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Sullivan Township Trustees Attendance: Douglas Campbell, Chairman The meeting was called to order at 7:00PM by Chairman Douglas Campbell followed by the Pledge of Allegiance. Mark Hickey moved to approve the minutes of the December 3 meeting with a second by Duane Jenkins. Roll call Jenkins and Hickey yes, Campbell abstained. Mark Hickey moved to approve the minutes of the December 20 special meeting with a second by Duane Jenkins. Roll call Jenkins and Hickey yes, Campbell abstained. Mark Hickey moved to approve the minutes of the December 27 end of year meeting with a second by Duane Jenkins. Roll call Jenkins and Hickey yes, Campbell abstained. Duane Jenkins stated that he had not read the minutes of the January 3 meeting. Duane Jenkins moved to table the minutes until the next meeting with a second by Mark Hickey. Roll call all yes. Douglas Campbell moved to pay bills with a second by Duane Jenkins. Roll call all yes. The fiscal officer stated that the withholding checks dated December 31 should only be signed by Mark Hickey and Duane Jenkins. Announcements Douglas Campbell stated that Donna Riley had received several letters for the township to her address. She turned in the resolution by the county commissioners from the Ashland County Solid Waste District, letter from the Ashland County Recorder concerning filing of zoning regulation amendments, and the 2007 Township Highway Mileage Certification and 2007 bridge inspection from the Ashland County Engineer. Fiscal Officer Report Fiscal Officer Susan Denbow presented the December bank reconcilement to be reviewed. Douglas Campbell asked if all trustees could get a copy of the reconcilement. The fiscal officer stated that it is part of the monthly reports that the trustees receive. The trustees signed the reconcilement after review. Announcements: Fiscal Officer Denbow stated that the Fire Indemnity Board consisted of 2 members selected by the legislative body, 2 members selected by the fire department and 1 member selected by the other four members. Douglas Campbell moved to appoint himself and Duane Jenkins to the board with a second by Duane Jenkins. Roll call all yes. Fiscal Officer Denbow stated that the trustees needed to select the bank of deposit for the township per the state auditor. Douglas Campbell asked if the bank of deposit could be changed when Donna Riley took over as fiscal officer. It was stated that it would be more convenient for her to use a different bank. The fiscal officer stated that she did not know if it could be changed. Mark Hickey moved to name Chase Bank as the bank of deposit with a second by Douglas Campbell. Roll call all yes. Fiscal Officer Denbow presented the temporary appropriations to the trustees. She advised that she had set up to pay Gary Hollingsworth from the road and bridge fund and Paul Lower from the gasoline fund. Douglas Campbell moved to pay as stated with a second by Mark Hickey. Roll call all yes. Douglas Campbell moved to approve the temporary appropriations with a second by Duane Jenkins. Roll call all yes. Fiscal Officer Denbow presented a spending request for $100 from Peggy Skinner for zoning supplies from Irwins. Duane Jenkins moved to approve with a second by Douglas Campbell. Roll call all yes. Fiscal Officer Denbow presented a request from the fire department to send Keith Rowe to EMT training. The department had approved up to $700 to pay for the class and books. Mark Hickey moved to approve the expenditure with a second by Douglas Campbell. Roll call all yes. Zoning Inspector Report Janice Steele turned in her written report. Janice asked if she could purchase a digital voice recorder to be used by her and the zoning boards. Duane Jenkins stated that it would be addressed later in the meeting as it was on the agenda. Duane Jenkins asked if a Jim Nixon had come to Janice concerning a permit. She stated that he had requested an addition. He had asked if he could bring in a trailer and add it to the back of the existing one. She had told him that this could not be done. Duane asked if he was upset and Janice stated that he did not seem to be at that time. Duane asked Mark Hickey about his conversation with Mr. Nixon and Mark told him he could not recall the exact conversation. Duane then asked if Denny May Jr had a permit for a barn. Janice stated that she thought he had been issued one and could check on it. Duane asked that all conversations concerning these issues be documented and copies be given to him. Road Supervisor Report Gary Hollingsworth reported that he would like to do some ditching on Twp Rd#150 if the weather holds. He stated that there was a culvert that needed to be replaced to help with the water flow. Douglas Campbell stated that he could not make any decisions on the roads until he could ride around them with Gary to address the most important issues first and to