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Sullivan Township Trustees Attendance: Mark Schwab, Chairman The meeting was called to order at 7:35pm by Chairman Mark Schwab followed by the Pledge of Allegiance. Mark Hickey moved to approve the minutes of the July 5 meeting with a second by Duane Jenkins. Roll call all yes. Mark Hickey asked to table the minutes of the July 16 meeting as he would like to review the tape that Duane Jenkins made. Mark Schwab requested a copy of the tape from Duane so that it could be reviewed. Mark Schwab moved to approve the minutes of the July 16 Budget meeting with a second by Mark Hickey. Roll call all yes. Duane Jenkins asked to table the minutes of the July 23 Special meeting as he had not received them by email. Mark Hickey moved to pay bills with a second by Duane Jenkins. Roll call all yes. Fiscal Officer Report Fiscal Officer Susan Denbow had the following announcements: Fiscal Officer Denbow asked to be reimbursed for mileage of 121 miles to attend the Summer Conference in Cleveland. Mark Schwab moved to approve the reimbursement with a second by Mark Hickey. Roll call all yes. Fiscal Officer Denbow presented a cemetery deed for the trustees to sign. Fiscal Officer Denbow stated that she had an outstanding collections list from Ohio Billing that needed to be reviewed by the trustees and decisions made on them. An executive session will be called later. Trustee Reports Mark Schwab read a letter of resignation from Bev Bolen of the Board of Zoning Appeals. She stated that she is interested in serving as an alternate for the Zoning Board of Commissions. She was asked to submit an application and it will be reviewed at the next meeting. Mark Schwab asked if the Zoning Board had the zoning map to turn in. Bud Jantz and Peggy Skinner turned in the copy of the zoning map that appears to be the current one. The trustees signed a receipt acknowledging that it had been turned over to the trustees. Peggy stated that Grindle & Bender were not able to make copies of the map due to the size and had suggested taking it to Mansfield. The cost of copies would be $20 each. Mark Schwab moved to have 10 copies of the map made and the original would be placed in the records room. Mark Hickey seconded with roll call all yes. Mark Schwab stated that Peggy had requested reimbursement for her mileage at the special meeting. Peggy stated that she no longer wanted to be reimbursed. Mark Schwab stated that a decision needed to be made concerning chip and seal so that it could be done by the end of September. Lytle Construction had sent a materials estimate to each trustee for all of the township roads. The trustees and road supervisor Gary Hollingsworth discussed which roads were ready to be chip and sealed. Resident James Riley stated that what Lytle Construction had done was wrong and would disqualify them from bidding the project. He stated that what the trustees were doing was illegal. Mark Schwab stated that he felt they could spend $60,000 to $70,000 on chip and seal and that it looked like that could do about 10 miles of road. It was decided to do Twp Rd#350 (4 miles), Twp Rd#150 from Co Rd#281 west to culvert repair (1/4 mile), Twp Rd#462 from St Rte 58 east to woods (1/2 mile), Twp Rd#391 from Co Rd 500 to US Rte 224 and Co Rd#40 to county line (3 ¼ miles), Twp Rd#581 from bridge north of Twp Rd#150 to county line (1 mile), and Twp Rd #150 west of Twp Rd#391 to woods (1/2 mile). An ad for sealed bids will be run in the Ashland Times Gazette, Mansfield News Journal, and the Plain Dealer. Mark Hickey moved to run the ad in the selected newspapers with a second by Mark Schwab. Roll call all yes. Mark Hickey will place the ad with sealed bids to be opened at the September 4 meeting. Mark Hickey stated that they could request a legal opinion to ask if Lytle Construction would be disqualified. Mark Schwab made the resolution to make the request with a second by Duane Jenkins. Roll call Schwab-yes, Hickey-yes, Jenkins-yes. Duane Jenkins stated that he would send a letter to Lytle Construction asking them not to send unsolicited estimates. Mark Hickey stated that he had spoken with a former trustee on how to proceed with the chip and seal and had been told that he should ask for an estimate. He was told that this was how it had been done in the past so he had contacted Lytle Construction. Mark Schwab made a motion to move the copier from the records room to the township garage and to purchase two ink cartridges. He stated that it was being used so little that the ink was drying up and if copies of records were needed, they could be made at the garage. Mark Hickey seconded with roll call all yes. Mark Hickey made a resolution to request a legal opinion on how to proceed with abandonment of the fire pond with a second by Mark Schwab. Roll call Schwab-yes, Hickey-yes, Jenkins-yes. Mark Hickey stated that the cemetery fence had been damaged in an accident and would cost about $275 to repair. Fiscal Officer Denbow will contact the drivers insurance company to check on how to proceed with this claim. Mark Hickey stated that he had received a letter from a resident with suggestions concerning the Chicken BBQ. Duane Jenkins read the resolution for necessity of the bond levy. There was no second. There was a discussion concerning the bond levy and why the other trustees did not feel it should go on the ballot at this time. Mark Schwab stated that he had talked with residents who were not in favor of a bond levy. He also stated that there was no plan concerning development and maintenance of the property. Duane Jenkins made a resolution to request a legal opinion on validation of the current zoning map and whether the current trustees and fiscal officer should sign it. Mark Schwab seconded the resolution. Roll call Schwab-yes, Hickey-yes, Jenkins-yes. Duane Jenkins questioned if ditch dirt had been taken to a residence on Twp Rd#581 and not to the cemetery. He was advised that dirt had been taken to cemetery according to the land agreement with Dilley. Duane stated that no more dirt should be hauled to the cemetery