March 27, 2006

 

The meeting was called to order at 6:00 p.m. by Chairman John A. Eberly. All Trustees were present. 

 

Motion to move into Executive Session at 6:01 p.m. by John A. Eberly, seconded by Patrick J. Cavanagh for the purpose of interviewing Cemetery Sexton candidates and Board of Zoning Appeals and Zoning Commission candidates.  VOTE:  Troyan, yes; Cavanagh, yes; Eberly, yes. The motion passed.

 

The following people were individually interviewed:  Annette Wilks, Susan Plavcan,             Angela Daugherty, Scott Brockman, Tracey O’Day, Lawrence Brennan, Bret Jordan,

and Ron Hradesky.

 

Motion to leave Executive Session at 7:29 p.m. by Michael S. Troyan, seconded by Patrick J. Cavanagh.  VOTE:  Troyan, yes; Cavanagh, yes; Eberly, yes. The motion passed.

 

The regular meeting of the Board of Trustees of Auburn Township was again called to order at 7:35 p.m. by Chairman John A. Eberly. All Trustees were present.  Mr. Sam Sotera led the Pledge of Allegiance.

 

 

            Motion by Michael S. Troyan seconded by John Eberly to approve the minutes of the regular meeting of the Board of Trustees of March 20, 2006.  VOTE:  Troyan, yes; Cavanagh, yes; Eberly, yes.  The motion passed.

 

            Mr. Eberly pointed out that meetings for the remainder of the year will be held on the first and third Monday of each month, rather than the weekly meetings of the first quarter of the year.

 

            Mr. Troyan mentioned the upcoming April 8^th Saturday morning Pancake Breakfast being hosted by the Prosecutor’s office and the County Engineer’s office. A comprehensive zoning seminar will be presented.  All the trustees and the fiscal officer will be attending.

 

REPORTS:

 

            Michael S. Troyan reported on the annual Auburn Volunteer Fire Department contract for 2006. The contract has been raised about 2.5%. The trustees and the fiscal officer each received a copy of the proposed contract and they will review it and discuss it in more detail next meeting.  They also received a total call report for 2005 and  a copy of the 5-year plan. There are no changes to the contract items.

 

            Mr. Troyan reported that the fire department will be buying an SUV to be used for first response. Whoever is the primary on call person will have the SUV at his house. This will allow for quicker response. Also, the $250,000 vehicle may not have to be called into service. The department is also discussing 12 hour staffing, from 6 a.m. to 6 p.m.

 

            Some fire department maintenance issues are being discussed during this contract/budgeting period such as asphalt driveway work, roofing, gutters, etc.

 

            Mr. Troyan  received a response from John Phillips and Jim Davis on the fire security system for Adam Hall. They said that 3 horn strobes and 6 smoke detectors are required. Mr. Troyan then contacted our Gillmore Security representative who will quote the job by our next meeting.

 

Mr. Troyan reported on a resident call complaining of overloaded trucks on US 422 causing windows to rattle in one’s house. He will draft a letter to be sent to the Highway Patrol and the Sheriff’s department to ask for some personnel to use scales to spot weigh some of the trucks to check for overloads.

 

            Lastly, Mr. Troyan read a letter received from the resident who complained about the potholes at the Point (Washington and Bainbridge Roads). She was quite impressed at the prompt repairs made and thanked the trustees.

 

            Patrick J. Cavanagh attended the meeting set up by Mr. Weber of John G. Johnson Construction with the HVAC contractor held at Adam Hall. Alan Schindler of the road department also attended and they were shown how to reset the heating controls.

 

            Mr. Cavanagh noted that shelving is needed in the mechanical room at Adam Hall and the key box needs to be hung on the wall. He will work with the road department to have this work completed.

