RECORD OF PROCEEDINGS
CANAAN TOWNSHIP TRUSTEES OF MADISON COUNTY OHIO
2015 REGULARLY SCHEDULED SESSION
Held: July 6, 2015 / 6:30 to 9:00 PM / Page 1 of 3The Canaan Township Trustees of Madison County met at the Canaan Township Building, 8055 US Highway 42 South, Plain City, Ohio 43064.
In Attendance: / Trustees: / Mark Ishmael, Don Schrock, Don WhitmerFiscal Officer: / Kimberlie Schrock
Visitors: / Eli Gingerich, Clarence Maxwell, Craig Morelock
Co-Chairman Whitmer called meeting to order. Roll Call: Schrock-yes, Whitmer-yes
Schrock made a motion, seconded by Whitmer, to approve the June 1, 2015, Regularly Scheduled Session Meeting Minutes and the June 12, 2015, Special Meeting to Pay Vendor Meeting Minutes.
Roll Call: Schrock-yes, Whitmer-yes. Original file copies were signed by all.
Administrative
The Trustees reviewed the Fiscal Officer’s June 2015 Activity Report. (See attached).
The Trustees approved with their signatures:
· June 30, 2015, Bank Reconciliation/Fund Balances Report - Fiscal Officer Schrock reported that we had no outstanding warrants. Whitmer asked if there was money in the checking account to cover the presented checks, to which Fiscal Officer Schrock responded “yes.” Schrock made a motion, seconded by Whitmer to approve the June 30, 2015 bank reconciliation. Roll Call: Schrock-yes, Whitmer-yes
· Resolutions:
§ Resolution 2015-6-2 (See Resolution Book) – To approve to spend no more than $300 for additional weed killer
§ Resolution 2015-6-3 (See Resolution Book) – To approve to pay Lee Miller Excavating $350 per grave prep at Big Darby Cemetery
§ Resolution 2015-6-4 (See Resolution Book) – To approve to spend no more than $9,000 to complete new tile flooring at the Township building
§ Resolution 2015-6-5 (See Resolution Book) – To approve to pay J Miller Excavating $7,510 to complete cleanup at Big Darby Cemetery
§ Resolution 2015-7-1 (See Resolution Book) – To approve miscellaneous expenses
Schrock made a motion, seconded by Whitmer, to approve all Resolutions.
Roll Call: Schrock-yes, Whitmer-yes
· Purchase Orders (74-2015 through 78-2015) and checks to cover payroll and non-payroll obligations. Schrock made a motion, seconded by Whitmer, to approve payroll and non-payroll obligations.
Roll Call: Schrock-yes, Whitmer-yes
Fiscal Officer Schrock gathered more information about CDs and emailed the Trustees with the following details on June 3, 2015. Any CD $100,000 or over is considered a Jumbo CD. The current rate for a 1-Year Jumbo CD is $0.75%. The current rate for a 2-Year Jumbo CD is 1.00%. Percent interest is compounded throughout the year. There is a 90-day interest penalty for early withdrawal. Richwood Bank calls early withdrawal a forfeit.
Fiscal Officer Schrock reviewed the open items on the June Action Items Register. Fiscal Officer Schrock reported that the Canaan Township Audit for the years ending 2013 and 2014 was completed on June 19, 2015. We should expect to receive a final report in the mid-July timeframe.
Health & Safety / A Healthcare Reimbursement Update conference call was held on June 2, 2015, at 10 AM. Participants on the conference call were Ross Baker and Jeffrey Hansen from Zane Benefits, Prosecuting Attorney Stephen Pronai, Matt DeTemple and Heidi Fought from the Ohio Township Association, President and CEO of Insurance Services & Consultants Evan Rogell, and elected officials of Canaan Township. After the call, Ross Baker emailed Mr. Pronai with integral information that is necessary in the Zane contract to protect the Townships from IRS penalties and language that would satisfy specific legal requirements. We have not received any further direction or information from Mr. Pronai regarding healthcare reimbursement beyond the June healthcare reimbursement.Fiscal Officer Schrock updated the Township meeting room bulletin board with pamphlets, provided by Mary Ann Webb, Madison County Health Commissioner, on a variety of health issues and concerns: radon testing, disasters and emergencies preparedness, Ohio WIC program, mosquito-borne diseases, tick-borne diseases, booster seats, homeland security, and infectious disease report.
RECORD OF PROCEEDINGS
CANAAN TOWNSHIP TRUSTEES OF MADISON COUNTY OHIO
2014 REGULARLY SCHEDULED SESSION
Held: July 6, 2015 / 6:30 to 9:00 PM / Page 2 of 3
Fire Nothing new to report
Zoning Ishmael is working with Dave Brand, Madison County Engineer, and Prosecuting Attorney Pronai on the necessary paperwork regarding the LeMasters property located at 8355 Plain City Georgesville that has an open foundation that needs filled. David Hughes, Madison County Zoning, will fill the open foundation as long as he has the necessary paperwork and authorization from the land owner, Mr. Nolan.
