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Sullivan Township Trustee Attendance Mark Hickey Chairman Hickey called the meeting to order at 7:05 p.m. Followed by the Pledge of Allegiance Hickey asked if there were any checks out of the ordinary. Fiscal Officer stated yes there is three.
Hickey moved to pay the monthly bills Steele second Roll call all yes. Trustees signed check #20690 thru #20722 and signed Purchase Order #86 thru #97. Public Concerns Becky Rex was present to address the Trustees about the conditions of South View Cemetery the day of the burial of her sister. She stated it was the worst she has ever seen it and the grass were not cut and there were no boards placed on the ground for people to walk on with the grass being so tall and wet. She stated her whole family is buried there and if she would have known the conditions of the Cemetery they would have not buried her sister there. Becky stated whoever is mowing is not getting the job done and the Trustees need to sub-contract it out. Steele stated she has been the biggest stickler about the Cemetery and that it is to be kept in the best conditions at all times. Steele stated on Memorial Day she was very pleased about how it the Cemetery looked compared to the last 3 to 4 weeks. Becky stated she had talked to Steve the Road Superintendent and he told her the Trustees had told him not to mow because it would leave marks in the Cemetery. Steele stated she does not ever remember telling them not to mow because the issues was repairing the marks when the backhoe has been in the Cemetery for burials and seeding the graves. Fiscal Officer Report Steele moved to approve May 17, 2010 minutes Campbell second Roll call all yes Fiscal Officer turned in a letter addressed to the Trustees from the Ohio Department of Transportation District 3 of Ashland. Hickey read the letter concerning a Rural Consultation Process for local Government Officials. The letter asked for comments and recommendations to be turned in by August 6, 2010. Fiscal Officer will make copies for the Trustees to review and provide their comments and recommendations. Letter attached to the minutes. Fiscal Officer turned in an American Red Cross Shelter Agreement stating the Community Room is the shelter for Sullivan. Hickey will sign the agreement and make copies and turn it into the Fiscal Officer. Fiscal Officer gave copies of an invoice to the Trustees from Dexter’s about a Temperature Gage no cost. Hickey stated that we had purchased one that is at the garage and the invoice was on the warranty exchange. Fiscal Officer had the Resolution 050310-01 in support of the project of the National Gateway for CSX to move forward. Hickey requested it be brought to the meeting so the Trustees could sign the resolution for future reference if CSX should need it. Trustees voted and sign the resolution under their vote. Fiscal Officer stated she had received the invoice from Advance Drainage Systems and a customer purchase order was under Canfield’s name. Fiscal Officer stated she had not seen the drop off ticket showing when it was delivered to the Township. Hickey stated he had not seen them also. Fiscal Officer stated there is no check at this time for the invoice. Hickey stated there were culverts purchased in the past and he wants the Road Department to get a list together stating where all the culverts have been installed that the Township purchased. Hickey stated that the Trustees needs to review the culvert list while waiting for the opinion to come back from the Prosecutors Office. Campbell stated as long as he has been a Trustee the Township has never bought a driveway culvert for a resident. Hickey stated there was one purchased for Hanley on Twp. Rd. 462. Hickey stated the entire culvert pipe that was in the garage at the school was installed and he would like to know where it was installed at. Campbell stated it was all suppose to go into road culverts. Hickey will write an opinion up on the culvert repair and replacement and have it ready for the next meeting to be sent to the Prosecutors Office. Campbell asked when was there a motion made to install the culvert at Canfield’s because he noticed that it had already been installed. Campbell asked did the Township install it. Hickey stated he would have to ask the Road Crew. Campbell asked so there was not motion to install the culvert. Hickey stated there was probably was not a motion. Steele stated it was all part of the ditching repair and they took out the only entrance Canfield had to his field for the farm. Campbell stated there was no culvert there. Steele stated no there was not but that was the only way he had to get into the field. Campbell asked several times if Hickey and Steele told the Road Crew to order the culvert pipe. Hickey stated he did not. Steele stated that she contacted Canfield and informed him that he would have to purchase the stone and she did not know the difference in the price that he would have pay compared to what the Township pays for stone. Steele stated she did not have any private conversation with the Road Crew to order any culvert pipe she stated when things like that comes up she tells them to call Hickey. Trustees had a lengthy discussion about the water flow on Twp. Rd. 391 and Co. Rd. 500. The Advance Drainage System invoice was tabled until the opinion comes back from the Prosecutors Office. Fiscal Officer explained the Sarver Paving invoice to the Trustees and that it cannot used to purchase cold patch from the County. She stated it would have to be a separate purchase order because they are two separate venders. Fiscal Officer explained the purchase order for the county would have to be closed and two separate purchase orders opened one for the county and one for Sarver Paving and the funds will be split between them. Hickey stated close out the one for the County because he really was not happy with the product that they are getting because it is not holding up on the