September 16, 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 explained, for the record, that Interim Chief Myers was not in attendance because he and (3) District Lieutenants were at a Leadership Conference in Newark, Ohio.

Minutes:
Minutes of: 08/19/09 Regular Session
Motion by: Mr. Quirk, Seconded by: Mr. Brotzman to approve as presented.
ROLL CALL: All ayes

Bills and Payroll:
Bills ($177,583.94) and payroll ($118,202.11) totaling $295,786.05 are motioned for acceptance and payment.
Motion by: Mr. Britton, Seconded by: Mr. Takacs

Mr. Brotzman inquired about a payment made to Physio-Control for $91,220.00. Mr. Long reported that the payment was for the LifePak-15’s.
ROLL CALL: All Ayes

Gary Robinson with Lake Health asked to be allowed to make a correction to the August 19, 2009 minutes: Minutes originally read: “They (Lake Health) expect schematics by Sept. 16, 2009 and have scheduled an open forum for Sept. 29, 2009 at the library.”

Mr. Robinson explained that Beth Teahan’s community group has scheduled the forum for Sept. 19, 2009 and that he plans to attend that meeting.

Mr. Wayman asked for a motion to amend the August 19, 2009 minutes.
Motion by: Mr. Bartlett, Seconded by: Mr. Quirk
ROLL CALL: All ayes

August 19, 2009 Minutes will now read: “and plan to attend the open community meeting Sept. 19, 2009 at the Madison Library.”

Motion by: Mr. Brotzman, Seconded by: Mr. Quirk
ROLL CALL: All ayes

Gary Robinson reported that they are in the process of setting up focus groups within the community and with community leadership for the design of Lake Madison and what services will be offered. Some of the feedback received indicated that they may want to have urgent care and not just a free-standing emergency department. They have put together schematics to use in these discussions and he gave the board a couple of box schematics which showed the current facility and the new 6-bay addition with a covered entrance (on west side) They plan to continue meeting with focus groups. Construction-quality prints and permits are next on the list of things to do. Construction will begin sometime between Fall 2009 and Spring 2010, but no matter when the actual ground breaking happens, they plan to open the new addition in the Fall of 2010. One (1) Community Care ambulance will probably be housed in the back and should be on board by mid to late October 2009.

Mr. Wayman thanked Mr. Robinson for coming.

Opening Public Portion:
Scott Shannon voiced his concern about how contracts are awarded for District building contracts and that the $50,000 limit in regards to competitive bidding, especially without written specifications, is not in the best interest of the taxpayers. He explained that the recent concrete work done at Stations #1 and #2 totaled $83,269 and went to one contractor with no written specifications and only one other quote obtained. He feels that the District could have avoided drain and plumbing problems if they had written their own specifications and gotten more quotes.

Shannon stated that the newly purchased generators (almost $46,000) were another example of the District giving large dollar purchases to a contractor without written specifications and without numerous quotes to choose from. He stated he did not debate the need for the generators, only the process by which they were purchased with only 1 quote and no written specifications. He stated that there were a lot of contractors out there looking for business and he suspected that if we would have gotten more quotes, we could possibly have gotten a better price.

Shannon expressed similar dissatisfaction with the contractor selection process for the proposed storage and training building behind Station #1. He stated that 2 quotes were obtained for two different styles of building, but that breaking large projects into small pieces (insulation, electric, HVAC, etc.) to keep it under the $50,000 bid requirement level was wrong and that leaving the specifications to the discretion of the contractor created problems. According to Shannon, the total of this project will push $150,000 and he encourages the Fire Board to clean up the system, have written technical specification for each project, send it out for competitive bidding and be more responsible with the taxpayers’ money.

Shannon also asked why the District has spent or plans to spend close to $300,000 on building repairs and improvements within a matter of a few months of awarding $22,000 for a new master plan (with a 120-day turnaround).

Mr. Wayman explained that repairs and updates were needed now because the master plan may not be completed for a few years.

