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Sullivan Township Trustee
Hickey announced the meeting is being taped for the benefit of the Township. Hickey moved to table the March 1, 2010 minutes until the next meeting with the corrections Steele second Roll call all yes. Hickey announced he would like to hold off on paying the monthly bills until after the Executive Session Steele second Roll call all yes. Hickey moved to enter into Executive Session at 7:10 p.m. to discuss the legal opinions they received from the Prosecutor’s Office and personal issues that has developed in the past week, and to transfer the Fire Department Records to the Fiscal Officer to be put into the Records Room. Campbell second Roll call Campbell yes Steele yes Hickey yes. Fiscal Officer informed the Trustees that Mr. Meyers had to leave to go look at another job but he did leave the information and quote for the surveillance cameras. Hickey moved to enter into the Regular Business Meeting at 8:05 Campbell second Roll call Steele yes Campbell yes Hickey yes. Hickey stated that the opinion that the trustees requested asked if the Zoning Board of Commissions and the Zoning Board of Appeal are required to release their opinions to the Trustees. Hickey stated no, they do not have to give their opinions to the Trustees because they are a separate entity and the Prosecutors Office represents the Trustees and the Boards and they are officers of the township even though they are appointed. Hickey informed Hartman that his statement was correct when he refused to give the opinion to the Board of Trustees. Hickey stated that the second opinion we requested was Can the Road Crew be paid out of the Road Fund if they respond to an emergency call while they are on Township time? Hickey stated if it is part of the contract it is a fringe benefit and it is legal to pay them out of the Road Fund while on an emergency call if they choose to go. Hickey stated that the Personnel Issues would have to wait until the proper people are present at the meeting then they will go into Executive Session to discuss the issues. He also stated that no decisions can be made at this time. Fiscal Officer asked the trustees if the Zoning Board of Appeals can have a copy of the opinion and Shinsky asked the trustees if he could have a copy of the of the opinion on the Road Personnel. Campbell moved to make the two legal opinions public record and waive the Attorney/ Client Privilege Hickey second Roll call all yes. Shinsky made the copies. Public Concerns Brent Canfield from Smart Digital was present to explain what his company and product can do to serve the needs of the township by installing surveillance camera. Mr. Canfield turned in a portfolio with the information about the cameras and his quote. Fiscal Officer stated she will make copies for the Trustees. Fiscal Officer gave the Trustees a letter from Meyers Electric that was giving to her. Hickey opened the letter and it was the same thing in the packages that Mr. Meyers had left for the Trustees earlier. Hickey asked the Fiscal Officer if she had received anything from Knox Locks she stated no. Fiscal Officer will call them on Tuesday. Hickey stated they will make a decision on the cameras at the next Trustees Regular Business Meeting on April 5, 2010 at 7:00 p.m. Rich Johnson asked if anyone had put a Drug Policy together. Hickey stated Jenkins was to draft a policy two years ago. Rich asked Steele if she would put one together she stated that she will add it to her list. Rich stated when the Drug Policy is in place there would be no excuse why anyone should not go to be tested if they are called. Hickey stated the policy would have to pass the with board’s approval. Steele stated it will take a while because she would like to get sample policies from other places. John Kenny asked about getting a light installed on the corner of C.R. 681 and US Highway 224 for a safety reasons. Steele stated she will contact Kevin he is engineer at L.M.R.E. and ODOT. Steele explained the process of how it is determined if a light goes in or not. But if they deem it to be a safety issue then they would suggest a light to be installed. Hartman wanted to apologize to Hickey because he was unprofessional at the last meeting when they were discussing the mandated issue of going to seminars. Hickey thanked him and accepted his apologized but he did not think it got out of hand. Paul Allen and Hickey had a discussion about the holes in the road on Twp. Rd. 150. Hickey explained that the drainage problem would have to be taken care of first