April 14, 2010

CALL TO ORDER 7:30 pm

ROLL CALL

Mr. Anderson x Mr. Brotzman x Chief Lutz
x Mr. Bartlett x Mr. Takacs x Mr. Long
x Mr. Britton x Mr. Wayman x Mr. Szeman

OPENING PUBLIC PORTION:
Duane H. Frager with Madison School Board reminded everyone to support Ballot Issues #3 and #4 on the May 4th ballot:
Issue # 3 – Perry Nuclear Power Plant Renewal (every 5 years)
Issue #4 School Bond – for new elementary and middle schools. Cost/$100,000 home value will be $9.63/mo. and will not go into effect for 3 years. The state will fund 49% of project.
NEW PART TIME HIRES:
Chief Lutz and Mr. Szeman introduced and swore in nine (9) new part time firefighters:

Brian Arko Nicholas Kohr Scott Stoltz
Kyle Foote Michael Maskal Eddie Chernisky
Alex Hearn Richard Rousch Robert Tassone

The group will go through 2 weeks of training and orientation and will graduate on Friday, May 7th at 6:00 pm at Station #1. Everyone is invited to attend. Mr. Britton thanked the Chief, Lieutenants and new rookies for their efforts and wished them all good luck.

FINAL MASTER PLAN PRESENTATION:
Mr. Phil Kouwe, Project Manager for Emergency Services Consulting International, presented a Fire Service Evaluation and Master Plan for the District. Hard copies of the report are available upon request. Mr. Kouwe introduced other members of his team: Mr. Bernie Harchar, Mr. Kent Green, Mr. Robert McNally.

Summary of the presentation is as follows:

A) Three Phases of a Master Plan

1) Current Conditions – Where are we?
a) Base evaluation of current conditions compared against industry best practices and national benchmarks

b) Public Input- What are the public concerns? What do they value as good service?
1) Response time
2) Training
3) Equipment
4) Overall Cost
5) Which items are more important than others?
6) What are the expectations of the Fire Department?

This input is important in establishing performance objectives and in developing future strategies particularly in regards to response times for the first arriving unit and response times of the full concentration of an effect response force.

c) Demand Studies – An evaluation (since 2002) was conducted of the District’s workload by 3 major categories (Fire, EMS, Other) and identified trends which, in conjunction with projected demographic changes, will be used to project future workload.

1) Frequency of use is important in determining future need. Overall call volume was tracked by time-of-day. Most EMS calls within the District can be handled by 2-3 firefighters and occur predominantly during the day (most traffic, business’ open, schools open) which demands more ambulances be available during the daytime hours and less at night. On the other hand, fire calls require 3 engines, an areal and 17 firefighters which needs to be available 24 hours a day to accommodate the risk of fire. Because of the District’s history of concurrent EMS calls during the day, it is important to be sure Fire coverage is available during the peak EMS times. The key is to balance the changes in demand between EMS and Fire calls and ensure the capacity to respond appropriately 24 hours a day.

2) A similar general demand evaluation was conducted geographically to identify areas of highest demand or risk (highest population, traffic, commercial, schools, churches, nursing homes, etc.). Keep in mind that this report includes future land use plans for development.

3) District resources distribution was evaluated and “pure” travel time was reported by areas that can be reached within 4, 6 and 10 minutes from existing stations (#1, #2 & #3).
a) Developments/Dense population/Commercial – 4 minutes
b) Center/Outskirts – 6 minutes
c) Far east/Far west – 10 minutes

Currently (which does not include Station #3) 56% of district calls were responded to within 4 minutes, 88% within 6 minutes and 96% within 8 minutes based on model travel time. Multiple calls, mutual aid calls, bad directions given by the caller and traffic are examples of issues that may affect response time. The typical District average for 90% of calls is 8 minutes which includes turnout and travel and is a good rating by industry standards for a department that covers such a large, diversified area. (Last year the average was 5 minutes, 33 seconds.)

The report includes ISO ratings (insurance). Good ISO ratings are in developed areas within 1.5 miles from a fire station but this rating only represents 4 points out of 50 points of the total fire department score.

Sample Concentration Studies of current conditions based on NFPA #1710 Guidelines:
- Rt. 20 east of Rt. 528 can adequately be serviced by 2 engines and 1 areal (Geneva AMA) in 8 minutes or less.
-All Rt. 20 and Rt. 84 west of Madison Village can be serviced by 3 engines in 8 minutes or less.

2) Future Need -Where do we need to be?
a) What changes do we expect within the community in the next 15 years?
1) New development/Re-development along Lake Erie and in the Village
2) Population growth and density based on census, NOACA and County planning organizations
3) Commercial/Industrial changes along Rt. 20 and major transportation routes.

Current work load is about 3,000 calls per year. By the year 2020, projected calls will be approximately 4,300 and it is expected to reach 5,200-5,500 calls per year by 2030. Demographics, among other issues, have a large effect on work load. For example, as the community ages, there will be an increase in the rate that each resident uses District services.