Shannon agreed and asked why the District hasn’t spent the $80-100,000 to repair and update Station #3 as well. He stated that the Madison Fire District’s 2010 Budget Certificate filed with the county lists $2 million in Unencumbered Funds. According to Mr. Shannon, 5% of Madison’s population lives south of I-90 and 5% of 2 million is $100,000. No money has been spent in South Madison for fire protection in 20 years. He also stated that 5% of the 2.88 Revenue Source ($145,000) could be used to man Station #3 with two Part Time employees, 12 hours a day, 7 days a week, 365 days a year for $140,000. He commented that South Madison is being neglected and he encouraged the board to remedy this problem.

Mr. Wayman stated that he expects to visit Station #3 next week to assess the situation.

Mr. Brotzman voiced the opinion that South Madison is better served by the AMA contracts (Harperfield, Leroy, etc.) because they have better water capacity and are a better solution than pouring money into updating Station #3. Mr. Shannon disagreed.

Mike Kingery disagreed 100% with Mr. Brotzman explaining that the Fire Board needs to spend some time getting an understanding of firefighting and firefighting operations to learn how to make firefighting decisions.

He quoted water capacity and response times to reach Thunder Hill Golf Course in Station #3 area (from South Ridge Road to Geauga County) as follows:
-St. #1 Engine with 1000 gallons of water takes minimum 7-8 minutes to arrive on scene
-St. #2 Engine with 1000 gallons of water takes minimum 15 minutes to arrive on scene
-Perry Fire Engine with 1000 gallons of water takes minimum 15 minutes to arrive on scene
Mr. Kingery explained that the above referenced response gives 10 minutes of firefighting capacity (approximately 3000 gallons of water at a rate of 300 gallons/minute) once the units arrive on scene.

Per Mr. Kingery, he agrees in the value of AMA’s, but states that in Geauga County, Thompson Fire, for example, takes 6-9 minutes just to get enroute because it is an un-manned station and, during the daytime hours, it takes up to 3 pages, at 3 minutes a page, to run a squad. He expects that Harpersfield would take a minimum of 9-10 minutes to arrive on scene at Thunder Hill Golf Course, and that Geneva would take 15 minutes to arrive from downtown Geneva.

He explained that a Tanker holds 3000 gallons of water, a Tanker Pumper holds 1500 gallons and an Engine only 1000 gallons. Even though Station #1 has a Tanker Pumper, currently the District dispatches an Engine from Station #1 (1000 gal.) and an Engine from Station #2 (1000 gal.) on South Madison fire calls (total 2000 gal.), although they should send the vehicles with the most water to this non-hydrant area. According to Mr. Kingery, reality is that they should send the Tanker Pumper from Station #1 (1500 gal.) and the Tanker/Pumper stored at Station #3 (1500 gal.), but the District does not have the available manpower to send someone to Station #3 to get the 2nd Tanker Pumper and get it to the fire.

Kingery stated that when Station #1 Engine and the Station #2 Engine respond to Bennett Road, a no hydrant area in the north, they run out of water in 8 minutes and have to stand and wait for Geneva to get there with a Ladder Truck. Why? They don’t need a ladder, they need water. He explained that water is the key to fighting fire and a “big” fire is one that is bigger than what you have the capacity to put on scene in 4 minutes time. In Kingery’s opinion, the “school fire” was not a firefighting operation, it was a burn down operation and was lost before it ever started. His concern is that we will lose $400,000 homes because we can’t get water there to put the fire out. He stated that the Madison Fire District cannot put a tanker on the scene in South Madison any faster than 15 minutes (including AMA).

Mike Kingery stated that he does not think the people south of Route 84 are protected because of manpower, equipment and water issues.

Don Jacobson – near Ross Road – According to Mr. Jacobson, we spent years debating fire protection for South Madison and there is already a Station #3 for a reason, and that reason is that AMA (Harpersfield) cannot reach his house in 10 minutes. He stated that everyone pays taxes and should all be protected equally. He questioned whether the board would accept it if their house had a 10 minute response time.

