December 16, 2009

CALL TO ORDER 7:30 pm

ROLL CALL

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

MINUTES:
Minutes of: 12/02/09 Regular Session
Motion by: Mr. Bartlett, Seconded by: Mr. Brotzman to approve as presented.
ROLL CALL: All ayes

BILLS AND PAYROLL:
Bills ($25,021.96) and payroll (114,235.72) totaling $139,257.68 are motioned for acceptance and payment.
Motion by: Mr. Brotzman, Seconded by: Mr. Takacs
ROLL CALL: All Ayes

Mr. Wayman requested that the board adjourn to executive session to discuss personnel/hiring.
Motion by: Mr. Britton, Seconded by: Mr. Bartlett
ROLL CALL: All ayes @ 7:33 pm

Mr. Wayman requested that the board return to regular session.
Motion by: Mr. Brotzman, Seconded by: Mr. Britton
ROLL CALL: All ayes @ 7:43 pm

EXECUTIVE SESSION REPORT:
Mr. Bartlett motioned that the Madison Fire District enter into a Memorandum of Understanding to hire Mr. Eugene Lutz as Fire Chief. Seconded by Mr. Brotzman.

Mr. Wayman stated that he would not be voting for Mr. Lutz and explained that over the past nine months under Interim Chief Myers, the District has stayed on a steady course forward and he has felt all along that Mr. Myers could lead this District into the next decade. By hiring Mr. Myers, the District would have saved roughly $10,000 annually and Wayman stated that that money could have been used towards refurbishing Station #3 or any new buildings that might be built in the District. He stated that Dennis has done a real good job for the District since thrust into that position on short notice.

Mr. Brotzman also stated that he has a high opinion of Interim Chief Myers and that he has done an outstanding job.

Mr. Britton stated the same and said Myers would be asked to stay on in an advanced rank indefinitely and would continue to lead the District until Mr. Lutz begins as Chief on January 15, 2010. Thereafter, the board will make special arrangements for Myers to continue full time as Mr. Lutz’s right hand man for at least 1 month.

Mr. Bartlett thanked Mr. Myers for his efforts and the leadership that he showed and commented on the many great things Myers has accomplished during his term, commenting specifically on the teamwork that has developed within the District.

ROLL CALL: 4 Ayes, 1 Nay

Mr. Britton reported that Mr. Lutz will be at the January 6, 2010 Regular Session Meeting. In the meantime, Lutz will be closing out business at his current position and will be taking a couple of weeks vacation before returning to Madison to begin as Chief on January 15, 2010. He will be staying in Perry at his mother’s home and will be going back home to Trotwood, Ohio once a month to visit his family (daughter is a senior in high school). He will be looking for a home in this area and plans to move his family in the summer of 2010. He brings 22 years experience to the District and was impressed with the moral that Dennis Myers has developed, the knowledge of our staff and the equipment.

Mr. Long reported that he was asked in July, 2009 to facilitate an assessment program and interview process to recommend candidates for Fire Chief to the Board. He commented that it was an interesting, yet sometimes difficult process because he worked daily with Interim Chief Myers who he has a great deal of admiration for.

Mr. Long reported that Mr. Lutz was born in Ashtabula, was on the Perry Fire Department for many years, moved to Trotwood, Ohio in 2001 (north of Dayton) where he was assistant chief, and became Chief in 2006 to present. He was ranked #2 after the assessment program and ranked #1 following the interviews. He visited the District to meet staff and tour the stations. Mr. Long guessed that many of the residents already know Mr. Lutz.

OPENING PUBLIC PORTION:
Doris Cook with the Lake County Tribune Gazette asked about the new chief’s salary which Mr. Britton reported at $74,000/year plus $2,080/year Paramedic compensation and insurance benefits. There will be a 6 month and 12 month review (no increase salary) during a 1 year probationary period.

COMMITTEE REPORTS:

BUILDINGS:
Station #1 Storage Building – Mr. Britton reported the work on the new building was delayed a week due to a death in the crew.

