July 20, 2011

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
- Mr. Britton x Mr. Wayman x Mr. Szeman

MINUTES
Minutes of 06/15/11 Regular Session
Motion by: Mr. Anderson, Seconded by: Mr. Britton to approve.
ROLL CALL: All ayes

BILLS & PAYROLL

Bills ($92,051.47) and payroll ($212,285.82) totaling $304,337.29 are motioned for acceptance and payment.

Motion to approve as presented by: Mr. Anderson, Seconded by: Mr. Britton

Discussion: Mr. Takacs noted, for the record, that the Bills and Payroll amounts listed on the July 20, 2011 agenda were inverted and are reflected correctly herein.

ROLL CALL: All ayes

SWEARING IN CEREMONY

Chief Lutz reported that the District has hired (4) more part time employees for the new Non-Emergency Transport Program. Mr. Szeman administered the Oath of Office and the board congratulated each new member and welcomed them aboard.

1. Tyler Hallquist (FF/Medic)
2. Travis English (FF/EMT)
3. Benjamin Erdani (FF/EMT)
4. Aaron Gilmer (FF/EMT)

OPENING PUBLIC PORTION
No Comments.

COMMITTEE REPORTS

OLD BUILDINGS: Mr. Brotzman inquired about the proposed usage of Station #1 (33 N. Lake St.) after the new station is completed at Rt. 528 and Rt. 307. Mr. Britton and Chief Lutz reported that Station #1 will not be transferred back to Madison Village and will continue to be used for the Non-Emergency Transport Program and storage.

NEW BUILDINGS:

Existing Utility Service At New Station #3 Proposed Site: Mr. Long reported that water service does run all the way to the property line at Rt. 528 and Rt. 307. The sewer and natural gas lines do not. These utilities stop two parcels short (approx. 500 feet) and we will need to run these lines to our property boundary. The alternative is to install a septic system and use propane gas which will be considerably more expensive. Mr. Takacs and Mr. Britton commented that typically, if the owner(s) of these two parcels choose to tie into the lines, these costs would be recompensed based on frontage (by assessment) .

Mr. Brotzman asked if there would be a problem getting permission to extend the sewer line. Mr. Szeman reported that Village Engineers are still reviewing the 208 Boundaries – Jurisdiction for the Cleveland Water Act. The Village map is a “ bit fuzzy” as to where the boundaries are actually located (may be county controlled) and the board may need to pursue a 208 issue to NOACA to make sure the boundary is changed so it is clearly within the Village sewer district.

Station #2 Renovation Issues: Chief Lutz reported that APP, Inc. (architects and engineers) and the New Building Committee met to tour and review Station #2 to see what issues still remain in regards to the proposed renovation/addition. Notes from said meeting have been emailed to the Building Committee (schematics to follow) and APP will report their findings to the board at the August 17th meeting.

Other Committee Items:

-Members of the New Building Committee are scheduled to tour a number of local Fire Stations on Wednesday, July 27th.
-Chief Lutz and Mr. Britton continue to search for lots for the proposed station in the northwest.

FULL TIME LABOR MANAGEMENT: Nothing to report.

PART TIME LABOR MANAGEMENT: Nothing to report.

Mr. Takacs suggested, and the board agreed, that the “Old Buildings”, “Full Time” and “Part Time” Committees be eliminated on future agendas as standard format. The committees, however, will remain in force and will advise Chief Lutz, and be added to the agenda, when business with the Fire Board is required.

OLD BUSINESS

Station #3 Roof Repair – Mr. Wayman handed out a letter from Terry Gerred-Ditchcreek, Fiscal Officer for Madison Township and asked the board to reconsider assisting them with the cost of repairing St. #3’s roof ($7,238). The topic was tabled until all Board members are in attendance.

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

NEW BUSINESS

Purchase Orders: No new requests.

Resolution #11-029 – Rates and Charges for Non-Emergency Ambulance Transport Services: Chief Lutz purposed that the board adopt rates and charges for Non-Emergency Transport Services from facility to facility. Mileage will be billed at $14.00/mile; $500 for BLS; $650 for ALS (soft billing).

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

Discussion: Mr. Takacs asked whether the transporting/requesting hospital will guarantee payment in the event that the patients insurance denies payment. Chief Lutz replied that the hospital is not responsible for paying any fees for these requested transports.

ROLL CALL: All ayes

County Backbone and Radio System: Chief Lutz advised the board that the contract for the Backbone and Radio System is not yet completed.

