September 14, 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
x Mr. Britton x Mr. Wayman x Mr. Szeman

MINUTES

Minutes of 08/17/11 Regular Session

Motion by: Mr. Anderson Seconded by: Mr. Wayman to approve.

Discussion: Mr. Bartlett asked that Page 3, Item # 7 of the 8/17/11 minutes reflect, for the record, that the August 25, 2011 letter was address to and sent to both Rick Martin, Executive Director of Lake County Utilities and Ms. Alyson Moritz, Madison Village Administrator.

ROLL CALL: All ayes

BILLS & PAYROLL

Bills ($51,517.43) and payroll ($129,514.36) totaling $181,031.79 are motioned for acceptance and payment.

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

ROLL CALL: All ayes

OPENING PUBLIC PORTION
No Comments.

SWEARING IN CEREMONY

Chief Lutz reported that the District has hired (4) new employees for the Non-Emergency Transport Program:

Kevin Masterson Paramedic
Elizabeth Tisdale FF/Paramedic
Steven Fielder FF/EMT
James McDonald FF/Paramedic

Mr. Szeman administered the Oath of Office and the board congratulated them and welcomed them aboard.

SPECIAL PRESENTATION

Chief Lutz introduced the members of two families who chose to make donations to the Madison Fire District to be used to purchase equipment in lieu of flowers at the recent passing of their loved ones.

Judy Stevenson contacted Chief Lutz after the passing of her mother, Jane Niro. Ms. Stevenson introduced her father, Gene Niro, and her sister, Nancy Smiley who were in attendance and thanked the members of the District for many years of caring service to their family.

Mr. Britton introduced his Uncle and Aunt, Dave and Bonnie Bond, Irene Britton’s daughter, who also chose to have donations made at Irene’s passing. They, too, thanked those who had served and cared for their family’s needs over the past years.

Chief Lutz thanked both families for their generous donations and reported that he has purchased (2) Full Body Vacuum Mattresses which will be used by District personnel for years to come. Chief Lutz had both carrying cases engraved with “In Loving Memory of Jane Niro and Irene Britton”.

COMMITTEE REPORTS

NEW BUILDINGS: Chief Lutz reported that the New Building Committee met for 6 hours with Tim Bement of App Architecture on Wednesday, September 14th. The discussion dealt with detailing and documenting the “wants, needs and desires” of the District for each room of the proposed fire stations.

1) App Architect’s Design Schedule: Bement passed out an overall work schedule which anticipates having the schematic design and site plan of Station #3 completed by the October Fire Board meeting. App will then work up the schematic design for station #4. He advised the board that the schematic design level is as far as App can go until the site for Station #4 is selected and surveyed (target date December 1).

Mr. Bement and Mr. Szeman asked for a motion to accept App Architect’s Design Schedule pursuant to Section 1.15 of the contract.

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

Construction bids for both new stations will be done together in May, 2012. Anticipated ground breaking is scheduled for June, 2012 and Bement expects construction of the two stations to take about a year.

Mr. Wayman asked what materials will be used for the outside structure of the new stations. Bement replied that it would be masonry and metal siding which is maintenance free and cost conscious. The apparatus bays will be of pre-engineered steel frame.

2) Program of Requirements: Tim Bement handed out an Area Analysis and Summary of the 2 new stations which details the information collected at the meeting. An overall footprint was established to define the areas and square footages of each building; Station #3 is approximately 16,342 sq. ft. and Station #4 is 14,481 sq. ft. Because the September Board meeting was moved up a week, Bement has not had the opportunity to react to the information collected today. He explained that we are still at a very early stage in the design process and additional modifications can be made as needed. The next step will be to develop schematic floor plans which will help refine the cost of the project.

Mr. Bement and Mr. Szeman asked that the Program of Requirements be accepted and permission granted by the Board for App to proceed with develop of design schematics for Station #3 pursuant Section 2.21 of the contact.

