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Sullivan Township Trustee Attendance Duane Jenkins Chairman Jenkins called the Meeting to order at 7:00 P.M. Followed by the Pledge of Allegiance. The meeting is being taped for the benefit of the Township. Campbell moved to pay the bills Hickey second Roll call all yes. Trustees signed checks #20205 thru #20218 Ed Mexiner was present to explain that CSX Railroad plans to remove the bridge on Twp. Rd. 150 and replacing the bridge on Twp. Rd. 391. Letter is attached to the minutes. Trustees opened the Chip and Seal Bids. Lytle Construction LLC was awarded the bid. Cost $425,475.50. The bid was under the county engineer’s estimate of $480,000.00. Ed Mexiner reviewed the paperwork and he will fax the Notice to Proceed to the State on Tuesday. Fiscal Office checked with Auditor of State and there are no Findings for Recovery against Lytle Construction LLC. Public Concerns Carole Stasick asked Chief Shelton about 16 qt pot that was loaned to the Fire Department from Ko No Co. for the pancake breakfast. Chief will check in the kitchen after the meeting. James Wolfe turned in mileage and bills for paramedic class that will end in February. Campbell moved to table his request until Friday, September 4, 2009 Trustees Meeting. Hickey second roll call all yes. Tami Heilem from Lutheran Social Services of Northern Ohio was present to ask the Trustees if they can use the Community Room starting in October. They want to distribute food to people in Sullivan that cannot afford food. This would be the third Friday of every month. The Fire Department has volunteered to let them in the room. Campbell moved to let Heilem use the Community Room to distribute the food. Jenkins second Roll call all yes. Fire and EMS Report Chief Shelton informed the Trustees that the Life Pack cost is $12,000.00. The FDA went out to the companies that produce the Life Packs and AED. They do spot inspections and the waiting period for delivery is 12 to 16 month. Chief Shelton explained that the Township purchased a Life Pack 12 and they delivered a Life Pack 10 and the Department already has one. He explained that the company will pick the unit up and convert it over and it will be put into service. Chief Shelton advised they are having some internal problems and they are being investigated. Hickey suggested getting surveillance cameras for Station 1, Station 2, the Garage, and the Records Room. Chief Shelton stated that he agrees, and he will get quotes and submit them to the Trustees. All the Trustees are in favor of purchasing cameras. Zoning Report Peggy Skinner turned in a request form for a legal opinion to be sent to the Prosecutors Office on Jonas Miller. Hickey moved by Resolution to send the request for a legal opinion. Campbell second Roll call Hickey yes Campbell yes Jenkins yes. Fiscal Officer signed the request form. Skinner turned in her August report. Road Report Steve Shinsky asked the Trustees if he could order one load of cold patch for Twp. Rd 150. He was advised that he could but the cold patch should only be used on Twp. Rd. 150,391,462, and 350. Ed Mexiner informed the Trustees that there is a list of fifteen contractors that was notified or saw the ad and asked for more information but Lytle Construction was the only one to put a bid in for the Twp. Rd. 391 Project. Mexiner stated he had reviewed the bid package and it does look acceptable. He recommended that the Trustees accept Lytle’s bid. Mexiner stated that the Trustees would need to make a Resolution to accept the bid. Campbell moved by Resolution to accept Lytle Construction’s Bid and to proceed with the 391 project. Hickey second Roll call Campbell yes Hickey yes Jenkins. Jenkins stated they would take a five minute break to retrieve the information that Mexiner needed for the Request to Proceed. The Project number CP391N. Jenkins announced they were back from the break and continues the meeting. Mexiner stated that Jenkins is listed on the Grant Request as the Chief Exertive Officer and he is responsible for signing the paperwork. Mexiner advised the Trustees that the Notice to Proceed will be sent to the Township from the Ohio Public Works Commission. Fiscal Officer will take the contract to the Prosecutors Officer for them to review. The Trustees thanked Ed Mexiner for all his time and help Fiscal Officer Report Fiscal Officer informed the Trustees of a Public Hearing with Ashland County Planning Commission that will be held on October, 7- 2009 at 7:00 p.m. at the Family and Agriculture Center. The meting is being held to hear about hearing the amendments to the Ashland County Subdivision regulations. The notice is attached to the minutes. Presented the trustees with Registration Form from the 2010 Census Bureau they need to be filled out and signed by the trustees. Jenkins stated he would like the Prosecutors to look the form over before signing. Fiscal Officer will deliver the forms to the Prosecutors Officer. Fiscal Officer informed the Trustees about a letter from the Ashland County Engineers Office. It was for the grant loan and funding applications for the Ohio Public Works Commission and the issue 1 program that needs to be submitted by September 25, 2009 at 4:00 p.m. Jenkins signed the Road Crews Time Sheets. Fiscal Officer informed the Trustees that she had filed the Levy at the Board of Elections after the Prosecutors Officer and the Auditor signed off. Fiscal Officer informed the Trustees that they would have $97,000.00 for chip and seal and they would have to spend wisely. Hickey stated that they need to cut back and not do the whole 7 miles. He suggested that the trustees do the roads that are ready. Campbell stated he was not conformable spending that kind of money at this time. Hickey moved to Chip and Seal the following Township Roads.
Campbell second Roll call Hickey yes Campbell yes Jenkins yes. Quotes attached to the minutes. Fiscal Officer asked for a Resolution to accept the 2010 Budget. Campbell moved by Resolution to accept the 2010 Budget Jenkins second Roll call Campbell yes Hickey yes Jenkins yes. Campbell moved to table a Workers Compensation claim until Friday’s meeting so the Trustees can review the paperwork. Trustee Report Hickey stated he talked to the Prosecutors Office about the drainage problem on Twp. Rd. 150 and there was nothing else that they can add until the Trustees decide on what to do. The Prosecutors Office thought they should set a meeting with all concern parties. Then send the legal opinion to their office. Hickey stated that the board has the legal opinion and the paperwork from Soil and Water on this issue. Campbell asked Hickey if he wanted a public hearing. Hickey suggested a special meeting with everyone on Twp. Rd. 150 and all parties can observe the drainage problem. Jenkins stated the Trustees would hold a public hearing not a special meeting. Campbell stated if you have a public hearing the Township would need to send certified letters to all adjoining property owners to notify them of the meeting and the reason for the meeting. Campbell moved to adjourn at 9:15 p.m. Hickey second Roll call all yes.
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