Solider Township Board Meeting: December 7, 2021


The regular monthly meeting of the Soldier Township Board was called to order on December 7, 2021, at 12:15 p.m. Board members present were Karl McNorton (Trustee), and Jerry Glasgow, Bob Oliva, Township Administrator and Road Superintendent, Chief Doug Schmitt representing the Fire Department, and Laurie Moody, Bookkeeper. 

Guests in attendance were – Lee Hendricks (Stumbo Hanson – legal counsel), Brett Waggoner 

(Governmental Assistance Services) 

Member McNorton made a motion to approve the check register, the minutes from November 2, 2021, Board meeting, and the agenda, as presented, with no additions or amendments. Member Glasgow seconded the motion. Motion carried 2-0. 

Public comment and communication – There were no public comments or communication. 

General – Mr. Oliva suggested to submit the digital version of the Soldier Township Employee Handbook to Lee Hendricks, legal counsel, for updating and revision. Member Glasgow made motion to have Stumbo Hanson revise the employee handbook. Member McNorton seconded motion. Motion carried 2-0. 

Mr. Oliva presented the proposed hourly, non-salaried employee bonuses for 2021. The bonus amounts are based on employee evaluation scores, no workers compensation claims and accident-free status of each employee. Member Glasgow made motion to approve the proposed bonuses. Member MoNorton seconded motion. Motion carried 2-0. 

Resolutions were submitted for the annual end of year transfers of funds. Resolution 21-04 authorizes a transfer of up to 25% of the General Fund to the Special Fire Protection Reserve Fund. Resolution 21-05 authorizes a transfer of up to 25% of the General fund to Special Road Equipment Fund. Resolution 21-06 authorizes a transfer of up to 25% of the Road fund to the Special Highway Fund, and Resolution 21-07 authorizes a transfer of up to 25% of the Fire fund to the Special Fire Protection Reserve Fund. Mr. Oliva presented updated budgetary status and anticipates transferring approximately $20,000 from the General Fund to each of the Special Fire Protection Reserve Fund and the Special Road Equipment Fund. It is expected that the Road Department will be transferring approximately $75,000 from the Road fund to the Special Highway Fund. Chief Schmitt anticipates there will be approximately $50,000 transferred from the Fire fund to the Special Fire Protection Reserve Fund. The resolutions will be ratified at the end of the year to include the exact amounts to be transferred. Member Glasgow made motion to pass Resolution 21-04, Resolution 21-05, Resolution 21-06, and Resolution 21-07. Member McNorton seconded motion. Motion carried 2-0. 

Fire – Chief Schmitt presented the official fire report. Run calls continue to increase as we have now entered a second grass fire season due to a lack of precipitation. Service training was held on the new EMT basic protocol changes. These changes now allow our basic EMTs to administer more treatments on scene while waiting for the ambulance to arrive. 

Chief Schmitt explain the request to hire a grant writer. The Fire Department has applied for the Assistance to Firefighters Grant for several years in a row and have never received funds from this grant. Governmental Assistance Services is a grant writing service, represented in this meeting by Brett Waggoner. Mr. Waggoner spoke briefly, explaining that his service will submit the Grant Application on the behalf of the Fire Department. If funds are not received, Governmental Assistance Services will resubmit the grant application annually until awarded, with no charges for additional submissions. Member McNorton made motion to approve the proposal. Member Glasgow seconded the motion that to allocate $5,250 to the GAS (Governmental Assistance Services) for the AFG grant application. Motion carried 2-0. 

A discussion opened pertaining to potential future hiring and employee retention needs within the Fire Department and the costs that will be involved. The Department needs to anticipate such requirements and prepare for them accordingly. 

Road – Mr. Oliva reported on the activity of the Road Department during the month of November. Crack sealing and cold patching was performed in various areas of the township. Additionally, the crew has been performing maintenance and repair on snow removal equipment to ensure the equipment is ready for the winter weather. The department accepted the resignation of Charles Francis and an employee contract was offered for a new co-road superintendent, pending Board approval 

Mr. Hendricks suggested several minor changes to the presented employee contract. Extended conversation ensued concerning the formation of the position of a co-road superintendent, the need for the position, as well as the potential employee choice. Upon completion of the conversation, Member Glasgow made a motion to approve the employment agreement, with the suggested changes, for the position of Co-Road Superintendent between Soldier Township and John Tipton. Member McNorton seconded motion. Motion carried 2-0. 

Executive Session – Mr. Oliva requested an executive session for five (5) minutes. Prior to moving into Executive Session, Member MeNorton requested discussion about previous conversations held in Executive Session pertaining to the possibility of incorporating Soldier Township. Following a conversation with one of the Shawnee County Commissioners earlier in the week, Member McNorton reported his understanding that Shawnee County would be willing to include representatives of the Township in their decision-making process when dealing with issues affecting the Township. 

Member Glasgow made a motion to move into closed Executive Session, beginning at 1:15 for a 

period not to exceed ten (10) minutes to address concerns protected under attorney / client privilege. Exception was made to include Lee Hendricks, Doug Schmitt, and Bob Oliva. Motion was seconded by Member MeNorton and motion carried, 2-0. At 1:25 p.m., the Board came out of executive session and convened in open regular session. No action was taken. 

There being no further business to come before the Board, the meeting adjourned at 1:25 p.m. 

The next monthly Board meeting will be held on January 4, 2021, at 12:15 p.m. 

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Approved  Juany w forsguar