[0:17] I pledge allegiance to the flag of the United States of America and to the Republic for which

[0:24] it stands, one nation under God, indivisible with liberty and justice for all.

[0:35] All right, we have a couple sets of meeting minutes to approve.

[0:41] We have the July 1 regular

[0:42] meeting the

[0:46] July 1 special meeting and

[0:51] how we don't have one for July 3 all right

[1:05] any changes

[1:07] or amendments to the minutes gentleman nope all right in that case I move Sharon

[1:15] time to board a test he's approved the July 1st regular meeting minutes the July did you

[1:21] make there's the joy for special meeting minutes and

[1:29] the July third special

[1:32] meeting minutes has presented. Second, all in favor? All right. All right.

[1:42] All right.

[1:43] It's not quite seven or five yet so we can go ahead and listen to residents

[1:46] comments. Anybody in the audience? Have any comments?

[1:55] Okay. Seeing as none. When we've

[1:58] along Jason, you want to give us the road department report please.

[2:01] Yeah, the road report from July 2nd through the 17th.

[2:05] We did nine tons of asphalt on wilder road.

[2:08] We finished the ditch and dug out the frag mighties by the inlet to the pond

[2:12] and that should say at the park.

[2:16] We ditched 300 feet in the call to sack on dusty lane,

[2:20] 250 feet on Haasford Road, 300 feet on Mitchell's Mills,

[2:25] along with cut 300 feet of high berm and we fix 300 feet of wash out at the edge of the road at the same location.

[2:34] Filled two large potholes on Mitchell's Mills Road. Don is working on the backhoe, replacing the radiator, the AC condenser and two hydraulic lines.

[2:43] Parts were just under $2,000 from kind of equipment.

[2:47] Saving this almost $1,000 versus going to the southeastern equipment for all the parts should be running by tomorrow.

[2:53] Oh, we got the ODOT SELPBID contract back for the 2026-2027 winter. The assault price this year is $55.39 a ton.

[3:06] We moved the last of the filing cabinets here at Town Hall.

[3:12] What was the last year's assault price?

[3:14] 4804.

[3:17] It did not increase like I thought it was going to be.

[3:20] Yeah.

[3:22] Now it did for other places, but not job accounting.

[3:27] Thank you for that.

[3:28] I'm very happy.

[3:29] Everyone bought all their salt.

[3:30] You think it'd keep the price down.

[3:31] So maybe a little, or demand they could have jumped all the way out.

[3:36] Yeah, I thought it was going to go up

[3:37] words of $68, $70 a ton.

[3:40] And it didn't.

[3:41] So we did good.

[3:43] I'm going to actually probably start ordering that,

[3:45] I don't know, next month or two.

[3:46] Oh we moved all the filing cabinets here at Town Hall, hopefully that's the last of them.

[3:52] I'll see if I can find a couple more for you.

[3:54] Thank you.

[3:55] I'd appreciate that.

[3:56] We had...

[4:00] I know it is.

[4:02] We had trees fall down on Mitchell's mills just past the bridge and while the road that we

[4:06] cleaned up and moved off the roadway and we replaced the stop sign at the bridge on Mitchell's

[4:11] mills that was stolen.

[4:15] When did I get it? I got a message on Tuesday. Someone called

[4:28] in when I was at home getting my air conditioner fixed and I called Mike and he came out

[4:32] fixed it. And he was at the park working, so you just ran over there. Right? Right?

[4:39] Thank you. You're welcome.

[4:42] Okay. Well, the time is not seven or five. I'm going to officially open this

[4:47] 2027 share in township tax budget public hearing.

[4:51] I have copies of the tax budget up here if anybody wishes to view.

[4:57] There was a public copy of these made available.

[5:04] at the front desk, starting on July 3rd.

[5:08] On the top of the chair.

[5:09] Yep, please.

[5:10] Thank you.

[5:12] Notable items this year, and that's

[5:17] a topic we're going to be discussing here shortly.

[5:22] We are running a little bit behind in the fire

[5:25] in EMS funding.

