December 15, 2010

CALL TO ORDER 7:00 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: 11/17/10 Regular Session
Motion by: Mr. Bartlett, Seconded by: Mr. Anderson to approve.
ROLL CALL: 5 ayes, 1 abstain

BILLS AND PAYROLL:

Bills ($50,118.59) and payroll ($205,408.66) totaling $255,527.25 are motioned for acceptance and payment.
Motion to approve as presented by: Mr. Wayman Seconded by: Mr. Anderson
ROLL CALL: All ayes

OPENING PUBLIC PORTION:

Mr. Britton introduced Alyson Moritz, the new Village Administrator who began Monday December 13, 2010. He introduced members of the Fire Board, District Office and Legal Counsel and welcomed her to Madison.

Mr. Brotzman read a letter of appreciation from Richard Fike of Stunt Predators for the Districts’ involvement (car explosion) in filming a music video for the band “Attack/Attack” on Wednesday, November 3rd, 2010. He thanked the following personnel for their professionalism, skills, appearance, cooperation and support that lead to a safe and successful project:

Chief Gene Lutz FF Dustin Sample
Lt. Tod Baker FF Frank Henry
FF Jim Turek FF Bob Ivancic
FF Pat Davis FF Justin Meister
FF George Budzicki FF Robert Tassone

Chief Lutz reported that the video will be shown on U-Tube (date to be determined).

COMMITTEE REPORTS:

BUILDINGS:
Mr. Britton reported that a Midway Door invoice was received and paid ($975) for (3) waterproof electric eyes outside the Station #1 Storage and Training Center.

Per Chief Lutz, all snow plowing contracts are working well.

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 the communications item for the new network server is moving along and he and Chief Lutz anticipate closing this item in the next couple of days. He requested that Chief Lutz meet with him to update Master Plan items at his convenience.

NEW BUSINESS:

Purchase Orders: No requests.

Mr. Takacs inquired whether the vehicle maintenance report included in the board packet was complete or if more vendor invoices/payments need to be added for a year end balance. Lutz reported that all vendors were included in the report and Long advised that the total paid is current through 12/15/10.

CHIEF’S REPORT:

1) District Christmas Party: Sat. Dec. 11th – 95 people in attendance.

2) Township Opticoms: Chief reported that he is still working with ODOT for the newly required permit. There will be a $300/site charge for maintenance included in the permit process. This fee will apply only to the Opticoms at Rt. 20 & Rt. 528 and Rt. 20 & Burns Rd. We will not be responsible for maintenance fees on units installed prior to the new regulation.

3) Lake Health: Chief passed along a thank you message from Lake Health recognizing “C “ shift and those who were instrumental in getting a heart patient from “pick up” to “balloon procedure” in less than 60 minutes.

4) District Pagers: Per Chief Lutz, beginning January 2011, we will discontinuing use of the current paging system and will be sending information directly to personal cell phones. This change will save the District between $5,600-$6,000/year.

5) Cap Codes: Lutz reported that we will be purchasing (5) Cap Codes and will be taking care of the Technical Rescue database for the county. The following municipalities will also be purchasing Cap Codes and maintain databases as follows:

Painesville Twp……..East End and FIU Concord…….East End Chief’s Group
Painesville City ……..Water and Ice Group Perry………….East End Group

6) Thank You Cards/Notes/Donations: Chief Lutz passed around a notebook which contains all the donations, thank you cards and notes received from the community this year. He encouraged the board to review the same.

Other Items:

1) Mr. Long reported that he and Mr. Szeman are continuing to work with Bond Council regarding the Capital Financing process. Mr. Szeman reported that he has a verbal from Ryan Callender that everything looks good and that an opinion letter should be available as soon as they confirm with the county auditors the amount of District revenues received. The ‘06 2 mil levy will service the debt for the capital improvements.

Regarding timing, Bond Council suggests that the Board proceed immediately and have the architects write preliminary schematics and cost estimates so that we neither under borrow (which will necessitate additional costs should new notes be needed) or over borrow (IRS frowns on this). Per Szeman, the Request for Qualification forms will be available at the beginning of the year once the Fire Boards approves the final draft. Mr. Long reported that the District has sufficient capital funds available to cover the costs of obtaining preliminary architectural information and these “prepaid” funds can be rolled over into the financing and paid back to the District.

Mr. Takacs asked if the ’06 levy was a continuous levy which Szeman assured him it was. Takacs also inquired how long the debt would be extended out. Mr. Long stated that that would be decided by the financial institution (probably 20 years). Another option would be to amortized over 30 years and pay it over 20 years which gives the District flexibility in case of a “bad” year with regard to revenue sources. There are no pre-payment penalties and currently the rate is low. For example, this year District funds are down about $200,000 in Real Estate Taxes, most of which is delinquency. 2010 EMS reimbursements are down about $200,000 from what was previously anticipated.

By Board consensus, final board approval on the Request for Qualifications documents will be voted on at the January 5, 2011 board meeting. Mr. Szeman asked that all changes be emailed directly to him to ensure that a final draft is available for the January 5th meeting.

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

Mr. Britton asked that the District Office notify the newspapers of this special meeting. Chief Lutz stated that it will be necessary to come up with a game plan for interviewing candidates. Long suggested that the board appoint a committee made up of the Chief (Lutz), CFO (Long), firefighters (both FT and PT) and 1-2 board members.

2) Mr. Takacs commended Mr. Szeman for his solid service this year and for the year end report included in the board folder.

3) Mr. Brotzman asked Mr. Long for a 2010 total for EMS billing. Long replied $550,000-$575,000 and commented that he and Chief Lutz anticipate that yearly billing will level off at approximately $600,000-$650,000 for future years. Lower call volumes and Medicare restrictions may have contributed to the lower amount received this year.

Mr. Bartlett asked how much billing was lost to other emergency groups at Lake Health. Chief Lutz stated he did not know, although he doubted that it was a significant amount. He agreed to check and report at the next meeting.

4) Mr. Britton commented on the events of 2010, bringing Chief Lutz and Mr. Szeman on board, additional manning, heightened moral, FT/PT, new Storage/Training Building, new equipment, new medic, new computers, new 12 leads, etc. and thanked everyone for their support and efforts in saving lives and serving the community.

Chief Lutz committed to using the new building for county wide training in the future.

CLOSING PUBLIC PORTION:

No comments.

Motion to adjourn by: Mr. Brotzman, Seconded by: Mr. Takacs
ROLL CALL: All Ayes @ 7:35 pm