October 20, 2010

CALL TO ORDER 7:30 pm

ROLL CALL

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

Mr. Britton welcomed everyone to Station #1 Training Center. He reported that the final inspection went very well.

Chief Lutz pointed out the new Smart Board and podium and stated that the changes in the Madison Fire District will allow us to become a leader in training in the community.

MINUTES:

MINUTES of: 09/15/10 Regular Session
Motion by: Mr. Brotzman, Seconded by: Mr. Takacs to approve.

Mr. Bartlett asked that the 9/15/10 minutes reflect his request for the board to convene at the October 20th Fire Board meeting regarding Chief Lutz’s evaluation. Bartlett stated that the 6 month evaluation was due in July and he asked that the board meet after regular session this date. Britton, Brotzman and Anderson stated that they did not have the necessary paperwork with them to accomplish the task that evening. Per board consensus, Chief Lutz’s evaluation will be completed following the 11/17/10 Fire Board meeting.

ROLL CALL: All ayes

BILLS AND PAYROLL:

Bills ($402,932.04) and payroll ($137,876.68) totaling $540,808.72 are motioned for acceptance and payment.

Motion to approve as presented by: Mr. Anderson, Seconded by: Mr. Wayman
ROLL CALL: All ayes

OPENING PUBLIC PORTION:

No Comments

COMMITTEE REPORTS:

BUILDINGS: Mr. Britton reported that Item #35 on the priority list – Station #1 Storage/Training Building – is completed.

Mr. Takacs asked for a report on Station #3’s walk-through inspection. Mr. Britton reported that there is nothing stored at Station #3.

Per Mr. Bartlett’s inquiry, Chief Lutz responded that a winterization plan for all stations will be available soon.

Mr. Britton and Chief Lutz reported that they are considering storing the POD and Hazmat Trailer at Station #3.

Mr. Britton reported that he has received a bid for snow removal at all three stations and that he, Chief Lutz and Tony Long will meet to decide when all bids are received.

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 advised that there are no changes beyond the closure of Item #35.

He asked the board to focus on Item #29 – District Computer Network Server and Other Equipment Upgrade. Bartlett reported that this committee met numerous times in 2008 and on October 7, 2009 presented their recommendations to the board. He stated that the committee had not met in over 6 months and asked for an update on the status of the project.

Chief Lutz stated that he would address this issue in the Chief’s Report later in the meeting.

Bartlett reported current progress with Item #15 –Promote New Officers. Next week 8 personnel will attend Officers I training, followed by Officers II training in the near future.

NEW BUSINESS:

Special Presentation: On behalf of the Madison Fire District, Chief Lutz presented an Award of Recognition and Appreciation to Allison Camp for her artistic talents and her efforts in making new posters for the School Fire Prevention Program (Stop, Drop & Roll, Call 911).

CHIEF’S REPORT:

1) Fire Safety Program: Chief Lutz reported that MFD Firefighters and Sparky the Dog have been busy getting the Fire Safety message out to the children.

2) New Township Opticoms: Chief reported that all parts have been received and will be installed beginning Thursday, October 21st.

3) Senior Center: The Clambake on October 19th was enjoyed by all. Per Lutz, there will be a Turkey Dinner/Browns Football event on Sunday, November 21st. Please plan to attend.

4) Donations: Chief Lutz reported that 4 donations have recently been received:
a) French Chiropractic presented a $250.00 donation from their community support program.
b) Triple T donated $100.
c) Madison Fire District’s antique Seagraves won 1st ($30) & 2nd ($20) place in the 2010 Grape Jamboree parade (Wells, Brewer, Wilson, Stich, G. Henry, Camp).

Motion to accept the above donations by: Mr. Bartlett, Seconded by Mr. Wayman
ROLL CALL: All ayes

5) Advanced Arson Class: Chief Lutz reported that 4 personnel completed a 36-hour Advanced Arson Class (Sopko, Wilson, Feeney, Purcell). Lutz is currently working on the Fire Investigator Technician Certification.

6) Officer I Classes: Lutz again reported that next week 8 officers and senior firefighters will be attending Officers I training.