[5:28] If everyone recalls back in 2024 on the heels of the Rio

[5:32] of Crazel County Auditor asked us to repeal some millage on our levees, which we didn't

[5:40] think we could afford to do, but what we did do was we kept the three-year newer fire

[5:48] levee flat.

[5:52] So there was no increase in the last renewal cycle.

[5:55] That's not going to be a case going forward, we're going to discuss putting the fire levee

[6:00] the ballot this evening, although it would not go into a fact until the 2027 pay 2028 tax year.

[6:12] Anything else? We have a 950,000 I believe budgeted for road projects next year.

[6:25] that is well in excess of the road levy that we promised would always go completely toward road improvements.

[6:35] What hadn't been decided yet is what road will be paved.

[6:40] Other than that, things are pretty stable and solid.

[6:44] I was hoping Ed might be here to comment on it. Do you guys have any comments?

[6:52] Any questions from the residents?

[7:10] You have hot icon. There's no figures in the cemetery budget. Is that what you're saying?

[7:13] Yeah, is it not specifically budgeted?

[7:18] Oh, those are some items that are not always used.

[7:24] And I know it's confusing when you read this, but it's something that I've actually

[7:28] inquired with the orders about. You cannot eliminate an account from your budget

[7:38] documentation until it's all the way outside of the window. So you see here this is

[7:42] a three-year look back. Until such time as those are zeros across the board we

[7:48] have to keep those items in there. So it gets a little bit confusing.

[7:55] Different fiscal officers will use different accounts.

[8:01] The fact of the matter is the cemetery fund is partially primarily funded from the general

[8:10] fund.

[8:13] It does not stand on its own.

[8:14] We have pretty low cemetery fees.

[8:18] That's probably something that we're going to discuss here as well.

[8:21] Yeah, that's why it's funny because I know we know there's a certain thing that people pay to have to buy a plot and play a man and I just didn't know if that was...

[8:30] We have not swore a whole lot of plots in the last couple of years.

[8:35] Any other further discussions?

[8:41] Okay. Well, I'm going to move that we end the public hearing on the 2027 tax budget.

[8:55] It has already been approved.

[8:58] We will instruct fiscal officer Susarski to submit this to the Judd County Budget Commission.

[9:07] It is very early as convenience.

[9:12] All right.

[9:12] Let's move along.

[9:15] Don, can you give us the zoning report, please?

[9:19] Alright, since we've had some math call-wise, got one from Frank on ArborGlan, he asked

[9:23] about even if he needed it.

[9:25] I can ground Booper Met as answer was yes, he's at an R2.

[9:29] Claire on Cherry Hollow asked if Lot 4 was gold a bolt.

[9:33] I said yes, then I looked it out and found out it's good.

[9:39] One right behind Boalwalsh there on the corner, it has about 20 foot of access, a couple acres.

[9:46] They're all less than three acres over there.

[9:48] that they got just under the picklot zoning of 1990, I think, when they created that

[9:55] development.

[9:57] Alicia and Maple Glen asked if she needed a permit to finish the accessory building interior

[10:03] and the answer is no because she's not adding any square footage.

[10:08] I think people are used to needing permits for silly things interior-wise in other communities

[10:15] but mostly in Lake County, I think, but anyway, I did write one permit to Sarah

[10:22] Dobbins fact that 88 51 Revenor Road for a 28 by 28 foot accessory building called

[10:28] a pool house,

[10:31] mailed, you want a pool house now, don't you?

[10:37] I don't have 28 by 28 to put it, so no, I live in menor remember by your neighbor,

[10:44] It could be your backyard.

[10:50] Got a letter written in mail, 30-day written to remove or repair or put in a building for vehicles out of six on Cherry Allows.

[10:59] So I'm another month of you asking you guys if I don't get any action to write them a two-week letter.

[11:06] And our personnel are just chomping at the bit ready to go and call if needed.

[11:13] Well, you know, we tried to avoid that at all costs, so when did you send the 30 day?

[11:17] Saturday.

[11:18] Okay.

