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Sullivan Township Trustees Attendance: Mark Schwab-Chairman The meeting was called to order at 7:30PM by Chairman Mark Schwab followed by the Pledge of Allegiance. Mark Schwab asked for approval of minutes of August 20 meeting. Duane Jenkins stated that he had not received corrected minutes. The fiscal officer stated that she had made corrections. Duane restated the additional corrections that he had made. The minutes were tabled so that the fiscal officer could make the changes. Mark Schwab asked for corrections or changes to the October 1 minutes. All trustees stated that they had no additions or corrections. Mark Schwab moved to accept the minutes of October 1. There was no second. Mark stated that he did not understand why there was no second and signed the minutes. Mark Hickey moved to pay bills with a second by Duane Jenkins. Roll call all yes. Fiscal Officer Report Fiscal Officer Susan Denbow presented the September bank reconcilement for review. After reviewing it, the trustees signed the bank reconcilement. Fiscal Officer Denbow presented copies of the September reports to each trustee. The trustees signed that they had received their copies. Fiscal Officer Denbow stated that she had the disbursement request for the Twp Rd#581 project that needed signatures to be sent to Ohio Public Works Commission. She advised that she would need to know if all work was complete and all invoices received. Mark Hickey will check with Lytle Construction on this. Fiscal Officer Denbow advised that she had the requested copies for James Riley with a copying cost of $1.70. Donna Riley paid for the copies and took them with her. Fiscal Officer Denbow had the following announcements: Trustee Reports Mark Schwab stated that he had the part-time job description and had made a change concerning jury duty. Mark Schwab made a resolution to adopt the job description with a second by Mark Hickey. Roll call Schwab-yes, Hickey-yes, Jenkins-yes. A copy was given to Gary Hollingsworth for Ken Webb. Mark Schwab advised that he had charged $66. at Farm and Home for the community sign installation. Mark Hickey stated that the part time mowing person was doing a nice job and he had received good comments from residents. Mark Hickey moved to increase his pay to $11 per hour but there was no second. Mark rescinded the motion and moved to increase his pay to $10.75 per hour. Mark Schwab seconded with roll call all yes. Mark Hickey asked Gary about the dust bond. Gary advised that he was almost done and should be finished by November 1. Mark Hickey stated that two of the letters sent concerning the culvert at 76 Twp Rd 581 had been returned and no reply had been received from the third party. Mark stated that he will prepare a request for legal opinion on the matter for the next meeting. Duane Jenkins asked if there was still interest in an investment policy and was advised that there was interest. He will check on the auditors website for an example and prepare one. Duane Jenkins asked if they were pursuing the speed limit reduction and was advised that they needed to follow the proper steps. Duane advised that Milton Township had successfully completed the steps to have reduced speed limits. He will make a records request for information to use as guidelines to pursue this matter. Duane Jenkins asked if OTARMA had been contacted concerning liability on police protection and was told that no one had contacted them. Duane stated that the township can hire an off duty deputy for $35/hour with all liability handled by the Sheriff Office. Any tickets written during that time would have court costs going to the courts and the fine coming to the township. Duane will contact Captain Hamilton concerning a contract that the trustees could review. There was a discussion on the cost and possible ways of covering the cost as well as the necessity of speed limits. Harold Zager suggested contacting Savannah as they have done this. Duane stated that HB 9, which passed on 9/29/2007, requires all trustees and fiscal officers to complete required training by March 31, 2008. Fiscal Officer Denbow attempted to correct the information but was told that he was not debating this with her. Duane stated that the trustees could appoint the fiscal officer, by resolution, as the designee for the board. Fiscal Officer Denbow stated that the training was required prior to the end of a fiscal officer or trustee’s term. Duane again stated that he was not debating this and would bring the information to the next meeting. Fire and EMS Report Chief Gary Hollingsworth stated that the department had been cleaning and would like to send some old SCOT packs and masks to a new department in Kentucky. The trustees did not want the equipment to be sent at this time. Gary was asked when the department had last trained with packs and he stated that he did not know. Gary requested permission to attend a leadership class on October 27-28 at a cost of $65. Duane Jenkins moved to reimburse Gary for the cost of the class with a second by Mark Hickey. Roll call all yes. Mark Hickey asked Gary if he knew anything about a memo on intruder alert. Gary stated that he had not seen the memo. Mark suggested that the chief and the assistant chiefs attend the next chiefs meeting to get this information. Gary stated that he had turned in two updates concerning department discipline. The trustees stated that they are not responsible for fire department discipline and that he needs to meet with the department officers on these matters. After a brief discussion, it was decided that an executive session was needed. Mark Schwab made a resolution to enter executive session at 8:37PM to discuss fire department personnel and discipline. Duane Jenkins seconded with roll call Schwab-yes, Hickey-yes, Jenkins-yes. Mark Schwab made a resolution to return to regular session at 8:52PM with a