or they would have trouble with the holes in the road. Hickey stated the road will be repaired. Paul Allen asked for all of the Elected Officials phone numbers and the Fiscal Officer gave him the phone numbers at the meeting. Shinsky wanted the minutes to reflect that on March 8, 2010 that he had asked Hickey if he could order stone not cold patch to repair the holes on Twp. Rd. 150. Hickey stated he misunderstood him. Shinsky presented a letter to the Trustees that he read about Hickey not letting him order materials to repair Twp. Rd. 150 He also stated that he had received complaints from residents about the road problems. Letter attached to the Minutes. Hickey asked Shinsky why they do not fill out a Call Log for resident’s complaints. He also stated that if something comes up and he needs to contact that person or call the information should be on a log sheet. Shinsky stated he did not know anything about a Call Log Sheet. Shinsky stated all the calls that are made are made from his personal cell phone. Hickey and Campbell asked Shinsky why he did not have a Township Cell Phone. Fiscal Officer explained what happened to the phones. She stated that two of the phones that Gary’s and Paul’s were using would not work anymore because of water damaged. Rich Johnson asked if there were any plans for Twp. Rd. 150. Hickey asked Shinsky if they had any 411’s in the yard Shin sky stated there is about 6 tons. Hickey stated they could contact Archer and have him deliver 25 tons to the township and the road Crew could grade it out with the grader. Rich also asked if there was going to be any chip and seal done this year. Hickey stated not at this time because they need to take care of Twp. Rd. 350 because it is breaking up in some places. Hickey moved to post the Stone Bids in the Ashland-Times Gazette paper and use the same ad they have been using in the past and the Bids will be opened on April 19, 2010 at 7:00 p.m. at the Trustees Regular Business Meeting Steele second Roll Call Campbell yes Steele Hickey yes. The ad will run three times once a week. Fire Report Chief Shelton informed the Trustees that a letter came addressed to Fire Chief Cindy Benner Shelton Fire Department with the Fire Department address. Chief Shelton will send the letter back to the sender. Chief Shelton informed the Trustees that a motion was made to pay $1000.00 for Dale Muetzel to attend Paramedic Class. Muetzel gave the Fiscal Officer the information and he will be attending Clark State Community Collage the cost of the class is $628.20 he will become a Paramedic in nine weeks because he is an RN now on Med Flight. Fiscal Officer will check to see if they will take a Purchase Order if they do not then Muetzel will pay for the class and the Township will reimburse him for the class when he present an invoice to the Township. EMS Report Rowe announced since the last meeting they have had four squad calls one was a mutual aid with Polk. Rowe announced they are receiving the survey’s back and the ratings in the Department is very good and he read some of the comments stated on the surveys about what can improved. One of survey’s stated that when that’s a great for our township and it is good for the residents to know that we have a very good ambulance service. Rowe stated that the patient signed the survey. Rowe read a few of the other surveys that were all good input. Rowe gave the run sheets to the Fiscal Officer #16 thru 19 and the dates March 8 thru March 15, 2010 Chief Shelton announced the Cub Scott Pack will tour the Fire Station on Tuesday at 7:00 p.m. Zoning Report Skinner was absent due to an illness. No Report at this time. Road Report Shinsky gave the Trustees a list of cross over pipes that are in needs of repair. The cross over pipe on Twp. Rd.391will need two pipes cost $1700.00. Shinsky stated the culvert at 383 Twp Rd. 391 the culvert pipe needs to be replaced and the cross over pipe needs to be replaced and the ditch is being obstructed by the debris. Hickey would like the Board to review the letter they received from the prosecutor’s office for the ditch on Twp. Rd. 150 and send a letter to the property owners if they can get a response from him by the next meeting. Hickey stated he will get a hold of the property owners and talk to them by the next meeting. Shinsky stated the other cross over pipe north of 498 Twp. Rd. 391 needs to be replaced. Hickey stated that two pipes can be used on that section and this project can be completed because of the water flooding the road. Campbell asked if they had the pipe for the jobs. Shinsky stated