[11:21] I don't know.

[11:21] I probably like all the others who fly right under the threshold.

[11:28] Oh, the zoning commission met Monday.

[11:31] They discussed OWFBs.

[11:34] Anybody?

[11:35] Anybody?

[11:35] Oh, we all know.

[11:36] Okay.

[11:37] I'm going to send that to the planning commission back to them again for their looking at.

[11:42] and our next meeting is scheduled for 8-3.

[11:47] All right, Don, thank you very much.

[11:52] He has one in here.

[11:57] I want to read it on.

[11:58] Sure.

[12:00] Fiscal report from Ed.

[12:05] He's focused on responding to Otter's questions

[12:07] and want to close out for this week.

[12:09] He's spoke with the bank about how to refresh bill pay.

[12:13] I guess some bill pay items at the bank closed out

[12:18] and need to be reset.

[12:19] So he's going to get back in there to pay some bills so he'll get that going and he

[12:24] is going to be working with the bank to set up the automatic deposit reader for checks.

[12:33] He mentioned some things about GCTA or GTTA, dinner and checks and get them deposited and

[12:41] that's about it.

[12:42] He attached to the report if anybody wants to view it with the funds all in here.

[12:47] We'll print them out and put them in a pair of the minutes.

[12:50] Okay, I'll print those for you in the many road in here.

[12:53] Double check in all the bank racks, still working with Metacount to monitor the Fire

[13:00] Department's run progress.

[13:04] He would like to contract with LGS for fiscal assistance with the fund coding issues for

[13:10] debt-funding assistance to automate principal interest payment for accounts $39.02 and $4.10.202.

[13:19] And he is working on his backup book. Then he elicited payroll and all that. I will print this out.

[13:27] That's it. All right. Thank you very much, Brian. Moving on to old business, like I discussed,

[13:33] just fire levy.

[13:39] We have a three year and a five year fire levy and it just so happens

[13:44] at the aspirations coincide next year. There's still being collected next year. I think

[13:54] it would be a good idea to put one of them on the ballot a year early so it's not overwhelming.

[14:01] We'll make sure to advertise and communicate that fact to everyone.

[14:07] I put together basically projections for the for 2028 through 2023 showing the shortfalls

[14:13] that we're going to have between the fire and EMS, the two funds combined and the options

[14:22] that we have for additional millage, I put together 1.25 mill, 1.5 mill and 1.75 mill.

[14:34] This thoughts gentlemen and I think we're in agreement that we're going to need to put this

[14:40] on the ballot. Thoughts on how you want to proceed? Yeah, I agree. I personally feel that 1.75

[14:51] it would be the best way to go, keep us in the positive and keep things moving so we don't

[14:57] follow any deficit over the next couple of years.

[15:02] I agree with this operation of the two levies as well. Let me be confusing. I might think that I don't want to risk one failing either. Oh, yes, God forbid. Okay.

[15:20] I think it's important to keep the staggered terms as well. The three year terms for the additional, for the newer levy coincides with our fire contract.

[15:33] Also gives us a flexibility.

[15:35] if there was something catastrophic that happened to take a look back at it.

[15:41] If you guys are in agreement, I'm going to move.

[15:46] The Shardin Township Board of Trustees resolves to submit a certificate of need to the

[15:53] Jugger County Auditor's Office regarding the placement of a renewal with an increase

[16:03] the new all of the existing one point two five mill levy first voted on in

[16:07] 2021 together with an increase of one point seven five mills for a total of

[16:11] three mills to be placed on the ballot this November 3rd 2026 and we first

[16:17] levy didn't tax your 2027 and collection in 2028 as submitted second all in

[16:27] favorite. Hi. Hi. We

[16:38] will sign on the blue. Yeah. He's got the blue pen. I have one

[16:45] I think. That's not signed here.

[16:50] Is that the. Yes. Okay. Blue's are. Okay. So I made

[16:59] the motion and

[17:03] Brian's second. Ed

[17:23] sign that as well.

[17:29] Thank you.

