April 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 03/21/12 Regular Session

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

BILLS & PAYROLL

Bills ($49,308.15) and payroll ($162,489.76) totaling $211,797.91 are motioned for acceptance and payment.

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

Mr. Takacs asked for details of Check #5119 in the amount of $900 payable to the Leroy Fire Department. Chief Lutz explained that this was a reimbursement to Leroy for hazmat materials used on a call.

Mr. Takacs asked for details of Check #5121 in the amount of $125 payable to Kenneth Sochia. Mr. Long explained that this was a payroll advance for hours already worked but were not turned in on time. This advance will be deducted from Ken’s next payroll.

ROLL CALL: All ayes

OPENING PUBLIC PORTION: No comments.

COMMITTEE REPORTS

NEW BUILDINGS:
Mr. Bartlett reported that the new building committee met for seven hours on March 13, 2012. The focus involved working on the next phase of the new Station #3 building project which included interior design development and cost estimates. The committee discussed, in great detail, all items inside the buildings, room by room, such as security, lighting, phones, alarms, bathroom fixtures, kitchen details, plugs, speakers, furniture, etc. Completed drawings will be finalized before the May 17th meeting. Mr. Long stated that he anticipates sending out for bids by the end of May, 2012 with a target date of late June or early July for awarding the contract.

Mr. Anderson and Mr. Takacs asked that Tim Bement of App Architecture and/or the General Contractor attend all board meetings henceforth so that the board can stay continually informed as to the progress of the project – specifically early on in regards to the infrastructure issues (gas lines, water lines, etc.) at Station #3. Mr. Takacs requested that the construction timeline be given to the board members as soon as it is available and resubmitted when changes are made. Mr. Bartlett agreed that communication is key and suggested that the New Building Committee will be meeting more frequently as they work through the process.

Mr. Long reported that Station #3’s land survey and land transfer is complete, and the gas line survey is underway. The final architectural drawings will be available at the May Board meeting. He and Mr. Szeman continue to work with Squires, Sanders and Dempsey and Andover Bank to work out the funding for the project.

OLD BUSINESS:

RESOLUTION #13-026 – Project Labor Agreement

In an effort to protect the Madison Fire District’s best interest, and safeguard the public funds used for the project, it is their intent to enter into a Project Labor Agreement for the Station #3 construction project on St. Rt. 528. The PLA spells out steps and requirements for a successful completion of the project using one prime contractor to facilitate a smooth process which will bring the project in on time and on budget using state verified skilled labor at prevailing wages. The Prime Contractor will be responsible for addressing all disputes and grievances and will maintain a spirit of harmony between union and nonunion workers as wells as promote a safe work environment for all workers. The PLA will ensure accountability of all parties involved by establishing a system to monitor tax and payroll deductions, benefits, garnishments, unemployment insurance and workers compensation insurance, etc.

Mr. Vest and Mr. Bartlett commented that they expect this agreement to bring the project to a satisfactory completion on time and on budget.

Per Mr. Long, the state requires that we check every contractor to ensure they are state approved and that the Village has verified, to the state auditor’s standards, that the contractors are free of any state findings. He also informed the board that Tim Bement will be responsible for signing off on all invoices submitted for payment. This will ensure that all work is inspected and certified complete to App’s satisfaction.

Mr. Bartlett reported that Tim Bement has agreed that the New Building Committee will be a part of the Bid selection process. He also commented that it is his understanding that the PLA agreement follows state mandated procedures which will improve communications between union and non-union workers.

Mr. Wayman stated that the PLA is the best fit for the district. Mr. Takacs agreed and commented that he was hopeful that many Madison residents would be included in the labor force required for a project this size.

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

NEW BUSINESS:

Hospitalization Review:
Mr. Long reported that the Hospitalization Committee met with the District’s broker, Dawson Companies, to review plan options for medical, dental, vision and life insurances. It is the committee’s recommendation that the District continue with the current policies from Medical Mutual and Humana. There will be no premium increase for vision and life, and only a 5% increase for dental and medical. Per Long, the District pays 90% of the premium – the employees pay 10%.

Mr. Bartlett commented that the committee has worked well together and they have saved the district approximately $85,000 per year over the last 4 years.

A motion was made to accept the recommendation of the Hospitalization Committee.

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

CHIEF’S REPORT – Chief Gene Lutz:

1) Prom Promise – April 27, 2012 at Madison High School. The program will be held by Madison Fire District, Madison Village and Township Police, and Medevac (PA).

2) Blue Card Command Training (50 hours)– Nine Lake County Fire Chiefs attended the three day class on April 11-13th. The goal is to have all command personnel throughout the county Fire Departments complete this training. The class deals with everything from small house fires to large fires that include activating EOC.

3) Resignations – Jim Beazel and Aaron Gilmer submitted their resignation from Madison Fire for personal reasons. 5 new transfer personnel are in the process of being hired.

Motion to accept Beazel and Gilmer resignations by: Mr. Brotzman, Seconded by: Mr. Anderson
ROLL CALL: All ayes

4) 2012 District Call Statistics:

2012 Total calls- 1214

Transfers Y-T-D in 2012- 107 days, 397 Transfers, 3.7/day avg., 1354/yr.

Total Transfers since June 2011- 315 days, 1108 Transfers, 3.5/day avg., 1281/yr.

Mr. Takacs thanked the chief for the 10 year service report emailed to the board (available at www.madisonfiredist.com).

CLOSING PUBLIC PORTION:
In response to the board’s decision to use a PLA, Don Galea of Madison Township thanked the board for their support. He commented that he believes that the bid process will be competitive and stated that it is not a union/non-union issue. (The PLA) is a tool for the board to use during the process of the construction project.

Matt Donovan of Plumbers Local 55 also thanked the board for their support and confidence in the skilled tradesmen and local members.

Bob Hall of Madison Township thanked the board for opportunity (with the PLA). He commented that he has always supported Madison’s outstanding, very professional fire department and that the board will be happy with professionalism of this project.

Mr. Takacs thanked all who attended the meeting for their input.

CLOSING BOARD COMMENTS:

Mr. Anderson reported that he spoke with Sheila Wilson, Ken’s wife, and she reported that Ken is doing well. He also reported that he and Mr. Takacs visited with Charlie Eisenhart, Sr. who is also recovering in Geneva.

Motion to adjourn @ 7:52 by: Mr. Wayman, Seconded by: Mr. Vest
ROLL CALL: All ayes