they have enough to do one job. Shinsky will have the road closed for two days. Fiscal Officer will post the closing in the paper when Shinsky notifies her. Steele suggested that Shinsky notify Wendy Canfield of the road closing because she is a nurse on call 24 hours. Shinsky will notify the bus garage also. Hickey stated 25 tons of 411’s should be enough to get started on the repairs for the culverts. Hickey asked how much funds are still available on the Purchase Order for stone. Shinsky stated about $7364.00 and they would need stone for repairs on Twp. Rd. 150. Shinsky asked about getting 50 tons of cold mix. Hickey asked if they will be using some on the culvert repair on Twp. Rd. 391 Shinsky stated yes. Steele moved to purchase 50 tons of cold mix at the county rate. Hickey second Roll call all yes. Fiscal Officer Report Fiscal Officer informed the Trustees that a Health Department Meeting will be held on March 25, 2010 at 7:30. Hickey stated he will be attending because he is the Chairman of the Board of Trustees. Hickey stated he has paper from the Health Department from last year showing Jenkins did not attend as the Chairman. Notice attached to the minutes. Fiscal Officer informed the Trustees she received information from Data Solutions offering to scan our Township Documents into a digital format but this can be very costly. Normal rate is $.07 per image. Steele turned in a letter addressed to her from Williamson Law Book Co. The Township already gets the Law Books from a Company named west. Fiscal Officer gave Walker Hartman a copy of the Public Notice that was in the paper for the Hawley/Clifford Hearing for the Zoning Board of Appeals records. Notice attached to the minutes Fiscal Officer announced she will have a Web Seminar on March 19, 2010 from 12:00 to 1:00 for OPERS. Fiscal Officer asked the Trustees if the grass in front of the Records Room could be removed and stone put down because of mud and it would not have to be mowed. Hickey stated he will donate a piece of liner that can be put down and then the Road Crew can put #411’s down and then #57 and the liner will help keep the stone from going into the mud. Fiscal Officer stated she needed a Resolution to make the Temporary Appropriations Permanent. Campbell moved by Resolution #031510-01 to make the Appropriation Permanent Hickey second Roll call Campbell yes Steele yes Hickey yes. Fiscal Officer advised the Trustees they had a copy of the 2010 CDBG Grant Application and it needs to be filled out by April 22, 2010 it can be used for sidewalks, roads and the roof at the school. Copy attached to minutes. Fiscal Officer gave the Trustees copies of the people who wanted to make an appointment to look at the Roof at the school. Copies attached to minutes. Fiscal Officer informed the Trustees the Township checks have been order and there was a change on them at the top right corner it will state Void after 60 days. Fiscal Officer gave the Trustees a quote that Gary had on a Dump Truck. Fiscal Officer had Duane Jenkins Records Request that he had asked for on March 1, 2010 at a Trustee Regular Business Meeting but he was not present at the meeting to receive them. Fiscal Officer did call him to let him know they would be at the Meeting. Shinsky asked the Fiscal Officer for copies of all his time sheets after they were signed by Hickey. Shinsky asked the Trustees if the Road Department can have the copier that the Fiscal Officer has when she gets the new one. Trustees stated yes but they will need to wait for her to receive the new one. Fiscal Officer will get prices on copiers. Trustee Report Steele stated everything was covered as far as the light on C.R. 281 and US Highway 224, the Roofing Contracts, Polices, and the Grants that she is working on. Steele stated she would need to check with Hickey’s schedule for two appointments that are set up for the Contractors to look at the Roof. Steele stated she will contact the other three Contractors. Campbell stated with it being so late he does not have anything at this time. Hickey stated he talked with Mr. Mexiner and he purposed having a vacating plan put in place for Twp. Rd. 150 project south side of the tracks. He wanted to know if the Trustee would discuss the possibility of asking the Engineering Company to include a vacating plan for that part of Twp. Rd. 150 from Twp. Rd. 391 to vacate that stretch of road east of the Cemetery. Hickey stated that he thinks it would be a good ideal and he will let Mr. Mexiner and the Engineers know there decision. Campbell asked who they would ask to vacate the road Hickey