Trustees Meeting Minutes March 2011

HARRISON TOWNSHIP TRUSTEES MEETING
March 21, 2011

CALL TO ORDER:

Chairman Paul Welsh called to order the Regular Trustee Meeting of March 21, 2011 at 7:00pm at the Township Hall, 2746 Weigand Road, Lockbourne, Ohio.  Attending were Trustee Keith Peters, Trustee Doug Clark, Fiscal Officer MaryAnn Elliott, Assistant to Fiscal Officer Suzanne Trego, Fire Chief Eric Edgington, Zoning Inspector Joe DeFelice and Roads Superintendent Kevin Hulse.  Also attending the meeting were Firefighter Jonathan Schmidt, Dana Schmidt, Laura Bray, and Edmund Amick.

ACTION ON MINUTES:
March 7, 2011 Regular meeting:  Mr. Peters moved and Mr. Clark seconded a motion to approve the minutes of March 7, 2011.  All in favor.  Motion carried.

FIRE CHIEF’S REPORT:
Eric went over the attached Chief’s Report.
Jonathan Schmidt, the new full time firefighter was introduced to the Trustees.  His start date is March 27, 2011.
Eric introduced Laura Bray and Edmund Amick who he would like to hire as part time firefighters starting March 27, 2011.

RESOLUTION 11-22

A RESOLUTION TO APPROVE THE HIRING OF LAURA BRAY AND EDMUND AMICK AS PART TIME FIREFIGHTERS BEGINNING MARCH 27, 2011. 

Mr. Clark moved and Mr. Peters seconded and the Trustees voted with three yes votes to approve R11-22.

Eric needs approval from the Trustees to apply for a grant to resurface the back lot.  The Trustees all agreed that he should apply for this grant.

ZONING INSPECTOR:

1. Joe suggested that the Trustees appoint Jerry Wylie as the Harrison Township representative to the JEDD Board.  Joe will ask him to attend the next meeting so the Trustees can meet him.
2. Joe called Gary from Pandora Grain regarding the dust.  They are planning to pave the entrance as soon as the weather allows.  They will also keep a water truck on site to water down the road if needed.
3. MaryAnn presented copies of letters from the Pickaway County Health District, David Cummins and the Prosecutor’s office.  All of these letters were the result of complaints and requests made by David Cummins.  Another letter from the Circleville City Council invites all elected and appointed officials to attend a training session to identify potential violence at public meetings.

ROAD SUPERINTENDENT:

1. Kevin received quotes from Shopes and RSC for two new tires for the mowing tractor.  The Trustees decided to purchase the Firestone tires from Shopes for $634.36.
2. The potholes have all been patched.  The guardrails on Bulen Pierce need to be replaced. 
3. We need material for the berms.  He has a quote of $4.50/ton.  He will get 40 ton to start.
4. The paint is chipping off of the bed of the GMC.  They will repaint the inside of the bed tomorrow to make it right.
5. Kevin will miss the last meeting of April and first meeting of May for softball games.
6. Kevin and Bob went out to add gravel in front of Danny Bailey’s mailbox last Friday.  He called again on Sunday and complained that no one had been out.  His mailbox is actually in Madison Township.  Mr. Clark will call him.
7. Kevin asked for input on what to do with the things being added at gravesites that are not allowed.  The Trustees told Kevin to put a copy of the Rules and Regulations at the gravesite asking for the things to be removed within ten days.  If they are not removed, then he should remove them and leave a copy of the rules there.

  
HEARING OF VISITORS:     None.

OTHER BUSINESS:

1. Mr. Peters went out to look at the ditch problem on northern Lockbourne Eastern last week after he received a call from a resident.  He spoke with Anthony Neff and Clark’s office and suggested that we at least clean out the driveways and the ditch because the people at the north end are getting too much water.  Some of the residents are draining their sump pumps into the ditch.  Clark’s office is going to check into what has been done and get back with Mr. Peters.
2. Mr. Clark met with Barbara Gilbert to have her sign the document for the Lockbourne Eastern ditch project.  She refused to sign and stated that she will not sign.
3. Mr. Peters shared information from the Pickaway County Trustee meeting.  The main focus of the meeting was the health department.  The State Board of Health has said that the Pickaway County Board of Health has misspent over $800,000.00 and they want it back although they had been audited showing no problem.  This money will come from the villages and townships.
4. Mr. Welsh said that a resident had questioned him about the township paying the health insurance for the firemen and their families.
5. A discussion took place regarding acquiring a podium and having visitors address the Board of Trustees individually rather than allowing visitors to talk at anytime during the meeting and to offer opinions when others were addressing the board.

