January 17, 2005
The meeting was called to order at 7:30 p.m. by Chairman John A. Eberly. All trustees were present. Jeff Renner led the Pledge of Allegiance.
Motion by Eugene T. McCune, Jr. seconded by John A. Eberly to approve the minutes of the regular session of the Board of Trustees of January 10, 2005. VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed.
REPORTS:
Jeff Renner, President, Auburn Volunteer Fire Department, presented a list of runs for December totaling 47 calls, 18 of which occurred when the station was staffed. Mr. Renner also presented a year end report on rescue, fire and mutual aid calls. Mr. Renner noted that the squad committee should have a recommendation for the purchase of a new squad by the March AVFD trustee meeting.
David Wilmot, Road Superintendent, reported that the stormy, wet weather has kept them busy with flooded roads, snow and ice control and tree removal. A pre-construction meeting was held with the county engineer and the general contractor regarding the reconstruction and paving of Taylor May Road from Auburn Road to Route 44. Work includes tree removal and all drive pipes and road cross pipes being replaced. Notices to residents have been handed out.
Reilly Sweeping has been scheduled for cinder pick up the week of April 11,, 2005.
Approximately 250 tons of salt and 500 tons of snow grits/cinders have been used since December 1, 2005.
Dave has talked with the Dept. of Aging about doing a large item pick up day for residents over 60 as was done last year.
It’s time to start advertising for bids on road equipment and road materials.
Truck 16 has had transmission problems again. The truck is 6 years old with over 60,000 miles. Metal was found in the pan during the last transmission work.
Truck 15’s hoist plow frame was welded during the last storm. It also needed new hydraulic control cables and a lever handle.
The rest of the equipment is in good working order.
The salt storage facility is working out well. We have 300 tons of salt and 600 tons of snow grits/cinders mixed and in stock.
All the fire extinguishers were recently services in all of the township buildings, all the trucks and tractors.
We urge residents not to drop off any items other than recyclable items and to put them in the appropriate containers.
The road department would like to thank the board for the recent pay increases. Everyone is healthy and getting along well. They feel they had an excellent year working with the board and are looking forward to another year.
Eugene T. McCune, Jr. thanked everyone involved for the three years he spent on the Planning Commission. Mr. McCune reported that a Munn Road resident was able to get the identification of the truck that has been using his engine to brake and causing unnecessary noise. The information was given to the truck dispatcher who said he would take care of the problem. A notice was received saying that $51,625.60 has been collected in inheritance tax for the month of December from the Treasurer of Geauga County.
Motion by Gene McCune seconded by John Eberly to transfer inheritance tax in the amount of $51,625.60 from the General Fund to the Land Acquisition Improvement Fund. VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed.
Patrick J. Cavanagh did not present a report.
John A. Eberly did not present a report.
Denis D. Squire, Clerk, gave the trustees warrants, blanket certificates and purchase orders to sign. He presented the trustees with a copy of the estimated financial report. The Certificate of Estimated Resources has not been received from the Auditor’s office as yet.
ADAM HALL:
The trustees discussed the Adam Hall Part A bids which were received and opened last Monday. All the bids were more than 10% above the project estimate.
Motion by Gene McCune seconded by Patrick Cavanagh to reject all Adam Hall Part A project bids since they were in excess of 10% over the architect’s project estimate. VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed.
The trustees decided to remove the following items from the bid specs:
ITEM ESTIMATE OF COSTS
Fixtures and furniture $5,000
Carpet $2,000
Exterior landscaping design, material and labor $20,000
Interior signage and artwork $5,000
Ceramic tile $20,000
Wall covering $10,000
$62,000
The trustees discussed the effect that the removed items would have on the project cost. The trustees decided to have the masonry work around the air conditioning units as a deduct item in the bid.
Motion by Gene McCune seconded by Patrick Cavanagh to set the project estimate at $525,000. VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed.
The trustees set the dates to advertise Adam Hall Part A re-bid as January 18 and January 25, 2005. A mandatory pre-bid meeting was scheduled for Tuesday, February 1, 2005 at 7:00 pm at the Administration Building. Bids will close at 4:00 pm on Monday, February 7, 2005 and they will be opened during the Board of Trustees meeting that night at 7:45 pm.
Motion by Gene McCune seconded by Patrick Cavanagh to appoint Huntington Bank as the township’s Bank of Record. VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed.
Motion by John Eberly seconded by Gene McCune to appoint the News Herald as the township’s Notice of Record. VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed.
The trustees discussed Petersen Construction bills for Adam Hall work.
Motion by Gene McCune seconded by John Eberly to pay the following Petersen Construction invoices:
Invoice #3465 in the amount of $3,784.00 to cover 4 Seasons Insulation Co.’s blown insulation in all ceiling areas, faced fiberglass in ceiling, walls, windows and doors.
Invoice #3466 in the amount of $3,079.78 for labor and material for false beams.
Invoice #3467 in the amount of $5,478.76 for 2” x 6” ceiling joist and box steel beams and fire proof.
Invoice # 3468 in the amount of $533.50 for remove and install arched ceiling, north end of phase one.
The total is $12,876.04.
VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed.
The trustees discussed architect Tim Olland’s bills in the amount of $2,203.50 for 25 hours time and original printouts of the project detail manual and spec book. Another bill from
Tim Olland is for $69.90 for delivery service and plotting bond as billed to him from Thorson Baker & Associates, Inc.
Motion by Patrick Cavanagh seconded by Gene McCune to pay Tim Olland's invoices in the $69.90 and $2,203.50. VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed.
The trustees discussed the Uniform Accounting Network (UAN) users agreement for 2005.
Motion by John Eberly seconded by Gene McCune to adopt the UAN Users Agreement for 2005. VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed. (Copy attached to minutes.)
The trustees discussed road projects for 2005 and the following road sections may be chipped sealed :
Stafford Road - from Munn Road to Snow Road
Thorpe Road - whole length
Franks Road - whole length
Bartholomew Road - Munn Road to Route 44
Quinn Road - Taylor May Road to Bartholomew Road
Wing Road - whole length
Edwards Lane - whole length
Crackel Road - whole length
Valley Road - whole length
Fox Road - township line to Shaw Road
Motion by John Eberly seconded by Gene McCune to request a Resolution of Necessity from the Geauga County Engineer’s office for the chip seal projects as listed above. VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed.
The trustees will discuss asphalt road projects at the next meeting, on January 24, 2005.
Motion by Gene McCune seconded by Patrick Cavanagh to adjourn the meeting. VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed. The meeting was adjourned.