Mr. Bartlett stated that the District priority list includes a re-evaluation and resolution of the Station #3 situation and that the board is taking resident comments into consideration in their efforts to address this action item. He thanked everyone for coming to the meeting and for expressing their concerns.

Scott Shannon stated that the EMS response in South Madison also needs to be addressed.

Committee Reports:
BUILDINGS:
Per Mr. Britton, Station #1 kitchen renovation is complete less some trim work. The only work left to be done in the bathroom is the countertop.

Mr. Britton commented on the completion of the generator projects at both Stations #1 and #2 and asked that the priority list reflect 100% completion. On Thursday, Sept. 17, concrete poles will be installed to protect the generators.

The storage/training building project behind Station #1 is in a holding pattern for 2 – 3 weeks until we receive stamped, approved drawings and the necessary permits.

Mr. Takacs asked that the engineer stamped design plans for the storage/training building be made available to the board and the public as soon as completed.

Communications:
Nothing to report.

Part Time Labor Management:
Next meeting November 18, 2009

Full Time Labor Management:
Next meeting October 21, 2009.

Records Retention:
Nila Maurer reported that the project is still ongoing.

Old Business:
2007-2008 Audit Report:
Per Mr. Tony Long, the 2007-2008 audit report has been received which reflected no “bad” findings. It was recommended that policies be put in place for cell phone usage, credit card usage, frequent flyer usage, vehicle usage and travel reimbursements. He stated that he is already 90% done with getting in compliance and all would be resolved by the next meeting. The cost for the audit stands at $3,000 with an additional bill of $300-400 coming from the state.

New Business:
RESOLUTION #09-027 – Investment Policy
Although not part of the audit report, the auditors suggested that we establish an investment policy which Mr. Long prepared and presented to the board for approval.
Motion by: Mr. Bartlett, Seconded by: Mr. Brotzman
ROLL CALL: All ayes

RESOLUTION #09-026 – Amounts and Rates
The board must approve/accept amounts and rates in the 2010 budget set forth by the county auditor by 10/1/09.
Motion by: Mr. Brotzman, Seconded by: Mr. Quirk

Discussion: Mr. Takacs asked about the dollar value of the 6.48 mills outside the general fund and Mr. Long responded that it equated to approximately two million dollars. Medicount billing is the District’s only other major revenue source.
ROLL CALL: All ayes

Chief’s Report:
Reported by Nila Maurer, Clerk:

1) MASTER PLAN -Phil Kouwe, Project Manager with Emergency Services Consulting, Inc. has sent a final draft of the services contract for our review and signature which was faxed to Mr. Michael Murray for legal review and Mr. Tony Long for financial considerations and payment schedule on 9/14/09. Upon receipt of signed contract, ESCI’s insurance company will issue an insurance certificate for the project.

In the meantime, Mr. Kouwe is working on getting his team together and has already forwarded a packet to the District office outlining the Evaluation Study Data Elements which is the required information that needs to be gathered within the next 3 weeks in anticipation of the initial field visit from Mr. Phil Kouwe and his team. This information includes, but is not limited to:
A) District Information including contacts, community maps and profiles, ISO ratings, automatic aid contracts, etc.

B) Financial Information to include budgets, revenues, expenditures, dispatching and other agreements, assets, audit report, debt, capital improvement plan, tax and levy revenue, policies and ordinances, payroll, health and life benefits, bargaining agreements, etc.

C) Emergency Response and Service Information regarding the last 5 years activity reports, staffing, apparatus, response-time performance, protocols, administrative policies and standard operating guidelines, central dispatch, fire prevention inspections, codes, training, maintenance, test documentation, etc.

D) Incident Records Data Files including NFIRS, Firehouse, CAD system, GIS data to include streets, boundaries, zoning, land use, hazards, jurisdiction, station locations, hospitals, water supply, mutual aid zones, building permit history, and so on.

Many pages of worksheets have been provided by Emergency Services Consulting, Inc. to help gather and report the necessary information. As appointed Liaison between the District and ESCI, I.C. Dennis Myers will be reviewing this information upon his return from the Leadership Conference and will set into motion a plan to see that this information is made available in a timely manner.