District Insurance: Mike Gehring (and Pete Richmond) presented the District’s annual insurance renewal proposal and detailed only the changes as follows:

*Overall Premium reduced by $125.00.
*All buildings and contents increased by a 4% inflation factor.
*Station #3 contents cancelled.
*POD Cargo Trailer added (title must be transferred from Painesville to Madison Fire District).
*Pollution Liability coverage added for fuel tanks at St. #1 and #2
(coverage to begin when fuel is delivered).
*Non-Emergency Transports are covered by FVIS.

Options:

1. Gehring suggested that the replacement values for district vehicles be reviewed and increased as necessary. Chief Lutz stated that the values listed are adequate and no changes are required.
2. Liability coverage can be increased from $5 to $6 million for $500/yr.* which the board agreed was prudent.

Motion was made to renew the District Insurance with Gehring Agency, Inc. to include the aforementioned changes*.

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

RESOLUTION NO. 11 – 029

A RESOLUTION ESTABLISHING THE PRACTICE OF CHARGING FEES FOR NON-EMERGENCY AMBULANCE TRANSPORT SERVICES PROVIDED BY THE MADISON FIRE DISTRICT AND ESTABLISHING RATES OF CHARGES FOR SAID SERVICES

WHEREAS, Ohio Revised Code Section 505.371(C)(1) grants the Board authority to establish reasonable charges for the use of ambulance services;

WHEREAS, the Board has determined that it is in the best interests of the District to establish a schedule of charges for non-emergency ambulance services provided by the District to residents and non-residents for the reasonable and customary charges currently prevailing in the service area, as well as considering the actual costs of providing such non-emergency services; and

WHEREAS, the Board has determined that the revenue generated from this program will help to offset the actual cost of providing, maintaining and improving services to the community.

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

SECTION 1. Non-emergency ambulance services provided by the District, for both residents and non-residents, for all Non-Emergency Basic Life Support Services (NE-BLS); Non-Emergency Advanced Life Support Services (NE-ALS) and Ambulance Service Transport mileage for both NE-BLS and NE-ALS transports shall henceforth be charged as follows:

Classification: Charge:
Mileage $14.00
NE-Basic Life Support (NE-BLS) $500.00
NE-Advanced Life Support (NE-ALS) $650.00

SECTION 2. Any previously authorized write-offs or forgiveness of any fees that are deemed to be un-collectable after the practices, policies and procedures established by the District have been completed shall remain in effect.

SECTION 3. That this Resolution shall supersede all previously adopted Resolutions concerning its subject matter except to the extent that any provisions of such prior Resolutions that have not been amended by any of the provisions contained herein shall remain in full force and effect.

SECTION 4. 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 5. This Resolution shall take effect and be in full force and effect at the earliest time allowed by law

CHIEF’S REPORT – Chief Gene Lutz

1) Ohio Fire Chiefs’ Conference – Columbus: Chief Lutz reported that he attended this year’s OFC Conference and was approached by many fire departments having money issues asking about forming their own fire districts. He attended a meeting where Governor John R. Kasich spoke about his plans for Ohio. Lutz reported that he would be attending Arson classes in Columbus later in the month.

2) Monthly Incident Reports: Year-to-date, there have been 1810 calls which includes 16 structure fires, 1019 EMS calls and 141 Non-EMS Transports (1193/yr. average). Lutz reported that he will need to add additional staff from 6 pm to 6 am to accommodate increased call volume.

3) Fire Officer II Class: Chief Lutz reported that Lt. Alan Van Kramer, Lt. Terry Sopko, Justin Meister and Ken Wilson will be attending Officer II classes August 7th – 12th, 2011 in Concord.

4) Deputy Chief Position: Per Lutz, the work on hiring a Deputy Chief is still in progress.

5) Lucas Equipment: Training is complete and the equipment is in service.

6) Glidescope Equipment: Training will begin the week of 7/25/11.

7) Chief Lutz requested an Executive Session at the conclusion of the Regular Session.

CLOSING PUBLIC PORTION

A resident from South Madison asked who owns Station #1. Mr. Long answered that Madison Village owns St. #1. The resident then asked why the District built the new Storage/Training Center on Village property. Mr. Long answered that one cannot own a building on someone else’s property and explained that the District has an agreement with the Village to use their buildings and their parking lot. Mr. Takacs commented that, in retrospect, perhaps the board should have had all the District buildings transferred and titled into the District’s name when the Village and Township combined to form the Fire District.

Mr. Brotzman reminded everyone of the August 17th Fire Board meeting at 7:00 pm.

Motion to adjourn to Executive Session to discuss a legal matter by: Mr. Wayman
Seconded by: Mr. Britton ROLL CALL: All ayes @ 7:53 pm
Executive Session adjourned at 8:30 pm.