January 18, 2012

CALL TO ORDER 7:00 pm

ROLL CALL

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

MINUTES

Minutes of 01/04/12 Reorganization and Regular Session

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

BILLS & PAYROLL
Bills ($11,206.88) and payroll ($ 56,975.40) totaling $68,182.28 are motioned for acceptance and payment.

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

OPENING PUBLIC PORTION: No comments.

COMMITTEE REPORTS

NEW BUILDINGS: Nothing to report.

OLD BUSINESS:

Resolution #12-018 – 2012 District Annual Appropriations:
Mr. Long explained that the District’s 2012 Annual Appropriations Resolution #12-018 needs to be revised. Upon review of the 2011 final figures, the carryover was not as expected and minor modifications are required in the General Fund ($60,000 less in state reimbursements). Long asked that the board rescind Resolution # 12-018 and approve #12-019.

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

Resolution #12-019 – 2012 District Annual Appropriations (Revised):
Resolution #12-019 reduces the overall total appropriations from $4,036,700 to $ 3,993,805 (reduction of $ 42,895).

Motion to Approve by: Mr. Wayman, Seconded by: Mr. Vest
ROLL CALL: All ayes

NEW BUSINESS

A) Resolution #12-020 – Land Exchange – Lot Line Adjustment
This is a resolution of acceptance and authorizes Chief Lutz to execute a real estate exchange agreement on behalf of the Madison Fire District and to incur expenses in furtherance of same. Mr. Szeman explained that proposed station design on the property at Rt. 528 was an extremely tight fit and rather than scale down the new station, Chief Lutz initiated a discussion with the owners of the adjacent property (Lemmo Lariccia, LLC) and has worked out an agreement to acquire more land on the northern property line by means of a lot exchange. Lemmo will acquire 5,132 sq. ft. from the District, and the District will acquire 5,275 sq. ft. from Lemmo. The District will pay an additional $2,000.00 to compensate for the disparity in areas exchanged. The District will also take responsibility for a new survey and new legal description for both parcels.

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

B) Resolution #12-021 – Civilian Executive Captain
This resolution creates the new position of Civilian Executive Captain, a part-time position, to perform administrative duties as a non-firefighter in accord with the attached job description.

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

C) Resolution #12-022 – John Kloski Appointment
Chief Lutz recommends and the Fire Board appoints John Kloski to serve as Civilian Executive Captain.

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

Captain John Kloski was sworn into service.

D) Project Labor Agreements
Mr. Wayman introduced details of Project Labor Agreements which he feels may be instrumental in minimizing construction costs and helping the new building project to progress more successfully, on time and on budget. A partial list of advantages:

1) Supply highly trained workers, higher quality of work and safe work environment
2) Attract more reputable contractors as bidders
3) Provide mechanisms for resolving labor-management disputes (no strike/no lockout)
4) Provide uniform labor relations standards
5) Provides standardized working conditions, wages and benefits
6) Encourages hiring of local workforce
7) Reduces labor unrest
8) Reduces cost over-runs and change orders
9) Facilitates workplace cooperation by providing a forum for communication which set out clear expectations

Mr. Wayman requested that the board review the PLA handout and suggested that former State Representative Mark Schneider be invited to attend the February meeting to answer questions. Wayman stated that, if approved by the board, he would like a PLA in place before the bid process commences this spring.

Mr. Takacs asked Mr. Szeman to research Ohio Law regarding local hiring provisions and stipulations when awarding specific contracts.

CHIEF’S REPORT – Chief Gene Lutz:

1) Monthly Inspection Report handout.
2) Hubbard Road Structure Fire – On-going investigation
3) Greyhound Bus Fire – Rt. 90
4) Calls Year-To-Date: 166 EMS, 79 Transports (4.6/day; 1700/year)
5) Vehicle Maintenance – Unit #2123- 25,000 mi – New Tires- New Rear Springs

Mr. Vest asked Lt. Sopko to issue updates to all non-compliance inspections when violations are completed.

CLOSING PUBLIC PORTION: No comments.

CLOSING BOARD COMMENTS:

Mr. Bartlet and Mr. Anderson expressed their appreciation for the Firefighters, Paramedics and EMT’s for their competent and loyal service to the community.