[17:35] All right. Still under

[17:37] your old business township park walking path.

[17:41] So Tuesday, the commissioners finally voted in

[17:45] and we are getting the walking path grant,

[17:48] the community block grant.

[17:50] So that should be moving forward here shortly.

[17:53] I believe over the next couple of weeks,

[17:54] they'll be going out to bid.

[17:56] And hopefully in around, I'm hoping August,

[17:59] we'll see some paving.

[18:01] Be taking place out there.

[18:02] So that's goodness for sure.

[18:05] We do a little bit in the right place.

[18:06] What's up? Who does all the who sends out all the building things? They do it all.

[18:13] Would you say what? I just wanted to thank individually for kind of picking up the ball on that getting those bid specs written and put together on time and

[18:23] I don't think it would have happened without you. So thank you very much. Yeah, no worries

[18:27] It was definitely a team effort, so thank you guys too. Yeah, just remind us just under about a hundred thousand dollars

[18:32] That's the pay of a trail at the park to make it ADA accessible.

[18:36] So I really want to thank the commissioners as well for making that a priority this year for their community block grants.

[18:45] Absolutely, thank you.

[18:46] Okay, 89.74, we're going to road our favorite condemned home.

[18:53] Can we proceed with another letter stating our intention to demolish the house and put said demolition costs on the tax duplicate?

[19:11] And suggested you pick below us better in case of future?

[19:23] Yeah, I mean, I don't want to create any undue burden, um, this person doesn't need to

[19:31] have.

[19:32] Is there a, I'm not familiar with the flow chart I gave you really, but do you have to

[19:38] have a public hearing to give the owner a chance to come speak publicly?

[19:42] There is a public hearing.

[19:43] There is one schedule or something.

[19:46] Well, the schedule that, yeah, that's the one thing I think you might have.

[19:50] The only thing that you didn't mention is that you need to do to close this up.

[19:55] So we just got to schedule up a public hearing and a draft a letter censorified to them,

[20:00] to Michelle, property owner, notifying them of our intent to demolish the house and the

[20:08] fact that we're going to be having a public hearing, when should we schedule a public hearing.

[20:17] Secondary of August, what do you have before or are we going to do it?

[20:20] I

[20:24] don't think there's any time that I'm going to do it next meeting.

[20:33] You're going to take about a week or something, mail it maybe?

[20:37] First meeting in September.

[20:40] During the regular meeting?

[20:42] Yeah.

[20:45] Wednesday September 2nd.

[20:47] You wanted it, would you rather do first meeting of August?

[20:52] Oh, I'm sorry, that's coming up.

[20:54] Well, that's three weeks.

[20:56] This way we'll have some time before winter,

[21:01] before the weather starts.

[21:04] Just watch around, we'll see next meeting will be August 5th, that's 1-2-3 weeks.

[21:12] All right, we've got to draft the letter, get it censored if I send a copy to the utter's office and the prosecutor's office.

[21:22] Why don't we split the difference,

[21:27] maybe the August 19th meeting?

[21:28] Okay.

[21:29] I want to give them plenty of time to get the letter.

[21:35] All right, August 19th, it's 715 and

[21:44] you want to do 705 again.

[21:46] I guess if we do like

[21:49] 715, it'll give us a chance to get through comments and reports.

[21:53] Okay.

[21:54] Well, actually, they won't be there.

[21:57] What's that?

[21:57] They might not be there.

[21:58] The department heads of that.

[22:01] Yeah, well, that's coming up.

[22:02] Yeah, that's coming up. Oh, you want to do first meeting then?

[22:07] Yeah, probably will be a good idea. Well, then let's just do the first meeting in September.

[22:15] I mean, unless you may need 10 days to advertise for that public hearing.

[22:19] Like a normal, not a normal amount of time through any kind of meeting slash hearing.

[22:27] Yeah, you'll have that in three weeks. I'm not saying you have to change anything.

[22:33] We can do that and just, you know, we're probably have to put that bit back out the bit.

[22:38] So it's going to be, we're probably have to allow that to go for a couple of weeks.

