February 16, 2011

CALL TO ORDER 7:00 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

MINUTES:

MINUTES of: 1/19/11 Regular Session

Motion by: Mr. Bartlett, Seconded by: Mr. Britton to approve.
ROLL CALL: All ayes

BILLS AND PAYROLL:

Bills ($24,619.56) and payroll ($169,017.88) totaling $193,637.44 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:

Station #1 Training Center: Mr. Britton reported that Bill Buckius Electric will be modifying the light switches in the new training center to provide better lighting for the Smart Board.

Station #3: Mr. Brotzman reported that the Township Trustees discussed the disposition of Station #3 at their last workshop. Per Mr. Britton, MFD will drop and store the flagpole at St. #3. The outside Emergency Telephone will remain until the new station is finished.

PART TIME LABOR MANAGEMENT: Nothing to report.

FULL TIME LABOR MANAGEMENT: Nothing to report.

OLD BUSINESS:

Nothing to report

NEW BUSINESS:

District Health Insurance: Mr. Long reported that he will begin review of the district hospitalization policy on Tuesday, Feb 22nd. The renewal is scheduled for March 4th and will go into effect on May 1,2011.

District Web Page: Mr. Anderson requested that the Madison Fire District’s establishment date on the website’s Home Page be changed to 2/10/70 (Township Resolution #4-1970).

CHIEF’S REPORT:

Station #3 – Chief Lutz reported that he turned over the keys to Station #3 to Steve Heilman of the Township on Feb. 15, 2011. He also reported that the “Madison Fire District” sign on the outside of Station #3 is made of steel, not sandstone, and he relinquished any claim on the sign. The Township Trustees will look into removing the sign on the front of St. #3 and putting up a sign announcing the future site at Rt. 528 & Rt. 307 as soon as possible.

Monthly Incident Reports: To date in 2011, there have been 336 calls.

East End Fire Investigation Training: The Fire Investigation Unit met for training at Station #1 Training Center on February 14th. Chief reported that there was a full house and that he continues to put the new building to good use.

District Computer System: Chief Lutz reported that the computer system is complete and that he has purchased 50 hours of IT Services from CSJ Technologies at $70.00/hr.

Ambulance Transports – Lake Hospital – Madison Campus: Lutz advised the board that he is going to meet with Lake Hospital Administrators to finalize transports out of Madison Emergency Department. Per Lutz, most of these runs will be BLS (basic life support). He has contacted Medicount to review rates and billing procedures for these transports. MFD will need to modify the Firehouse run reports to document the new transport information and Lake Hospital doctors will need to provide Physician’s Certification Signatures. He will advise when final arrangements have been completed.

Mr. Bartlett asked where patients will be transported once the Madison Emergency Department addition has been completed. Chief Lutz answered that the districts’ medical direction will most likely make that call. Trauma patients will probably be taken to Madison since a Helicopter pad will be available. STEMI patients may bypass Madison and go straight to Lake West to the Cath lab. Bottom line is each patient will be dealt with on an individual need basis.

Medicount Billing: Chief Lutz reported that we have discontinued copying and mailing run reports and hospital face sheets to Medicount for billing purposes. The district is now downloading billing information directly from Firehouse to Medicount.

Due to the recent Medicare increase, Lutz requested that the board approve an increase in our BLS rate from $450/transport to $500/transport. He also requested that the mileage rate be increased from$10 to$15/mile. The board instructed the District Office to provide Chief Lutz with a copy of the original resolution approving the billing rates so it can be amended to reflect this increase to be voted on at the next meeting.

Fuel Tanks: Per Lutz, the Township trustees are laying out the ground work for a 1000 gallon dual fuel tank (500 gal. diesel /500 gal. gas) to be installed at St. #2. Bill Buckius Electric is working on the necessary permit and will install electrical hookup. The Township will provide a concrete pad for installation. A similar set of tanks is planned for St. #1 and the Village Police and Road Departments have shown interest in using this supply source.

Turn Out Gear: Chief Lutz requested board approval to purchase (7) sets of Turn Out Gear for the seven new rookies hired last April. A 4% increase is expected shortly and Lutz wants to purchase before the increases goes into effect. The price per outfit is $1,475.00 (total $10,375).

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

Other Items:

Board Member Job Description: Mr. Szeman presented By-Laws for the Madison Fire District Board of Trustees outlining the procedures and manner in which it conducts its business, and Resolution 11-022 pertaining to the same.

