February 17, 2016

CALL TO ORDER @ 7:00 pm

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

x Mr. Donaldson                   x Mr. Vest                         x Ms. Clapp                                        – Mr. Gauntner                       x Mr. Wayman               x Ms. Dame                                                                                      


Minutes of 01/27/16 Special Meeting

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

ROLL CALL: (4) ayes; 1 abstain (Wayman)

Minutes of 02/03/16 Special Meeting

Motion to approve as presented by: Mr. Anderson                  Seconded by: Mr. Wayman ROLL CALL: All ayes

BILLS & PAYROLL (January 16th , 2016February 11th, 2016:

Bills ($95,297.07) and payroll ($156,259.10) totaling $251,556.17 are motioned for acceptance and payment.

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

Seconded by: Mr. Anderson                                                         ROLL CALL: All ayes

OPENING PUBLIC PORTION:Lt. Baker, Local 3141, thanked Chief Lutz, Mr. Takacs and Mr. Gauntner for their efforts during the recent FT Labor Management meeting. He stated that he thinks the meeting went well and that the group can work together to make the Fire District better.


Full Time and Part Time Labor Management Committees: Chief Lutz reported that he has finished the write up and the committee (Lutz, Gauntner, Takacs) will be meeting again to review it one more time before presenting it to the Board at the March meeting.

OLD BUSINESS: Mr. Anderson asked about the status of the open Executive Captain position. Chief stated that he is working on the job description and will bring it before the Board soon.

NEW BUSINESS:None to report.

CHIEF’S REPORT:                                                                                                         

1)    Inspection Report: In Board Folder.

2)    Station #2 Renovation: Chief Lutz reported that quotes have been obtained for installation of new tile and carpeting (Koellisch Carpet $900) for the officers’ dorm and bathroom.

3)    Squad Accident: On 2/9/16, Squad #2132 was transporting a patient to Geneva Hospital and was involved in a rollover accident on Rt. 20 during terrible weather. All personnel, as well as the patient, were unharmed. Per Chief Lutz, this is the squad that was due to be refurbished this year. The insurance company is reviewing the estimate presented by the adjuster. The estimate will also be sent to the ambulance manufacturer, Burgess Ambulance, to make sure there is nothing that was missed. Squad #2132 is a 2008 vehicle with 110,000 miles. The insurance company may choose to repair the squad, but Chief Lutz thinks the squad is too old and believes it would be more advantageous to apply the settlement money to the purchase of a new unit. He will advise the Board of the settlement options when available. All equipment in the squad (Life Pak-15, Lucas, Cot, etc.) has/will be tested to ensure proper function. Chief Lutz thanked FF Scott Wells for his help with the testing process.

4)    Labor Management: Chief Lutz agreed with Lt. Baker that the Labor Management Committee are working well together and are making good progress.

5)    March Board Meeting – Date Change: Chief Lutz reported that he needs to take care of additional family business out of town during the week of March 16th (March Regular Session) and requested that the meeting be changed to March 9th.

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

ROLL CALL: All ayes

6)    ISO Rating Update: Chief Lutz summarized the results of the recent ISO rating review which changed from a 6/9 to a 4/4y rating. The first number (6 and 4) is in hydrant areas and the second number (9 and 4y) reflects non-watered areas. The main reasons our rating improved is because of additional training, and tankers now being used to supply water during the first alarm, especially in non-hydrant areas. This rating is used primarily by insurance companies to determine insurance premiums and the new rating will impact businesses more than residential properties. Per Mr. Takacs’ request, Chief Lutz committed to working with Gehring Insurance to make a “model industry” summary of the savings to be publicized within the commercial and industrial community, as well as, to be made available for possible new development opportunities.

