October 15, 2014

CALL TO ORDER @ 7:00 pm

ROLL CALL           – Mr. Anderson (personal business)       x Mr. Takacs

x Mr. Frager                                    x Mr. Vest                x Chief Lutz

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



Minutes of 09/17/14 Regular Session

Motion to approve by: Mr. Gauntner                Seconded by: Mr. Wayman

ROLL CALL: (3) ayes; (2) abstain (Frager, Takacs)


Minutes of 09/24/14 Regular Session

Motion to approve by: Mr. Takacs           Seconded by: Mr. Frager

ROLL CALL: All ayes


Bills ($71,928.50) and payroll ($158,346.72) totaling $230,275.22 are motioned for acceptance and payment. Chief Lutz detailed several expenditures. He stated that, as usual at the end of the year, he has made adjustments to the budget fund balances to cover expenses as needed.

Chief Lutz also reported that we are currently reviewing the electric accounts and anticipate enrolling in the Madison Village Aggregate Program with NOPEC/First Energy.

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

Seconded by: Mr. Frager                                       ROLL CALL:   All ayes

OPENING PUBLIC PORTION:Chief Lutz introduced Lt. Terry Sopko’s son, Jesse, a student at Madison High School who is writing a paper for his State and Local Government class at Lakeland and is doing ride-along time with the District.

COMMITTEE REPORTS: None to report.

OLD BUSINESS:   Mr. Gauntner commented that the terms “Sale” and “sell the property” recorded on Page 4 of the March 19th, 2014 meeting do not accurately reflect the transfer of the property located at 33 North Lake Street from the Madison Fire District to the Madison Village regarding the Station #1 Leasehold Buyout Agreement.

Mr. Takacs explained that, at that time, which was very early in the discussion process, we did not have the term “Leasehold Buyout”. The correct terminology was supplied later by Mr. Szeman who explained that the transfer was not a sale, but was, in fact, a leasehold buyout. As a matter of record for clarification purposes, Mr. Takacs suggested that, since it was our intent at the time, the minutes of this October 15, 2015 meeting acknowledges the accurate terminology of “Leasehold Buyout” in lieu of “Sale”, and “enter into a Leasehold Buyout of Property” in lieu of “sell the property” as recorded in the March 19, 2014 minutes.

NEW BUSINESS: None to Report

CHIEF’S REPORT – Chief Gene Lutz:                                            

District Vehicles/Squad Maintenance: Chief Lutz reported that EMSARS has conducted inspections and maintenance on all squad cots. He also reported that squad #2132’s engine rebuild has been completed and has been returned to service.

Inspection Report: In board folders.

Equipment Testing:  All testing on hydrants, pumps, ladders and hoses has been completed.

Perry Nuclear Plant HAB Drill: Chief Lutz and Ken Gauntner reported that the exercises at the Perry Nuclear Plant are completed and no corrective actions were cited. Mr. Gauntner reported that he has never seen any organization make it through this process without some sort of findings, and that Larry Green, EMA Director, was extremely pleased with the performance as well.

E-Forms: Captain Kloski explained that he and Lt. Tod Baker are implementing a new E-Form reporting system for standard documents used by the District that can be accessed and immediately submitted directly to the responsible person using I-Phones, I-Pads and desktops, etc. This new system will streamline information reporting and ensure accountability. Training videos available in MFD shared drives are being utilized to expedite the learning process and to access both blank and completed forms.

Mr. Takacs asked what equipment will be required to make the system work. Captain Kloski stated that the District already has plans to purchase I-Pads for District vehicles for run report input and other District business, but employees are fully on board with the new system and have chosen to use their own equipment for now.

CHIEF’S REPORT (cont.):                                                                               10-15-14

District Policies: Captain Kloski reported that all District policies were reviewed in September and some terminology and grammar changes were made.

District Annual Physicals: Employee Annual Physicals will be conducted in October (bloodwork) and November (actual physical).

Fire & EMS Report Writing Software: Chief Lutz reported that he is on the County Fire Chief’s Fire & EMS Report Writing Committee and that the committee has met numerous times to discuss software options. The goal, if possible, is to get all departments on the same program. Chief Lutz stated that he and several other Fire Chiefs are not happy with the cost of the Firehouse software that we are currently using and he advised the Fire Board that we may be changing to another software package as early as the end of 2014.

District Gear: Chief Lutz reported that Lt. Terry Sopko and Lt. Frank Henry have been researching new gear for several weeks (5 different companies). He presented a set of Ricochet Gear being recommended by the Lieutenants for the board’s inspection. Per Chief Lutz, the goal is to replace 7 sets ($1700/set) a year for the next 3 years.

Opticoms: Per Board request, Captain Kloski reported that it will cost about $10,000 each for additional opticoms, plus a maintenance fee.


CLOSING BOARD COMMENTS:                                                                               

District CFO Position:

Mr. Takacs requested that the board begin to consider preliminary options for filling the part time District CFO position which is currently being successfully covered by Chief Lutz. Mr. Takacs commented that it is his hope to have someone installed by January, 2015.

Per Mr. Takacs and Chief Lutz, Perry Fire is already interviewing for a part time CFO, and it is their impression that Perry is finding it difficult to find a good candidate because the position is only part time. Mr. Takacs commented that Madison may be faced with the same difficulties and suggested that the board consider sharing a full time CFO with Perry.

Mr. Gauntner stated that Mr. Long is technically still a District employee (unpaid leave), but it may be worth exploring this avenue since we will probably be drawing applicants from the same pool as Perry Fire if Mr. Long does not return to the District. If this option is pursued, Mr. Gauntner and Mr. Vest insisted that the board be a part of the hiring process.

Mr. Frager asked where Perry Fire is in the hiring process. Chief Lutz stated that October 15th was the final day for submitting applications for the position, but he is unsure when the interviews will be completed.

CLOSING BOARD COMMENTS (cont.):                                                     10-15-14

Mr. Vest asked Mr. Szeman if there were any obvious problems with Madison Fire and Perry Fire sharing an employee. Mr. Szeman stated that there are no major legal pitfalls, but that he has seen similar situations both succeed and fail for a variety of reasons.  In some cases, the employee may be hired by both entities. In others, one entity hires the candidate and contracts his/her services out to the other entity. The difficulty is if the employee becomes disenchanted with one employer, but continues to desire employment with the other and is unable to accept part time.

Per Mr. Szeman, the board may have some clarity regarding Tony Long’s leave of absence timeline within the next 30 days.

Other Comments:

Mr. Frager thanked Captain Kloski and Lt. Baker for their efforts in implementing the new E-Forms system.

Mr. Vest reminded everyone of the Regular Fire Board meeting on November 19th, 2014 7:00 pm at St. #3, 840 River Street, Madison.

Motion to adjourn @ 8:04pm by: Mr. Frager              Seconded by: Mr. Wayman

ROLL CALL:   All ayes

_______________________                           _______________________

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