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Sullivan Township Trustee
Campbell announced that the meeting is being taped for the benefit of the Township. Steele moved to approve October 3, 2011 minutes Hickey second Roll call all yes. Campbell moved to approve October 14, 2011 minutes Steele second Roll call all yes. Steele moved to approve October 17, 2011 minutes Hickey second Roll call all yes. Campbell asked the Fiscal Officer if there were any bills out the ordinary she stated yes. There was a check that needed approved for the law suit to Duane Jenkins for $13,000.00 for the first year installment payment Steele second Roll call all yes. Fiscal Officer read the letter from the attorney stating when the remaining payments are to be made. Letter attached to the minute. Campbell moved to pay the check for $13,000.00 to Duane Jenkins. Steele second Roll call all yes. Steele moved to pay the monthly bills Hickey second Roll call all yes. Trustees signed checks #21424 thru #21448 and Purchase Orders #106-11 thru #108-11 and Reprint and closed Purchase Order #69-11and signed Then and Now Purchase Orders #109-11 thru #110-11. Campbell signed the Road Crews time sheets. Fiscal Officer Report Fiscal Officer informed the trustees they had copies of a letter from the Post Office stating that no one would need to pay for a permit number or the postage for bulk mailing any longer because now the flat rate for bulk mailing in Sullivan Township would be $146.83 and taken to the New London Post Office to be mailed. Fiscal Officer informed the trustees that they have copies of the certificate for the underground tanks at the gas station. Fiscal Officer also stated that the trustees have copies of the legal opinion that Zoning Inspector Skinner sent to the Prosecutors Office. Steele stated she thinks the opinion should be released to the Zoning Inspector, the Zoning Board of Commission and the Zoning Board of Appeals. Hickey moved to release the opinion only to the Zoning Inspector, and both Zoning Boards Steele second Roll call all yes. Fiscal Officer informed the trustees about the Winter Conference on February 8th thru 11th 2012. Hickey stated that he will be attending and he would take care of all his accommodations. Fiscal Officer stated that everyone can decide after the Nov. 8, election that are interested in attending. Fiscal Officer gave the trustees a copy of Fire Departments up dated roster that Gary turned in and she gave them the list of everyone that had turned in their Driver Guidelines paperwork to. Hickey turned in his Driver Guidelines paperwork. Fiscal Officer stated she had a letter dropped off to her before the meeting from Duane Jenkins that was addressed to the trustees to be read at the meeting. Fiscal Officer read the letter titled Back Ground Check and Drug Test. Letter is attached to the minutes. Hickey stated he wanted the record to reflect that he did take the drug test the first time and he stated it must have come back negative. Campbell stated he wanted the record reflect that Hickey refused to take the second drug test and left before the Fiscal Officer could give him the paperwork to report to the Aims Clinic. Fiscal Officer asked the trustees who would be running the Motor Vehicle Reports and would the trustees get copies of the reports and would they be asking for them in a public meeting or call the Fiscal Officer and ask for a copy of some ones driving record. Steele stated in her opinion those records well be confidential in their personnel files. Steele stated as a board of trustees we are allowed and it is our duty to look at the records but if the public makes a request see employees records to then their private information would be redacted. Steele stated in order for the Fiscal Officer to run the reports there is a form she would need to fill out. Steele stated she thinks she has the form called Request for a Motor Vehicle Report and if she does she will email it to her. Hickey stated he also has the form and he will fax it to the Fiscal Officer. The Fiscal Officer will be the one running the reports. Steele stated we would have to give the list to OTARMA and if there are any violations we would have to inform them of it. Steele stated by doing this it would give us a 12% discount on our insurance and that would save approximately a $2000.00 yearly. Steele stated the fee for running the reports is $5.00 and we will get that back from OTARMA. John Kenny and the trustees had a lengthy discussion about the Motor Vehicle Reports. The trustees agreed they would need to send for a legal opinion on the Motor Vehicle Reports that would be in their personnel file. Campbell moved by Resolution #110711-01 weather or not a Motor Vehicle Report on any of our drivers in their personnel file can be consider a public record that can be given to anyone that ask for it. Hickey second Roll call Steele yes Hickey yes Campbell yes. AJ from the gas station turned