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

RESOLUTION NO. 11 – 022

A RESOLUTION ADOPTING BY-LAWS FOR THE MADISON FIRE DISTRICT BOARD OF TRUSTEES

WHEREAS, the Board desires to exercise both its statutory and inherent power related to the procedures and manner in which it conducts its business; and

WHEREAS, the Board deems it advisable to adopt By-Laws related to same.

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE MADISON FIRE DISTRICT, COUNTY OF LAKE AND STATE OF OHIO:

SECTION 1. The Board hereby adopts as its By-Laws the attached document, which is incorporated herein by this reference as if fully re-written, titled “By-Laws for the Madison Fire District Board of Trustees.”

SECTION 2. That these By-Laws shall henceforth supersede all such previously adopted By-Laws.

SECTION 3. That it is found and determined that all formal actions of this Board concerning and relating to the adoption of this Resolution were adopted in an open meeting of this Board, and that all deliberations of this Board and any of its committees that resulted in such formal action were in meetings open to the public, in compliance with all legal requirements, including Section 121.22 of the Ohio Revised Code.

SECTION 4. This Resolution shall take effect and be in full force and effect at the earliest time allowed by law.

PASSED: ___02/16/11_________ __________________________
Bill Brotzman, ChairpersonAttest: ________________________
Nila Brass, Clerk

BY-LAWS FOR THE MADISON FIRE DISTRICT BOARD OF TRUSTEES

Revised 02/16/11
Adopted 02/16/11

ARTICLE I

NAME

Section 1. The governing body of the Madison Fire District shall be known as the Madison Fire District Board of Trustees.

ARTICLE II

OBJECT

Section 1. The Board shall give leadership and service for the development and maintenance of the type of fire service which will best serve the entire community.

Section 2. The Board shall give definite expression of Board policy relative to Fire District organization, operation and service in order to prevent misunderstandings and conflict.

ARTICLE III

MEMBERSHIP

Section 1. The Madison Fire District was established by joint resolution passed by the Madison Township Trustees and Madison Village Council in 1970.

Section 2. The six members of the Board consist of the three Trustees of Madison Township and three members of the Madison Village Council, who are appointed by that Council from time to time.

Section 3. Vacancies in the Board are filled in accordance with the provisions of the joint resolution which created the District.

Section 4. The term of office for Township Trustees serving on the Board is the same as their Township term of office and the term of office for Madison Village Council members serving on the Board is as determined by the Madison Village Council from time to time.

Section 5. The Board may exercise all powers that are granted to a Fire District in Ohio Revised Code Section 505.371 and all laws included therein by reference.

ARTICLE IV

OFFICERS

Section 1. The presiding officers of the Board shall be the Chairperson and Vice-Chairperson elected at the annual organizational meeting.

Section 2. The duties of the officers shall be as follows:

Chairperson

The Chairperson shall preside at all meetings, appoint all committees, certify all bills approved by the Board, authorize calls for any special meetings, and generally perform the duties of a presiding officer. In the absence of the Chairperson, the Vice- Chairperson shall preside.

Vice-Chairperson

The Vice-Chairperson shall serve as presiding officer of the Board in the absence of the Chairperson.

The Fire Chief will provide constant organizational information that may be critical and/or time sensitive to the function of the operations of the District. He will relay such information to both the Chairperson and Vice-Chairperson and it will be up to them to relay this information to the Board members.

Section 3. The Board shall appoint a Clerk and shall fix his or her compensation. The Clerk shall also serve as the Recording Secretary of the Board. The Clerk shall serve for a term of one (1) year unless earlier removed by the Board.

The Clerk shall keep a true and accurate account of all proceedings of Board meetings; shall issue notices of all regular meetings at least three (3) days before the meetings; shall have custody of the minutes and other records of the Board; and shall notify the respective communities of vacancies on the Board.

Section 4. The Board shall appoint a Financial Officer and shall fix his or her compensation. The Financial Officer shall serve for a term of one (1) year unless earlier removed by the Board.

The Financial Officer shall have charge of all fire funds and income; shall sign checks on the account on the authorization of the Board; and shall report at each meeting on the state of the funds.

ARTICLE V

COMMITTEES

Section 1. The Chairperson may from time to time appoint any committee necessary to study and investigate special problems, and the Chairperson shall be an ex-officio member of every such appointed committee. Such committees shall serve until completion of the work for which they were appointed. A member of the Board will chair the committee and report back to the Board.

