June 20, 2012

CALL TO ORDER @ 7:00 pm


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



Chief Lutz reported that the District has hired 5 more paramedics for the Non-Emergency Transport Program.  Mr. Szeman administered the Oath of Office and the board welcomed them aboard:

Heath Hartegan                               Jeremy Neurohr

Amber Hepker                                 Ashley Wickert

Doug Kallin



Minutes of 05/16 Regular Session

Mr. Vest requested a spelling change on page 2 from “Ronda Johnson” to “Rhonda Johnston”.

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



Bills ($99,453.65) and payroll ($229,751.85) totaling $329,205.50 are motioned for acceptance and payment.

Mr. Takacs inquired about warrant # 5217 for Rick’s Roofing – Chief Lutz explained that this was for gutters and flashing between Station #1 and the Training Center.

Mr. Takacs also inquired about warrant # 5275 for Avalon & Glavis Pest Control – Chief Lutz reported that this was for the annual service for both stations and the training center.Motion to approve as presented by:  Mr. Wayman       Seconded by:  Mr. Anderson

ROLL CALL:   All ayes



COMMITTEE REPORTS:                                                                                 

NEW BUILDINGS – Station #3:

Chief Lutz introduced Tim Bement of APP Architecture who reported on the current status of the new building project on St. Rt. 528.  Mr. Bement reported that the committee met Wednesday, June 20th from 1:00 to 5:00 to clear up loose ends and finalize the bid documents (95% complete).  Board members and department personnel will review documents and material samples for final input (due Tuesday 6/26/12) and the bid advertisements will be published on July 1st and July 8th.  Bid documents will be available on July 5th and the mandatory pre-bid meeting for general contractors will be held at the Training Center on July 11th.  Bids will be due July 26, 2012.  Bid evaluations and references will then be reviewed and a recommendation for the contractor most appropriate for the project will be given to the board at a special meeting the first week of August.  Once the contract has been awarded and notice of commencement is published, a ground breaking ceremony will be scheduled.  The actual construction period is estimated to be 10 months with an anticipated move in date of July 2013.  The construction budget, which focuses on functionality, continues to be on track and actual costs will be available once the general contract has been awarded.

Mr. Szeman advised the board that Ohio Law provides for either a single prime or multiple prime general contractor for the construction project.  By board request, a single prime general contractor will be utilized.

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


RESOLUTION #12-028 – Fire Station #3 Bid Advertisement:

This resolution authorizes Chief Lutz and APP Architecture to advertise for bids for the construction of Station #3 in accordance with all applicable legal requirements.

Motion to adopt by:  Mr. Brotzman    Seconded by:  Mr. Vest         ROLL CALL:  All ayes


OLD BUSINESSNone to report.



Resolution 12-029 – District Dispatch and Communication Services Contract:

This resolution approves a 3-year Emergency Dispatch and Communication Services contract with the Board of Lake County Commissioners.  There will be a 1% increase for the first and second year, and with an increase not to exceed 3% the third year.

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


Resolution 12-030 – Orwell Natural Gas Service:

This resolution approves a 5-year service contract with Orwell Natural Gas Company to provide natural gas service to all existing stations and any new facility for the duration of this contract.  Orwell will cover all construction, material and permit costs to run necessary lines to Station #3.

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

CHIEF’S REPORT – Chief Gene Lutz:

1)  Inspection Report:   In board folder for review.

2)  Girl Scouts Fundraisers:   Madison area Girl Scouts and Madison CIC have completed their fundraisers to purchase fire extinguishers.  They are planning a car wash to raise funds to purchase AED’s for both the Village and Township Police Departments.

3)  2012 District Call Statistics: 

2012    Total calls       1838

Transfers Y-T-D in 2012                      554 Transfers     3.5/day avg.             1285/yr.

Total Transfers since June 2011       1263 Transfers     3.5/day avg.             1270/yr.

4)  Lieutenants Promotion Exam:

Per Captain John Kloski, the following voluntary process will be used to promote 3 Full-time Lieutenants for the Madison Fire District. Candidates must meet the updated job requirements and adhere to time-lines and due dates for submitted materials. Failure to meet any time-lines or the inability to make assigned interviews, review board, assessment center will eliminate the candidate from advancing further in the promotion process.

Step #1:  Candidates will hand-deliver, to the Fire Chief or Executive Captain, a letter stating their “intent” to participate in the testing process no later than 1200 hours on Tuesday July 3, 2012.

Step #2:  Upon submission of your letter of “Intent”, the Candidate will be issued a series of essay questions to answer.  Answers to the essay questions, and an updatedresume including references, must be hand-delivered to the Fire Chief or Executive Captain no later than 1200 hours on Monday July 30, 2012.

Step #3:  Candidates will be required to participate in a Video Assessment Testing (VAT) process.

Step #4:  Candidates will then participate in a “Stakeholders” interview.  The “Stakeholders” interview will consist of members of the community.  The tentative date for the Stakeholders interview will be Friday August 24, 2012.

Step #5:  Candidates will participate in an Officers Review Board.  The tentative date for the interview will be Friday August 24, 2012.

Step #6:  Candidates will participate in an Assessment Center presented by the Ohio Fire Chiefs Association.  The tentative date for the Assessment Center will be Saturday September 22, 2012.

Step #7:  Candidates will participate in an interview with the Fire Chief and others of his choosing.

The tentative date for the Chiefs interview will be Friday October 5, 2012.

It is the intent of this process to have 3 candidates promoted as soon as possible with transfers to begin early in January 2013.

Motion to begin the process of promoting 3 Lieutenants by:  Mr. Brotzman

Seconded by:  Mr. Anderson                ROLL CALL:  All ayes


CLOSING PUBLIC PORTION:     No comments.                                                        



Mr. Long reported that, after a great deal of searching, the District has joined the Ohio Rural Water Association’s Workers Compensation Group which has reduced the District’s premium from $62,000 to $23,800/year.  Participation in a group reduces the number of claims, thus reduces the premium.

Mr. Bartlett inquired whether the board was ready to conduct the Chief’s annual evaluation.   Mr. Takacs agreed that it was proper timing and committed to forwarding evaluation forms in the board packets just prior to the July 18th board meeting.                                   

Mr. Takacs reminded everyone of the July 18th and August 15th Fire Board meetings.

Motion to adjourn to Executive Session to discuss personnel issues @ 8:30 pm by:  Mr. Wayman Seconded by:   Mr. Anderson                       ROLL CALL:  All ayes

Executive Session adjourned @ 8:55 pm.