December 16, 2015

CALL TO ORDER @ 7:00 pm

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

x Mr. Frager                              x Mr. Vest                      x Ms. Clapp                                        x Mr. Gauntner                           x Mr. Wayman                        x Ms. Dame                                                                                      



Minutes of 11/18/15 Regular Session

Correction – Page 7 – Paragraph 1 – Monday, December 23 should be November 23rd.

Motion to approve as amended by: Mr. Vest                            Seconded by: Mr. Gauntner ROLL CALL: (5) ayes; 1 abstain (Anderson)

Minutes of 11/23/15 Special Meeting

Motion to approve as presented by: Mr. Vest                           Seconded by: Mr. Gauntner ROLL CALL: (5) ayes; 1 abstain (Anderson)

BILLS & PAYROLL (November 13th – December 10th, 2015):

Bills ($44,820.75) and payroll ($144,071.99) totaling $188,892.74 are motioned for acceptance and payment.

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

Seconded by: Mr. Frager                                                               ROLL CALL: All ayes

OPENING PUBLIC PORTION:Doug Rought, Madison Fire District Transfer Program, thanked the board with the opportunity of working at the Madison Fire District. He also acknowledged and thanked the members of the Fire Board for their service. He expressed concern regarding the number of hours he has been and will be assigned on the manning schedule because of the cutbacks, and offered his services promoting any future levy renewals.


Insurance Committee: Chief Lutz requested an Executive Session following the Regular Session to discuss District Insurance (and Collective Bargaining Issues).


Resolution #15-026 – 2016 Temporary Appropriations Budget:

Since the Fire Board doesn’t meet in Regular Session until January 20, 2016, this resolution approves temporary appropriations through the first quarter of 2016 to provide for current expenses and said sums are hereby set aside and appropriated for the purposes for which expenditures are to be made.


1000               General Fund                                               $600,000

2281               Fire and Rescue, Ambulance                    $600,000

3101                General (Bond) (Note) Retire                   $   75,000

9002               Insurance Demo Fund                               $   11,000


Motion by: Mr. Vest                      Seconded by: Mr. FragerROLL CALL: All ayes


Resolution #15-028 – Emergency Funds Transfer:

This resolution declares an emergency measure necessary for the immediate compliance with regard to fund adjustments required by the Ohio Auditor’s Office and provisions of the Ohio Revised Code, and further authorizes the Fiscal Officer to transfer funds, not to exceed $424,131.33, from the General Fund to various other funds to continue the funding of operations of the Madison Fire District.

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

Resolution #15-029 – 2015 District Annual Appropriations:

This resolution approves adjustments to amend the 2015 permanent appropriations and correct distribution of funds set aside for expenditures to be made during the fiscal year ending December 31, 2015 in compliance with the requirements of the Ohio Auditor’s Office and provisions of the Ohio Revised Code.

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

Dispatch Contract for 2016-2018:

Chief Lutz requested authorization to enter into the new Dispatch contract received by the Lake County Sheriff’s Office, Central Communications Division, for Dispatch and Communication Services from January 1, 2016 to December 31, 2018. Payments are due quarterly on the following annual amounts:

2016                           $81,673.60

2017                            $89,840.96

2018                           $98,825.06

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

Madison Fire District 2016 Reorganization:                                                      

Per general consensus of the Fire Board, the 2016 Reorganization Special Meeting will be held at 6:45 pm on January 20, 2016 prior to the Regular Session at 7:00 pm.

Motion by: Mr. Wayman   Seconded by: Mr. Vest                 ROLL CALL: All ayes

CHIEF’S REPORT:                                                                                                         

1)      Inspection Report: In Board Folder.

2)     Fire Calls Update: Chief Lutz reported on the status of several fire related calls:

*House fire at 683 East Main Street – Still under investigation.

*House fire on Saxton Street – Cause was Electrical in nature.

*House fire at 6040 Shore Drive – Still under investigation.

3)     Toy/Food Drive:

District personnel collected (6) bicycles and $5,000 worth of toys at the North Ridge Road Walmart in December to be donated to Asa Cox’s Angels. District personnel also collected $600 of food stores for the Madison Food Bank.


