August 17, 2016

CALL TO ORDER @ 7:03 pm

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

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

*Arrived between 7:30-8:07 during Executive Session PLEDGE OF ALLIGENCE


Minutes of 07/20/16 Regular Session

Mr. Gauntner commented that he believes Mr. Pete Richmond is with the Richmond & Richmond Insurance Agency, not Benedict (page 1, paragraph 1) and asked that the topic be researched and verified by the September 21st, 2016 meeting.

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

ROLL CALL:  (3) ayes; (1) abstain (Anderson)

BILLS & PAYROLL (07/14/16 – 08/10/16):                                 

Bills ($43,014.91) and payroll ($143,209.04) totaling $186,223.95 are motioned for acceptance and payment.

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

Seconded by:  Mr. Gauntner                                                         ROLL CALL:  All ayes

2016 Financial Report:  Ms. Clapp summarized July, 2016 revenue including a property tax advance and delinquent tax revenues, transfer of funds for principal and interest on bonds, regular expenditures and social security paid.   She commented that we have only spent 47% of the budget at this point in 2016.

Ms. Clapp also reported that the District has paid all Workers’ Compensation for 2016 which leaves an excess of $33,000 in 2016 Appropriations.  Once the State Auditor certifies the new Earned Benefits Fund passed at the July 20th meeting (Resolution #16-10), she and Chief Lutz would like to reallocate said excess as follows:

1)      Leave $3,000 in the WC account for safety council, drug testing, etc.

2)     Reallocate $15,000 to the newly created Earned Benefits Fund (Res. # 16-10).

3)     Reallocate $15,000 to the General Fund/Contingency Fund.

The Board requested that Stacy Dame, Legal Counsel, draft two (2) resolutions for the reallocation of the excess Workers’ Compensation budget appropriations listed above (items 2 and 3) by the September 21st meeting.

Mr. Takacs asked if the Medical Insurance paid to date is front loaded for the end of the year.  Per Ms. Clapp, the Financial Overview on page 3 shows that 64.2% has been spent as of 7/31/16 because it includes 8 months premium payments.   She will ensure that this carryover expense is encumbered at the turn of 2017.

Mr. Gauntner stated that the Financial Overview is an excellent tool for the Board to keep informed of the monthly and year-to-date finances.  All Board Members agreed  and thanked  Lt. Baker and Ms. Clapp for making it available to the Board.

Per the Boards on-going request, Ms. Clapp reported on the amount of overtime paid out in July.  Due to the elimination of the Transfer Program in April and the hiring of (4) part time FF/Paramedics/EMT’s, July was the lowest overtime payout month of 2016. Chief Lutz advised the Board that he is making a new line item account in the budget to track the cost of new hires (background checks, physicals, uniforms, testing, etc.).


COMMITTEE REPORTS: None to report.


At the July 20th board meeting, Mr. Vest questioned whether the opticom on #2112 is working properly.  Chief Lutz reported that the opticom has since been inspected and repaired (broken wire).

NEW BUSINESS:                                                                                                            

Resolution #16-15 – Sale of Surplus Equipment – (2) Life Pak-15’s:

This resolution declares that (2) 2009 Life Pak-15’s (serial #433, 434) owned by  Madison Fire District are not needed for public purpose and approves the sale of same for $11,000 each to the Village of Loudonville, Ashland County, Ohio without advertisement or bidding (ORC 505.10A, 505.101).

Chief Lutz explained that the cost of a new Life Pak-15 is $26,968 and that the Village of Loudonville is funded by donations.  Madison Fire District currently has (5) Life Pak-15’s – (4) purchased in 2009, (1) purchased in 2010, and will soon be receiving a 6th Life Pak-15 paid for by a $24,000 grant from Lake Health (our cost $2,968 – EMS Capital Fund).  Per Chief Lutz, the District only requires (4) units to provide adequate services to the residents of Madison and requested that the Fire Board approve the sale of the (2) excess/surplus Life Pak-15 units.

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

CHIEF’S REPORT:                                                                                                          08-17-16                                                                                                       1)     Inspection Report: In Board Folder for your review.

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

3)    St. #3 Open House – August 7th:  Approximately 135 people attended the August 7th St. #3 Open House and Chief Lutz reported that everyone expressed their appreciation to staff and a positive attitude for future of the Madison Fire District.

4)    Levy Committee Meeting:  There will be a Levy Committee meeting on Sunday, August 21st at St. #3 @ 08:00.  Everyone is encouraged to attend.

5)    Chase Vehicle #2127 – Repair:  Chief Lutz reported that Chase Vehicle #2127, recently damaged on a grass fire call along the railroad tracks, has been repaired and is back in service.  The District’s VFIS Insurance paid for the repairs less the $500 deductible.

Mr. Vest asked for a status report on the District Boat.  Chief Lutz replied that repairs have been made to the 1998 rescue boat and that it should make it through the summer.  Staff members are discussing future options for a replacement that better addresses our need.

CLOSING PUBLIC PORTION:  None to report.                                                                  


Mr. Vest requested that Board Members and Legal Counsel meet in Executive Session following the Regular Session to discuss a personnel/discipline matter and labor management.  No Regular Session business to follow.

Motion to adjourn to Executive Session @ 7:28 pm by:  Mr. Anderson

Seconded by:  Mr. Gauntner                                             ROLL CALL:  All ayes

Mr. Vest reconvened Regular Session at 8:07 pm.

Motion to adjourn Regular Session with no further business @ 8:07 pm by:  Mr. Gauntner  Seconded by:  Mr. Anderson                                             ROLL CALL:  (5) ayes – including

Mr. Donaldson

_______________________                           _______________________

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