3) Future Need – How do we get there?

RECOMMENDATIONS:

Facilities – 2 strategies were recommended to meet NFPA #1710 Standard (4 minute response to 90% of calls). To achieve this we need:

1) 5 fire stations (will need to build two more AND relocate an existing station).

OR

2) The district could adopt a standard for departments that typically services urban, suburban and rural areas (NFPA #1720) which uses a tiered model of service deliveries. Using this standard, most of Madison will fall into the urban and suburban categories (response time of 10 minutes or less).

NFPA Standard #1720:
Area Response Time % of Calls
Urban* 5 minutes 90% *Highest concentration of demand/risk
Suburban 10 minutes 80%
Rural 14 minutes 80%

Adopting this standard would allow the District to open Station #3 and continue to service virtually 100% of calls within 10 minutes which exceeds NFPA Standard #1720.

Apparatus – The District needs to have a ladder unit or a Quint in the central station to service buildings that are 3 stories or more in height or 25,000 sq. ft. or greater in area. A majority of Madison buildings in this category are within the 2.5 miles limit specified by NFPA #1720.

Staffing – The staffing goal is effective concentration to service all areas in 8 minutes. Although the number of calls in the Station #3 area is substantially less than around the other two stations, housing an engine at Station #3 and staffing Station #3 will improve the resource concentration throughout the District particularly to the rural areas south of the river, in the central Village area and for calls on Rt. 90 & Rt. 20. It is recommended that the District staff Station #3 as soon as finances will allow.

Other Recommendations – The report includes other short, mid and long term recommend-dations that will allow the District to improve moral and service the community better as finances allow.

Mr. Britton thanked Mr. Kouwe and Mr. Harchar for their efforts.

Mr. Britton requested that the Master Plan be put on the website for review.

Master Plan Questions:

Mr. Bartlett asked about section “Enhances the Delivery of Service”. Mr. Kouwe stated that the items in this section are in order by how they appear in the report, not in a recommended order to be completed. Some items are relatively inexpensive and can be done immediately. Others are expensive and can be completed as finances allow.

Mr. Takacs inquired about the specifics of the model fire station presented. Mr. Green and Mr. Kouwe explained that it is a station modeled by other existing stations built in the last three years and costs are applicable to this area. The model two bay station will accommodate 8 personnel.

Mr. Frank Krnach (spelling corrected at 5/19/10 meeting) asked about the impact of Madison’s railroad tracks on the travel time projections. Mr. Kouwe stated that these crossings are modeled open and closed as well as with multiple crossings being closed at the same time.

Mr. Kouwe thanked Chief Gene Lutz, Interim Chief Dennis Myers and Clerk Nila Maurer for their help with phone call and the endless exchanging of information.

Mr. Britton reported that the Fire District owns land in two different places – 4.2 acres at Rt. 307 and Rt. 528 and two parcels at Burns Rd. and Rt. 20. Chief Lutz is working on deciding whether these plots will be useful in helping the District serve the community better.

MINUTES:

MINUTES of: 03/17/10 Regular Session
Motion by: Mr. Bartlett, Seconded by: Mr. Brotzman to approve as presented.
ROLL CALL: 5 ayes, 1 abstain

BILLS AND PAYROLL:

Bills ($140,944.38) and payroll ($118,387.76) totaling $259,332.14 are motioned for acceptance and payment.

Motion by: Mr. Anderson, Seconded by: Mr. Wayman

Discussion:

Mr. Takacs asked about a payment to BWC for $62,000+ which shows in the budget under General Fund #230 for $2,000 (actual payment was $2,200 – $200 transferred from Administrative Account #110). Mr. Long explained that there are two BWC accounts – Administrative Account #110 and Fire Account #220 which is where the yearly payment of $62,000+ was paid.

Mr. Takacs asked why the preemption expenditures came out of the General Fund and #4901 Capital Account. Mr. Long replied that it was adjusted after the original payment and paid completely out of the General Fund.

Mr. Bartlett asked about the Visa charges paid on Check #2680 for $2,565.00 on account #220-318. Chief Lutz explained that credit card ending in #1565 was for FDIC training ($3,600). Mr. Bartlett requested that the large amounts be more clearly defined in the report. He also inquired about Check #2721 for plumbing. Mr. Long reported that this was for repairs at Station #1.

Mr. Bartlett asked about a payment to Walker Floor Covering. Chief Lutz explained that it was for necessary bathroom remodeling and repairs to the bathroom at Station #2.

ROLL CALL: All Ayes

COMMITTEE REPORTS:

BUILDINGS: Per Mr. Britton, everything in the new building at Station #1 has been approved by the Health Department and he thanked Jerry Flanek for his work. All outlets have been installed, the lighting in the bays has been raised to appropriate height, the ceiling in the bathroom will be a hard ceiling instead of a drop ceiling to allow Penguin Heating access through the utility room. Mr. Britton requested that Lt. Van Kramer contact him for computer cable locations. Chief Lutz stated that he would have Van Kramer call Mr. Britton on Thursday, April 15th. NREC bills expected for bathroom walls, knee wall insulation, etc. Floor is completed and apron will be installed as CEI and weather permits. Concrete will be poured in passway between Station #1 existing building and new storage building, per Building and Health Department request, as weather permits.

