June 3, 2009

CALL TO ORDER 7:30 pm

ROLL CALL

x Mr. Bartlett x Mr. Quirk x Interim Chief Myers
x Mr. Britton x Mr. Takacs x Mr. Long
x Mr. Brotzman x Mr. Wayman x Mr. Murray

Mr. Wayman welcomed members of Lake and University Hospital (Geneva) Systems.

MINUTES

MINUTES of: 05/20/09 Regular Session
Motion by: Mr. Brotzman
Seconded by: Mr. Britton to approve as presented.
ROLL CALL: All ayes

BILLS & PAYROLLS
Bills ($6,487.60) and payroll ($40,352.92) totaling $46,840.52 are motioned for acceptance and payment.
Motion by: Mr. Bartlett
Seconded by: Mr. Quirk
ROLL CALL: All Ayes

Mr. Wayman asked to adjourn to Executive Session to discuss contracts.
Moved by: Mr. Britton
Seconded by: Mr. Quirk
ROLL CALL: All ayes 7:38 pm

Mr. Wayman accepted a motion to return to Regular Session.
Moved by: Mr. Quirk
Seconded by: Mr. Bartlett
ROLL CALL: All ayes 7:49 pm

MASTER PLAN

Mr. Bernie Harchar with Emergency Services Consulting International gave a brief overview of his company’s plans to develop a new master plan for the Madison Fire District (Hard copy provided to board).
A) Meet with elected officials, community leaders and fire department staff to discuss objectives
B) Layout demographic in regards to response time – Station location.
C) Fire Prevention
D) Training
E) Review SOP’s, Policies and Procedures with Board, Staff and Union, if desired
F) Meet with City Planning Commission regarding future development, businesses,
streets and roads, etc.
G) Evaluate risk factors within the community
H) Evaluate NFPA standards and ISO compliance
I) Dispatch performance (2nd & 3rd unit)
J) EMS Agencies/Medical direction
K) EMS Training
L) Volunteer Groups
M) Truck and Equipment Maintenance Schedules
N) Personnel response
O) Manning/daytime/nighttime
P) Physical Facility review/Sleeping rooms
Q) Training Rooms
R) Will compile list of documentation that includes names of key contacts
S) Firehouse review/response times/apparatus
T) What are the future needs?
U) Community trends – growth? decline?

A draft of the plan will be provided to ensure that all the key players and issues have been addressed. The report will be an accurate depiction of Madison Fire District’s needs not a “canned” set of recommendations.
Mr. Harchar stated that he feels confident that the Master Plan can be completed within 120 days of completion and receipt of initial documentation. He also confirmed that the ballpark price for the project will be approximately $22,000 plus expenses ($1,800.00).

Q & A
Mr. Bartlett inquired about public input and why it was not included in the latest proposal. Mr. Harchar stated that it would increase the cost, but that public meetings could be planned if MFD felt that the public was truly interested and would be worth the cost and effort. He stressed that these meetings are for the PUBLIC, not Fire/EMS personnel or others with vested interest. He commented that it could easily be done in the evening hours on a day that ESCI is already in town. Mr. Harchar said he would work up an add-on price if the board so desires.
He further commented that he would like his boss (Phil Kouwe) to attend the next meeting. Mr. Wayman stated that the board would make an effort to put together a list of questions and additional direction on their wants as soon as possible and would advise Emergency Services Consultants International of a date to further this discussion. Mr. Harchar assured the board that his company wants MFD to be a happy client. Mr. Wayman stated that MFD was not particularly in a hurry to get things moving; the board just wants to get the job done right.

Mr. Takacs commented that it is important for the board meet Phil Kouwe since he is the project manager. He also agreed with Mr. Bartlett’s interest in having the public component included, whether it be an open forum or email communication, so that they have an opportunity to be heard which will allow the board to accurately reflect our service demands based on what the residents/taxpayers are willing to pay for.

Mr. Takacs further commented that the original scope of services and the current proposal somewhat differ in the sense that optional services spelled out in the original plan are now included in the proposal (no longer options) which increased the cost from $17,000 to $22,000. He stated that the board needs to evaluate whether these additional services are needed. Mr. Harchar stated that services not wanted could be removed from the proposal and the price adjusted accordingly. He reiterated, again, that ESCI wants MFD to be happy with the service provided by his company and encouraged the board to email any questions to Mr. Phil Kouwe (cc. Bernie Harchar).

Mr. Brotzman suggested that all public input be advertised and scheduled during regular Fire Board meeting times to cut down on costs. Mr. Harchar offered to help with a press release so that the general public can be properly notified (3 weeks in advance) and invited to attend.

Mr. Britton asked about any required retainer or down payment. Mr. Harchar stated that nothing was needed until MFD submits required contact information and a date is scheduled for work to begin. At that point, a reasonable percentage/deposit will be required.

Mr. Wayman thanked Mr. Harchar for coming.

No public comment.

