May 19, 2010

CALL TO ORDER 7:30 pm

ROLL CALL

x 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

MINUTES:

MINUTES of: 04/14/10 Regular Session
Mr. Bartlett asked for a spelling correction on Page 4 – Mr. Frank Krnach.
Motion by: Mr. Anderson, Seconded by: Mr. Bartlett to approve with above change.
ROLL CALL: All ayes

BILLS AND PAYROLL:

Bills ($149,327.04) and payroll ($160,804.68) totaling $310,131.72 are motioned for acceptance and payment.
Motion by: Mr. Wayman, Seconded by: Mr. Takacs
ROLL CALL: All ayes

OPENING PUBLIC PORTION:

Pete Gosline of South Madison commented that he had reviewed the new Master Plan presented at the last meeting and that there were many good ideas included.

Mr. Gosline asked what the short term plans were for South Madison regarding fire service. Chief Lutz replied that we have increased the staff in our existing stations to 5/5 and he felt certain that we could supply an engine and medic services needed in South Madison. He reported that we have not yet placed an engine in the area; however, he is working on getting a group together to discuss the possibilities.

Gosline also asked if the District was planning to open Station #3. Chief Lutz stated that it was his personal opinion that it is not worth it to put money into the existing building, but that did not rule out opening Station #3 for a period of time. Lutz stated that he felt we needed to build in the area.

Mr. Gosline wondered how long it would take to resolve this issue and, given the two recent fires, was concerned about how long it would be before the insurance costs began to rise. Mr. Britton reported that the Fire Board is working on setting up a time to review the final Master Plan and decide on the future for the District. He reported that renovations are needed at all three stations and that we own land in the Rt. 307 area.

Gosline asked if the District will be housing an engine at Station #3 or if we will still rely on mutual aid (Perry-St. #2, Harpersfield, etc.). Chief Lutz explained that we will always use mutual aid. Mr. Britton commented that purchasing a tanker has been discussed.

COMMITTEE REPORTS:

BUILDINGS: Per Mr. Britton, the following items have been completed:
1) Rough-in inspection on the mechanical – heating and gas line.
2) Electrical service has been approved on the outside of the building.
3) Tony Long contacted CEI to raise the wire at the corner of the building.
4) Inside fire wall (fire caulk and the rafters) has been inspected.
5) Wall ceiling has been hung in the training room and 25% of bay ceiling is complete.
6) The area between the buildings has been leveled and Chief Lutz is working on options to finish the concrete.
7) Water lines have been run from the existing building to the new building.
8) The oil interceptor is in at Station #1 – Station#2 to follow.
9) The new building apron is complete.

Mr. Bartlett asked about CT issues regarding additional payments. Mr. Britton stated that he has asked Eric with CT for a breakdown of the total billing. Mr. Long commented that he spoke to Ned about this breakdown and that it is in the works. Mr. Bartlett said he felt the Board should keep close tabs on services asked for, services rendered and services billed. Mr. Britton and Mr. Long reported that we have a February billing for $5,600 and an April billing from CT for $9700. Mr. Britton will advise the board when the breakdown is available and the final charges have been determined. Mr. Britton and Mr. Bartlett reported that the county had done a great job keeping the process going. Mr. Bartlett requested that we hold off on paying any more CT invoices until the final review of all CT services has been done. Mr. Britton agreed. Mr. Britton reported that the new building is built to above minimum standards.

COMMUNICATIONS: Nothing to report.

PART TIME LABOR MANAGEMENT: Nothing to report.

FULL TIME LABOR MANAGEMENT: Nothing to report.

OLD BUSINESS:

PRIORITY LIST UPDATE: Mr. Bartlett reported that only 7 items remain open out of 36. He anticipates adding more items once Chief Lutz has had time to propose them.

Mr. Bartlett asked that Item #16 – “Master Plan” (80% complete) be closed and that a new Item #37 be opened – “Review Master Plan and Recommend Options”. Mr. Bartlett asked that the Fire Board meet on the first Wednesday of each month for “Master Plan Review”, the first of these special public meetings on June 2nd, 2010 at Township Safety Center, 7:00 pm. The board asked Mr. Long to advertise the meeting. Mr. Wayman asked Mr. Anderson to check with the Township office to be certain the Center is available.

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

Mr. Britton reminded Pete Gosline that Item #34 (20%) is “Station #3 – Final Resolution”. Mr. Bartlett agreed to supply the minutes from last fall’s evaluation of the Station #3.

NEW BUSINESS: Nothing to report.

PURCHASE ORDERS: Nothing to report.

CHIEF’S REPORT:

WEBSITE: Chief Lutz reported that the Master Plan is on our website for public review – www.madisonfiredist.com.

NEW EMPLOYEES: Nine new Firefighters/EMT’s/Paramedics have completed the MFD Academy and Orientation and are preparing to fill the schedule. Due to many funerals in the past 2 weeks, graduation was postponed until Thursday, May 20, 2010 at St. # 1, 8:30 pm. Everyone is welcome to attend.

NEW SHIFT POSITIONS: The deadline date for applying for new shift positions in an effort to increase manning to 5/5 was Tuesday, May 18, 2010. Bunk beds have been purchased. These additions to the calendar will free up the Lieutenants to do operational and administrative work (IT, etc). Approximately 20 applications were received and Lutz anticipates finalizing his choices within the next 2 weeks. Mr. Takacs asked if 5/5 would become standard manning. Chief Lutz replied that minimum manning will remain at 3/3.