RESOLUTION 11-23

A RESOLUTION TO PURCHASE A PODIUM FOR VISITORS TO USE WHEN ADDRESSING THE BOARD, RESTRICT EACH VISITOR’S SPEAKING TIME TO THREE MINUTES PER MEETING AND TO FOLLOW ROBERT’S RULES OF ORDER FOR THE MEETINGS. 
Mr. Peters moved and Mr. Clark seconded and the Trustees voted with three yes votes to approve R11-23.
 
FISCAL OFFICER’S REPORT: 
The time cards were presented for the Trustee’s initials.
MaryAnn shared the proposal from Fireproof.  They will pack, pickup and deliver our old ledgers, payroll records and minutes, scan them and copy them to CDs.  The estimate for this is $1502.30.  The Trustees suggested that we include the cemetery deeds.

RESOLUTION 11-24
A RESOLUTION TO HIRE FIREPROOF TO SCAN AND COPY ALL OF OUR OLD RECORDS THAT WE ARE REQUIRED TO RETAIN.  
Mr. Peters moved and Mr. Welsh seconded and the Trustees voted with three yes votes to approve R11-24.

RESOLUTION 11-25
A RESOLUTION TO APPROVE AND PAY THE ATTACHED LIST OF BILLS AS THE LAWFUL OBLIGATIONS OF HARRISON TOWNSHIP.  
Mr. Clark moved and Mr. Peters seconded and the Trustees voted with three yes votes to approve R11-25. 

ADJOURNMENT:
With no further comments and all scheduled matters attended to, Mr. Clark moved and Mr. Peters seconded the motion to adjourn the March 21, 2011 Board of Trustees Meeting at 8:25pm.

HARRISON TOWNSHIP TRUSTEES MEETING
March 7, 2011

CALL TO ORDER:

Chairman Paul Welsh called to order the Regular Trustee Meeting of March 7, 2011 at 7:00pm at the Township Hall, 2746 Weigand Road, Lockbourne, Ohio.  Attending were Trustee Keith Peters, Fiscal Officer MaryAnn Elliott, Assistant to Fiscal Officer Suzanne Trego, Fire Chief Eric Edgington, Zoning Inspector Joe DeFelice and Roads Superintendent Kevin Hulse.  Trustee Doug Clark arrived at 7:25pm.  Also attending the meeting were Firefighter Shawn Davidson and residents DeLynn Peters, James Burke, Brian Eddy, Duane Warnock, Disey Sweeney, Dorothy Green, Randy Crosby and David Cummins.

ACTION ON MINUTES:
February 22, 2011 Regular meeting:  Mr. Peters moved and Mr. Clark seconded a motion to approve the minutes of February 22, 2011.  All in favor.  Motion carried.

February 22, 2011 Mediation:  Mr. Clark moved and Mr. Peters seconded a motion to approve the minutes of February 22, 2011.  All in favor.  Motion carried.

FIRE CHIEF’S REPORT:

1. Eric went over the attached Chief’s Report.
2. Eric reported that the Ashville Mens’ Club have offered to pay $1200.00 toward a new ice machine for the fire department.  The cost of a new machine is $2240.35.  The Firefighter’s Association will pay half of the remaining cost of $520.00.  Mr. Peters moved and Mr. Clark seconded a motion that the Trustees pay half of the Fire Department’s cost of the ice machine (approximately $260.00) from the general fund.  The Trustees voted with three yes votes to approve the motion.
3. Eric presented paperwork showing the six candidates who applied for the job of full time firefighter with information regarding how they scored on the different areas of testing using the new hiring process.  Jonathan Schmidt ranked the highest in overall testing and was Eric’s recommendation for the full time position.

RESOLUTION 11-19
A RESOLUTION TO HIRE JONATHAN SCHMIDT AS A FULL TIME FIREFIGHTER BEGINNING AS SOON AS POSSIBLE. 
Mr. Peters moved and Mr. Welsh seconded and the Trustees voted with two yes votes to approve R11-19.

ZONING INSPECTOR:
Joe played a taped recorded message from David Cummins where he threatened a lawsuit against Joe, the Trustees and the Zoning Commission if Joe didn’t enforce the zoning rules against Pandora Grain.  After receiving this message, Joe called the Prosecutor’s Office and was told because there is a thirty day period from the time the Trustees approve the amendment and the date it becomes effective, anything that should have been brought to the Trustee’s attention regarding the re-zoning of the property should have been brought to their attention within that thirty day period.  Mr. Peters had also spoken with the Prosecutor regarding this issue and received the same information.

