that will be placed on all of the containers. The decals will measure 19″x 19″ for easy reading by your residents. The collection service will continue on a Monday, Wednesday and Friday schedule.

The District will advertise the single stream conversion in the Record Courier, the District website and the County website. We are asking for your help in notifying your residents.

Along with the conversion, the Plan calls for a study on the drop off program focused on cost, revenue and possible efficiencies. While the study will not be completed until 2016, data gathering will begin in the near future. We will be installing scales on our trucks to track the exact pounds of material placed into the containers at your drop off. We are asking for your assistance to encourage your residents to use the drop off. The increase in participation and tonnage collected will play a crucial part in keeping the costs of the program as low as possible.

Additionally, tire collections will continue to be offered by the District; however the Plan limits these events to one per governmental unit per year.

3588 Mogadore Road, Kent. Ohio 44240-7434 Phone: (330) 678-8808 Fax: (330) 678-9405

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Clarification of EMS Soft Billing

March 30, 2015

On January 6, 2004 the Trustees adopted Resolution No. 04-05 to establish a “soft billing” policy for Palmyra Township residents and Southeast students.  Soft billing is charging your insurance company and accepting the amount they pay for the service as payment in full.

LifeForce Management our billing agency will request insurance information as a result of an emergency run made by the Palmyra Township Emergency Medical Service due to an injury or illness where you or a family member were a patient.  This letter is not an attempt to collect payment from you for that service; it is our intention to file a claim with your insurance company, including automobile coverage, for payment.  Any balance due, after insurance Explanation of Benefits and/or payment, will be written off.

Please complete the form requesting insurance information even if you do not have insurance and forward it to LifeForce Management, Inc., 800 Enterprise Parkway, Ravenna, OH 44266 as soon as possible.  They are the authorized billing agent for Palmyra Township.  If you have any billing questions, please contact them at 330-626-5450.  Failure to respond will result in the EMS bill being forwarded to our collection agency.

Any questions contact one of your Township Trustees.
trustees@palmyratownship.com

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