Roads Schrock reported that we are working on the second round of mowing. We have had 24 consecutive days of rain in June which has impeded mowing the ditches with the flail.
David Brand, Madison County Engineer, provided an estimate of cost for TR-37 Smith Calhoun Road 2.32 miles x 17’ to the Trustees for their approval/disapproval. After much discussion, Schrock made a motion, seconded by Whitmer, to spend $16,000 for the first phase of the Smith Calhoun Road project. Roll Call: Schrock-yes, Whitmer-yes.
The first phase of the Smith Calhoun Road project includes some leveling with hot mix asphalt prior to chip and seal. Several areas will be treated with the DuraPatcher machine to patch small potholes, add surface material to improve the road profile, and to add strength and flexibility to chronic soft areas prior to chip sealing. There will be no equipment cost or labor charged to the township for this work. Schrock will contact Levin Hutson, Madison County Engineer’s Office, to schedule the work.
The second phase of the Smith Calhoun Road project is to chip and seal the road. The second phase of the project will be discussed in December during 2016 budget considerations.
Cemetery Whitmer reported that J Miller Excavating completed clearing the trees and brush along the fence line at Big Darby Cemetery. This cleared area enhances the cemetery’s appearance and repairs some areas from erosion. After some discussion, Schrock made a motion, seconded by Ishmael, to spend no more than $150 on grass seed from Heritage Cooperative to complete this cemetery project. Roll Call: Ishmael-yes, Schrock-yes, Whitmer-yes.
Now that the clearing of trees and brush project is complete, Whitmer will contact Creamer Drainage to begin installing drainage at Big Darby Cemetery.
Before Trustees consider raising the price of digging graves for residents who live inside and outside of the Township, Whitmer requested Mike Boerger, President of the Madison County Township Association, provide a list of the fees all of the townships in Madison County charge for grave prep. Mr. Boerger will provide this information at the Madison County Township Association meeting in September.
Whitmer sold a cemetery lot to a couple from Hilliard, Ohio, on Friday, June 3, 2015. This couple requested to purchase a Personal Estate Columbaria, a granite memorial product for cremation memorialization. Whitmer brought it to the Trustees attention and requested their input and feedback. Schrock is in favor of this Columbaria and feels that it offers flexibility and beauty to cremation burials. Schrock also suggested that Big Darby Cemetery needs a designated area for cremation burials.
Building Eli Gingerich and Pete Hammond removed a couple of the dead ash trees in the Township lot. Ishmael will contact landscapers in Canaan Township for estimates and suggestions on trees to plant on the Township lot.
FO Schrock brought a couple of porcelain tile samples to the meeting for the new tile flooring project for the township building. Trustees chose the tile for the new flooring. Ishmael will contact Mike Gingerich, Gingerich Home Remodeling, to schedule a time this Fall to install the new tile.
Matheson Valley called to say that they would like to switch out our propane tank because
it looks bad and is rusty. The switch out of the propane tank is scheduled for July 14, at
9:30 AM.
CANAAN TOWNSHIP TRUSTEES OF MADISON COUNTY OHIO
2014 REGULARLY SCHEDULED SESSION
Held: July 6, 2015 / 6:30 to 9:00 PM / Page 3 of 3
Building (contd.) Ishmael purchased a new battery backup for the township office. The County parked their front end loader on our township property. Ishmael contacted Levin Hutson, Madison County Engineer’s Office, to ask them to please move the front end load bucket off of our grass so that it doesn’t kill our grass.
Miscellaneous Craig Morelock attended the meeting to provide the Trustees with pictures of the water hazard on Carters Mill Road and Hayden Run Road. Mr. Morelock, the Canaan Township Trustees, and the Board of County Commissioners of Madison County held their first meeting on June 29, 2015, at 11:00 AM at 7191 Carters Mill Road (just south of Hayden Run Road) to view and assess the area under petition. The next meeting is scheduled for
August 3, 2015, at 11:00 AM at the Madison County Commissioner’s Office, Courthouse, London, Ohio. The August 3 meeting will be the first hearing on the petition.
Clarence Maxwell, resident of Canaan Township, attended the meeting to ask the Trustees to consider rezoning the land east of Plain City Georgesville from agricultural to residential. After some discussion, Schrock requested that Mr. Maxwell bring an aerial view of the land and his proposal to the August meeting for further consideration.
Trustees reviewed Notification of Base and Yields for ARC/PLC from Madison-Clark County Farm Service Agency.
Schrock moved that the meeting be adjourned and Ishmael seconded. Roll Call: Ishmael-yes, Schrock-yes, Whitmer-yes. Meeting adjourned. The next Regularly Scheduled Session is scheduled for Monday, August 3,
at 6:30 PM.
Fiscal Officer / Trustee
Trustee