Mr. Takacs reminded everyone of the February 15th and March 21st Fire Board meetings.

Motion to adjourn to Executive Session to discuss personnel issues and land acquisition @ 7:30 pm.

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

Executive Session adjourned @ 8:20 pm.

January 4, 2012

CALL TO ORDER 7:15 pm

ROLL CALL

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

MINUTES

Minutes of 11/16/11 Regular Session
Motion by: Mr. Brotzman, Seconded by: Mr. Bartlett to approve.
ROLL CALL: 4 ayes; 2 abstain

BILLS & PAYROLL

Bills ($356,708.95) and payroll ($388,566.02) totaling $745,274.97 are motioned for acceptance and payment.

Discussion: Mr. Long explained that Check #4762 issued to Commercial Truck and Fleet was the reissuance of Check#3552 dated 11/26/10 which was never cashed.

Motion to approve as presented by: Mr. Brotzman, Seconded by: Mr. Wayman
ROLL CALL: 5 ayes; 1 abstain

OPENING PUBLIC PORTION: No comments.

COMMITTEE REPORTS

NEW BUILDINGS: Chief Lutz requested an executive session following the meeting.

OLD BUSINESS: Nothing to report.

NEW BUSINESS: Mr. Long presented the 2012 District Annual Appropriations Resolution #12-018 for approval.

Motion by: Mr. Anderson, Seconded by: Mr. Bartlett
ROLL CALL: 5 ayes; 1 abstain

CHIEF’S REPORT – Chief Gene Lutz:

1) Lake Health Protocols: Chief Lutz reported that he will meet with the Lake Health’s new EMS Director, Dr. Howard Mell, on January 5th and expects to have updated protocols by the end of January, 2012.

2) New County Radio System: Although the new radios have been purchased and received, Mr. Stefanco from the county reports that the system is not yet up and running. Chief Lutz does not expect the service to be available for some time to come.

3) Firehouse: Chief Lutz commented that he is still considering housing Firehouse in Concord.

4) Lake Health: Chief Lutz handed out an end-of-the-year summary from Cynthia Moore-Hardy, President and CEO of Lake Health, detailing goals and accomplishments in 2011. The report includes staff changes (Sugerman, Mell), various certifications and recognitions, the new Madison Emergency Department and Wal-Mart Walk-in Clinic as well as other new facilities and programs.

5) 2011 Run Report: In 2011, the District responded to 3,772 calls, of which 771 were facility to facility transports. Since the opening in June of 2011, the new Madison Emergency Department has served 5,558 walk-in patients and 880 transported in.

Mr. Brotzman inquired about the revenue dollars generated by both the EMS and Non-EMS Transport programs.

Long reported that the District estimated $650,000 in revenues for the EMS runs generated in 2011. In actuality, we received in excess of $600,000. The drop-off in EMS runs is due to walk-ins to Madison ED.

The new Transport program, begun in June, served 711 patients in 2011, an average of 3.4 calls per day (1,245 per year). Payments started slowly, but by year-end, we have realized $100,000 in Non-Emergency Transports revenues. In 2012, we expect payments to reach$250,000.

CLOSING PUBLIC PORTION: No comments.

OTHER ITEMS:

Mr. Takacs asked that Chief Lutz meet with a professional grant writer to see if this kind of service could be beneficial to the District. Customarily the fee charged is a percentage of the grant awarded. It was suggested that perhaps the Village, Township and School System may also be interested.

Mr. Vest inquired about the plans and progress of the project to pave the parking lot behind Station #1. Chief Lutz reported that no quotes have been received and that he would like to discuss the project in the spring of 2012 with the contractor who did Station #2’s parking lot.

Mr. Takacs reminded everyone of the January 18th and February 15th Fire Board meetings.

Motion to adjourn to Executive Session to discuss personnel issues and land acquisition @ 7:34 pm.

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

Executive Session adjourned @ 8:20 pm.