The siding received was double 4” and should be double 5” which is being replaced. Next projects include tearing out the asphalt in the building to put the fill dirt in, installation of a temporary furnace to heat the building to facilitate pouring the concrete flooring, wiring, drywall, etc.

Additional costs include adding water to the building for a bathroom/shower stall/sink to be installed by Mr. Gunzelman (NREC) not to exceed $6,000 (does not include lumber or sewer line).
Motion by: Mr. Takacs, Seconded by: Mr. Brotzman
ROLL CALL: All ayes

Additional costs include a 14’ X 50’ apron and steps (2 sets) and necessary asphalt removal by Lake Erie Concrete for $9,200.
Motion by: Mr. Brotzman Seconded by: Mr. Takacs ROLL CALL: All ayes

Additional costs include electrical service not to exceed $9,300 (does not include permit).
Motion by: Mr. Wayman Seconded by: Mr. Bartlett ROLL CALL: All ayes

Fill dirt, shingle overrun and drop-ceiling costs to follow. Prints for the electrical will be done by CT as soon as possible.

Mr. Long reported that the air conditioner for the new building will be installed now rather than waiting until the spring as reported at the December 2, 2009 meeting.

Station #3 – Mr. Brotzman commented that Station #3 is a valuable storage building and suggested that next year we consider doing something to restore/update the building. Mr. Wayman commented that he agrees that we should address the need of that building in conjunction with the Master Plan. Mr. Bartlett agreed.

COMMUNICATIONS:
Nothing to report.

PART TIME LABOR MANAGEMENT:
Nothing to report.

FULL TIME LABOR MANAGEMENT:
Nothing to report.

RECORDS RETENTION:
Nothing to report.

OLD BUSINESS:

Mr. Bartlett recommended that the healthcare “white paper” presented to the board on November 4, 2009 be tabled until the new chief has had a chance to review the document. Mr. Wayman agreed.
Motion by: Mr. Bartlett, Seconded by: Mr. Takacs
ROLL CALL: All ayes

Mr. Murray asked for a motion to accept the resignation of FF James Bradbury and acceptance of Resolution of Grievance #09-003.
Motion by: Mr. Brotzman, Seconded by: Mr. Takacs
ROLL CALL: All ayes

NEW BUSINESS:
Mr. Long reported on the Appropriations Resolution #09-032 for 2010 which is submitted to the County Auditor along with our Certification of Estimated Resources. The Auditor will verify that our appropriations will not exceed our revenue. Mr. Long explained that these figures are not final and can be amended as needed.
Motion by: Mr. Bartlett, Seconded by: Mr. Britton
ROLL CALL: All ayes

CHIEF’S REPORT:
Interim Chief Myers reported that the District has been drilling with Chief Starkey and Geneva Fire Dept. to familiarize personnel with equipment.

The 2010 drill schedule for Fire and EMS has been posted. We have recently added another fire instructor to the staff (Frank Henry).

POD for the east end distributed over 2600 doses of H1N1 vaccine on December 13, 2009 7:00 am – 4:00 pm.

Myers met with Lake Health (Patty Willson) and resolved issues about supply availability. These issues will be eliminated once the Lake Madison ER is completed.

Events Attended – Geneva Parade and Christmas in the Village.

PRIORITY LIST:
Mr. Bartlett reported that in 16 months we have added 35 items to the list. 25 are complete. Of the remaining 10, nine are over 50% complete. #36- Promotion and Succession Development Plan has been added.

CLOSING PUBLIC PORTION:
Mr. Klco thanked I.C. Myers.

Mr. Wayman gave a special thanks to Mr. Britton for his effort this year. He thanked the District Lieutenants for their hard work and for supporting I.C. Myers during his interim period. He also thanked the board for their forward progress to the common good of the entire community. He wished everyone a Merry Christmas and a Happy New Year.

The 2010 Re-organizational Meeting and the next regular Fire Board meeting will be held January 6, 2010 at Village Hall beginning at 7:00 pm. Mr. Wayman asked that Mr. Long advertise properly.
Motion by: Mr. Britton, Seconded by: Mr. Brotzman
ROLL CALL: All ayes

Motion to adjourn by: Mr. Brotzman Seconded by: Mr. Bartlett
ROLL CALL: All ayes @ 8:07 pm.

