July 20, 2016

CALL TO ORDER @ 7:00 pm

ROLL CALL             -  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

DISTRICT PROPERTY AND CASUALTY INSURANCE RENEWAL:

Mr. Mike Gehring of Gehring Insurance and Mr. Pete Richmond of *Richmond and Richmond Insurance Agency explained that, due to the elimination of the Transfer Program and the reduction of part time employees, this year’s insurance premium is down 8% below last year. Another factor is the improvement of the Property Fire Protection Class from 6 to 4 (ISO Rating) which affects everyone in town.  All buildings and contents have been increased by a standard 4% inflation factor.

Per Mr. Gehring, Squad #2132, which was involved in a rollover accident earlier this year, is still in the District’s name and will continue to be covered until sold and the title is notarized. A credit in the amount of $1,100 will be issued at that time.  Other District vehicles slated for sale (2141, 2162, 2112) will be handled in the same manner and the District will receive a total pro-rated credit of approximately $3,000 annually for these vehicles.

Mr. Gauntner asked why we are covering #2132 when it cannot be driven.  Mr. Gehring stated that the coverage is for salvage value.

Mr. Vest asked Stacy Dame if she feels that the proposed coverage is adequate.  Ms. Dame commented that the District has had no problems with this policy in the past and she defers to the experts to know what the District needs.   Mr. Richmond and Mr. Gehring explained that the renewal policy has guaranteed replacement cost coverage on the buildings, portable equipment and personal property including contents so there will not be under insurance with this policy.  From a liability standpoint, there is a$6M umbrella coverage which is mainly for malpractice.

MINUTES:

Minutes of 06/15/16 Regular Session/Public Hearing

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

ROLL CALL:  All ayes

*Correction made at the September 21st, 2016 meeting – Mr. Pete Richmond is with the Richmond and Richmond Insurance Agency, not Benedict.

Minutes of 07/06/16 Public Hearing/Special Meeting/Executive Session

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

ROLL CALL:  All ayes

BILLS & PAYROLL (June 10th – July 13th, 2016):                                  

Bills ($338,109.82) and payroll ($131,616.27) totaling $469,726.09 are motioned for acceptance and payment.

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

Seconded by:  Mr. Donaldson                                                       ROLL CALL:  All ayes

2016 Financial Report:  Ms. Clapp summarized revenue, expenditures and overtime wages for June, 2016.  Chief Lutz reported on Full Time and Part Time overtime paid in 2013-2016.  Due to the loss of Part Time staff, overtime has almost doubled in the first six months of 2016 as compared to the same time frame in 2015.  Chief Lutz commented that he has recently hired (4) more Part Time employees which will reduce the amount of overtime paid out in the second 6-month period of 2016.  Mr. Gauntner asked if the budget can handle this cost and Ms. Clapp assured him that the situation was anticipated and is therefore already factored into the budget.

OPENING PUBLIC PORTION:  Lt. Tod Baker reported that both the Full Time and Part Time Unions have verbally agreed to drop minimum manning from 6 to 5 to help control the overtime costs.   The Board thanked them for their consideration.

COMMITTEE REPORTS:

Full Time and Part Time Labor Management Committees: Chief Lutz reported that plans for promoting the November Levy have been emailed to the Board and the Levy has been advertised on Facebook.  The Chamber of Commerce is sending out information to all business members regarding the August 7th Open House at St. #3.

Mr. Vest commented that Chief Lutz may want to consider setting up a table at the Septemberfest on September 9-10 to hand out levy information and answer resident questions concerning the levy.

Mr. Gauntner thanked Chief Lutz for the levy information received in the email and made some helpful suggestions in an effort to fine tune the data.

OLD BUSINESS:

Due to recent citing’s to the contrary, Mr. Vest questioned whether the opticom on #2112 is working properly and requested that Chief Lutz check on it and report back.

NEW BUSINESS:                                                                                                         

Resolution #16-10 – Earned Benefits Fund:

This resolution establishes an Earned Benefits Fund to be used, upon termination of employment or eligible to retire, for the purposes of payment of employee benefits including, but not limited to, unused sick leave, vacation, holiday, and compensation time.  Upon approval of this Resolution, the Fiscal Officer shall forward a certified copy to the Auditor of State with request for fund approval.

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

Resolution #16-11 – Local Grant Fund:

This resolution establishes a Local Grant Fund to account for grants received from Local Grants obtained by the District.  This special revenue fund shall be used for the accounting of the accumulation of resources received and expended from such local grants.  Upon approval of this Resolution, the Fiscal Officer shall forward a certified copy to the Auditor of State with request for fund approval.

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

Resolution #16-12 – State Grant Fund:

This resolution establishes a State Grant Fund to account for grants received from State Grants obtained by the District.  This special revenue fund shall be used for the accounting of the accumulation of resources received and expended from such State of Ohio grants.  Upon approval of this Resolution, the Fiscal Officer shall forward a certified copy to the Auditor of State with request for fund approval.

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

Resolution #16-13 Federal Grant Fund:

This resolution establishes a Federal Grant Fund to account for grants received from the United States Government.  This special revenue fund shall be used for the accounting of the accumulation of resources received and expended from such federal grants.  Upon approval of this Resolution, the Fiscal Officer shall forward a certified copy to the Auditor of State with request for fund approval.