OPENING PUBLIC PORTION

COMMITTEE REPORTS

BUILDINGS:

1) Mr. Britton reported that after further review, the building committee recommends that St. #1 Bay floor be removed and replaced (elevation, drainage) by Lake Erie Concrete – Cost $19,500.
Motion by: Mr. Britton
Seconded by: Mr. Quirk
ROLL CALL: All ayes

2) Update – Station #2 floor is installed. Two additional bills: Plumbing – $559.00 for vent pipes and fuel/oil trap drain. Electrical conduit in floor – $698.00

3) Mr. Britton also reported that inside painting quotes have been received for both station #1 and #2 (copies distributed):
Kitty Painting – $9,535.00;
JBI Painting – $6,960.00;
Dave Delong Painting– $3,800.00
Mr. Britton recommended that the board accept the bid from Dave Delong Painting to
paint the inside of both stations as soon as the floors are completed and the lighting is moved – $3,800.00.
Motion by: Mr. Britton
Seconded by: Mr. Bartlett
Discussion: Mr. Takacs inquired about the significant cost difference between the three quotes. Per Mr. Britton, all quotes are identical in scope and include time and material in a like manner. Mr. Britton stated that some drywall repair is required at station #2 which is not included in any of the quotes.
ROLL CALL: All ayes4

Bay & Day Room Lighting – Quotes have been received for energy efficient lights.

Bay Day Room Total
SFI Electric $4180.00 $ 400.00 $4580.00
American Electric $3517.00 $ 773.00 $4300.00
Bill Bukus Electric $2775.00 $ 340.00 $3115.00

Per Mr. Britton, the building committee recommends that the lighting be awarded to Bill Bukus Electric to replace Bay lighting and Day room lighting at both station #1 and #2 – Cost $3,115.00.
Motion by: Mr. Britton
Seconded by: Mr. Quirk
Discussion: Mr. Britton commented that these quotes are based on like specifications for only the Bay and Day Room lighting. Additional lighting will be needed (kitchens, etc.) at a later date.
ROLL CALL: All ayes

Station #1 Day Room Door : Current Double Door to be replaced by a Fire Rated 3’ Man-Door. Carter Lumber – $560.00 Door only; Bill Weema $ TBD Labor only. Per Mr. Britton, the building committee recommends replacing the Day Room door –from Carter Lumber – $560.00 for door only. Labor to be determined at a later date.
Motion by: Mr. Britton
Seconded by: Mr. Quirk
ROLL CALL: All ayes

Per Mr. Britton, 3-4 quotes will be forthcoming next meeting for Bay Door Openers.

Per Mr. Britton, the Standpipe (hose testing/filling trucks) at Station #1 will be moved which will mean plumbing costs in the near future. A drain will be installed that is similar to that at Station #2 (included in floor contract) and vent pipe (add on).

Mr. Bartlett inquired about the quotes for kitchen work. Per Mr. Britton, the original quotes included vanities for the bathrooms and that work should start in about 2 weeks.

COMMUNICATIONS:

Per I.C. Myers, we are currently working on opening up radio communications with 3 adjacent counties. Lt. Baker, Lt. Van Kramer, Central Dispatch, Geneva Fire and Harpersfield Fire are working together to see what options are available to close the current communication gap. No new proposals to present. No update on new county radio system.

PART TIME LABOR MANAGEMENT:
Talks continue with union contract. Next meeting July 15, 2009, 6:00pm at Township Center (Brotzman/Bartlett).

FULL TIME LABOR MANAGEMENT:
Next meeting June 17, 2009 @ 6:00pm (Wayman/Takacs) at Station #1.

RECORDS RETENTION:
Per Mr. Murray, the Records Retention Committee met on June 3, 2009 and discussed a proposed policy for records management. The committee agreed that the policy is ready to be approved. Nila Maurer will begin the process of sorting records for review (8:00-9:00 am daily) in an effort to prepare these documents for retention or destruction if no long needed. She will also advise the board if additional help is required to complete this task in a timely manner. Next meeting will be July 15, 2009 at 6:30pm at Station #1 (Wayman/Britton).
Mr. Murray (and committee) recommended that the board pass Resolution #23 adopting the proposed Records Retention policy.
Moved by: Mr. Bartlett
Seconded by: Mr. Britton
ROLL CALL: All ayes

OLD BUSINESS

FIRE CHIEF/EXECUTIVE OFFICER SEARCH:
Mr. Long reported that we have received about 95% response to the letter of interest (Executive Officer, Fire Chief positions) sent to qualified candidates. He has contacted Keith Larson of the Ohio Fire Chiefs Association and passed out to the board a copy of the advertisement for the Fire Chief position (return date 7/15/09). OFCA will qualify candidates who respond and will have the top six (6) complete additional qualified testing. Top candidates will then be interviewed by a board selected committee (60-90 days to complete). The new Fire Chief will then be added to the Selection Committee to hire an Executive Officer.

Per Mr. Takacs request, Mr. Long read the advertisement aloud (copy available upon request).