roads. Hickey stated open a purchase order for Sarver Paving to finish paying the invoice and that would be the end of ordering anything for now. Steele moved to enter into an Executive at 8:15 p.m. for Ohio Billing and Personnel issues Hickey second Roll call Steele yes Campbell yes Hickey yes. Campbell moved to enter back into the Regular Business Meeting at 8:25p.m. Steele second Roll call Campbell yes Steele yes Hickey yes. Hickey moved to have Ohio Billing continue to collect the outstanding bills. Campbell second Roll call Steele yes Campbell yes Hickey yes. Fire Department Report Chief Shelton informed the Trustees that on June 16, 2010 at 7:00 p.m. they are going to be doing a joint training at the Fair Grounds with Wellington, Rochester, and Ruggles-Troy. L.M.R.E. will be hosting a power line and transformer training. Chief Shelton informed the Trustees that last week Sullivan had a Mutual Aid call on Saturday with Ruggles-Troy Fire Department on Twp. Rd.791 for a serious accident and one of the helicopters pop a rock up and I hit the wind shield on 2701 the Command Unit. Steele stated she will notify the Insurance Co. Chief Shelton stated he does need to order a battery for the backup engine cost $35.00 and a set of X Large Suspenders and one new uniform shirt. The cost would come to approximately $100.00. Campbell moved that Chief Shelton can purchase the items up $100.00 Hickey second Roll call all yes. Chief Shelton informed the Trustees the hinged on the tool box on 2722 the Tanker will be repaired by the end of the week. Chief Shelton stated he was approach by a member from the Church across the street from the gas station and they explained that the event they held raised $200.00 and the money will be donated to the Fire Dept from the Youth Group. Chief Shelton stated that the Chief’s Association put together a Grant for radios but Sullivan was not picked to receive the Grant. He stated there were two Fire Departments that could afford the radios and those were Savannah because they are a private Department and Ashland City. Chief Shelton stated in July there is a meeting and they will have new paperwork to resubmit and try again for the radios. The Chief and the Trustees had a brief discussion on the radio issue.
Rowe turned in runs #42 thru #46. Rowe asked the Trustees if the Board had made a decision on his mileage that he turned in. Hickey informed Rowe that he stated he worked near the school and he would not be charging for mileage. Rowe turned in a public request. Fiscal Officer stated that she is in the middle of the Budget and it would have to be after that. Rowe stated that would be fine because it would be going from him to his attorney so it does not matter how long it takes. Zoning Report Skinner turned in a permit to the Fiscal Officer. Road Report Shinsky stated there was discussion about Mike Canfield’s culvert pipe being installed. Shinsky stated if Janice recalls she left a message on the garage phone, stating the Road Crew was to install Canfield’s pipe. Shinsky stated he called Steele back and talked to her and she told him to order Canfield’s pipe from ADS. On May 4, 2010 Shinsky stated she had asked Gary to go out and talk to Canfield about installing his pipe. Steele stated she asked Gary to contact Canfield because he was not contacted about anything being done out there. Shinsky stated he would not have ordered the pipe without any authorization from the Trustees. Steele asked Shinsky if he saved it on the answering machine he stated he did not but he probably does have it on his recorder. Shinsky stated Steele called on May 3, 2010 and talked about taking the truck in and Canfield’s pipe. In the same Trustee’s Meeting Steele stated the Township was going to buy the pipe and he was going to reimburse the Township for the pipe. Steele stated they were basing that on the culvert replacement policy. Shinsky stated Steele told him he had to put a 40’ culvert pipe in the ditch because there was never one there before. Shinsky stated so how can it fall under the replacement form. Steele stated it was discussed in a meeting. Hickey asked Gary how many culvers where installed in the Township and the resident has reimbursed the Township. Gary stated none that he knows of. Hickey asked what about Handley on Twp. Rd. 462 about two years ago. Gary stated they had bought their own pipe. Hickey asked if they filled out the replacement forms Gary stated not only new culvert permits. Shinsky wanted it made clear that he was told to order the pipe and he would have order it without being told to do so. Campbell stated Steele and Hickey said no one instructed the Road Crew to do anything. Campbell wanted to know why the trustees were not asking for their removal based on them purchasing material without the approval of the Board of Trustees. Steele stated she has no proof of who is right or who is wrong. Steele state she does not remember and if Shinsky has a recording of it then she did it. Shinsky stated if he does not have a recording of it then you did not do it. Steele stated she does not remember telling Shinsky to install the culvert pipe. Campbell stated that is why he has been pushing so when we the Trustees give any instructions to the Road Crew it should be in writing and that way the Township is and the Road Crew is covered. Campbell stated they passed a resolution to put that into affect and where is that form. Hickey state the Township has a form it’s called a Project Work Form. Hickey asked Shinsky if they ever filled one out for any culverts that was installed. Shinsky stated he does not want a Project Work Form he wants a work order form. Campbell stated that the form should have the instructions of what they are to do listed on it. Campbell stated that way the Road Crew cannot say the Trustees told them something different than what is on the work order. Campbell asked Hickey if he filled out the form and gave it to them to proceed with the Canfield project. Hickey