August 21, 2013

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 of 07/17/13 Regular Session

Correction:  Page 1 – last paragraph – Station #3 address should be 840 River Street not River Road.

Motion to approve as amended by: Mr. Bartlett           Seconded by: Mr. Vest

ROLL CALL: All ayes

BILLS & PAYROLL                                                                                

Bills ($959,704.64) and payroll ($154,064.78) totaling $1,113,769.42 are motioned for acceptance and payment.

Motion to approve as presented by:  Mr. Brotzman      Seconded by:  Mr. Bartlett

ROLL CALL:   All ayes

OPENING PUBLIC PORTION:  Mr. Anderson recognized and welcomed Charles Barnicoat from Boy Scouts Troup #55.  Charles is the son of veteran Madison Firefighter Charley Barnicoat.

COMMITTEE REPORTS:                                                                                                                                                                     

New Building Committee – Station #3:

Tim Bement of APP Architecture once again updated the Fire Board on the progress at the new station on River Street.  He reported that there is a lot happening right now and Seitz Builders has made up a great deal of the time lost due to winter weather.  The project is only 13 days behind schedule making the completion date on Friday, October 11, 2013.  All of the cracks in the concrete driveway have been cut out and re-poured.

Mr. Takacs asked how close to budget the project is at this point.  Mr. Bement explained that they are less than 1% over budget due mainly to change orders issued.

Mr. Brotzman inquired about the project’s time line.  Mr. Bement answered that the substantial completion date is October 11, 2013 which means the building will be ready to turn ownership and insurance over from the contractor to the Fire District.  There may continue to be “punch list” items to address, but the workmanship is excellent and these items will be minor in nature.

Mr. Long explained that they have gone over the change orders in detail and some of them were initiated by Madison Fire.  Most were necessary to get the building completed the way the Fire Board envisioned the project.  For example, an $800 change order was issued with respect to the concrete replaced in the driveway and parking lot areas.  The decision was made to use a fast curing material (3 days instead of 7 -10 days) so work could continue as scheduled.

Chief Lutz reported that he plans to start moving the second week of October and has tentatively scheduled a private open house for Friday, November 1st and a public open house for Saturday, November 2nd.

Mr. Bartlett asked about the occupancy permit from Lake County.  He stated that getting the permit on the first try is pretty hard in a lot of cases.  Mr. Bement advised that a temporary (or final) occupancy permit will be issued by the substantial completion date of October 11th.  He did not recommend that the insurance be transferred to Madison Fire until the permit has been issued.  Bement stated that typically occupancy permits are held up due to fire alarms or fire suppression issues, but assured the board that the paperwork on this project is frequently discussed and he is confident that Seitz Builders and the sub-contractors are prepared to submit the necessary paperwork to the county on time.

Captain Kloski commented that, in his experience, even though all inspections have been completed and approved, the biggest delay in obtaining the final permit is usually due to the paperwork trail (water line test, gas line test, contractor reports for follow-ups, etc.).

Mr. Bartlett inquired about the concrete needed to finish the driveway between the front parking lot and the road, as well as the manhole/drain in the front parking lot.  Mr. Bement replied that the issue was discussed at today’s meeting and that the manhole is approximately 1 to 1-1/2” too high.  Mr. Long reported that the Village Water Department would be out on Thursday (8/22) to inspect and adjust the height, if possible.  If the height of the manhole cannot be properly adjusted, the cost to fix it would be $600.  He advised the board that the concrete in these two areas and a right angle section by the building will be poured on Friday and is included in the cost of the fast curing replacement concrete change order.

OLD BUSINESS:   None to report.

NEW BUSINESS None to report.

CHIEF’S REPORT – Chief Gene Lutz:           

1)  District Inspections:  In board folder for your review.

2)  SOP’s, Rules & RegulationsUpdates are finalized and are in board member’s email.                                  

3)  GovDeals – Squad #2122:  Squad #2122 was sold on GovDeals for $8,500.

4)  Thank You Notes:  Recently received notes are in board member’s email.

5)  New Chase Vehicle #2117:  Chief Lutz reported that the new chase vehicle is parked in the back parking lot for board inspection. The lights, radio and striping will be installed shortly.

6Darley Pumper Tanker #2124:  Chief Lutz revisited the issue of refurbishing the #2124 Tanker.  He reported that it was his intention to add a ladder rack to the passenger’s side of the vehicle, but Jim Marsic at Countryside Truck has advised him that, due to the porta-tank storage cabinet, it will be impossible to install it on that side.  Secondly, the ladder rack is so high up on the vehicle, Chief Lutz is concerned that some of the firefighters will find it difficult to reach up and bring it down. He recommended that they purchase a Zicomatic hydraulic ladder rack that will be installed on the driver’s side of the vehicle by the pump where the crew can push a button and the rack will come down to street level with the pipe poles, hard suction and ladders without having to climb up (Workman’s Comp. friendly).  The cost of the Zicomatic rack is $5,000 plus $1,200 for installation.

Chief Lutz also recommended that they replace the straight pin-able waterway currently installed on the back of the truck with an adjustable swinging dump shoot which will allow them to release water to the left or right rather than just straight out.

In an effort to reduce the overall cost of the renovation, Chief Lutz recommended that they keep the existing generator and replace all interior and exterior lights with LED lighting which will reduce the amperage from 125 to 25 volts, effectively reducing the wear and tear on the alternator and the engine.  On scene, a cord reel will be utilized to run power to the inside of the building.

Chief Lutz requested that the board amend the previously approved amount for the renovation of #2124 from $40,000 to $48,000.

Motion to increase renovation amount, not to exceed $50,000 total, by:  Mr. Takacs

Seconded by:  Mr. Bartlett                        ROLL CALL:  All ayes

7)  District Call Stats:

Total calls Y-T-D    2,562

EMS                          1,054

Transfers                    829  (revenue is close to budget)

Structure Fires           17

Other Fires                   52

Mr. Wayman inquired about the progress of the fire scene at 1518 Parkview Drive. Chief Lutz reported that he continues to work with the insurance company who is still looking for “who did it”.  He has advised them that he is done with the scene but they have not yet issued a demo fund. The legal process is slow and some off-site testing has been delayed until October.

Mr. Bartlett asked if it would be helpful to provide the Township Trustees with a written update that they could put in their minutes.  Chief Lutz suggested that he sit down with residents in the immediate area and update them on the progress of the scene.



Mr. Vest asked Captain Kloski if inspections are going well at the new middle and elementary schools from a fire department perspective.  Kloski answered that the Fire District has been involved in the construction process since the planning phase.  Discussions have included exit doors locking during a fire alarm. Exit doors have to open in the direction of egress.  Those exit doors do lock, but open into the center corridor by pushing the panic bar.  If there is a problem and the doors are closed, the Fire Department needs a key to open the door from the outside.  This is for security reasons so unauthorized people cannot enter.  Per Kloski, multiple knox boxes with multiple grand master keys have been installed to allow access by District personnel.

Other school topics discussed include parking, fire lanes, traffic flow, evacuation plans, security cameras, land line, cell phone and radio communications.

Mr. Anderson reminded everyone of the September 18th Fire Board meeting at 7pm.

Motion to adjourn @ 7:45 pm by:  Mr.  Brotzman

Seconded by:  Mr. Wayman                                   ROLL CALL:  All ayes