in a check of $1000.00 for the November rent. Road Report Gary was not present at the meeting. Fiscal Officer gave the Road Report Fiscal Officer gave the trustees a copy of a list that Gary turned in of all his personal belongings he has at the township garage. Fiscal Officer informed the trustees that Gary was asking for 100 tons of Salt Grit Mix. Archer & Son’s price was $22.50 per ton and Willowvale’s price is $23.00 per ton. Trustees agreed since Archer & Son was our supplier they should be hauling the material. Hickey moved to purchase100 tons of Salt Grit Mix at $22.50 and that Archer & Son would haul the material. Steele second Roll call all yes. Hickey and the trustee discussed the dust bond to be put on the roads after the grindings was put down and he also stated that Lorain County Rural Water called him and wanted to know about their tap. Hickey asked if it is being stored in the building. Riley stated yes and they should be putting the dust bond down this week. Fiscal Officer stated Gary was asking for 500 tons of grinding/millings at $13.00 per ton delivered. Campbell moved to purchase 500 tons of grindings/millings at $13.00 per ton delivered. Steele second Roll call all yes. Zoning Report Skinner was not present for the meeting due to family medical issues. Fire Department Report Fire Chief Hollingsworth was not present at the meeting. Fiscal Officer gave the Fire Report. Fiscal Officer gave the trustees copies of a quote for $209.00 from A&M Fire for Fire Extinguishers and the Cabinets for the gas station because they don’t have any. Campbell moved to spend up to $220.00 for the Fire Extinguishers and the Cabinets for the gas station. Hickey second Roll call all yes. EMS Report EMS Chief Rowe was not present at the meeting. Fiscal Officer gave the EMS Report. Fiscal Officer informed the trustees that Rowe dropped off the run sheets the ordinals for the township and the copies to be mailed to Ohio Billing and other information to give to the trustees. Campbell moved to spend $500.00 for the set up and the monthly fee for electronically online EMS Hickey asked if the Wi-Fi Hot Spot Device would be secured. Campbell stated yes. Fiscal Officer informed the trustees that they have two quotes from Physio Control one was for $5,398.35 to add the technology to our existing equipment or a new monitor with the new technology for $27,659.62. Steele moved to spend up to $5500.00 to add the technology to our existing equipment. Campbell second Roll call all yes. Fiscal Officer informed the trustees if we upgrade our phones with Verizon we can get the Wi-Fi Hot Spot Device free plus we would get five free phones two military and three regular cell phones. The Wi-Fi would cost $42.99 per month with this service the EMS Department will be able to send the reports directly to Ohio Billing and the Fiscal Officer will still get the original run reports. Campbell moved to upgrade the Verizon system Steele second Roll call all yes. Campbell stated he would like to see a military phone in the squad 2737. Trustee Report Hickey stated they never came up with a solution with the tap from the water company or what to tell them. Campbell stated he has a water board meeting Wednesday and he will inform them that we will need it for two more weeks. Trustees agreed that would be fine. Steele stated she would like to get an ad in the paper for snow plowing drivers because we need to have them in place. Steele asked the Fiscal Officer if she could run the ad from last year she stated she would. Steele moved to place an ad in the paper twice for extra snow plowing drivers for the season. Hickey second Roll call all yes. Steele stated she has completed the Litter Cleanup Grant Application for the fiscal year 2012 and there were a few changes from last year. Campbell asked if the grant is for the entire cleanup or just for the tires. Steele stated it was broke down as far as the tires, mailings and printing. Steele stated they need to come up with something so it don’t get out of hand like it did last year. She stated when the first trailer for the tires is full that’s all of the tires we can take and you would have to show proof that you are a resident of Sullivan Township. Steele stated the paperwork is due on November 14, 2011 and she needs the trustee’s approval to send it down to ODNR. Steele stated she will send it by certified mail to make certain they received it. Campbell moved to authorize the Fiscal Officer and Steele to sign the Litter Cleanup Grant Application. Hickey second Roll call all yes. Steele stated the repairs on Twp. Rd. 391 is completed she also stated that Rich Johnson contacted her and expressed that the repairs was done and it looked very good. Steele stated now the repairs are completed. Campbell stated he didn’t have anything for the meeting tonight. Campbell moved to adjourn at 8:45 Hickey second Roll call all yes.
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