[22:43] I don't want you to be looking at November for a turn down and I think maybe it's just

[22:48] plenty of notice.

[22:49] She doesn't want any of our email.

[22:50] Anyway, but she gets.

[22:52] All right.

[22:53] Public meeting, public hearing regarding the House of 89.74 August

[23:01] 5th at 7.50.

[23:14] So it's said,

[23:17] speaking of which, going into new business, then meeting requirements for heads of departments.

[23:22] So I would like to make the suggestion to have the department heads only attend one meeting a month.

[23:29] Kind of give them more time at home, be able to be with their families, give them the opportunity to come the first meeting a month, give their report,

[23:36] do their thing and allow for the rest of the months to kind of be there, especially in the winter season when you guys are really moving along.

[23:43] You're not, you know, having to come in stay late come back early so on and so forth

[23:47] So I think it was just kind of health, you know in our efforts to try to

[23:51] expedite some of these meetings kind of cut down on

[23:54] a

[23:55] lot of it and just kind of

[23:57] Keep the flow moving a little bit quicker

[24:00] What do you guys think about that? I'm in favor. You like that, okay?

[24:05] Don

[24:07] To me, I only have to come to one meeting a month. That's it

[24:13] So we only took us 40 years to get it, but we finally got it for you.

[24:18] Thanks, I guess.

[24:20] Just a question.

[24:21] The expectation, though, there's always going to be the first meeting.

[24:23] It's not.

[24:24] Yeah, I think it would be good to do the first meeting of the month's big meeting where we do

[24:27] all department heads, you know, trustees reports, you know, the full deal.

[24:32] Second meeting could be a much more expedited meeting with just the trustees, fiscal,

[24:42] I mean, I know it wouldn't be, we wouldn't be the first people to do that, right?

[24:51] And obviously if there's an important matter that I need to be there, I can get to the

[24:55] second meeting.

[24:57] Sure.

[24:57] Yeah, pending there's no major issue.

[24:59] It's snowing.

[24:59] I'm not coming.

[25:00] Yeah.

[25:01] We'll tell the snow.

[25:02] But please do.

[25:06] We can touch.

[25:08] Jacob.

[25:10] Third favorite?

[25:12] All right, going forward, the first meeting of each month will include all department heads.

[25:19] Second meeting of the month will be just the electives and...

[25:26] When does this start? August 1st.

[25:29] So you're going to hear three meetings left, man.

[25:36] Hold on, let me clear your schedule a little bit there.

[25:40] Maybe, I'll need to.

[25:42] All right, I like that idea.

[25:45] All right, updates of the record retention schedule.

[25:51] So the work with ADP Archive Department, they took all our records.

[25:55] They're going through everything. And as we go through things, we're trying to update and modernize our record retention schedule.

[26:01] Currently the last one was done, I would say probably, excuse me, late 90s.

[26:06] So it has a lot on it about paper records and so on and so forth.

[26:13] So this will kind of guess up to the day and age where we can retain digital or paper

[26:19] and set the retention timelines and so on and so forth to kind of help out with moving

[26:25] towards the 21st century here and digitizing a lot of the stuff that we have.

[26:30] This is something I said you guys all draft of what we had.

[26:34] But it's still work in progress once we all agree upon the record retention schedule including fiscal and you know wrote everybody on the department zoning and all that stuff and we're all good with the timeline.

[26:48] Working with the archive division they will help us finalize it, send it off to the state archives for approval and then to the stage for final approval and should be good to go.

[26:59] So we're looking at around once we get everything submitted approximately six to nine months until approval

[27:05] And then we'll at that point we'll be able to kind of get things move along and figure out whether you want to keep digital records

[27:11] Paper records, but it will allow us a lot more flexibility and safe space now that Jason stole our file cabinets

[27:18] We'll have some room to I'll gladly give them back

[27:21] No, we don't want them

[27:24] It will just, you know, it makes for a much easier transition.

[27:28] On that note, are we allowed to sell those by any chance?