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

Resolution #16-14 2016-2017 District Insurance Renewal:

This resolution authorizes renewal of the District’s VFIS Property and Casualty coverage as presented and recommended earlier in the meeting this date.

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

CHIEF’S REPORT:                                                                                                          07-20-16

1)    Inspection Report: In Board Folder for your review.

2)   Budget Overview:  In Board Folder for your review.

3)   St. #3 Rear Driveway:  Per Chief Lutz, all repairs have been completed.

4)    Republican National Convention:  Chief Lutz reported that updates are received daily from Lake County and Cleveland regarding the RNC.  There have been no security, fire or EMS issues reported and things are going well.

5)    Arson School: Chief Lutz advised that he will be in Columbus on July 29th and August 1-5, 2016 for Arson training.  Lt. Tod Baker will be Acting Chief during this time.

CLOSING PUBLIC PORTION:  None to report.                                                                  

CLOSING BOARD PORTION:

Mr. Takacs reminded everyone of the August 7th Open House from 1-4 at St. #3.

Lt. Tod Baker and FF Bill Weema reported that the Full Time and Part Time Unions will be donating money to the Levy Committee, when permitted by the county to accept donations, to help fund the promotion of the levy.

Mr. Takacs requested that Stacy Dame, Chief Lutz and Joanne Clapp review the status of the PT FF Association funds temporarily held by the District until their 501.3(c) status is finalized, and have the funds transferred out of District accounts to Association accounts.

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

Mr. Takacs requested that Board Members, Chief Lutz and Legal Counsel meet following the personnel/discipline discussion to discuss Collective Bargaining Issues.

Motion to adjourn to Executive Session @ 7:47 pm by:  Mr. Gauntner

Seconded by:  Mr. Donaldson                                           ROLL CALL:  All ayes

Mr. Vest reconvened Regular Session at 9:23 pm.

Motion to adjourn Regular Session with no further business @ 9:24 pm by:  Mr. Gauntner Seconded by:  Mr. Wayman                                               ROLL CALL:  All ayes

_______________________                           _______________________

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

(As amended 09/21/16)                                         (As amended 09/21/16)

July 6, 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

PUBLIC HEARING: No oral or written public comments to report.

Resolution 16-09 – 2017 Preliminary Tax Budget:

This resolution approves and adopts the 2017 Preliminary Tax Budget of the Madison Fire District which is to be submitted to the County Auditor as provided by law.

Discussion:

Joanne Clapp, CFO, reported that the 2017 Expenditure Budget is figured at 85% General Fund and 15% EMS because of the elimination of the Transfer Program which will result in reduced EMS Revenue. The Budget is calculated without any new levy revenues. If the levy passes in November, a revision of the Budget will be submitted to the Board for approval and, if approved, will be sent to the County as provided by law.

Mr. Vest asked where the Additional Tax Revenue from Delinquent Payments received this year from Lake County is reflected in the Budget. Ms. Clapp replied it is included in the (Regular) Property Tax Revenue. Mr. Vest requested that it be added to the Budget as its own line item so that each year the fluctuation in each account will show more clearly. Mr. Gauntner stated that it is his understanding from the County Treasurer that this will be an ongoing program and that the amount of delinquency payments collected will vary from year to year.

Motion to approve Resolution #16-09 as presented by: Mr. Wayman

Seconded by: Mr. Takacs ROLL CALL: All ayes

OPENING PUBLIC PORTION: None to Report. 2

COMMITTEE REPORTS: 07-06-16

Labor Management Committees: Chief Lutz again reported that he continues to meet with Full and Part Time Labor Management and that the committee has “combed through” the entire 2016 budget and is moving forward together to clarify financial reporting, reduce costs and generate additional revenue. The following is a partial list of possible changes:

Possible Cost Reduction Measures Possible New Revenue

Fire/EMS Vehicle Maintenance Training Center Rental

Equipment Maintenance Inspection Fee

Cleaning Supplies False Alarm Call Fee

Office Supplies Grants

Coffee and other Station Supplies Bay and Dorm Rental

Reduce Station Lighting

Snow Plowing – Madison Village

Reduce Manning

Phasing Out EMS Staff

Limit Truck Idling

Sell Surplus Vehicles

Sell Land (3)

Sell Surplus EMS Equipment

Sell Ladder Truck to Perry

Refinance Building in 2018

Finance new vehicles instead of purchase

All Utilities and Services

Part Time Recruiting

Mr. Gauntner commented that we owe a lot of credit to the officers who spent so much time on this and encouraged Chief Lutz to continue to get their valuable input. Mr. Gauntner asked Chief Lutz to copy the committee worksheets for the Fire Board for their review. He also stated that the November election will be here soon and urged Chief Lutz to get the Levy promotion discussions started immediately so that final plans can be approved and implemented beginning with the July 20th meeting.

CLOSING PUBLIC PORTION: None to report.

CLOSING BOARD PORTION: None to report.

Motion to adjourn to Executive Session @ 7:29 pm by: Mr. Gauntner

Seconded by: Mr. Anderson ROLL CALL: All ayes

Mr. Vest reconvene meeting at 8:18 pm.

Motion to adjourn regular meeting with no further business @ 8:18 pm by: Mr. Gauntner

Seconded by: Mr. Donaldson ROLL CALL: All ayes

_______________________ _______________________

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