make plans. Mark Hickey stated that there was a tile on Twp Rd#391 that also needed to be replaced. Fire and EMS Report No report Trustee Reports Mark Hickey stated that no correspondence had been received from Wells Fargo Mortgage concerning the problem with a driveway culvert. They had been notified of the problem as they had an interest in the property. Mark requested reimbursement for the cost of mailings for $27.61. Douglas Campbell moved to approve the reimbursement with a second by Duane Jenkins. Roll call Campbell and Jenkins yes, Hickey abstained. Mark Hickey stated that he had received a call from a Martin Cooper of Digital Mapping Services about updating records on the fire department. Their records indicated two fire departments for Sullivan and he had explained about the similar names SVFD and SVFE, Inc. Douglas Campbell stated that it should be checked with the state so that information does not go to the wrong people. Mark Hickey presented the quote from Jakes Lawn Care to renew the contract. Douglas Campbell stated that he would like to bid it out for the best price. Duane Jenkins agreed and stated that they may have to check into making it an in house responsibility. Mark Hickey stated that Mr. Cowhick was trying to sell his property (known as Custom Automotive) and wanted to know if the in home occupancy transferred with the property. Janice stated that it would depend on the conditions of the original permit. Mr. Cowhick turned in a copy of the original permit that he had located. Janice stated that she would be able to check on it and get back to him. He stated that he had an interested party but the sale would depend on the transfer of the permit. Duane Jenkins stated that the township should purchase a digital video camera to record important meetings, property conditions, etc. to make a permanent record. He moved to spend up to $700 to purchase a camera. Douglas Campbell asked that he amend the motion to $1000 to include downloading capabilities. Duane amended his motion to $1000 to purchase a video camera with a second by Douglas Campbell. Roll call all yes. Douglas Campbell moved to purchase a digital voice recorder up to $100 with a second by Duane Jenkins. Roll call all yes. Douglas Campbell stated that he had talked with Phyllis Bauer about returning to the appeals board and she had agreed. Douglas Campbell moved to reappoint Phyllis to the Zoning Board of Appeals with a second by Duane Jenkins. Roll call all yes. Douglas Campbell turned in a copy of his appointment to the Water Authority Board. Douglas Campbell stated that the records room furnace was still not repaired. Duane Jenkins stated that a switch may have been turned off. Douglas Campbell moved to contact HVAC companies for estimates with a second by Duane Jenkins. Roll call all yes. Mark Hickey stated that the roof on the records room may also need repairs. Douglas Campbell asked for a motion to send a letter to the prosecutors office to inform them of the status of the fire department-that it is a township run department. Mark Hickey made the motion to do so with a second by Duane Jenkins. Roll call all yes. Douglas Campbell stated that he would like to get started on the process to bid the chip and seal. He asked Mark Hickey if there was a plan. Mark Hickey stated that he did not have the list of roads with him but would bring it to the next meeting. Douglas Campbell read a letter received by Mike Trull of the fire department from a party interested in purchasing fire truck 2713 for $7000 to restore. Mike stated that the person purchased and restored older fire apparatus. Douglas Campbell stated that the township could not sell to an individual and he did not want to make a decision that might have an adverse effect for the new fire chief. Douglas stated that it was something that was not at the top of his list since this was the first meeting of the year. Douglas Campbell stated that the road department personnel needed to review the LTAP trainings available and notify them if they were interested in attending any of them. Douglas Campbell stated that he would like to check into purchasing a copy machine for the township community building so that copies could be made at meetings. Douglas Campbell asked about the second key to the PO box as it had not been on the ring of keys he had received. The fiscal officer stated that she had one key and that the second one should be on one of the trustees key rings. Douglas stated that if the key can not be found, the box lock will have to be changed. Douglas Campbell stated that he did not have a key to the lock on the records room inner door. He stated that he felt it should be double locked. Duane Jenkins moved to double lock the records room with a second by Mark Hickey. Roll call all yes. Douglas will purchase a lock for it. Douglas Campbell asked about keys to the township garage and was given a key by Mark Hickey. He