HEARING OF VISITORS:

1. David Cummins asked for the Trustee’s attendance records.  MaryAnn had printed out the page of the minutes showing the attendance for each meeting from January 2005 to present.  There were 121 pages at .05 each for a total of $6.05 which he paid.  He also asked for the Trustee’s certificates showing their Sunshine Law training.  Mr. Peters explained that only one elected official on the board needed to have Sunshine Law training and that Suzanne Trego had met this requirement.  Mr. Welsh and MaryAnn Elliott will be attending a class on the Sunshine Law on March 28, 2011.
2. James Burke complained about the mud and dirt on Duvall Road.  Joe will check the records to see if Pandora Grain is required to provide a low dust roadway.
3. Brian Eddy asked if the Trustees could get information on the final ruling of the Duvall Road project.  The Trustees stated that they have tried to get an answer, but ODOT and the county engineers still have not decided where the road will intersect with 23.  Brian also asked Joe why Pandora Grain has not started building the retaining walls at the property.  Joe stated that as soon as the weather improves he will be checking to see that they begin.  
4. Duane Warnock complained about the weight of the trucks.  Mr. Welsh stated that the Sheriff’s Department said you can’t enforce the weight limits when it’s hauling farm product.  Mr. Warnock said that is for farmers hauling from the field, not being transported from storage units.  Mr. Welsh explained that the Highway Patrol doesn’t have the manpower to operate the scales on Duvall Road and the Sheriff doesn’t have enough scales to do it.  He recommended that Mr. Warnock talk to the Sheriff.
5. Disey Sweeney stated that many of the trucks have plates from out of state.  

 
ROAD SUPERINTENDENT:

1. Kevin reported that the Board of Elections visited and have requested that we remove the threshold permanently.  They also require eight feet on the side for van handicapped parking.  We have five feet now.  Kevin suggested that we have the black top sealed so we can restripe it with one permanent handicapped space and have a temporary handicapped space on election days only.
2. Kevin had a price quote for shirts at $10.00 and $11.00 and the Trustees told him to go ahead and get them.
3. Kevin will be attending a pesticide re-certification class on March 9th.
4. There are several areas where the roads need to be repaired and/or resurfaced.  Mr. Peters said one of the Trustees will go out with the Roese Brothers Paving to look at these areas and get a bid for the work.
5. Kevin said they have been removing grave blankets and cleaning up the cemetery.
6. Four signs have been taken, posts and all, between Thursday night and Friday morning.
7. Kevin will get bids for two tires for the front of the mowing tractor.  
8. Kevin requested March 10th and 11th and March 25th off as vacation days.

OTHER BUSINESS:

1. Randy Crosby was here to inquire about the summer job at the cemetery.  Mr. Peters asked him to check back around the middle of April.
2. DeLynn Peters presented a draft for constructing a township website.  One benefit would be having our minutes, meeting dates and times, zoning fees, cemetery fees, etc. available to the public.  It would also give the public an easy way to know who to contact with a question or concern.  DeLynn is willing to do the work of gathering and writing the information and she will get an estimate of the cost to have the website built.  Mr. Clark moved and Mr. Peters seconded a motion for DeLynn Peters to get a proposal as to the cost of establishing a township website.  All in favor.  Motion carried.

FISCAL OFFICER’S REPORT:

1. MaryAnn read the email response from Local Waste Services regarding the mediation.  The Trustees had asked Local Waste Services to credit the account of Meadowbrook Village for $1750.00 which was approximately half of the disputed amount.  Local Waste Services agreed to $1595.17 and issued a credit for that amount, stating that the difference was billing fees collected by the Village of Ashville.  MaryAnn recommended paying the difference of $154.83 from the general fund.  Mr. Peters moved and Mr. Clark seconded the motion to pay the $154.83 to Meadowbrook from the general fund and the Trustees voted with three yes votes to approve the motion.
2. MaryAnn presented the February Checking Account Statements for the Trustees review and initials.
3. The time cards were presented for the Trustee’s initials.
4. MaryAnn proposed the adoption of a records retention schedule regarding the handwritten minutes and audio tapes from the Trustee meetings.

RESOLUTION 11-20
A RESOLUTION TO ADOPT THE ATTACHED RECORDS RETENTION SCHEDULE WHICH ALLOWS FOR THE DESTRUCTION OF THE HAND WRITTEN MINUTES AND THE AUDIO TAPES ONCE THE TYPED OFFICIAL MINUTES HAVE BEEN APPROVED AND SIGNED.  
Mr. Peters moved and Mr. Welsh seconded the motion and the Trustees voted with three yes votes to approve R11-20.

RESOLUTION 11-21
A RESOLUTION TO APPROVE AND PAY THE ATTACHED LIST OF BILLS AS THE LAWFUL OBLIGATIONS OF HARRISON TOWNSHIP.  
Mr. Clark moved and Mr. Peters seconded and the Trustees voted with three yes votes to approve R11-21. 

ADJOURNMENT:
With no further comments and all scheduled matters attended to, Mr. Peters moved and Mr. Clark seconded the motion to adjourn the March 7, 2011 Board of Trustees Meeting at 8:35pm.