April 20, 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 (7:29)                                                                                         



Mr. Mike Gehring with Gehring Insurance and Darlene Kimble from VSIF detailed the District’s Accident and Sickness Policy for Board consideration. This policy covers Full Time Employees, Part Timers (under 1500 hrs. per year), all Administrative Staff, Board Members and Volunteers. They suggested that; 1) employees contribute at least one dollar per year to the cost of this coverage and; 2) beneficiary forms be updated annually.

Lt. Baker asked Ms. Kimball to research and advise the rules and regulations with regards to an injured worker collecting disability wages from (2) District-sponsored insurance coverages, specifically VFIS and Workers Compensation. Ms. Kimball and Mr. Gehring committed to fulfilling the request.

FIRST QUARTER 2016 – Financial Reports:

Joanne Clapp, CFO, handed out a Fund Summary sheet and monthly reports and requested that the Board sign off on the monthly bank reconciliations. Currently, we have only spent 18% in the General Fund and 25% in the EMS Fund. She reported that, if we continue to watch our expenditures, the District could finish 2016 with a carryover of approximately $400,000 on the Fire side and $4,400 in EMS.


Minutes of 03/09/16 Regular Session

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

ROLL CALL: All ayes

BILLS & PAYROLL (March 10rd, 2016 – April 14th):                            

Bills ($86,998.00) and payroll ($194,430.14) totaling $281,428.14 are motioned for acceptance and payment.

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

Seconded by: Mr. Wayman                                                           ROLL CALL: All ayes

March 2016 Financial Report:

Ms. Clapp reported on details of the State Audit Training that she attended in Columbus on March 22-23rd which focused heavily on fraud issues. She explained that because all accounting processes in our Fiscal Office are handled by two or more employees, the District complies with State standards regarding accountability.

Chief Lutz reported that there were no findings in the recent 2013-2014 OP&F audit.                                                                                                                                                              



Full Time and Part Time Labor Management Committees:

Chief Lutz reported that he met with Fire Board members and District Staff on April 13th to discuss a proposed 2 mil continuing levy for the November ballot to be used to stabilize the budget, the staff and the capital. He further requested, with Board approval, that Joanne Clapp research deadline dates and initiate the levy process. Ms. Dame will prepare a resolution declaring it necessary to levy a 2 mil tax and petition the County Auditor to provide a Certificate of Estimated Property Tax Revenue for Board consideration to be voted on at the May 18th meeting.


Resolution #16-05 – Surplus Vehicles #2112 and #2162:

This resolution declares certain vehicles owned by the Madison Fire District as surplus, not needed for public purpose, and obsolete, and authorizes Gene Lutz, Fire Chief and/or Mark Vest, Chairman of the Fire Board, to execute the sale thereof. All proceeds will be put into the EMS Capital Fund.

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


2017 Budget:

Per Ms. Clapp, a public hearing needs to be scheduled for the June 15th meeting to discuss and adopt the 2017 Budget which must be submitted to the County on or before July 20th. Chief Lutz will be conducting this budget meeting because Ms. Clapp will be attending the Ohio Public Treasurers Conference on that date in Sandusky (funded by Perry Village).

CHIEF’S REPORT:                                                                                             

1)    Inspection Report: In Board Folder.

2)    Madison Historical Society: Chief Lutz reported that Marge from the Historical Society borrowed two boxes of photographs and published a lengthy article about the Madison Fire District (copies in St. #3 library).

3)    Surplus Gear and Vehicles: As reported at the March 9th meeting, the District has determined that #2117x chase vehicle is no longer needed for service and has been sold on govdeals.com to a lady from Missouri for $1,722. In addition, old gear that is no longer used by the District has been sold on govdeals.com to a gentleman from Miami (final destination is South America) for $680.

4)    Recent Grass Fires: Chief Lutz reported that a grass fire was started by a train with dragging brakes and another by a fire lit to keep equipment warm at night.

5)    Lake Health Annual Donation – LifePak 15: Madison Fire District received a $24,000 donation from Lake Health Systems to purchase an additional LifePak 15.

6)    VFIS Insurance Checks Received: The District has received two checks from VFIS for the replacement cost of squad #2132 and equipment damaged in the February rollover accident:

Squad Replacement – $75,800.00    ($800 for equip.)

Cot & Stryker Chair – $ 14,980.67

Chief Lutz recommended that the Board approve purchase of the Ford F Series 450 with a Premium 5-year, 200,000 mile chassis warranty for $185,637. The District out-of-pocket cost from the EMS Capital Fund is $110,637 ( $185,637 -$75,000).

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

7)    Chief Lutz reported that he will be out of town on personal business from April 24th through May 14th. Lt. Justin Meister will be Acting Chief during this time.

CLOSING PUBLIC PORTION:                                                                       

Craig Winkleman, 444 Oak Hollow, asked if the District needs to replace Squad #2132 given the elimination of the Transfer Program and the uncertainty of the levy. Mr. Vest stated that we anticipate the 2016 carryover to be greater than originally estimated and Mr. Donaldson stated that it is not their place to recommend the number of squads that the Chief needs to properly serve the residents of Madison. Chief Lutz explained that the District currently has (6) squads and that we require a minimum of four (4) squads to ensure adequate coverage. Since #2112 and #2162, our oldest squads, have been earmarked as surplus to be sold, it is necessary to replace #2132.

Mr. Vest reminded everyone of the May 18th and June 15th, 2016 Fire Board Meetings @ 7:00 pm in the St. #3 Training Center.

Motion to adjourn to Executive Session @ 8:06 pm by: Mr. Anderson

Seconded by: Mr. Takacs                                                   ROLL CALL: All ayes

There will be no Regular Session business following the Executive Session.

_______________________                           _______________________

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