April 16, 2014



               MADISON FIRE DISTRICT BOARD OF TRUSTEES             04-16-14

CALL TO ORDER @ 7:00 pm

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

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

x Mr. Gauntner (7:16pm) x Mr. Wayman       x Mr. Szeman



Minutes of 03/19/14 Regular Session

Amendment – Page 4, Station #1 Sales Agreement vote – Mr. Frager and Mr. Takacs requested that “abstain” names henceforth be noted for the record.

Motion to approve as amended by: Mr. Anderson    Seconded by: Mr. Frager

ROLL CALL: (5) ayes (Mr. Gauntner arrived after vote)


Bills ($56,939.08) and payroll ($128,114.88) totaling $185,053.96 are motioned for acceptance and payment.

Mr. Long detailed several expenditures including warrant #’s:

7347    Bob’s Towing            Ambulance breakdown – Compression line repaired on site

7355    Time Warner            Connection between all three stations

7375    Sandy Ridge              Snow plowing (Season total = $9,000)

7380   APP Architecture    Final Project Closeout Bill

7391    Penguin                     St#1, St#2 and St#2 garage heater/air conditioner maintenance

7367    Backtrack                 New hire background checks

7385   Backtrack                  New hire background checks

BILLS & PAYROLL (cont.):

Mr. Long reported that fund balances are low because the first half settlement from the county has not yet been received.   He stated that the county started distributing funds on 4/11/14 and he expects to receive 1.2 million less the advance received in February (approx. $500,000) by the end of April which, due to an unknown problem in the Treasurer’s office, is a month later than normal. The advance is normally about 35% of the total expected.

Motion to approve bills and payroll as presented by: Mr. Wayman

Seconded by: Mr. Takacs               ROLL CALL:   5 ayes (Mr. Gauntner arrived after vote)


COMMITTEE REPORTS:Chief Lutz reported that the Full Time Wage Reopener Meeting is scheduled for later tonight (4/16/14).


Unemployment Compensation:Mr. Szeman updated the board on the administrative review of the unemployment compensation issue previously discussed and reported that he has since filed an Appeal. A telephone hearing is scheduled on Thursday, April 24th, 2014 (Szeman, Lutz, Columbus Hearing Officer, Claimant, Witnesses, etc.). Mr. Long reported that the District has received the first Unemployment invoice for this claim in the amount of $2,090 which remains unpaid until after the hearing.    


Resignations:Chief Lutz asked whether the board required him to report normal, uneventful employee resignations. They agreed that it was not necessary unless special circumstances applied.

Old St. #3 Roof Replacement:Mr. Gauntner asked that the Fire Board reconsider paying the Madison Township one-half of the total cost ($7,238) of replacing the roof on old Station #3 located at Ross and Rt. 528. This issue was originally discussed and voted down in June 2011. Mr. Wayman and Mr. Frager requested that the 2011 minutes be forwarded to the Board so they have the opportunity to review the relevant factors before the next meeting.

Mr. Szeman stated that the roof issue was originally brought up and discussed very informally and he suggested that the Madison Township submit a more formal written claim to the Fire Board for deliberation purposes. He also requested copies of old St. #3 Lease Agreements. Chief Lutz and Tony Long agreed to look for said agreements.

CHIEF’S REPORT – Chief Gene Lutz:                                                        

Inspection Report: Mr. Gauntner asked what issues are addressed during inspections. Chief Lutz answered that inspectors look for changes in the structure or occupancy, verify that exit doors open the right way, and that pump systems, sprinkler systems and hood systems are in good working order.

2013 Annual Report: Chief Lutz asked if the board had any questions or comments regarding the 2013 Annual Report handed out at the March meeting. Mr. Frager asked if the annual report was discussed with District personnel. Chief Lutz stated that District personnel provided information for the report.

Station #3 “Punch List”:  Final items are still ongoing. As previously reported, APP Architecture has been paid in full and Chief Lutz continues to hold the final $63,000 of Seitz Builder’s final invoice.

Squad #2132: This squad is out of service due to oil in the coolant.

2010 Master Plan Final Checklist: Mr. Gauntner asked if the 2010 Master Plan Final Checklist has been reviewed and if all items have been addressed. Chief Lutz reported that he and Mr. Don Bartlett continually monitored the 30-page checklist and that all but three items have been completed.

Firefighter Associations:Mr. Takacs asked if Station #1 and Station #2 Firefighter Associations are still in effect. Chief stated that he was unsure, but believes that St.#1’s Association is inactive, and St. #2’s is closed down. Chief Lutz reported that he has established a District Association that includes everyone, regardless of station assignment.



Mr. Frager commented that he has recently had the opportunity to get to know several District personnel and reported that they have all been extremely accommodating.

District Public Records Requests:Mr. Takacs initiated a discussion about Madison Village’s requests for public records which were submitted to Mr. Mark V. Vest, Chairman of the Madison Fire Board. Per Mr. Takacs, the Madison Fire District Custodian of Records customarily is the Fire Chief, therefore, all requests should be sent directly to Chief Lutz.

A motion was made to officially designate the Fire Chief, or his appointed designee(s), as Custodian(s) of Records.

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

District Public Records Requests (cont.):                                               

Mr. Vest reported that he has, in fact, received several requests for documentation from Madison Village which he has forwarded to Chief Lutz. Mr. Szeman stated that he has reviewed these requests and that some of the requests received to date are not concise enough to know what is actually being requested, or are for records that do not exist, and are, therefore, not valid requests. He explained that the Public Records policy allows for requests for copies of existing documents, but does not require Fire District personnel to create, compile, analyze or summarize documentation requested. Chief Lutz agreed to respond to all current and future requests for public records.

Mr. Vest reminded everyone of the May 21st Fire Board Meeting at 7:00 pm at Station #3 Training Center.

Motion to adjourn @ 7:44pm by: Mr. Gauntner

Seconded by: Mr. Anderson                                                         ROLL CALL:   All ayes

_______________________                           _______________________

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