December 2, 2009

CALL TO ORDER 7:30 pm

ROLL CALL

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

Per Mr. Wayman, Mr. Quirk is ill, is under doctor’s care, and is expected to be alright.

Minutes:
MINUTES of: 11/04/09 Regular Session
Motion by: Mr. Britton, Seconded by: Mr. Brotzman to approve as presented.
ROLL CALL: All ayes

Bills and Payroll:
Bills ($91,303.48) and payroll (122,235.38) totaling $213,538.86 are motioned for acceptance and payment.
Motion by: Mr. Brotzman, Seconded by: Mr. Britton
ROLL CALL: All Ayes

Opening Public Portion:
No public comment.

Committee Reports:

BUILDINGS:
Station #3 Boiler: Mr. Britton reported that he has received quotes for the heating units at Station #3. Jeff with Penguin (our current heating/cooling service company) suggested three different options:

1) Replace the 60,000 btu 1960 vintage oil fired hot water boiler (not worth fixing) with a 189,000 btu 80% effective unit for $11-12,000 (oil or gas) plus plumbing.

2a) Garage Area with oil fire heater 140,000 btu – $7,500.00
2b) Garage Area with propane heater – $7,200.00 (1-1/2 times the cost of oil)

3) If the board chooses not to replace the boiler at this time, temporary heat can be supplied by a small electric heat pump water closet to keep everything from freezing – $750-$950. Future living quarters – unit will run $7,500-$9,500 plus electrical work.

Station #3 Roof: – Per Mr. Britton, Mr. Wayman got a quote for $17-$18,000; a second roof quote was received from Aiden Builders for $22,900 which included many options.

Mr. Britton is still waiting on electrical and garage door quotes for Station #3 (hopefully by the next meeting).

Station #1 Storage Building: – Mr. Britton reported that he has received additional bills from Joe Gunzelman (NREC) for things that the county added to the specifications for the new Storage/Training building:
1) Rocks and bricks in dirt removed while digging footer ($425)
2) Tree cutting ($780)
3) Removal of pavement between buildings ($150)
4) Extra concrete removal ($200)
5) (4) windows, (2) doors, extra lumber/headers/labor – $2,128.68

Total of Station #1 Storage Building Extras – $3,683.68.

Motion by: Mr. Bartlett, Seconded by: Mr. Takacs
ROLL CALL: All ayes

Note: Angle iron around bay doors is no longer required by the county because we installed double headers in the new building. Issues yet to be addressed include Tyvec and county specified 40 year shingles ($850 add).

Station #1 Storage Building Man Doors: – The County has also suggested that we have commercial type doors (which Station #1 just replaced). Price for three (3) doors ($2,064) with automatic panic bars ($490) from Nolan Door Company is $2,554.00.

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

Station #1 Storage Building Garage Doors: -2 quotes were received for Garage Doors from:
1) Midway Doors for $6,300
(with double R-factor insulation, 2 windows, automatic door openers and panic sensors)
2) Lake County Door for $8,000 (similar)

A motion was made to purchase garage doors from Midway Doors for 6,300.00.
Motion by: Mr. Britton, Seconded by: Mr. Bartlett
ROLL CALL: All ayes

Station #1 Storage Building Drywall & Insulation: – 2 quotes received for drywall (walls and ceiling) and insulation (R-19 in walls/R-30 in ceiling). NREC price is $16,642.80 which includes building the 12’ split wall to enclose new training center. The second quote (will be available at Dec. 16th meeting) was in excess of $19,000.

Mr. Wayman asked Mr. Long if funds are available to complete these projects. Mr. Long said funds are available.

A motion was made to purchase drywall and insulation from NREC for $16,642.80.
Motion by: Mr. Takacs, Seconded by: Mr. Brotzman
ROLL CALL: All ayes

Station #1 Storage Building Heater/Air Conditioner: – Mr. Britton reported on the following quote from Penguin Heating for the new building:
Training/Day Room Heater $4,940.00.
Training/Day Room Air Conditioner $ 2,750.00
Bay Heater (150,000 btu) $ 3,650.oo
Price to run gas line $ 1,870.00

Total quote ……………………………………….$13,210.00

Only the coil ($450) for the air conditioning unit will be installed with heater unit. The balance of $2,300 will be paid in the spring when A/C unit is installed.