Lt. Brian Faulhammer, President of the Full Time Union, submitted documentation containing suggestions of possible cost cutting ideas regarding the Transfer Program and also offered to meet anytime with Board members in a “think tank” session to help get the District moving forward in the right direction. Chief Lutz committed to sending a copy of the documentation to all board members via email.

Mr. Larry Armstrong, 2048 Bay Meadows, stated that he had attended the Budget Workshop earlier in the evening and asked how often the Fire District is audited by the state. Joanne Clapp replied that we are audited every two years and that the 2011-2012 Audit was conducted by an independent group recommended by the State Auditor’s Office. Given the funds problem identified by the State Auditor’s Office in the 2013-2014 Audit, Mr. Larry asked if the district received a refund from the independent group for the 2011-2012 Audit. Chief Lutz answered that the request was made, but was denied. Mr. Armstrong asked if there were any fines issued to the District for fund changes required as a result of the 2013-2014 Audit. Chief Lutz answered, “No, but the 2013-2014 Audit cost us in excess of a thousand dollars more than was expected”. Mr. Armstrong asked what the estimated budget was for 2016. Joanne Clapp explained that she has not yet received the estimated resources from the County Auditor, but would guesstimates that total to be $3,534,400 based on revenue estimates. Mr. Gauntner cautioned that, until the County Auditor gives all government entities that number, it is only a guess. Mr. Armstrong commented that, according to the Madison Fire District website, the number has changed drastically in the past five years, and ranges from 3.5 to 4 million plus.

CLOSING BOARD COMMENTS:                                                                     

Stacy Dame, Legal Counsel, stated that, upon review of the new Dispatch contract presented earlier in the meeting, it is her recommendation that the board adopt a resolution stating that the board approves the new Dispatch contract from the Lake County Sherriff’s Office and authorizes the Chief to enter into the contract as presented. Ms. Dame committed to generating s resolution        for Board signatures.

Resolution 15-030 – Dispatch Contract for 2016-2018:

This resolution authorizes the Fire Chief to execute the contract presented by the Lake County Sheriff’s Office, Central Communications Division, for Dispatch and Communication Services from January 1, 2016 to December 31, 2018. for January 1, 2016 to December 31, 2018. Payments are due quarterly on the following annual amounts:

2016                           $81,673.60

2017                            $89,840.96

2018                           $98,825.06

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

Mr. Frager asked if the Financial Overview would be included in the board folder on a monthly basis. Chief Lutz replied that it would be starting in January, 2016.

Mr. Frager thanked the District for delivering Santa at the Christmas-In-The-Park event. Chief Lutz reported that Ryan Bass and numerous volunteers filled a squad with $7,000 worth of toys for Asa’s Angels at the Christmas-In-The-Park event.

Motion to Adjourn to Executive Session to discuss Collective Bargaining Issues and District Insurance @ 7:30 pm by: Mr. Gauntner

Seconded by: Mr. Frager               (May be business to follow.)         ROLL CALL:   All ayes

Motion to Reconvene to Regular Session @ 8:48 pm by: Mr. Vest

Seconded by: Mr. Anderson                                                                     ROLL CALL:   All ayes

Resolution 15-031 – District Insurance:

Stacy Dame stated that Resolution 15-031 authorizes and approves the District Insurance Plan as recommended by the Insurance Committee.

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

Mr. Takacs reported that new policy is also an HRA like the previous policy, however, the deductibles have increased from $2500/ $5000 to $3000/$6000 and that the District will pick up the increased deductible for the (14) full time employees as in the past.

Resolution #15-032 – Full Time and Part Time Contracts:                          

This resolution authorizes the Fire Chief, on behalf of the Board of Trustees, to negotiate and enter into an agreement with the Full Time and Part Time Unions to address a temporary, one-time staffing issue, namely double time wages offered for specific, pre-determined holiday shifts on December 24th and December 25, 2015.

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

Motion to Adjourn Regular Session @ 8:51 pm by: Mr. Vest

Seconded by: Mr. Frager                                                                           ROLL CALL:   All ayes

_______________________                           _______________________

Mr. Pete Wayman, Chairman                               Nila Brass, District Clerk