stated he did not. Campbell asked why not you are in charge of the Road Crew so they went and performed a service without the Trustees knowledge according to board. Hickey stated there are a lot of times they do not call him. Hickey asked Shinsky if they have any work sheets of any of the jobs listing how much time has been spent on the job and if pipe was bought for it or bought for the job. Shinsky stated they have not bought any pipe for any job except for the Mike Canfield job. He also stated that he was instructed to buy the pipe and Canfield was going reimburse the Township. Shinsky stated if you look back in the May Trustees Minutes he was told by Steele that the Trustees had talked about the Canfield issue and he was going to reimburse the Township for the pipe. Shinsky stated that he don’t know how Steele can say she never told him to order and install the pipe because she stated in the meeting on the recording that she did tell me to order and install Canfield’s pipe. Hickey stated that they would have to go back and revisit this policy. Hickey asked the Fiscal Officer what the status is on the cell phones. She stated she was waiting for the paperwork for the Trustee to look over and sign and if she cannot get the one she has been dealing with then she would talk to someone else to get the phones. Hickey stated this way the questions and answers can be texted. Campbell stated then that would become public information. Hickey stated if is texted then it can be in black and white about the communications with the Road Crew. Hickey stated he and Shinsky do not talk much. Shinsky stated he calls and Hickey and he does not answer. He also stated that he leaves messages for Hickey and when he calls him back his phone does not ring it just tells him he has a new voice message. Shinsky stated he would rather talk to Hickey instead of listening to a message. Hickey stated we will use the project work form that we have. Campbell stated then we should have a list at the next meeting and the work order will be turned in as a public record. Campbell stated they should not do anything without the form unless it is an emergency situation. Hickey stated they should be mowing and not sitting around without a work order. Campbell stated that is a normal day to day operation. Shinsky asked about the Creeper they need because it is a heavy duty one that would be better because of him being a bigger guy. Hickey moved to approve the purchase of the Monster Creeper from D&B Tools for $135.00 Campbell second Roll call all yes. The Road Crew stated they have a lot of their personal tools at the garage so they can do their job because the Township does not have some of the tools they need. Hickey asked Shinsky what personal things belong to that you have in the garage. Shinsky stated that he has a leaf blower, Creeper, Rain Suit, Head Phones, and a 24’ Extension Ladder. Hickey asked Gary what personal tools are in the Township Garage that belongs to you. Gary stated that he has drill press, 2 drill bits, and a rain suit. Gary stated anything that is at the garage that has his initials on it is his. Hickey stated he has told Gary before to prepare a list of personal property he has at the garage. Fiscal Officer asked that a list be prepared for the next meeting of all personal tools that belong to the road guys. Shinsky asked the Trustees for supplies and materials that are listed below.
Hickey asked Gary if he was still taking a week vacation. Gary stated yes he was. Trustees had a brief discussion about how much #8 stone was put down on Twp. Rd. 391. Hickey stated there will be no purchasing of hot mix until further notice. Hickey asked where the 12” culvert pipe that was in the garage at the school was installed. Shinsky stated it was used for a ditch enclosure on Twp. Rd. 150 last year. Trustee Report Hickey stated there is an issue on Shinsky of filling his obligation according to the Job Description. Hickey asked Shinsky what job description you have. Shinsky stated he has the Part Time Job Description. Hickey stated there is one thing that needs to be straightening out with Shinsky. Hickey stated that Shinski used sick day in February that were not available to him. Shinsky stated he was part time but was working full time. Campbell asked Shinsky did you work full time Shinsky answered yes at least 40 hours all last year. Campbell stated if he worked over 32 hours per week then you cannot take the sick leave away from him. Hickey stated if the sick day stays as they are then he only has six days of vacation and 2.3 hours comp. left. Hickey stated according to opinion from the Prosecutors Office over the terms and agreements which ever Shinsky signed for they are the same thing. Hickey asked the Board how they want to deal with this issue. Steele stated they have the opinion that tells the Board what to do. Hickey stated on the advice from the Prosecutors Office that he moves to terminate the contract with Mr. Shinsky as Road Supervisor. Shinsky asked if he could have a copy of the opinion. Hickey stated no in the process of discovery your Attorney will be able to get it. Campbell asked Shinsky if the Board requested him to take a drug test the next morning and Gary drives him to the location would you take a drug test and he stated yes. Shinsky stated he personal took a drug test back when he was asked to go and he paid for the test with his own money and he states that he has the results at home. Steele asked Shinsky if he had the results of the drug test of the day that he was asked to go. Shinsky stated he did not go the day he was asked he went a couple of days later on his own. Steele stated she would like to hold off on his termination for right now. Hickey stated there was a motion on the table and he asked if there was a second. There was no second motion died. Hickey moved to adjourn at 9:35p.m. Steele second Roll call Steele yes Campbell no Hickey yes.
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