second by Mark Hickey. Roll call Schwab-yes, Hickey-yes, Jenkins-yes. Duane Jenkins stated that there was a discussion on potential discipline and that the trustees would not be taking any action at this time. EMS Lieutenant Robert Palm stated that they had been working on consolidating EMS to Station 2. He had contacted Nova Telephone and was told that they cannot have two fax machines on the same phone line. Station 2 will be given a separate phone and fax number. When the line has been installed, Captain Hamilton will be notified so that dispatch can send calls to both stations at the same time. Duane Jenkins questioned the reason for moving EMS to Station 2 and was concerned about confusion when responding. It was stated that radios could be used to communicate necessary information and that proper use and training would be important. Mark Schwab asked Chief Hollingsworth about moving EMS to Station 2 and why it had not been brought to the trustees. Gary stated that it had been EMS Captain Steve Denbow’s idea and that Steve wanted to run the EMS department. Robert Palm stated that that was not the reason. The EMT’s felt that they could operate better with both squads and supplies in one station. Due to the age of the squads, when a squad is down or won’t start, the other squad would be readily available. This had been discussed at an EMT work session and then brought to the fire department. Mark Schwab asked that fire and squad reports be given at trustee meetings. Duane Jenkins stated that he had rewritten the Notice of ORC Violation letter. Duane made a resolution to adopt the form letter with a second by Mark Schwab. Roll call Schwab-yes, Jenkins-yes, Hickey-abstained. Donna Riley asked if a copy of the violation would be attached to the letter like Janice does with a zoning violation. She was advised that copies would be attached. Duane Jenkins asked if Mark Schwab had turned in copies of the meetings he had taped. Mark advised that he had not turned any in and was not sure if he had any that had not been taped over. Zoning Inspector Report Janice Steele advised that she had issued 4 permits and that the website had been updated with Halloween information. Janice asked if an ad was being placed to fill positions on the Zoning Board of Appeals. She also questioned if the trustees had made a decision on the adult entertainment information that had been presented to them. There has been no action taken. Janice asked Duane Jenkins if he had set times for depositions on the zoning map. Duane stated that he was not to set times but that the trustees were to check into possible legal representatives for the township. He had gotten the name of a local attorney that practices township law but had not been able to contact him. He will have information by the next meeting and asked that the other trustees bring their information. Road Supervisor Report No report Open to the Floor Noah Hunter stated that the roads were better than ever and told Gary to keep up the good work. He asked who determines what is junk. He was told that the ORC set the requirements. AJ Singh thanked the trustees and Gary for fixing the gas station parking lot. He has received many compliments from customers. Harold Zager presented the trustees with a description of the duties of the road patrol person and asked if the township would share in the cost to reimburse for mileage. After a discussion on liability and cost, Mark Schwab moved to make a one time donation of $250 to the Northern Ashland County Wildlife Association to help cover the cost. Duane Jenkins seconded with roll call being Schwab and Jenkins-yes and Hickey-no. Harry (Bud) Jantz inquired about the Shooting Challenge. The Zoning Appeals Board had meet and approved the application. Rich Johnson advised that the alternate to the Zoning Board was not attending meetings and that there was someone interested in working on zoning. There was a discussion on the need to fill two Appeals Board positions as well as alternate positions. Mark Schwab will check with the alternate to see if there is a reason she has not attended meetings. Fiscal Officer stated that she would get an application for anyone interested in serving in a zoning position. Donna Riley asked if the minutes signed by Mark Schwab were approved and legal. Mark stated that he did not know and again asked the other trustees if they had any additions or corrections. They responded that they did not have any problems with the minutes. Donna asked if fire department vehicles and personal vehicles were inspected and by whom. She was advised that they are inspected by the State Patrol and by a representative on the fire department. Inspections had recently been completed and paperwork sent in for stickers. Mike Trull stated that he had turned in an invoice for landing lights for the fire department. Gary turned this over to the fiscal officer. Ron Blessing stated that the roadside mowing was looking good. He stated that he has been complaining about his neighbors junk for 5 years and has not seen anything done. Roy Phillips stated that he was confused about the intentions of the trustees concerning speed limits. He would like to know if they will be on all township roads and why the trustees are not moving forward. He was advised that they will be for all township roads and that at this time; ODOT has the final decision on setting limits. The trustees will check into this matter further. Duane Jenkins asked Ron Blessing if he was making a verbal ORC complaint. Ron stated that he had been making complaints for many years. Greg Palm stated that Station 2 needed to have phone lines so that reports could be sent there if they were needed. Mark Schwab moved to adjourn at 9:48PM with a second by Mark Hickey. Roll call all yes. October 15, 2007 Trustee________________________ Trustee_____________________________
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