Motion by: Mr. Wayman, Seconded by: Mr. Bartlett
ROLL CALL: All ayes

Jeff with Penguin will meet with Joe Gunzelman Thursday, Dec. 3rd to work out details for heater/air conditioning vents in the roof.

COMMUNICATIONS:
Nothing to report.

PART TIME LABOR MANAGEMENT:
Per Mr. Bartlett, P/T Labor Management committee met December 2, 2009 at Station #1 and reviewed action items. The only open item is the Employee Assistance Program #21. Mr. Bartlett asked Full Time/Part Time to review Chris Brill’s presentation (Lake Health) and see where they want to go. 100% consensus is desired.

New business included discussions about bereavement time and sick time. Currently District SOP does not address these issues and have been handled through the Chief. Mr. Bartlett asked PT to write down expectations regarding these two issues.

Mr. Brotzman commented that EMS equipment is not being returned to the district from TriPoint and that we may need to send a courier to retrieve said equipment and supplies.

FULL TIME LABOR MANAGEMENT:
Nothing to report.

RECORDS RETENTION:
Nothing to report.

OLD BUSINESS:
RESOLUTION #09-029/#09-031 – Mr. Murray passed out Resolution #09-031 for board review and approval. He explained that additional language is required regarding the pick up pay for the Fiscal Officer referenced in Resolution #09-029 previously adopted. Section #2 should read “the employer will pay 50% of the Fiscal Officer’s statutorily required 10% contribution to PERS”. Mr. Murray recommended that the board pass #09-031 to supersede #09-029.

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

New Business:
There was no business required regarding Resolution 09-019 listed on the agenda.

Mr. Wayman introduced FF/Paramedic Brian Faulhammer and welcomed him to the ranks of the Full Time Employees of the Madison Fire District. Faulhammer was sworn in by Interim Chief Dennis Myers. Brian thanked the board for the opportunity and commented that he looked forward to having his career here in Madison. Reception to follow.

CHIEF’S REPORT:
1) POD – I.C. Myers reported that Madison High School is no longer host of a POD facility due to previously scheduled events (wrestling). Perry picked up the task, however, that too has changed and the POD will now be at Riverside High School on December 13, 2009. Madison will supply manpower (10). For more information, check the Health Department’s website.

2) Events Attended:
*Medicount Seminar at Lakeland Comm. College on Nov. 17, 2009 (Myers, Long, Maurer)
*Heavy Extrication Drill at Station #2 in mid November – Thank you Lt. Patfield.

3) Upcoming Events:
December 4th – Geneva Parade
December 5th -Santa in the Park

4) Interim Chief Myers asked for any board questions or comments regarding the Community Care Transport Proposal presented at the last meeting. He reiterated that no action is required at this time, however, any input geared towards improving the proposal will be appreciated. No questions or concerns were voiced.

5) Myers reported that he has spoken to Phil Kouwe (ESCI) regarding the status of the Master Plan. Mr. Kouwe indicated that they will be returning to Madison shortly after the first of the year to assess the current situation and will issue recommendations within a few weeks thereafter.

PRIORITY LIST:
Mr. Bartlett reported that 22 items have been completed. The next item on the list is the Fire Chief Appointment. Item #21 – Employee Assistance Program is ongoing.

Closing Public Portion:
No public comment.

The next regular Fire Board meeting will be held December 16, 2009 at Township Center, 7:30 pm.

Mr. Wayman asked for a motion to adjourn to Executive Session downstairs in Mr. Long’s office to discuss a personnel matter and a pending legal matter. He requested that Mr. Murray and Mr. Long also attend.

Motion by: Mr. Britton, Seconded by: Mr. Bartlett
ROLL CALL: All ayes @ 8:02 pm

Mr. Wayman invited everyone to stay for a short reception to congratulate Brian Faulhammer.