2) On-going training continues for all District employees in regards to the new 12 lead equipment which has now been put into service. This new equipment has already been used on a dozen occasions with at least 1 or 2 patients whose care was significantly helped by this updated equipment. The squads are carrying both the 8 lead and 12 lead at this time.

3) In keeping with our mission statement, Madison Fire District continues to be involved on a local, county, state and national level. On a national level, 2 representatives from the District recently went to Buffalo, New York to show respect for a firefighter who lost his life in the line of duty. On a state level, as I have mentioned, I.C. Dennis Myers, Lt. Terry Sopko, Lt. Tod Baker and Lt. Alan Van Kramer are currently in Newark, Ohio at the 2009 Leadership Conference. On a county level, we will be taking our smoke trailer to the Perch Fest in Fairport this weekend, and on a local level, we will be attending Community Days this Saturday, 9 am at the library and look forward to attending the Geneva Grape Jamboree on September 26th & 27th.

4) Included in the board folder is a copy of the letter from Eric Folkman with the Lake County Information Technology Department to the Fire Chiefs regarding the grant application for centralizing fire records management within the county in which he explains that Lake County was not selected for the final round of voting.

5) Lt. Alan Van Kramer will be bringing lots of information regarding the POD program (point of distribution) to the next meeting on October 7th.

6) There has been no county backbone meeting since our last meeting and there is nothing new to report.

7) Ms. Maurer thanked the board for putting protective barriers around the generators at both stations. She reported that I.C. Myers and the Lieutenants had concerns that someone may hit them or that snow plows may damage them.

8) Finally, on behalf of I.C. Dennis Myers, Ms. Maurer brought before the board a recommendation for Full Time hire with the Madison Fire District. She reported that I.C. Myers was especially regretful that he was not able to be at the meeting to make the recommendation in person and that he was extremely proud of all the candidates who met this challenging hiring process.

Ms. Maurer introduced the final four candidates:
FF/EMT Greg Henry – since 2004
FF/Paramedic Brian Faulhammer – since 2000
FF/Paramedic Nick Moon – since 2007
FF/EMT Dan Quayle – since 2007

Ms. Maurer read a letter of recommendation from I.C. Dennis Myers naming Brian Faulhammer as the candidate of choice, contingent upon the successful completion of the Tri County agility test in under 4:30 and passing the mandatory physical. Gregory Henry was named as second choice if Faulhammer is unsuccessful in the contingency requirements. Myers thanked all the candidates and complimented them on their passion and composure throughout the hiring process.

I.C. Myers described Faulhammer as an accomplished paramedic, a state certified inspector and stated that Brian’s long history of service with the District and in the community was a factor in the final decision.

In Myers’ letter of recommendation, he asked that the board make a motion to terminate the candidate list and that a new process be started for any future appointments.

Mr. Takacs suggested that the board table the recommendation until the next board meeting when I.C. Myers, the District Officers and Brian Faulhammer could be in attendance. Mr. Wayman agreed.

Priority List:
Mr. Bartlett reported that 19 of 35 items on the priority list have been completed and he thanked everyone for their diligence in getting projects finalized. Important items currently in progress include assessment of hiring a new fire chief and IT work (Takacs, Bartlett, Van Kramer) which will be presented at the next meeting.

Mr. Bartlett thanked the citizens of Madison for their input.

Closing Public Portion:

Bill Sass – 1400 Erieview Dr. – Inquired about information he received about the Districts’ plans to bulldoze Station #3. He commented on how all the Madison residents are entitled to the same service and expressed his concern that AMA is not always available due to other calls within their own area and traffic concerns. He suggested that we update Station #3 and get it back in service.

Mr. Wayman stated again that he planned to tour Station #3 next week.

Mr. Wayman asked for a motion to adjourn.
Motion by: Mr. Brotzman, Seconded by: Mr. Britton
ROLL CALL: All ayes @8:43 pm