January 4, 2012 – Re-organization Meeting

CALL TO ORDER 7:00 pm

ROLL CALL

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

Mr. Pete Wayman, Mr. Kenneth Takacs and Mr. Mark Vest were sworn in as trustees of the 2012 Madison Fire Board.

PLEDGE OF ALLEGIANCE

NOMINATIONS

Mr. Long called for nominations as follows:

CHAIRMAN – Chairman to be from the Village for 2012.

Nomination to Mr. Kenneth Takacs.

Motion to close nomination and approve Mr. Takacs as Chairman by: Mr. Bartlett, Seconded by: Mr. Brotzman
ROLL CALL: All ayes

VICE CHAIRMAN – Vice Chairman to be from the Township for 2012.

Nomination to: Mr. Max Anderson.

Motion to close nomination and approve Mr. Anderson as Vice Chairman by: Mr. Brotzman, Seconded by: Mr. Wayman
ROLL CALL: All ayes

New chairman will now direct meeting.

THE FOLLOWING MOTIONS ARE NECESSARY TO BE RECORDED FOR 2012:
Note: Current status of motion is in parenthesis.

12-001 – Motion for Regular Meetings to be held (the third Wednesday of each month at 7:00 pm. Meetings will be held at the Station #1 Training Center, and any Special meetings are to be held at the location designated when scheduled).

Motion by: Mr. Brotzman, Seconded by: Mr. Wayman to approve
ROLL CALL: All ayes

12-002 – Board member pay per year for meetings to be (an annual maximum of $450.00 – to be paid annually).

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

12-003 – Fire Chief is to (continue at current status.)

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

12-004 – All part-time and full-time District Firefighters are to (continue at current pay and status per contract.)

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

12-005 – The established pay period for various classifications as of January 1, 2012 is (Bi-weekly.)

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

12-006 – To establish the ten holidays for the non-bargaining, full time employees for 2012, and are subject to notice if not taken on that day:

New Year’s Day January 1 Martin Luther King Day January 16
President’s Day February 20 Memorial Day May 28
Independence Day July 4 Labor Day September 3
Columbus Day October 8 Veteran’s Day November 11
Thanksgiving Day November 22 Christmas Day December 25

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

12-007 – Authorize and appoint Legal Counsel at ($350.00 per month for meetings and an office rate of $95.00 per hour.) Appointment to (Mr. Joe Szeman.)

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

12-008 – Set the rate for special meeting notification to persons requesting same for ($10.00 per year.)

Motion by: Mr. Brotzman, Seconded by: Mr. Wayman to approve.
ROLL CALL: All ayes

12-009 – (Continue) with the purchase order procedure.

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

12-010 – (Continue in effect), the Madison Fire District Rules and Regulation.

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

12-011 – To establish a Records Committee, which is required to meet at least once a year; members to consist of (Chairman, Vice-Chairman, Fire Chief, Fiscal Officer and Clerk.)

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

12-012 – To establish a Full-time Labor Management Committee, members to consist of (Mr. Takacs, Mr. Anderson and Fire Chief; Meetings to be scheduled quarterly.)

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

12-013 – To establish a Part-time Labor Management Committee, members to consist of (Mr. Wayman, Mr. Bartlett and Fire Chief; Meetings to be scheduled every four months.)

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

12-014 – To establish an Audit Committee for the purpose of review of the audit procedure and actual audit reports. Committee to include (Chairman, Vie-chairman, Fiscal Officer and legal and bank professional(s) as requested.)

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

12-015 – To establish a Building Construction Committee, members to consist of (Mr. Anderson, Mr. Wayman, Mr. Bartlett and Fire Chief).

Motion by: Mr. Brotzman, Seconded by: Mr. Anderson to approve. R
OLL CALL: All ayes

12-016 – Fiscal Officer is to continue (at current status.)

Motion by: Mr. Bartlett, Seconded by: Mr. Anderson to approve.
ROLL CALL: all ayes

12-017 – Fire clerk is to continue (at current status.)

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

REORGANIZATIONAL PORTION OF MEETING IS CONCLUDED.

Motion to adjourn by: Mr. Brotzman, Seconded by: Mr. Bartlett
ROLL CALL: All ayes

Meeting adjourns to regular agenda at 7:15 pm.