Mr. Bartlett asked about the resolution passed in recent years pertaining to how much time newly trained employees must stay with the District before they are permitted to move to another department or district. Mr. Takacs explained that the resolution dealt with part time personnel whose paramedic course tuition was paid for by the district. Said tuition would need to be reimbursed to the District if the employee left within the first 3 years of receiving their certification.

VILLAGE & TOWNSHIP TRAINING: All CPR and AED classes have been completed.

(4) NEW GAS METERS: Training to begin Thursday, May 20, 2010.

SOP COMMITTEE: The committee has met and will continue to meet to evaluate all SOP’s. This will remain an ongoing project.

GRANTS:

1) 9 fire departments in the area have joined together and applied for a county grant for $110,000 to help with the interface of the Firehouse software between dispatch and the stations.
2) Chief Lutz is working on a FEMA grant for $600,000 for portable radios, MDT and SCBA’s.
3) Lutz is also doing a Regional FEMA grant for the 8 area fire departments for MDT’s.
4) Mentor and Perry are working on grants for mobile radios ($1.5 million needed for backbone system).

NEW PHONE SYSTEM: Station #1 phone system is completed; Station #2 is next.

UNIT #2113 ENGINE: Unit #2113 (Station #1) was side-swiped two Saturdays ago and is currently housed at Station #3. Chief Lutz reported that he is working with State Farm Insurance and the engine manufacturer (still under warranty) to facilitate repairs (estimate – $10,000) and other warranty replacements.

LAKE MADISON HOSPITAL ER PROJECT: Chief Lutz met on May 14th with Gary Robinson and Rep. Snyder to discuss curb issues in regards to proposed access at the Lake Madison building site. The issue revolves around cutting a new access for emergency vehicles only to insure public safety. Contact will be made with Madison Township Zoning for plan approval and the Ohio Governor’s Office to get permission to bring ODOT to the scene to resolve this issue. Chief McDonald from Perry has been asked to voice an opinion.

CAMP STIGWANDISH BOYS SCOUT CAMP: The Greater Western Reserve Council will be conducting its annual summer Day Camp Event on June 21-June 25th. The event will be serving approximately 200 people. The Fire District stands ready to assist as needed.

DISTRICT HONOR ESCORT: On Monday, May 17th, Captain Ken Takacs was honored for 32 years of service and was escorted home by Painesville City Fire, Painesville Township Fire, Perry Fire and Madison Fire.

MADISON HIGH SCHOOL PROM PROMISE: Chief Lutz and Mr. Anderson reported that Principal Bill Fisher was very happy with the District’s involvement and the message sent to the students.

DOWNED-WIRE CALLS: Mr. Bartlett and Chief Lutz led a short discussion about the time duty crews spend securing scenes involving downed wires. General consensus was that the issue needs to be discussed further to look into ways of establishing other methods of coverage so that duty personnel are free to respond to actual emergencies. Chief Lutz agreed to research options.

URGENT CARE AT LAKE MADISON HOSPITAL: Mr. Anderson reported that he has been approached by several residents who are concerned that the urgent care department at Lake Madison is being discontinued.

Mr. Britton voiced his concern about the increase in insurance deductible that will be paid with this change. He also stated that patients with critical care needs will have to be transported to other facilities which will also increase costs to the public.

Mr. Bartlett stated that Lake Health had committed at a prior board meeting to maintain both physician care and urgent care. He asked that the Fire Board, Trustees and Councilmen to follow up and find out why this change is being planned.

Mr. Brotzman suggested that it was public record and that Lake Health should be invited to address the Fire Board and the public to explain the change of plans.

Mr. Wayman stated he was never under the impression that the urgent care would be closed.

Mr. Britton and Mr. Bartlett asked the chief and district clerk to research the board minutes (January-June, 2009) and ascertain what Lake Health committed to in regards to the services that would be available at Lake Madison after the new addition was completed.

Mr. Britton also voiced his concern about project deadlines not being met.

Mr. Bartlett instructed Chief Lutz to contact Gary Robinson and have him present a project update at the June 16th meeting.

Other Items:

Mr. Britton complemented John Kloski for his job performance based on public feedback he received in regards to inspections being conducted throughout the District.

Mr. Bartlett also complemented Chief Lutz for his job performance and reported that he had heard many good reports throughout the District and neighboring cities. He thanked Lutz for his enthusiasm and the positive affects he has had on the community.

Mr. Long reported that a District CD is coming due (1%). Last year’s total interest income was $5,000. Mr. Long also reported that he has received a final billing from ESCI for the Master Plan Project which is scheduled to be paid May 21st.

Mr. Long reported that although Medicount billing was low the first three months of 2010, payments have increased in April & May.

Mr. Takacs inquired about the transition from the old Medical Mutual Insurance Plan to the new. Mr. Long stated that we knew, in advance, that some initial claims would need to be reimbursed to the employee. All medical cards have since been distributed and transactions are reported to Mr. Long every day which facilitates easy and accurate monitoring of claims and services. Overall the transition went very well.

CLOSING PUBLIC PORTION:

No comments.

Next meetings:
June 2nd – Master Plan Review – Township Center at 7:00 pm
June 16th – Regular Fire Board Meeting – Township Center at 7:30 pm

Motion to adjourn by: Mr. Brotzman, Seconded by: Mr. Bartlett
ROLL CALL: All ayes @ 8:18 pm