May 2, 2005   

 

The meeting was called to order at 7:30 p.m. by Chairman John A. Eberly.  All trustees were present. Mr. Robert Hallbom led the Pledge of Allegiance.

 

            Motion by Eugene T. McCune, Jr. seconded by Patrick J. Cavanagh to approve the minutes of the regular session of the Board of Trustees of April 18, 2005.  VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed.

 

            The trustees enjoyed being presented with Mrs. Wilma Brown’s excused absence from her doctor!

 

REPORTS:

            Frank Kitko, Jr., Zoning Inspector, presented the following report for April:

 

Permits/Applications	Month Total	Year Total
Agriculture/Other Exemptions	2	5
Commercial, New Building		1
Commercial Remodeling		1
Commercial Sub Lease	4	3
Culvert/Ditching		6
Industrial Fence	1	1
Industrial Signs	1	1
Residential Accessory Bldg. under 160 SF	2	3
Residential Accessory Bldg. over 160 SF	4	5
Residential Addition	3	12
Residential Deck	1	1
Residential Fence	1	1
Residential Sign	1	1
Residential Signs, temporary building construction	5	9
Single Family Dwelling	9	19
Swimming Pool Above Ground	1	1
Variance/Conditional Use	1	1
TOTALS	36	71

 

            Mr. Kitko was sworn in by Mr. Eberly and signed a public official bond which will be in effect beginning on 5/1/2005 and ending on 5/1/2009.  Mr. Kitko was asked about LaDue Landings which is in the preliminary stage now. They have not asked for his signature as yet.

            The printer for the GIS system in zoning has outlived its expected lifetime. He requested a new printer at a cost of $208.00.

 

            Motion by Eugene T. McCune, Jr. seconded by Patrick J. Cavanagh to approve the purchase of a printer for the zoning office at a cost of $208.00.  VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed.

 

            Mr. Kitko asked permission to host the June 8^th Zoning Inspector County-wide meeting. Mr. Eberly pointed out that Frank initiated the program and he should be proud of the success of it. Dave Dietrich of the Planning Commission will be the guest speaker and the topic will be agricultural caretaker permits. There is a loophole that needs closed.

            There is a flickering light in the zoning office that needs attention.

            Condolences were extended to Frank on the death of his sister-in-law.

 

            Dave Wilmot, Road Superintendent, presented the following report:

He thanked the AVFD for their help in removing trees during the recent storm. The two departments worked thru the night to keep the roads open.  Mr. Eberly congratulated the road department for their efforts and he stated that the fire chief called the trustees to say what a great effort was put out.

            500’ of guardrail was installed on Valley Road. Fences will be moved on Taylor May so the road can be widened. Cinder pick up was completed. 130 tons of asphalt has been used on Valley, Stafford, Bartholomew and Crackel Roads. 25 tons of cold patch has been used.            A road inspection was made in the subdivision, Stonewater, off Crackel Road.  This will add another couple of miles of road for us to maintain. Dave will be inspecting drive pipes on Quinn Road. Many may need replaced so the drainage can be corrected. Notices will be sent to the residents that they may need to purchase new drive pipes at their cost. The work is slated for the first 2 weeks of July and should take 2-3 weeks. Brush hog work has begun and will continue all summer

            Equipment is in fair to good shape. Hydraulic line replacement and repair has been an issue. Several thousand dollars has been spent in the last 2 to 3 years on hydraulic lines. Most of the lines on the grader need replaced now. There are around 200’ of line on the grader alone. Dave is getting quotes on equipment and inventory to be able to do the work in-house. It looks like around $3000 for everything. It would save money in the long run.

            Some headstone footers will be installed and winter damage will be cleaned up in the cemeteries. There is a tree that should be removed in Maple Shade Cemetery.  Dave presented quotes for tree work at Adam Hall and the house next door, Stafford Road, and Maple Shade Cemetery.

 

            Motion by John A. Eberly seconded by Eugene T. McCune, Jr. to approve the quote from Dash Tree Service, Inc. of $2200 to remove pines at Adam Hall that are close to the new addition to the building. All stumps to be ground where accessible and chips, logs and stumps removed.  VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed.

 

            Motion by Eugene T. McCune, Jr. seconded by Patrick Cavanagh to approve the quote from Dash Tree Service, Inc. of $700 to remove a tree that is leaning against the house by Adam Hall.  All stumps to be ground where accessible and chips, logs and stumps removed.  VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed.

 

            Mr. Jeff Renner, President of the Auburn Volunteer Fire Department, and Robert Hallbom were present. They reported a burn down scheduled for May 15 near the e-check on Munn Road. They are checking on a dry hydrant for Stonewater subdivision. There will be a meeting June 14 at the planning commission regarding Fireside Estates. The fire chief should attend. The trustees will notify the AVFD when the time of the meeting is set.