[27:32] I believe we need to declare them a surplus, and then we can go through, so we have to

[27:36] get a full inventory.

[27:37] When we aim on the August 1st meeting, in fact, get a surplus list ready, and then we can

[27:43] imagine, go ahead and sell after we declare it, right?

[27:46] What are you going to need for that final cabinet quantity?

[27:50] Yeah, we'll work on it. We'll make a spreadsheet. All right.

[27:53] Lane, the management, all that stuff.

[27:55] And he's these scheduled were largely based on state recommendations, right?

[28:00] Correct. So the new the new record retention schedule I

[28:04] use the template from the state, which was given to me by the county.

[28:08] And we're using their recommendations for

[28:13] timelines and types of records.

[28:16] Now they're also going to look to adhere to that schedule and get rid of records that

[28:25] we don't need to keep anymore.

[28:28] Is that part of it, or is it just updating it?

[28:29] Oh, you're saying with the archive process?

[28:32] So the archive process, how that's working, is they've currently started going through every

[28:35] box of files.

[28:37] They go through everything, page by page, literally every document is in there, they're going to page

[28:41] page by page, scanning and updating it, make sure it falls in with whatever record retention.

[28:48] It's set to be, and once it's compliant, they'll scan it in.

[28:53] When it's complete in our record retention schedule is set, digital will be the option

[28:59] that we choose, digital or paper, but most likely digital, will be what we choose and will have

[29:04] a second share drive for those records.

[29:08] upon completion of the process and everything's done and scanned, at that point, and the record

[29:15] retention is accepted, the schedule is accepted. At that point, we will destroy all of the

[29:21] old records, and they will issue us a certification of construction. And then we'll be able to file

[29:26] that and be in compliance. And then moving forward with new records that we have, and we create

[29:30] a township, we'll be able to kind of keep them a little bit more updated in-house and modernized.

[29:36] So, and then we'll be able to destroy the paper from this.

[29:39] It also gives us guidelines on how to fulfill public records requests

[29:44] and what our proper public records request.

[29:47] So, that's very important.

[29:49] Wow. Thanks for the time.

[29:51] Yeah.

[29:52] I know that's not just a couple of minutes.

[29:58] Okay.

[30:00] Moving along, I have no correspondence for this meeting. Is there any other public comment?

[30:16] As part of the update to the ADP security and IT services, we moved from our old vendor that

[30:25] And our opinion was not going to be compliant with the new service peer laws.

[30:31] We contracted with ADP and they have a pretty good lockdown on all of our emails.

[30:40] As a matter of fact, I'm still trying to remind myself to look and spam for some things.

[30:47] They really have a pretty tight grip on it.

[30:52] So, yeah, all of those disclaimers that you see on there, that's they're doing.

[31:00] Tina, were you referring to the email address info at chartandtownship.gov?

[31:06] Is that what you were...

[31:07] Yeah, you guys have been discussing it several meetings there.

[31:09] Correct.

[31:12] We created some folders that will be a little bit more convenient to get information streamlined.

[31:19] So what we did is working with ADP, they were able to set up distribution folders for us.

[31:25] So now if you know the public has information they want to ask about or a question

[31:31] rather than going to one person specifically and not getting a quick answer.

[31:36] If they go to this info at shardantownship.gov,

[31:39] it allows it to communicate the message to anyone we decide to put in the folder.

[31:43] Currently that is set up with all of us in it.

[31:46] So, whoever gets that request or that question, we can answer a little bit quicker and streamline

[31:51] the process.

[31:52] So, our residents are waiting for response.

[31:56] That's just basically a new email address, really.

[32:03] Any other red-inch comments?

[32:07] Anything else, gentlemen?

[32:09] I'm good.

[32:10] All right, time's 732.

[32:12] I'm going to be adjourned.

[32:13] Second.

[32:14] All in favor?

[32:15] All right.

[32:15] High.

[32:17] Thank you, everyone.

[32:18] one.

[32:18] That's

[32:25] what we do.

Chardon Township Trustees Meeting 7-15-2026

Transcript