 

            Mr. Cavanagh made a trip to Shadyside Cemetery following Mrs. Brown’s comments last week that some maintenance was needed.  Mr. Eberly also made an inspection trip there. All trustees agreed that we are past due for some work around the cemetery.  The road department will do some brush cutting and limb removal. The trustees will make calls about having some overgrown shrubs replaced and a section of fence installed. Dave is getting prices on chip seal of the drive at Mapleshade. There is a pile of dirt at the rear of Shadyside that should be removed.

 

            Mr. Cavanagh said he received a call from the Auburn Garden Club reporting on some needed cemetery work they have identified.

 

            The trustees discussed the road project preliminary specs for this summers proposed projects and reviewed the motions received from the Geauga Engineer’s office.

 

            Motion to accept the Resolution to Order the Cement Stabilization and Asphalt Repaving of Derbyshire Lane, TR 854, Colchester Drive, TR 855 and a Portion of Ascot Lane, TR 856.  VOTE:  Troyan, yes; Cavanagh, yes; Eberly, yes. The motion passed.

 

            Motion to accept the Resolution to Order the Cement Stabilization and Asphalt Repaving of White Oak Drive, TR 857.  VOTE:  Troyan, yes; Cavanagh, yes; Eberly, yes. The motion passed.

 

            The trustees asked that the minutes reflect that the above two road projects are separate projects being bid as the same package.

 

            John A. Eberly reported on two very nice benches installed at Adam Hall that were built and donated by Cub Scout Pack 101.  Mr. Ken Lewis is cub master. He said the lumber was donated by Carter Lumber in Middlefield and the older cub scouts helped to build the benches. The benches look terrific and Mr. Lewis has offered to install three more benches in the gazebos and may also build a few benches without backs for around the building. He will stain them to match the building once the wood is a bit drier.

 

            Mr. Eberly reported that having the phone cable pulled in the conduit at Adam Hall became more of a project than anticipated. A blockage in the conduit on the west side of Adam Hall required a trench to be dug but the wire is through and we are ready for a phone.

 

            Mr. Eberly said it is time to address hiring a township representative to be present, etc. at Adam Hall events. The trustees authorized an ad to be placed in the paper asking for candidates willing to open, close, attend events, be in charge of the heating and AC, mindful of the inventory and in general facilitate events.

 

            Clarification on the payment procedure for the sheriff deputy whenever alcohol is to be served at Adam Hall:  the township will call the sheriff and make the arrangements, the renter gives us a check payable to the sheriff’s deputy, and our township rep gives the check to the deputy the night of the event.

 

            Mr. Eberly reiterated that no one starts an event without the final check being paid to us at least 2 days before the event as written in the contract.

           

            The trustees want a lock box put on the two thermostats in Adam Hall. Quran will investigate this.

 

            Mr. Eberly will contact Wheeler Landscaping and ask them to give us a price on landscaping the driveway area at Adam Hall.

           

            Susan Plavcan, Fiscal Officer, presented warrants and purchase orders as well as the current financials.  Mrs. Plavcan reminded the trustees that she will be attending the 7^th Annual Local Government Officials’ Conference in Columbus this Thursday and Friday.

 

            The trustees reviewed two planning Commission plat maps. A final plat for Grey Goose Subdivision and one for an amended preliminary plan for Auburn Thistle Woods Subdivision.

 

            The trustees discussed the Kenston Community Education Board and the need for three representatives from Auburn Township to sit on the board. They authorized a press release for the local papers asking for persons of interest from Auburn Township who might have knowledge of programs and/or sports, who are willing to work hard and make some tough decisions for the future of the program.

 

PUBLIC COMMENT:

 

            Mr. John Reithoffer volunteered to donate a telephone for Adam Hall.  The trustees gladly accepted his gift.

 

            Motion by Michael S. Troyan seconded by John Eberly to enter Executive Session for the details of security arrangements, the disclosure of which could be used for the purpose of committing, or avoiding prosecution for, a violation of the law.  VOTE:  Troyan, yes; Cavanagh, yes; Eberly, yes.  The motion passed. 

 

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