ARTICLE VI

MEETINGS

Section 1. An annual organizational meeting of the Board shall be held in January of each year at the time of the regular monthly meeting for the purpose of organizing the Board for the coming year. The Board shall annually elect from its membership a Chairperson and Vice-Chairperson.

Regular Board meetings will be held on the third Wednesday of each month at 7:00 pm. Meetings will be held at the Madison Fire Training room located at Station One.

Subject to a majority vote of the Board, and after due notification to all members no less than three (3) days in advance of the meeting, the time and place of the regular meeting may be changed to accommodate members of the Board.

Section 2. Special meetings may be called by the Chairperson or upon the written request of three (3) members of the Board for the transaction of business stated in the call for meeting.

Section 3. The order of business at meetings will be as follows:

§ Roll Call
§ The Pledge of Allegiance
§ Approval of Minutes
§ Bills and Payroll
§ Opening Public Portions
§ Committee Reports
o Buildings
o Communications
o FT and PT Labor Management
§ Old Business (Priority List Update semi-annual)
§ New Business
§ Fire Chief Report
§ Closing Public Portion
§ Closing Questions or Comments from the Board

ARTICLE VII

QUORUM

Section 1. Four (4) members of the Board shall constitute a quorum for the conducting of the business of the Board.

ARTICLE VIII

AMENDMENTS

Section 1. These By-Laws may be altered, amended, or repealed at any regular meeting of the Board by a majority vote of the members present at such meeting. The proposed change(s) must have been presented to the Board at least two (2) regularly scheduled meetings prior to any Board vote on any such alteration, amendment or repealing of these By-Laws

ARTICLE IX

DUTIES OF BOARD MEMBERS

A. The Board shall have the control and management of the Madison Fire District. The exercise of such control and management shall be governed by the laws of Ohio.
B. Each Board member should be acquainted with:
*the laws affecting Fire Departments and Schools
*the Lake County Formula and tax data affecting the budget
C. Board members must recognize that all powers are always vested in the Board itself and none in the individual Board members.

The Board shall cooperate with Madison Township and Madison Village to provide the best possible fire service to the Madison community.

I. Salary Schedules and Employment of Staff

A. The Board, in consultation with the Fire Chief shall set salary schedules, hours of service and general conditions of employment. The Board shall have the authority to negotiate collective bargaining agreements. Within this framework, the Board is responsible for the assignment of duties and staff supervision.
B. All appointments to the staff shall made by the Board and the Fire Chief shall give his or her recommendation as to all such appointments.

II. Grievances and Complaints

A. No Board member as an individual shall hear grievances or complaints against the Madison Fire District. Any complaints concerning the Madison Fire District must be brought before the Board at a regular meeting, either in person or in writing.
B. The Board shall give early attention to any grievance or complaint properly presented. Action by the Board shall always be compatible with existing Fire District policy.
C. Grievances or complaints from staff members concerning the Madison Fire District must be presented to the Board at a regular meeting.

THE ADOPTION OF THESE BY-LAWS BY THE MADISON FIRE DISTRICT BOARD OF TRUSTEES SHALL SUPERSEDE ALL PREVIOUSLY ADOPTED BY-LAWS.

2) Mr. Szeman reminded the board that the deadline for Architect RFQ’s is Friday, February 18, 2011 at 4:00 pm. Per board consensus, Mr. Szeman, Chief Lutz and Mr. Long will meet early next week to open and conduct preliminary reviews of all documentation received. A meeting of the New Building Committee will be scheduled in the near future (Bartlett, Wayman, Lutz, Szeman).

3) Mr. Szeman reported that the District owned property files do not contain the necessary details and information for ascertaining current status of said properties. He recommended that the board approve a Title Search ($375) and Title Commitment ($75) be conducted by Enterprise Title to establish the availability of these properties. Szeman suggested that the board allow him to make the necessary arrangements and that the fees be considered a reimbursable expense through his law firm. All board members were in agreement.

CLOSING PUBLIC PORTION:

No comments.

Mr. Brotzman reminded everyone of the March 16th and April 20th Fire Board meetings.

Chief Lutz requested that the board adjourn to Executive Session to discuss personnel matters. No additional Fire Board business to follow Executive Session.

Motion to adjourn by: Mr. Wayman Seconded by: Mr. Anderson
ROLL CALL: All ayes @ 7:30 pm

Executive Session Adjourned at 7:39 – No decision was finalized.