7) Fire Science Classes: In an effort to get our people in college, Chief Lutz asked that $4,000 be added to next years’ budget for Fire Science Classes at Lakeland. Any personnel who pass the course with a grade of C or better will be reimbursed for the class. Mr. Takacs stated that this is a labor management/contract issue. Mr. Bartlett warned about setting precedents.

8) District Computer System: Chief Lutz reported that he is working with CSJ on hardware for the new computer system which includes:

10 computers
2 servers (1 per station)
1 lot cable lines
24 patch panels
1 lot filters (for server and internet)
1 lot hard drive back ups
1 lot labor
Total Cost………………$32,093.00

Mr. Bartlett commented that the October 2009 Computer Committee Presentation identified a 5-Major Steps process for determining what computer equipment was needed for the entire system. This process covered a wide range of topics which included both hardware and software, dollar amounts for each step, and competitive bidding requirements. Bartlett stated that the committee has not been engaged since the presentation a year ago and, since this document is part of public record, Bartlett respectfully asked if the process previously presented is going to be used or if the committee needs to amend the scope or objective thereby accepting another process. He stated that it is only prudent to revisit the presentation and make sure that we agree upon an approach and end goal.

Chief Lutz stated that he was following a 3 step process approved 6 months ago:
1) Replace Computers, Servers, Firehouse, Back Up
2) Add Clerk and Chief Financial Officer hardware and software to server (January, 2012)
3) Add MDT Toughbooks (Date to be determined once Dispatch is updated)

Mr. Bartlett asked if CSJ’s quote was the first of several quotes expected. Chief Lutz stated that CSJ’s quote (3rd revision) is a very competitive and is the only current quote he has. Lt. Van Kramer reported that he has bids from two other vendors but they are more than a year old. Bartlett again voiced his concern that a competitive bid process be followed.

Mr. Takacs explained that there is a difference between a competitive bid process (put a package together and accept competitive bids from many vendors) and getting quotes for service (call a vendor and get a price). He stated that we are a public body and even though the hardware comes in under the $50,000 limit and does not require competitive bids, the District needs to give every vendor a true opportunity whenever possible. He does not suggest that we take a $130,000 system and break it down into pieces to stay under a bidding value. He suggested that the committee meet before the Nov. 17th Fire Board meeting to finalize the project process and strive to get additional quotes from multiple vendors.

Szeman cautioned that breaking up the system simply to evade the competitive bidding process would run a foul of Ohio Law.

Other Items:
1) Mr. Takacs asked Chief Lutz for the 3rd quarter report vehicle maintenance report as requested at the September 15th meeting. Copies of the report were distributed.

2) Takacs asked Mr. Long about the capital financing previously discussed. Long reported that he contacted Squire, Sanders and Dempsey last week and they indicated that the language in forming of the fire board and levies is sketchy. They will continue to review the documents, talk to the financial institutions and get back to him next week.

Takacs asked if a decision will be made by the end of the year. Mr. Szeman stated that creation of a fire district is a simple statutory process and the impact of existing levies on financing should be fairly straight forward for bond councils to issue guideposts regarding what financing authorities will think of that language. He assumes Squires, Sanders and Dempsey will be mindful of the Districts’ time table and will let us know should delays occur. Szeman will follow up as needed.

Bartlett asked to be updated often during this process in an effort to keep moving forward on priority list action items.

3) Bartlett reported on positive public comments made to him about the visibility and caring of Madison Fire District personnel.

4) Bartlett reported that he spoke to two people who received CPR training from District personnel and who have recently read news paper articles about changes in recommended life saving techniques. Chief Lutz stated that “they should follow the training they were given. If they go outside the guidelines they were given, then they can be held accountable”.

5) Mr. Wayman asked that board members give consideration to changing the start time of Regular Fire Board meetings from 7:30 pm to 7:00 pm (on the third Wednesday of each month). Mr. Bartlett revisited the idea of permanently moving the Fire Board meetings to the Station #1 Training Center. Mr. Britton commented that both changes make sense.

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

CLOSING PUBLIC PORTION:

No comments.

Next Regular Fire Board Meeting: **New Time and Place**

November 19, 2010 – Station #1 Training Center – 7:00 pm
33 N. Lake Street – Handicapped Accessible – Plenty of Parking

Motion to adjourn by: Mr. Wayman Seconded by: Mr. Brotzman
ROLL CALL: All ayes @ 8:13 pm