1)     Ohio Fire Chief’s Legislators Convention: Chief Lutz attended the Ohio Fire Chiefs Legislators Convention on February 16 – 17 in Columbus. The Fire Chiefs met with legislators to discuss (5) important issues to get their help with a couple of bills the Fire Chiefs hope to get passed through the house. Also in attendance:

Cliff Rosenberger, Speaker of the House, who spoke on many informative topics;

Senator Bill Seitz reported on his Smoke Detector bill;

Representatives Ron Young (Leroy Twp.) and John Rogers (Mentor-on-the-Lake) met with the Chiefs to discuss deregulation and personal property taxes;

A panel of legislators discussed the Community Paramedicine program which is part of Obamacare. If a patient, who has been released from a hospital, returns to the hospital within 30 days, said hospital will be fined and will not be paid for the return visit. The Community Paramedicine program is designed to address the issues facing newly released patients in their home environment. It is not home health care, it is a short term benefit to ensure that patients are on track with doctor’s orders, etc. Most often, when a patient is released from the hospital, they just want to go home. They don’t “hear” take home instructions, medication lists and other health plan issues. The goal is to hook up with hospitals and visit “repeat” people to make sure they are following their health plans and taking their medication so they don’t become “super-users” who repeatedly end up back in the hospital. At the moment, there is no revenue stream associated with the program. Per Lt. Baker, however, the topic of “who is going to pay for it” remains an issue among legislators and organizations like the Ohio Hospital Association. According to Chief Lutz, he anticipates possible changes down the road regarding Medicare, Medicaid and hospital reimbursements for these follow-up visits.

In reference to Madison’s ISO rating, Mr. Donaldson commented that, 15 years ago, he worked fairly closely with the Department of Agriculture on a 5-County project to install (27) dry hydrants in residential areas. He further commented that, if the Chief or the Board wants to pursue dry hydrants in Madison, he will supply them with contact names and other assistance as needed.

Anticipating possible major engine damage, Mr. Vest asked how long squad #2132 sat on its top after the rollover accident. Chief replied, “2 hours”.

With respect to St. #2’s renovation project, Mr. Vest asked if the contractor chosen for the tile and carpet work was affiliated to the District in any way. Chief replied, “Not at all”.

CLOSING PUBLIC PORTION:                                                                                   

Given the District’s financial difficulties, Craig Winkleman, 444 Oak Hollow, asked if it was necessary for District structure to hire a Captain to replace John Kloski. Chief Lutz answered that, per the Board’s request, he is working on the Captain job description. Because Madison is a good size District with many thousands of calls each year, it is necessary to hire a Captain to cover for me when I am not here. Although the (6) Lieutenants have done a fine job covering for the Captain position, they are on duty when they are in the station and cannot always be available when I am out.

Mr. Winkleman also asked if non-functioning fire hydrants in the Village affect the ISO rating. Per Chief Lutz, Madison Village tests and maintains their own hydrants and the District reports broken ones to them as we find them, but they do not affect the ISO rating. The District tests and maintains Township hydrants.

Mr. Winkleman stated that he knows that the District needs to put the levy back on the ballot – stating that it has to happen – but asked if the District has done anything to the structure within the District to change the people’s minds about the levy. In his opinion, there are only 8 short months to get the people to vote yes. What can be done to give residents more access to the decision making process? Chief Lutz replied that the topic has been discussed and will continue to be discussed in Labor Management. He also stated that fixing the ties between Labor, Management and the Board is moving in a positive direction and is the key to working together towards the goal of the levy. Mr. Winkleman commented that it is comforting to know that things are again going well between the three entities.


With respect to the ambulance accident, Mr. Vest commented that he is glad that everyone is doing well and thanked staff for handling the situation professionally.

Mr. Vest reminded everyone of the March 9th, and April 20th, 2016 Board Meetings @ 7 pm in the St. #3 Training Center.

Motion to adjourn @ 7:26 by Mr. Anderson     Seconded by: Mr. Donaldson      

ROLL CALL: All ayes

_______________________                           _______________________

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


February 3, 2016

CALL TO ORDER @ 7:00 pm

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

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



Joe Purcell, acknowledged Part Time Union spokesman for this hearing, reported that he was bringing before the Fire Board Step 3 of the Part Time Grievance pertaining to double time pay for Part Time personnel on December 24, 2015 and December 25, 2015 as detailed in the temporary waiver and contract amendment signed on December 18, 2015.

Mr. Purcell explained that this grievance was filed because not all Part Time personnel were paid double time for Christmas Eve and Christmas Day. He acknowledged that Part Time personnel received an email from Chief Gene Lutz stating that he had specific hours that needed to be filled and that he was willing to pay double time for Part Time to fill them. After due consideration of the formal document received from the District, William Weema, President of the Part Time Union, signed the agreement which made no reference to the (10) specified shifts. According to Mr. Purcell, the agreement didn’t specify who, it just specified Part Time Firefighters so why pay some of the Part Timers and not the others.