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

3) Station #3 Land Survey: Chief Lutz and Mr. Szeman submitted (3) quotes for board consideration to perform survey requirements for Station #3 site at Rt. 528 & Rt. 307. Szeman gave a brief overview of each quote and commented that all three were comparable in scope. Szeman recommended that the board approve Barrington Consulting Group, Inc. Cost breakdown as follows:

Topographical/Location Survey $2,200.00
Boundary Survey $1,450.00

Chief Lutz reported that Barrington Group, Inc. has submitted a signed Statement of Compliance of Ohio Ethics Law required by all Madison Fire District contractors. Bement confirmed that the proposal includes all necessary scope of services requirements by App.

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

OLD BUSINESS

PRIORITY LIST UPDATE: Mr. Bartlett reported that he and Chief Lutz reviewed the 112 items on the priority list on August 31, 2011 and have removed completed master plan items from the master list. As of today, only 42 items remain open. 28 of the 42 open items are more than 50% complete and only 2 items (Hire Deputy Chief and Officer In Charge) are from the original 36. He complimented everyone for their diligent efforts to keep on track. The next review is scheduled for January, 2012.

NEW BUSINESS

PURCHASE ORDERS: Chief Lutz requested that the board approve the purchase of (1) Stryker Bariatric Cot for serving medically obese patients ($ 7,581.91).

Motion by: Mr. Takacs Seconded by: Mr. Wayman ROLL CALL: All ayes

RESOLUTION#11-031 – Lake County East Council of Governments:

Lake County East Council of Governments includes the East End Fire Departments (Madison, Perry, Leroy Township, Painesville Township, Painesville City, Fairport, Grand River and Concord). The Council was established to help departments purchase large dollar equipment that can be used by all departments. This resolution will allow Madison to join the council. One representative from each department sits on the council. The Council plans to start small and is working on a per capita formula for making these purchases.

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

RESOLUTION#11-032 – Budget Commission Amounts and Rates:

Mr. Long clarified that each year we must certify the rates that the county auditor give us. In Madison’s case, we have 3 on-going levies and this resolution accepts that the auditor says we have 6.48 mils.

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

CHIEF’S REPORT – Chief Gene Lutz

1) Chief Lutz requested a 10 minute Executive Session following tonight’s meeting.

2) Chief Lutz and Mr. Britton continue to search for a new station site in northwest Madison.

3) Chief reported that several hundred people attended the Village 9/11 Ceremony and commented on how pleased he was to see the community support. Geneva brought their ladder truck and displayed a huge flag that had flown in Bosnia during the tragic events of 9/11/01. The flag was given to Pastor Winner of the Crossroads Church and continues to be displayed at the church in remembrance.

4) Chief Lutz reported that one of the houses issued a citation earlier this month has been torn down. He continues to work with three other owners with citations.

5) Year-to-date, crews have responded to 2454 calls. September 15th is the 100th day of the new transport program with a total of 302 patients served. The total number of calls continue to exceed original expectations.

6) The fuel tanks are almost complete. We are waiting on the ballard installations to protect the perimeter and a cut-off switch.

7) Engine #2114, being purchased by Geneva, is back at the District after a substantial repair to the pumping system ($11,938.06). The unit has passed its pump test and is currently being stripped of equipment in preparation for transfer to Geneva.

CLOSING PUBLIC PORTION

No Comments.

OTHER ITEMS:

Mr. Anderson presented (10) letters from students of Jackie Farina, a teacher from Madison Middle School. The assignment was to list the 5 most important jobs, and policeman and fireman were included in a majority of the responses. Chief Lutz committed to emailing the letters to all District members.

Mr. Brotzman reminded everyone of the October 19th Board meeting.

Motion to adjourn to Executive Session to discuss personnel by: Mr. Anderson

Seconded by: Mr. Britton ROLL CALL: All ayes @ 7:58pm

Executive Session adjourned at 8:10 pm.