May 18, 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                                                                                         



Minutes of 04/20/16 Regular Session

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

ROLL CALL: (5) ayes; (1) abstain (Gauntner)

BILLS & PAYROLL (April 15th – May 12th, 2016):                                   

Bills ($34,286.09) and payroll ($132,198.42) totaling $166,484.51 are motioned for acceptance and payment.

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

Seconded by: Mr. Takacs                                                               ROLL CALL: All ayes

April 2016 Financial Report:

Ms. Clapp detailed the April Fund Summary and reported that we are currently at 23% of expenditures in the General Fund and 30% for Fire and EMS. She reported that we are 33% through the year which means that overall we are slightly under in spending, but stressed the importance of keeping a close eye on future expenditures.

Mr. Gauntner commented that we will soon be halfway through the year and requested that Ms. Clapp generate a report showing the first 6 months projections. He stated that the budget adopted in January shows us spending $600,000 more in 2016 than we are taking in, and asked how we can be “closely watching our spending” when, in his absence, the Board approved the purchase of a new squad at the April meeting. Chief Lutz commented that the squad approved is a replacement for #2132 that rolled over in February. Mr. Donaldson further explained that between the insurance reimbursement and the dollar amount already budgeted to refurbish #2132, there would be a zero cost for the new replacement squad. Mr. Gauntner continued to object stating that we should have effectively reduced this year’s expenditures by putting the insurance payment in the bank until next year and by making do with the vehicles that we have. Per Gauntner, once the overall financial picture is more secure, we could revisit the possibility of purchasing a new squad at a later date.

OPENING PUBLIC PORTION: Mr. Max Sorenson, Wagon Wheel, presented the Board with a $250.00 donation on behalf of “Light the Park” to thank the District for their support at last year’s Fireworks Day. This year’s event will be held on Sunday, September 4th, 2016. He reported that last year the group raised $5,300 at their Reverse Raffle and plan to repair the stairs going down to the beach at Madison Township Park. Upcoming events include the 5th Annual Golf Outing at the Country Club in June ($75/golfer).Mr. Vest thanked Mr. Sorenson and his committee for their gift.

Mr. Anderson complimented District Staff on their efforts at the May 14th Selby Fundraiser. Thank you for a job well done!


Full Time and Part Time Labor Management Committees: Chief Lutz reported that he is meeting with Full and Part Time Labor Management on Monday, May 23rd at 10:00 am.

OLD BUSINESS: None to report.


Resolution #16-06 – Additional 2.0 Mill Continuing Levy:

This resolution declares it necessary to levy an additional 2.0 mill tax and requests the Lake County Auditor to certify the current tax valuation and the dollar amount that would be generated. This is the first step in the process to put a new levy on the November ballot.

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

CHIEF’S REPORT:                                                                                             


1)    Inspection Report: In Board Folder.

2)    General Staff and Command NIMS Class: Chief Lutz reported that he is currently attending a week long finance and resource NIMS class at the EOC. Also in attendance are the Lake County Fire Chief’s, members of the Health Department and various local hospital staff.

3)    VFIS Insurance: Chief Lutz reported that Darlene Kimble with VFIS and Mike Gehring with Gehring Insurance are still researching the details of an old District disability case questioned at the April Board meeting. The issue centers mainly around whether injured employees can receive disability from both Workers Compensation and VFIS simultaneously for the same injury case, and to determine who told District employees back in 2005 that they can’t receive from both. Ms. Kimble and Mr. Gehring will report their findings when the research has been completed. Chief Lutz further reported that currently there is a possibility that one of our part time employees will be going on disability due to a knee injury.

4)    June 15th Fire Board Meeting: Chief Lutz requested that the Board authorize a Public Hearing at the upcoming June 15th Fire Board meeting to discuss the 2017 Preliminary Budget.

5)    Hydrant Testing: Madison Fire District will be testing hydrants during the months of May and June.

6)    (2) Part Time Resignations: Chief Lutz reported that he has received resignations from Anthony Fellenstein and Kenneth Sochia.

7)    Proposed Continuing Levy – November Election: Chief Lutz encouraged everyone to become involved with promoting the new levy. He will be discussing this topic at the upcoming Labor Management meeting and will be making plans to get this important issue out to the public.

Mr. Gauntner stated that he is relying on Chief Lutz to take the lead on organizing and promoting the new levy.

8)   Chief Lutz advised the Board that he will be out of town on personal business from May 25th through June 1st. Lt. Alan Van Kramer will be Acting Chief during this time.

Mr. Gauntner inquired whether the two squads (2112, 2162) approved as surplus at the April meeting have been sold yet. Chief Lutz replied that he will not be posting them for sale until the new squad has been received. Mr. Gauntner asked how much revenue the Chief anticipated getting for the surplus squads. Chief Lutz stated that he expects to get $12,000-15,000 total for both squads which will be put into the EMS Capital Fund. Mr. Gauntner stated that the District spent $11,200 in repairs on #2162 in (late 2015) early 2016 so, in his mind, we need to get $15,000 for this unit alone or keep it for emergencies.

CLOSING PUBLIC PORTION:None to report.                                                                  

CLOSING BOARD PORTION: Mr. Takacs asked Ms. Clapp why there was no Vision insurance premium paid out in April and why the Budget Overview (page 3) shows 62% of that budget already spent. Ms. Clapp stated that she will look into the distribution of appropriations and payments made for all the Humana insurances within the Budget Overview to be sure they are distributed properly to allow the report to reflect accurate expenditure percentages.

Motion to adjourn @ 7:26 pm by: Mr. Gauntner

Seconded by: Mr. Wayman                                                           ROLL CALL: All ayes

_______________________                           _______________________

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