stated that he had heard that the fire department was fueling from the Ohio Fuel Stop and stated that they had not been authorized to do so. The fiscal officer advised that due to the locked garage, the squad had been fueled after a run. Mark Hickey stated that he had found out that to purchase fuel from them, all that was needed was a tax exempt form which had been given to them. Douglas Campbell stated that he would not sign a check for fuel purchased at the Ohio Fuel Stop that had not been approved unless it was an emergency. Mark Hickey stated that he would like it noted that if department equipment has engine failure, warranty would be voided due to use of off road fuel (red fuel). Douglas Campbell stated that it would be noted. The garage key was given to Greg Palm of the fire department for fueling purposes. It was asked about stamping the key as Do Not Duplicate. Youngs Lock Shop in Elyria can do this. Open to the Floor Ron Blessing stated that he still had to look at the junk bus next door being used as storage. John Kiley asked when the trustees would be bidding the mowing contract and was told it would probably be in February. He thanked the board for allowing him to do the work for the last two years. Mark Hickey stated that he had done a fine job. Mike Trull asked the trustees what their intentions were for 2713 since it would cost $7000 to repair and recertify the pump and its market value was maybe $500. Mark Hickey stated that it was a good training and parade truck. Duane Jenkins stated that they would wait for the new fire chief to make a decision. Greg Palm advised that 2711 was at Findley Fire for repairs to the foam system. Dispatch had been notified and mutual aid departments had been advised. Robert Palm stated that the reason for the repairs to 2711 were to get the truck certified to pass inspection and to be able to use the foam system. He reported that they had responded to 9 squad calls, 2 fire calls, and 1 MVA in the month of December. Douglas Campbell asked if the department could have a written report for the meetings. David Spieker asked why the meeting minutes were not read aloud at the meetings. Douglas Campbell stated that the trustees receive copies prior to the meeting to save time at the meeting. The minutes have to be approved by the trustees before they can be made public. Mr. Spieker asked about the junk issue that had been brought up at the end of the year. Duane Jenkins stated that it was still pending and that he would check into it. Mr. Spieker asked if there was an end of the year summary that he could get a copy of. The fiscal officer advised that as soon as the report is sent to the State Auditors Office, a notice will be placed in the paper and she would make a copy for him. Donna Riley asked if the new video camera will be kept by the fiscal officer and signed in and out. The trustees will come up with a policy. Donna turned in a copy of her UAN training registration. Richard Johnson asked about the check for the conservation club. The fiscal officer advised that it was sent to Bud Jantz along with his zoning pay. Bud had informed her that he was missing some mail that contained the checks. (Bud has since informed the fiscal officer that he has found the missing mail) Mr. Johnson also gave a report on the road patrol that he did during hunting season. Bud Jantz stated that the new zoning resolution book should be ready soon. Douglas Campbell stated that a public hearing needed to be held on the zoning map. This will include sworn testimony from those with knowledge about the map. Peggy Skinner stated that the original zoning map had been turned over to the trustees on August 6, 2006 but they had not received any copies of it. The fiscal officer advised that it was in the records room. Peggy stated that the zoning board would like to review at their next meeting prior to a public hearing. Mark Hickey asked Gary Hollingsworth about the issues he was having with the grader since it had been repaired. Gary stated that something is not right with it. He is having trouble with controls, shifting and the hydraulic line is still leaking. He contacted them before Christmas about these issues. He is to follow up on this and their payment will be held until the grader is fixed. Paul Lower requested a copy of the map that shows the water flow in the township. He was advised that he could contact the Soil and Water Division about this. He stated that he knows there is a map in the records room. A resident stated that he would like to see special meetings posted on the community sign. He stated that many residents don’t read the paper every day and this is a good way to inform them of important meetings. Mark Hickey stated that he would like to see a newsletter sent out soon. Mark Hickey moved to adjourn at 8:53PM with a second by Duane Jenkins. Roll call all yes.
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