February 19, 2014

CALL TO ORDER @ 7:00 pm                                                                        02-19-2014


ROLL CALL            x  Mr. Anderson                  x Mr. Takacs             x Chief Lutz

x  Mr. Frager                          x Mr. Vest                 x Mr. Long

x  Mr. Gauntner                   x Mr. Wayman        x Mr. Szeman




 Minutes of 01/15/14 Regular Session

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

ROLL CALL: All ayes

 BILLS & PAYROLL                                                                                

Bills ($114,256.32) and payroll ($156,474.28) totaling $270,730.60 are motioned for acceptance and payment.

Mr. Long detailed several expenditures including Lake County Backbone Fee (radio), Orwell Gas, Countryside Truck for #2124 Darley Engine Refurbishing ($60,000 total), District Insurance, Seitz Builders’ final invoice and the Worker’s Compensation Premium.

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

ROLL CALL:   All ayes


 COMMITTEE REPORTS:  Per Chief Lutz, a Full Time Labor Management Committee meeting is being scheduled for March.

OLD BUSINESS:   None to Report.      

NEW BUSINESS:   Mr. Gauntner handed out copies of several old newspaper articles and board minutes documenting that the Madison Fire District was actually founded in February of 1970 (not 1971) and requested that all patches, letterhead, and other such items showing the established date be changed accordingly.  The chief suggested, and the Board agreed, that these changes be made as items require replacement “from this point forward” rather than making all the changes immediately.  The board thanked Mr. Gauntner for his efforts.

Mr. Frager inquired if the Station #3Training Center was available for use by outside groups on a rental basis.  Chief Lutz and the Fire Board stated that they have no plans with respect to renting space within the new fire station or training center.

 CHIEF’S REPORT – Chief Gene Lutz:                                                                                                                                            

#2124 Engine:  Chief Lutz reported that #2124 Engine refurbishing is completed and is back in service. He invited the Fire Board to inspect the final work after the meeting.

Station #3 “Punch List”:  Per Chief Lutz, Ron Seitz continues to finalize the few items that remain unfinished at Station #3.

1518 Parkview:  The site at 1518 Parkview has been cleaned up and the fence surrounding the property will be removed soon.  According to insurance contacts, by HUD ruling, the house has to be rebuilt.

2014 BWC Grant:   As reported last month, the District recently applied for an Injury Prevention Grant, and due to the increased call volume generated by the Transfer Program, was awarded $40,000 (District to match $14,000) for Power Stroke Lifts for the squads.  This equipment brings the cot inside the squad reducing the risk of injury to crew members.  The lifts will be installed by Burgess Ambulance once the funds have been received.

Training:  Chief Lutz reported that 2 District Lieutenants have completed the “Train the Trainer” Ice Rescue Program and we now have the equipment and instructors to do our own in-house training instead of relying on outside sources.

One Full Time and one Part Time Firefighters are going to Ashland this week for a Fire Investigation seminar.

Chief Lutz reported that he will be in Columbus on February 24th – 26th for an Expert Testimony Class for Fire Investigation.  Captain Kloski will be available as needed.


Station #3 Water Line: Chief Lutz reported that he received several emails about a $5,910 invoice billed to the Madison Fire District from the Madison Village for the water line connection to Station #3.  The invoice breakdown is as follows:

Water Line Connection      $3,145.00

6” Gate Valve                          1,300.00

12” x 6” x 12” T                        1,465.00

Total Invoice                        $5,910.00

Mr. Takacs stated that the $3,145.00 was the amount contracted for the connection and that the parts billed were used by Tracks to complete the project.  Mr. Gauntner questioned who was responsible for the parts since it was the Village’s project.  Mr. Szeman confirmed that, by Madison Village ordinance #9-2004, these parts are the responsibility of the land owner (MFD).  Because of the delay in completing the water line extension, ultimately the Village contracted this work done, not Seitz Builders, and the District is responsible for the items on this invoice, payable to the Village.  Seitz Builders was not paid for this work.

Chief Lutz stated that he would issue a check for $3,160 which is less the remobilization fee of $2,750 (change order #6) which the District incurred due to the delay in the water line installation.  The line was to be completed in April and was not completed until the fall requiring the concrete contractor to come back and pour the driveway apron areas after the hook up was completed.

Mr. Gauntner inquired why the water line was not extended on time.  Chief Lutz requested that one of the Village Trustees answer.  Mr. Vest explained that the delay was caused by issues the Village had regarding the water main break under the Rt. 90 freeway such as permits and other things that were out of their control.  Mr. Vest stated that the Village did not anticipate the problem underneath the freeway when they initially proposed the water line project and they could not make it happen on time.

Mr. Takacs agreed that the water leak under the freeway was a major issue and that the Village was forced to make the water line extension project a secondary phase and concentrate first on making the necessary freeway repairs.  He also agreed that when the concrete contractor poured the driveway at Station #3, the water line extension was not completed and the connection to the station could not be completed forcing the District to delay the completion of the last 25’-30’ of the driveway apron.  This is what caused the remobilization fee charged.  Mr. Takacs stated that Village officials, at the time, made representations that the Village would make good on issues caused by the delay and he was aware that Chief Lutz was waiting to get the issues finalized.

Mr. Vest and Mr. Gauntner asked if the concrete contractor finished the concrete work at the end of the driveway at the same time they reworked the cracks in the back parking lot.  Both Chief Lutz and Tony Long assured them that it was not at the same time.                                                                               

Station #3 Water Line (cont.):

Mr. Gauntner asked if the missed deadline was discussed at the February 18, 2014 Village Utility meeting.  Chief Lutz stated that he talked to Mr. Hamercheck over a year ago about the fact that the concrete work would need to be completed at a later date.  The delay was also discussed several times in the weekly construction meetings.

Mr. Gauntner asked if the remobilization charge was discussed at the February 18, 2014 Village Utility meeting.  He stated that it was reported that Seitz Builders was paid for this charge.  Chief Lutz clarified again that Seitz Builders was paid only for the $2,750.00 remobilization charge, not the connection charge.

In an effort to clarify the issue, Mr. Takacs suggested that the Fire District:

1)       Pay the Madison Village for $5,910 for the connection and parts required which by Village Ordinance is the property owner’s (MFD) responsibility, and;

2)      Send the Village a bill for the remobilization fee of $2,750 for not having met the construction obligation.

Mr. Wayman asked, for the record, if the Fire Board could expect a payment from the Village for the remobilization charge.   Mr. Takacs commented that it was only right and Mr. Vest assured him that it would get paid.

Motion by:  Mr. Takacs      Seconded by:  Mr. Gauntner        ROLL CALL: (4) Ayes; (2) Nays



 Mr. Vest inquired about the progress of the signage at Station #2.  Chief Lutz reported that it is currently being worked on, but that Station 1 signage has not yet been decided.  He committed to keeping the Board advised.

Mr. Takacs thanked the staff for updating the website.                                                                                  

Mr. Vest reminded everyone of the  March 19th Fire Board Meeting at 7:00 pm at Station #3 Training Center.

Motion to adjourn @ 7:57 pm by:  Mr.  Wayman

Seconded by:  Mr. Takacs                                                               ROLL CALL:  All ayes

_______________________                           _______________________

Mr. Mark V. Vest, Chairman                                 Nila Brass, Clerk