DISTRICT COMPUTER SYSTEM:
Per I. C. Myers, nothing new to report.
Per Lt. Van Kramer, results for the county grant for data server/storage should be available mid July and be reported to the board by the end of July, 2009.

AUCTION EQUIPMENT LIST:
Per Mr. Britton, Madison Fire District, Madison Village and Madison Village Road department will hold an public auction of surplus equipment June 20, 2009 at Station #3 at 10:00 am (preview 9:00). He asked that Lt. Patfield email invitations/information to all Fire departments and advised the board that the auction will be advertised in three different newspapers.

I.C. Myers asked that the board reclassify an additional list of items as surplus to be added to the sale.
Motion by: Mr. Brotzman
Seconded by: Mr. Britton
ROLL CALL: All ayes

NEW BUSINESS:
GRIEVANCE 09-003 – Mr. Murray reported that the board met in Executive session at the last meeting and now needs to grant or deny grievance 09-003.
Motion made to deny by: Mr. Britton
Seconded by: Mr. Quirk
ROLL CALL: All ayes

VILLAGE EMERGENCY MANAGEMENT:
Mr. Bartlett reported that the Village has become aware of the Emergency Management Agency requirement for compliance for first responders and providers with the Incident Command System Training (NIMS 100, 200 and 700). Per I.C. Myers, Lt. Patfield is already working with Matthew Zapp, Village Administrator of Services, to get everyone compliant.

FIRE STATION GRANT:
Mr. Bartlett forwarded information to I.C. Myers and Mr. Bernie Harchar about a fire station construction grant that will soon be available (Part of the American Recovery and Reinvestment Act).

EMERGENCY GENERATION EQUIPMENT:
Mr. Takacs asked the building committee to consider putting emergency generation capability in stations. He stated that it is an undue hardship on the station staffs to keep the portable generators working during power outages. Mr. Britton agreed to pursue quotes and specifications (natural gas). I.C. Myers cautioned the board on whether the existing electrical systems can support that type of a system. Mr. Takacs commented that we need to know if the electrical systems are substandard. Mr. Britton stated that various contractors who have recently visited the stations have commented that there are definite problems in this area.

DISTRICT CREDIT CARD:
Mr. Long will implement a credit card system through the Andover Bank for the Fire District.

CHIEFS REPORT – I.C. Dennis Myers:
This week’s current topics:
1) MUTUAL AIDE – Is still ongoing. He will report in more detail at the next meeting.
2) 12 LEAD PURCHASE REQUESTS – Keep this issue in mind. He would hope to act on it in the near future.
3) CHASE VEHICLE -Classic Ford matched the state bid and we are working on getting a 5 year, bumper to bumper type warranty.

PRIORITY LIST:
Mr. Bartlett reported that last August we had 30 items on the priority list. To date, 14 of those items are done, 8 are greater than 75% completed and 3 @50%. He anticipates completing most of the items this year. Thanks for the hard work.

Per Mr. Wayman, the board has not reached a decision on the issue of Medical Direction.

CLOSING PUBLIC PORTION:
Mr. Wayman introduced Gary Robinson – 33340 Wagonwheel, Solon, Ohio – who is Vice President for Government and Community Affairs at Lake Hospital Systems. Mr. Robinson stated that he could not answer any questions regarding the recently announced proposal, but he reported that Lake Hospital’s board voted last Wednesday to approve turning Madison Urgent Care Center into a full service, free standing emergency center. LHS hopes to break ground this fall and the project should be completed by the summer of 2010. Based on current volume, they are projecting 8 bays and estimate about $4.5 million to include a 7,000-10,000 sq. ft. addition to the Madison Urgent Care Center (currently 27,000 sq. ft.) and a helo pad. There are currently 34-37 existing employees (Rick Kahnis, Administrator). Current hours are 8:00am-10:00pm Monday – Friday, 9:00am – 5:00pm weekends. Opening 24/7 will require that staff be increased by approximately 33%.

Mr. Wayman thanked Mr. Robinson for choosing Madison for an emergency room site which will alleviate some time for our squads. Mr. Robinson stated that the decision was made because of Madison and Perry travel times. CT Consultants did a study of major intersections east of Mentor and concluded that Madison and Perry have longer travel times to Tri-Point than those near Interstate 90.

I.C. Myers commented that he was pleased that Lake Hospitals was bringing in one squad of private ambulance services to transport long term admits to TriPoint rather than using the District for this purpose which will leave our staff available for emergency responses. Mr. Robinson agreed that they had also found this a good time management/equipment usage solution for the district and they will be selecting a private ambulance service immediately.

Mr. Robinson introduced Andrea Wasdovich, RN, Vice President of Nursing with LHS. Ms. Wasdovich is in charge of ED’s and EMS and commented that she looks forward to working with the MFD in the future.

The next Full Time Labor Management meeting is scheduled for Wednesday, June 17, 2009, 6:00 pm at Station #1 with the next regular Fire Board meeting following at 7:30pm at Township Center.
Motion to adjourn by: Mr. Brotzman
Seconded by: Mr. Britton 9:07pm