Vince Coia

The purpose of the special hearing was to discuss the new 2025 Zoning Resolution. The trustees discussed the changes made to the Zoning Resolution.

The meeting commenced with the formal notification from the part-time firefighters' union regarding their intent to negotiate the next contract period. Key business items involved approving minutes from previous sessions and authorizing payroll warrants. Under old business, the Trustees discussed discrepancies in the City/Township JEDD contract and noted that the sewer project is delayed until spring 2026. The Fiscal Officer reported on the estimated 2026 Workers' Compensation premium, which is higher due to understated payroll estimates and wage increases, and secured authorization for a monthly cloud storage/backup subscription not to exceed $500.00. The Road Department received approval for tire replacements and leaf spring repair on trucks, authorization for loft storage construction at the new building, replacement flags, the annual boot allowance ($150.00 per person), and approval to send personnel to free chainsaw training offered by BWC. The Zoning Department sought and received resolutions directing the Zoning Inspector to work with legal counsel to obtain administrative search warrants and direct title searches for dangerous property conditions at 6817 Sumner St. and 6658 Henderson Rd. Additionally, resolutions were passed directing the Portage County Prosecutor to take legal action regarding zoning violations at 3149 SR 59 (storage of construction materials) and 6797 Wall Street (unpermitted fence and commercial use). The Fire Department authorized a six-month leave of absence for one firefighter, granted a minimum hours rule waiver for another, and approved the purchase of a desktop scanner and the repair of gas monitors. New business included accepting service agreements for dumpsters and a charity donation agreement.

During this special session, the Board swore in two trustees for terms beginning in 2026. Key actions included approving purchase orders and blanket certificates, approving warrants, and setting the schedule for the 2026 regular meetings. The Board also approved the purchase of a new desktop computer for the Road Department and declared a nameplate as surplus, allowing a trustee to keep it. The session included an Executive Session to discuss employee discipline and a matter required to be kept confidential by HIPAA. Upon returning to open session, the Board granted a personal leave of absence to an employee, effective immediately through March 31, 2026, requiring the use of accrued benefits.

The Regular Business covered approving payroll warrants and authorizing expense reimbursements for the 2026 Winter Conference for current and incoming trustees and the Fiscal Officer. Discussions regarding Old Business included coordinating a meeting with the city attorney and trustees concerning the JEDD. Fiscal Officer reports included authorizing the purchase of a swipe card printer, discussing modifications to the TIF, and receiving EMS Grant proceeds. Departmental reports detailed road maintenance completion, the purchase of work apparel for a new employee, updates on zoning court cases and property disposition interest, and the hiring of a new PT Firefighter/EMT and authorizing medical supply purchases for the Fire Department. New Business included authorizing the purchase of 16 new durable chairs for the meeting room and lunchroom, setting the date for the annual holiday luncheon, and scheduling a Special Meeting for late December. The session concluded with an executive session to discuss collective bargaining, employee discipline, and compensation, resulting in a motion to place two firefighters on involuntary leave.

Key discussions during the meeting involved reviewing the draft Land Use Plan and opportunities for property demolitions under a grant program, for which the Trustees decided to identify more suitable properties. Business included approving payroll warrants and approving/accepting the .gov Transfer Grant and the Nopec Grant. The Fiscal Officer reported on the reopening of a zoning court case, the implementation of the new door swipe card and server backup systems, and a decrease in the Maple Grove invoice amount. The Road Department reported on the arrival of 2025 Sign Grant materials and ongoing sign inspections. In Zoning, the Board rescinded a resolution to send a property owner to court after the BZA approved fence height and change of use variance requests. The Fire Department requested and received approval to hire a part-time firefighter/paramedic, reported on vehicle maintenance issues, and noted that required cybersecurity and ethics training are in process. New Business included approving text amendments to the Zoning Resolution and approving the Zoning Land Use Plan. The Board ordered the removal of structurally defective structures at 3145 Wolf Run and 6817 Sumner, subsequently accepting a bid for the demolition of the Wolf Run property. The Trustees approved several Purchase Orders, discussed saving money via the health insurance waiver, decided against Life Force automatically sending accounts to collections, and approved closing a long-unused safe deposit box. Significant action was taken regarding future procedures, including setting limits for requisitions, purchase orders, and regular blanket certificates effective January 1, 2026, and adopting a Procurement Policy for ARPA funds outlining higher micro-purchase thresholds consistent with State law. Finally, employment actions included terminating two employees and rehiring all Fire Department, Road Department, and Zoning Department personnel for 2026 with stated pay rate adjustments based on the CBA and probationary status.