stated they will be asking the Engineers that will be doing the paperwork to bring Twp. Rd.150 out to Twp. Rd. 391on the south side of the tracks with all the conjunction of all the planning they will also have to prepare and present an application to vacate that stretch of the road that will become a driveway for the property behind the Cemetery. Hickey stated there is one parcel that needs to be clarified before the vacating process begins. Campbell moved that the trustees recommend that proposal. Hickey second Roll call all yes. Hickey will contact Mr. Mexiner about the Board’s decision Fiscal Officer informed the Trustees a lady called wanting to know how much it would cost to open a grave so the family can move their father to West Virginia where their mother is buried. The Trustees stated the cost would be the same for opening and closing cost $500.00. Hickey stated there would have to be a hold harmless agreement policy written that Sullivan Township will not be held responsible for any damages to the vault. Hickey advised everyone that the issue with the EPA about the burned house on C.R. 281 that was taken down. He stated there are no notification processes for single family units or private units and no lead abatements for single family homes so there should not be a problem out there. Fiscal Officer asked Hickey if he had a letter from the EPA. Hickey stated no, that he got his own information from Dan Sowry from EPA and he referred him to the information on the Website. Fiscal Officer asked if she was to relay the information to the Zoning Inspector. Hickey stated he would when Skinner is present at a meeting. Hickey asked if everyone had looked over the bills. Campbell questioned the invoice for $592.90 to Fink for the repair for the two speed motor on the Red Dump Truck that it had been tabled. Hickey stated it was something that had to be taken care of. Hickey stated the invoice for $673.00 was for the repairs on the Pickup Truck and an invoice from Advance Cylinder for $325.00 will be coming in for the repair of the lift cylinder for the White Dump Truck. Campbell moved to pay the monthly bills Steele second Roll call all yes. Trustees signed checks #20560 thru #20579 and Purchase Orders #54-10 thru #59-10. Hickey asked the Board about buying snow blowers and plows. Hickey stated at this time it would out the question because winter is coming to an end. The Trustees all agreed Hickey stated to the Road Department now that they are aware of the Call Log Sheet they are to document calls that are made from a cell phone or land line and to list the calls as follows. Who they called the reason for the call and who they spoke with. This will be recorded as part of their weekly paperwork to be turned in to the Board of Trustees. Hickey told Shinsky in the Job Description it states if they go out to work after hours you are to notify the Trustees for approval before going out. Steele stated it is not that it is in the Job Description but it is a safety issue so the Trustees know that you are out there in case something happens. Hickey agreed it is a safety issue. Shinsky asked about Mrs. Piper’s culvert. Hickey stated he will go and see her. Hickey asked the Board about the culvert issue Campbell stated the way it has always been done if it is impeding the road then you would have to charge the resident for the pipe, stone, labor and use of the machine. They would have reimbursed the Township because we cannot pay to put people’s culverts in. Hickey asked Shinsky if there were any ditching projects planned for that area. Shinsky stated not at this time but we do have another ditching project they will be starting Wednesday on Twp. Rd. 150 up from Mr. Schwab’s house. Hickey stated he would like to see the ditching started at 638 Twp. Rd. 150 where Gary started two years ago and never got it finished and it is getting worse. Shinsky stated Gary was calling to have OUPS flag the location. Hickey stated he would like to see that done first. Hartman asked if he could get ditch dirt. Shinsky will get him the form. Hickey explained to Hartman he would have to draw a map on the back of the form of where they are to dump the dirt. Shinsky stated he would like to start a list for people who wants dirt like it was it the past. Hickey stated when they are ditching on Twp. Rd. 150 they are to take it to who wants it on that road since it will be the nearest location instead of wasting time taking it somewhere else. Hickey moved to adjourn at 9:45 Steele second Roll call all yes
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