COMMUNICATIONS: Nothing to report.

PART TIME LABOR MANAGEMENT: April 7th meeting agenda included discussions on EAP, finalizing EMS exchange program with Lake Hospitals and Part Time representation during officers’ meetings.

FULL TIME LABOR MANAGEMENT: Nothing to report.

OLD BUSINESS:

PRIORITY LIST UPDATE:
Mr. Bartlett reported that only 11 items out of 35 remain open. 8 are over 50% completed. 3 will be completed within the next month.

NEW BUSINESS:

RESOLUTION NO. 10-023 – Laura Rose Recognition of Service
Chief Lutz reported that there will be a retirement party for Laura on Friday, May 16th at Station #1 at 7:00 pm. Many presentations are expected with a gathering at Quigley to follow.

Motion by: Mr. Bartlett Seconded by: Mr. Anderson ROLL CALL: All ayes

DISTRICT HEALTH INSURANCE: Mr. Long reported that the Insurance Committee met to discuss the May 1 policy renewal and he thanked Mr. Bartlett, Mr. Takacs, Chief Lutz, Lt. Baker and Ken Wilson for their efforts in completing this review.

To keep our plan exactly as it is, we were faced with a 21% increase ($36,000). The committee is recommending staying with Medical Mutual on an HRA plan with established deductibles – single $1,500; family – $3,000. The Fire District will absorb the deductibles. All covered employees will be issued a credit card to be used for services (no co-pay or other fees) until the deductible is met at which time Medical Mutual will take over medical payments. The vision plan had no increase in cost. The dental plan was increased by only 6% (50% employee/50% district).

CobraSource will administer the plan at a cost of $1,150.00/year. The yearly premium cost will be approximately $600 less for the employee. Should all the employees max out the deductible, the District will only experience a maximum additional cost of 3,000 to 4,000 per year.

There will be a meeting of all interested parties on April 29, at 6:00 pm at Village Hall to discuss details of the new plan and have questions answered.

Motion by: Mr. Brotzman Seconded by: Mr. Takacs ROLL CALL: All ayes

CHIEF’S REPORT:

Dates to Remember:

April 16, 2010 Laura Rose Party Station #1 7:00 pm

April 29, 2010 Health Insurance Village Hall 6:00 pm

May 7, 2010 Graduation Station #1 6:00 pm

Gas Monitor Purchase – $4,964 (with calibration stations)

#650 Hi-Vis Hydrant Markers Purchase – $2,400

Boundtree Suction Units Purchase – $2,400

New Phone System Purchase – Not to exceed $7,500 – Voice Mail – for Station #1 & 2

Motion by: Mr. Wayman Seconded by: Mr. Anderson ROLL CALL: All ayes

Thermal Imaging Camera Purchases – Findley -$30,090

Includes:
(2) T-Max cameras with Batteries and Chargers
(2) Receivers with Batteries and Chargers
(2) Eclipse Monitors with Batteries and Chargers

Motion by: Mr. Bartlett Seconded by: Mr. Anderson ROLL CALL: All ayes

AED’s – Automated External Defibrillators- Chief Lutz reported that training for all appropriate personnel at the Village, Township and Senior Center is underway. He reported that the maintenance contracts for the both the (7) AED’s and the (4) Life-Pak 15’s totals $16,400.20/year (approved at the March 3, 2010 board meeting).

CLOSING PUBLIC PORTION:

No comments.

Other Items:

Mr. Britton reported that he has contracted use of a lift in the new building for $400/mo plus $90 delivery and $90 pick up.

Mr. Takacs revisited the idea of having only one board meeting each month. Chief Lutz and Mr. Long agreed that this would not cause a problem getting District business accomplished.

A recommendation was made to have meetings only on the third Wednesday of each month at the Township Center at 7:30 pm. It was agreed that additional meetings could be scheduled as needed.

Motion by: Mr. Takacs Seconded by: Mr. Brotzman ROLL CALL: All ayes

Next meetings: May 19th – Township Center at 7:30 pm

Motion was made to adjourn to Executive Session to discuss legal questions concerning a District contract. Mr. Szeman explained that an Executive Session is necessary to consult with legal council and to preserve attorney client privilege.

Motion to adjourn by: Mr. Wayman Seconded by: Mr. Bartlett

No regular business to follow Executive Session.

ROLL CALL: All ayes @ 9:07 pm

Motion to reconvene to Regular Session by: Mr. Anderson; Seconded by: Mr. Wayman
ROLL CALL: All ayes @ 9:18 pm

Motion to adjourn by: Mr. Brotzman Seconded by: Mr. Anderson
ROLL CALL: All ayes @ 9:18 pm