            The annual Agreement between the Board of Trustees and the AVFD was presented for signatures. Mr. Eberly stated that the trustees are pleased with the timeliness and manner in which information has been handled by the AVFD. Not only a yearly budget but monthly budgets have been presented 12 times each year. All purchases are kept within the scope of the budget.  Further, the new squad was purchased after five years of budgeting for it. The trustees thank Dan Matsko and all the fire department staff.  Good grants have been applied for and received. The trustees discussed the fire contract. The fire department is funded by levies. No money from the general fund goes to the fire department. The County Prosecutor’s office has approved the contract.

 

            Motion by John A. Eberly seconded by Patrick Cavanagh to enter into agreement with the Auburn Volunteer Fire Department to pay the corporation $408,000 for their services.  There will be three equal payments of $136,000 each on May 1, 2005, September 1, 2005 and December 31, 2005. The contract will terminate April 30, 2006.  VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed.

 

            The trustees signed (3) contracts. One for our files, one for the AVFD, one for the County.

 

            Eugene T. McCune, Jr. reported that last week’s Memorial Day Committee meeting was cancelled due to the power outages and the snowstorm. It was reset for May 9^th at 7:00 p.m.

 

            Thanks to Mia Moore, our rep at the Illuminating Co. for prompt service when notified by Gene of a downed live wire. The trustees would like to have her address a meeting and update us. Gene talked to Orwell Gas about natural gas generators. Gene would like to bring a gentleman in to discuss generators as well.

 

            Patrick J. Cavanagh noted that Time Warner bought out Adelphia Cable. He spoke to Lisa Mikol there and they will take into consideration expanding into more areas of Auburn.            Scott Barren talked to P.J. about an Auburn person filling a vacancy on the recreation board. Mr. Barren will attend a meeting to discuss this.

 

            John A. Eberly discussed Roadside Clean-up Day rescheduled for May 7^th. We are hoping for good scout participation.

 

            The trustees signed the contract authorizing the work for the bathrooms and the handicap parking at Adam Hall. This is the portion of the work for which we received a $49,300 grant through the Community and Economic Development Department.

 

            Susan Plavcan, Clerk, asked the trustees to review and make any changes necessary on our OTARMA renewal.  She presented a current financial, warrants and purchase orders for signatures. The Auburn Garden Club asked for permission to update the Admin. raised beds in front of the building. The trustees have no objection. 

 

            Motion by John Eberly seconded by Eugene T. McCune, Jr. to authorize the clerk to record supplemental adjustments of appropriations between line items within the same fund.  VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed.

 

            Motion by John Eberly seconded by Eugene T. McCune, Jr. to  authorize the Geauga County Auditor’s office to direct deposit all distributions to Auburn Township to Huntington National Bank. This will be in effect until further written notice.  VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed.

 

            The trustees discussed compensation for Susan Plavcan’s work as Clerk.

 

            Motion by Eugene T. McCune, Jr. seconded by John Eberly to pay Susan Plavcan for two hours per day per week (10 hours per week) compensation for work performed as Clerk. VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed.

 

            Motion by Patrick J. Cavanagh seconded by John Eberly to award the contract for the Asphalt Resurfacing of Edward Lane to Ronyak Bros. Paving Co. for $44,490.00.  VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed.

 

            Motion by Patrick J. Cavanagh seconded by John Eberly to encumber $44,490.00 from the 1000-330-360 fund to pay for the Asphalt Resurfacing of Edward Lane by Ronyak Bros. Paving Co.  VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed.

 

            Motion by John Eberly seconded by Patrick J. Cavanagh to award the contract for the Cement Stabilization and Asphalt Repaving of Section B of Quinn Road to Shelly & Sands, Inc. for $164,502.80.  VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed.

 

            Motion by Patrick J. Cavanagh seconded by Gene McCune to encumber $164,502.80 from the 2031-330-360 fund to pay for the Cement Stabilization and Asphalt Repaving of Section B of Quinn Road by Shelly & Sands, Inc.  VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed.

 

            The trustees received one Road Maintenance/Equipment Rental bid for the period 5/3/05 through 5/2/06. It was from Szoka Excavating. His bid bond is on file from last year.

 

            A contract was received from Gillmore Security for the Town Hall. The trustees will review it in more detail before signing it.

 

            The trustees signed two cemetery deeds for the cemetery sexton.

 

PUBLIC COMMENT:  Jack Trethewey and Frank Kitko noted that there is a hose and fittings company on Route 82 west of Route 44 that Dave may want to check out as a source.

            Motion by John Eberly seconded by Eugene T. McCune, Jr. to enter into Executive Session at 9:04 p.m. to discuss real estate.  Present were the three trustees, the clerk and Mark Skowronski of the Chagrin River Land Conservancy. VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed.

 

            Motion by John Eberly seconded by Patrick J. Cavanagh to exit Executive Session at 9:52 p.m. VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed.

 

 

 

            Motion by John Eberly seconded by Patrick Cavanagh to adjourn the meeting. VOTE: McCune, yes; Cavanagh, yes; Eberly, yes. The motion passed. The meeting was adjourned.