until the township has title. Fire and EMS Report Chief Gary Hollingsworth stated that the department had voted to purchase a portable generator w/light stand and a ventilator fan from QDCIP for a total cost of $3649.60. Duane Jenkins moved to make the purchase with a second by Mark Schwab. Roll call all yes. Chief Hollingsworth advised that the American Red Cross had sent a letter concerning a disaster shelter. He turned it over to Mark Schwab to review. EMS Lieutenant Robert Palm stated that he needed to purchase EMS supplies including spider straps, head blocks, c-collars, etc. The trustees stated that it was okay as long as the proper paperwork was completed. Lieutenant Palm advised that they had found a 2006 demo Wheeled Coach squad with warranty for $113,000. The warranty would begin at time of delivery. Zoning Inspector Report Janice Steele stated that she had a couple of issues to address. The first was Mr. Pipher who had the semi at the south edge of town. Mr. Pipher had stated to her that he works on his own truck and does occasional work for friends but does not advertise or run a business from his property. He stated that he had been told that he did not need any other permits when he built his truck garage. Mr. Pipher just wants to make sure there are no further problems. James Riley stated that he did need a permit and wanted to know if the trustees had told Janice to send the letter that he received. Janice stated that she had been told that Mr. Riley had removed the trailer that was on his property. When she drove by a couple of days later, she had noticed that a new trailer had been placed on the property. She sent the letter to inquire if he had overlooked getting a permit for the new trailer. Mr. Riley asked why nothing had been done about Mark Hickey’s business and property. There was a heated exchange between Mr. Riley and Ms. Steele. Mark Schwab told Mr. Riley that he needed to wait until the meeting was open to the floor if he wanted to speak. Road Supervisor Report Gary Hollingsworth turned in an invoice for parts for the grader. He stated that it appeared they had charged sales tax. The fiscal officer will check into this. Gary advised that he would need to close Twp Rd#150 west of Co Rd#281 for 2 days so that he can replace a culvert. He will begin the replacement on Monday, August 13. Gary advised that Lytle Construction had informed him that another 24”culvert needed to be extended on Twp Rd#581. The cost of the pipe is $19/ft. Mark Schwab moved to approve $380 for 20 ft of pipe with a second by Mark Hickey. Roll call all yes. Gary stated that he needed to order a load of 304’s for the culvert repair. Gary requested to purchase 4 loads of cold patch to do road repairs. Mark Schwab moved to approve the purchase of the cold patch with a second by Mark Hickey. Roll call all yes. Gary requested to purchase a case of white spray paint. He was told that he could make the purchase out of his shop supply allowance. Open to the Floor James Riley asked about the letter that had been sent to him by the zoning inspector. He was told that he did not have a permit for the new trailer. Mr. Riley stated that he would not purchase anymore permits from the township. He also stated that he intended to build a 24x40 building and would not pay for a permit to build it. Mr. Riley asked about the fire on Twp Rd#391 concerning Steve Denbow. He was told that it was at the Law Directors office and when the fire chief tried to give a report, Mr. Riley cut him off. Mr. Riley again asked about a zoning permit that had been faxed to the health department with a comment that the culvert needed repairs. He was told that the culvert had been inspected and approved and that the health department had been notified. Noah Hunter stated that Gary was doing a good job on the ditches. A resident inquired about the sewers and if the EPA was pushing to have them put in. He was advised that there was no word from the EPA at this time. Several residents raised concerns about the reopening of the Shooting Challenge. They have concerns about noise and safety issues. Janice stated that the conditional use permit went with the property and there was nothing she could do. A resident produced a conditional permit that she had not seen before that stated if the property was not used as specified for a period of six months, the conditional use permit would expire. She made a copy and will check into it. Robert Palm asked if the trustees had a decision about the squad. He was told that they did not want to purchase a demo vehicle. Bonnie Minnich stated that she did not like to see the recreational land issue killed. She stated that the repairs on Twp Rd#581 were making an improvement but wanted to see something done on Twp Rd#150 between Twp Rd#581 and Co Rd#681 where it floods. The trustees stated that it is an area they are aware of and are working on. Donna Riley stated that she would like copies of the fund status, payment register, and receipts register for July. She would also like a copy of the estimate from Lytle Construction faxed to her. Doug Campbell stated that the trustees should not hurry into purchasing a new squad and should check into state bids for squads. He was advised that the department had been researching the purchase of a new squad for two years and had gotten state bid. He stated that the bond issue would have secured funding so that the township could make an offer on a property to use for the park. Rich Johnson asked Duane Jenkins if he was sure of the speed limit on unimproved roads. Duane stated that he had been told that the unposted limit was 55mph but he would check with the sheriff department and state patrol to confirm it. Mr. Johnson stated that the a section of Twp Rd#391 north of Twp Rd#150 had been terrible for several years and wanted to know when it would be fixed. He stated that due to poor drainage, water would flood the road and cause severe potholes. Mark Hickey moved to adjourn the meeting at 11:15pm with a second by Duane Jenkins. Roll call all yes.
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