July 14, 2014

CALL TO ORDER @ 6:00 pm

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

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

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

                                                                                    (personal business)



The 2015 Tax Budget hearing was called to order at 6:00 pm. There were no comments or questions from those in attendance and no written questions or correspondence received by the Fire Board or District Office. Mr. Vest closed the hearing at 6:02 pm with no objections.

Mr. Vest called the Regular Fire Board meeting to order at 6:02 pm.


Mr. Vest introduced Mark Malnar, withPrats & Hogsett Financial Group, the servicing agency for the OAPFF 457 Deferred Comp Program which was established in Dayton in1998. Per Mr. Malnar, there are over a hundred cities in Ohio who currently participate in the program. Prior to this program, firefighters were with the Ohio Deferred Comp Program, but many members were looking for assistance with choosing which funds to pick. The OAPFF plan does not replace Ohio Deferred Comp, but complements it by offering counseling services that may not be available with ODC, and by providing a broader range of funds to choose from which will, hopefully, reduce volatility. The OAPFF Asset Management Plan fee is .65% per quarter, but there are no trade transaction fees. There are also no penalties or expenses from either group to move between the two plans. Members can get in and get out of either program at any time.

OAPFF Deferred Comp offers a managed program through Morning Star Advisory Services to actively manage member’s portfolios. The fee for this service is free for the first three months and is .25% of assets per quarter thereafter.

In 2010, Congress allowed Roth “Post-Tax” provisions into deferred plans and the OAPFF incorporated it into their deferred plan. Ohio Deferred Comp does not offer this option. If OAPFF members choose to contribute after-tax dollars, they now have the ability to do so. Members can put in funds Pre-Tax, Post-Tax or a combination of both.


The IRS allows for Loan provisions which are available in the OAPFF plan, but not Ohio Deferred Comp, however, ODC allows members to withdraw contributions for “hardships” which can be transferred to OAPFF and loaned to members for emergencies. These funds will then be paid back, with interest.

Discussion: Mr. Vest explained that since there are no matching funds from the District for this plan, the board is simply deciding whether or not to allow both the Full Time and Part Time unions to do business with OAPFF, and are agreeing to process payroll deductions for the contributions.

Mr. Takacs asked District CFO, Tony Long, whether the firefighters are currently making contributions through payroll to the Ohio Deferred Comp Program which Mr. Long replied “yes”. Mr. Long stated that the firefighters can be in both programs and that the contributions will be maintained separately.

Mr. Gauntner asked if there was a monthly minimum required to participate in the program. Mr. Malnar replied that customarily the minimum is $25.00 per pay, but that the group is more interested in getting firefighters involved in the program than meeting minimums, especially for new and part time members.

Resolution # 14-020 – OAPFF Deferred Comp Plan: This resolution authorizes the Fiscal Officer to establish such accounts necessary for receipt and investment of contribution to the OAPFF Deferred Comp Plan for employee participants wishing to either defer income taxation on retirement savings (Pre-Tax) or make contributions in accordance with the Roth 457 (Post-Tax) provision.

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

2014-2015 DISTRICT INSURANCE RENEWAL: Mike Gehring (and Pete Richmond) advised the board that the 2014-2015 District Insurance Premium for FVIS Property and Casualty Coverage will actually be about 3% less than last year once coverage for the contents/liability at St. #1 is no longer needed and an agreement is signed with the Village. He reminded everyone that, per the existing lease, the Village owns/covers the buildings and the District covers only the contents ($1000) and liability. District coverage includes:

1) Station #2 and back garage buildings and contents

2) Station #3 building and contents

3) All above-ground fuel tanks

4) All vehicles and portable equipment

5) Liability for the Ladder Truck beyond Perry Fire’s coverage, if ever necessary

The buildings, vehicles and portable equipment are all covered for an “agreed amount” replacement cost and there is a $356,000 blanket for #2 & #3 contents. Deductibles are $1,000 per occurrence for property (except earthquake) and $500 per occurrence for vehicles.


 Minutes of 06/18/14 Regular Session

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

ROLL CALL: All ayes


Bills ($307,941.25) and payroll ($158,440.94) totaling $466,382.19 are motioned for acceptance and payment. Mr. Long, CFO, detailed several expenditures including the final payment ($63,940.82) to Seitz Builders for the new Station #3 project. The board asked Chief Lutz and Mr. Long to give them a complete detailed breakdown of all costs associated with the construction of St. #3 at the August 20th meeting.

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

Seconded by: Mr. Gauntner                     ROLL CALL:   All ayes


COMMITTEE REPORTS: None to report.

OLD BUSINESS: None to Report.                                                                                                       


Resolution #14-019 2015 TAX BUDGET:

This resolution approves and adopts Madison Fire District’s tax budget for the 2015 fiscal year.

Motion by: Mr. Frager                   Seconded by: Mr. Takacs               ROLL CALL: All ayes

CHIEF’S REPORT – Chief Gene Lutz:                                            

Inspection Report: In board folders.

Hydrant Testing: Hydrants are currently being tested. Signs are posted in areas affected.

Surplus Vehicles: Chief Lutz asked the board to re-classify the old #2117 chase vehicle (2005 Ford Explorer) as surplus so that it can be sold or otherwise disposed of. He also reported that, due to mechanical issues, he is considering disposing of Squads #2112 and 2132 in the near future and asked that they be put on waivers. The board instructed Mr. Szeman to meet with Chief Lutz and draft all necessary resolutions detailing how each vehicle will be handled by the August 20th meeting.


Grant Writing Service:Chief Lutz reported that the contract with Grant Genie to write FEMA grants is being finalized.

Stryker Power Cots:   Chief Lutz invited board members to view the new power cot lifts purchased with the BWC grant after the meeting.



Mr. Frager thanked Chief Lutz and “C” Shift for their participation in the Rec Board and YMCA fund-raiser last weekend.

Mr. Vest reminded everyone of the August 20th and September 17th, 2014 Regular Fire Board meetings @ 7:00 pm at St. #3, 840 River Street, Madison.

Motion to adjourn @ 6:53pm by: Mr. Anderson

Seconded by: Mr. Gauntner                                 ROLL CALL:   All ayes

_______________________                           _______________________

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