Mr. Purcell acknowledged that Part Time personnel who signed up for the (10) specified shifts after Chief Lutz’s email have already been paid their double time. Mr. Purcell, however, requested that all other Part Time personnel, who have already been paid time-and-a-half for these two holidays, be paid the additional half time as detailed in the agreement.

Ms. Dame asked Mr. Purcell how many Part Time employees were not paid at double time. Mr. Purcell replied (6) which would be minimal money – approximately $1,200.

Ms. Dame asked when these (6) individuals signed up for shifts on 12/24/15 and 12/25/15. Mr. Purcell said (2) or (3) signed up after the email from Chief Lutz and the rest were already on the schedule.

Ms. Dame asked if those already on the schedule were shifted employees. Mr. Purcell answered that there were (2) shifted.

Mr. Gauntner requested that Chief Lutz recount the events as he recalled them. Chief Lutz stated that he had emailed the Part Timers clearly specifying (10) open spots for Christmas Eve and Christmas Day that would be paid at double time. Part Time staff is given the opportunity to cover open shifts before Full Time is permitted to cover for overtime. According to Chief Lutz, the schedule filled up very quickly with Part Timers and 2 shifts were covered by Full Timers.

Mr. Purcell again acknowledged that he had received the email from Chief Lutz specifying a one-time offer for (10) specific shifts that would be paid at double time, but he again stated that the agreement made no reference to these shifts. He stated that another reason they signed the agreement is that it supersedes the Part Time contract and the agreement is binding as a contract for those two days.

Stacy Dame asked if Chief Lutz was the individual who presented the agreement to the Part Time Union. Chief Lutz answered that he presented the agreement to both William Weema and Brian Faulhammer and explained to them what it was all about. He explained that the District did not have enough Full Timers to cover the shifts and that they had to put together an agreement for Part Timers because offering the double time was outside the scope of the contract.

Mr. Gauntner stated that the Board had discussed this issue at the December 16th meeting and asked Chief Lutz to confirm that, at that time, there were only a handful of Part Timers who had signed up for these two days, which precipitated the double time offer. Chief Lutz agreed. Mr. Gauntner then asked Chief Lutz if he make it clear when he presented the document to Mr. Weema that this agreement was only for those people who signed up after the agreement was made. Chief stated that he told them it was for the (10) specified shifts.

Mr. Gauntner then asked William Weema, who was in attendance at the hearing, to voice his understanding of the agreement. Mr. Weema explained that the agreement had to go through the Part Time Union before he could sign anything. He reported that he paged out an emergency meeting and most members agreed that, even though Chief Lutz sent out an email specifying the (10) shifts, the agreement does not specifically state who gets the double time . In their view, this signed agreement is a legal document within itself, is an addendum to the contract and supersedes all previous email and/or conversations. Mr. Weema stated that the members decided to sign the agreement and wait to see what would happen. When only the 10 shifts were paid at double time, the union decided to grieve it.

Mr. Gauntner asked Mr. Weema to confirm that it was his understanding that by signing this side letter of agreement, it would supersede the contract and any conversations had with the Chief, and was now being offered to all Part Timers. Mr. Weema stated that that was how they understood it.

Motion to adjourn to Executive Session to discuss Personnel/Grievance @7:13 pm by: Mr. Gauntner                  Seconded by: Mr. Anderson                                ROLL CALL: All ayes

There may be business to follow.

Regular Session Reconvened by Chairman Vest @ 7:45 pm.

Mr. Vest stated that the Board believes there was a miscommunication between the Fire Chief and Labor regarding the ground rules of the holiday double time offer/agreement. He requested that in the future when these kinds of issues come forward, that there be a better line of communication between the Chief and personnel so that we are all on the same page.

Motion to affirm the Part Time Grievance by: Mr. Takacs

Seconded by: Mr. Anderson                                                                     ROLL CALL: All ayes

Mr. Vest reminded everyone of the February 17, 2016 Regular Board meeting @ 7:00 pm in the St. #3 Training Center.

Motion to adjourn Regular Session @ 7:48 pm by: Mr. Takacs

Seconded by: Mr. Gauntner                                                                     ROLL CALL: All ayes

_______________________                           _______________________

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