June 15, 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

PLEDGE OF ALLIGENCE

MINUTES:

Minutes of 05/18/16 Regular Session

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

ROLL CALL: All ayes

May 2016 Financial Report:

Chief Lutz detailed the May Fund Summary and reported that we are currently at 42% in the General Fund (27% in Fire and 36% in EMS).

Mr. Gauntner requested a copy of the current Financial Overview.

BILLS & PAYROLL (May 13th – June 9th, 2016):

Bills ($45,422.32) and payroll ($131,565.82) totaling $176,988.14 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

PUBLIC HEARING – 2017 Preliminary Budget: Due to ORC public notification minimum time requirements, the 2017 Budget Public Hearing must be rescheduled.

Selby Fundraiser: FF Ben Erdani and Lt. Tod Baker presented a report detailing various activities held and funds raised by the Madison Full Time and Part Time Firefighters Associations and other Fire Departments on behalf of Maya and Brody Selby who are facing medical issues. The May 14th Spaghetti Dinner Fundraiser was a wonderful event and FF Erdani and Lt. Baker thanked the Madison community for their participation in the Chinese Auction (134 baskets donated) and their generosity to help the Selby family through these trying times. FF Jesse Selby, and his wife Amber, thanked everyone for the amazing support and comfort given to them by everyone involved. 2

OPENING PUBLIC PORTION: None to Report.

COMMITTEE REPORTS:

Full Time and Part Time Labor Management Committees: Chief Lutz reported that he continues to meet with Full and Part Time Labor Management and that things are going well. Many discussions regarding budget issues have resulted in balancing the 2016 Budget with a carryover of $1,033,000 for next year. There will be another Labor Management meeting before the upcoming Budget Public Hearing and final budget numbers (with and without new Levy revenue) will be reported at that time, including possible sale of District owned land and other surplus equipment. It is Chief Lutz’s intention to get the Levy Committee up and running immediately following the public hearing.

PUBLIC HEARING – 2017 Preliminary Budget: Due to ORC public notification minimum time requirements, the 2017 Budget Public Hearing has been rescheduled for July 6, 2016 at 7:00 pm at St. #3.

OLD BUSINESS:

Resolution #16-07 – November Ballot -Additional 2.0 Mill Continuing Levy:

This resolution declares it necessary to submit to the electors of the Madison Fire District the question of an additional 2.0 mill levy for a continuing term on the November 8, 2016 ballot for the purposes of providing and maintaining fire, ambulance, or emergency equipment, buildings, and services in the District.

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

NEW BUSINESS:

Resolution #16-08 – Surplus Equipment – Squad #2141:

This resolution declares certain equipment owned by the Madison Fire District as surplus, specifically Squad #2141, 2004 Ford Explorer 4 x 4, not needed for public purpose and obsolete, and authorizing the sale thereof through public sale or auction.

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

CHIEF’S REPORT:

1) Inspection Report: In Board Folder.

2) Rescind Authority – New Squad Purchase: Chief Lutz requested that the Board reconsider the issue of purchasing a new replacement squad, previously approved, until after the November election. Per Chief Lutz’s request, a motion was made to withdraw approval and authority given to purchase a new squad as previously approved at the April 20, 2016 meeting.

Motion by: Mr. Gauntner Seconded by: Mr. Donaldson ROLL CALL: All ayes 3

CHIEF’S REPORT (cont.): 06-15-16

3) VFIS Insurance: Chief Lutz reported that the District Office has concluded their research on the details of an old District disability case questioned at the April Board meeting. The findings verified that both Workers Compensation and VFIS made payments to this employee as required. There was no evidence found, in writing or otherwise, substantiating the notion that anyone from the District advised the Full Time employees that injured employees cannot receive disability from both Workers Compensation and VFIS simultaneously for the same injury case.

4) Part Time – New Hires: Chief Lutz reported that the District has hired (4) new Part Time Firefighters and is currently processing background checks and physicals.

5) St. #3 Driveway Repair: Concrete replacement is underway in the driveway near the retaining wall behind St. #3.

CLOSING PUBLIC PORTION: None to report.

CLOSING BOARD PORTION:

Mr. Takacs asked that Ms. Clapp provide overtime figures in the board folder for each meeting.

Mr. Vest commented that he wants to see better communication between Committee members and the Fire Board so that non-committee members are aware of what is going on in advance of the meetings. With respect to the Sunshine Laws, he asked that Stacy Dame clarify what kind of communication is lawful outside the public forum. She stated that committee members can inform the rest of the Board of business topics under consideration, but there can be no back and forth discussions or any decisions made of any kind unless conducted in Open Session or Executive Session. Per Ms. Dame, the best avenue for Labor Management discussions is in Executive Session. Mr. Gauntner committed to making sure the Board is kept better informed of Labor Management Committee business henceforth in a timely manner.

Mr. Gauntner requested that the Board and Legal Counsel meet in Executive Session following the Regular Session to discuss a potential personnel matter and discipline.

Motion to adjourn to Executive Session @ 7:30 pm by: Mr. Anderson

Seconded by: Mr. Gauntner ROLL CALL: All ayes

Mr. Vest reconvene meeting at 8:20 pm.

Motion to adjourn to adjourn regular meeting with no further business @ 8:20 pm by: Mr. Anderson

Seconded by: Mr. Takacs ROLL CALL: All ayes

_______________________ _______________________

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