February 23, 2017

CALL TO ORDER @ 6:32 pm

ROLL CALL x Mr. Anderson x Mr. Takacs - Chief Lutz
x Mr. Donaldson x Mr. Vest x Ms. Clapp x Mr. Gauntner x Mr. Wayman - Ms. Dame

PLEDGE OF ALLEGIANCE

Special Meeting – Workshop:

Mr. Takacs led a discussion detailing a 5-year Budget proposed by Joanne Clapp, CFO, and the Budget Committee for Board consideration and ultimate approval. He commented that the UAN system is a summary reporting system, not a prognostication system that is used for planning and that an Excel Worksheet will need to be maintained by the Fiscal Office to be used as a secondary subset of the UAN document. The Worksheet would support the elements of the UAN summary for cost breakdown and analysis if further detail is required. In his opinion, a Revenue Summary page will be required to reconcile and report Assets and Liabilities.

The group discussed a proposed change to the Chart of Accounts which would eliminate the need to calculate an arbitrary percentage of expenses for both Fire and EMS line items thereby reducing the number of overall line items by almost half. Some smaller dollar line items will be combined with other like items to get rid of as many unnecessary distributive accounts as possible. For further clarification purposes, much thought has been given to reclassifying expenses and reviewing the order in which line items and Budget categories are reported. The category “EMS-other” will be created to reflect pure EMS only costs which, combined with the EMS portion of Full Time and Part Time Firefighters Salaries, accounts for all funds that will be paid out of EMS Revenue.

The group spent a large portion of the workshop dissecting the proposed Budget format line item by line item, reviewing expense classification changes and comparing the actual dollars paid out in 2016 with the proposed 2017 Budget figures. The goal is to balance the budget using 2017 Revenue and Expenses, including setting aside and protecting significant Capital Funds, without the benefit of the carryover from 2016.

A list of staple expenses and contracted services that the Board desires to review and/or renegotiate was created for future use, as was a preliminary list of surplus items to be sold or otherwise disposed of.

Workshop – Closing Board Comments:

The Board directed Joanne Clapp to revise the 2017 Budget as discussed herein and finalize the 2017 Permanent Appropriations Resolution by the March 15, 2017 Board meeting for submission to Lake County by March 31, 2017.

Mr. Anderson thanked everyone for their hard work in getting the 2017 budget drafted for Board review. Job well done!

Meeting adjourned to Executive Session to discuss Personnel/Chief Lutz’s Separation Agreement/Interim Fire Chief Appointment @ 7:51 pm by: Mr. Donaldson
Seconded by: Mr. Anderson ROLL CALL: All ayes

There may be business to follow Executive Session.

Workshop reconvened @ 8:45 pm.

Mr. Gauntner reported that, due to Chief Lutz’s retirement as of March 1, 2017, the Board needs to appoint an Interim Fire Chief to oversee the day-to-day operations of the department. He thanked everyone who stepped forward and volunteered to fill this temporary position.

Resolution #17-11 – Interim Fire Chief Appointment:

This resolution authorizes Terry Sopko as Interim Fire Chief of the Madison Fire District effective March 1, 2017 @ 7:00 am for a period not to exceed ninety (90) days, and declaring an emergency.

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

Mr. Gaunter again thanked everyone for the excellent budget information presented at today’s workshop.

Motion to adjourn the workshop @ 8:48 pm by: Mr. Anderson
Seconded by: Mr. Vest ROLL CALL: All ayes

__________________________ _______________________
Kenneth R. Gauntner, Jr., Chairman Nila Brass, District Clerk

February 15, 2017 RRM

RECORDS RETENTION MEETING
CALL TO ORDER @ 6:30 pm

ROLL CALL x Chief Gene Lutz x Joanne Clapp
x Dan Donaldson x Nila Brass
x Ken Gauntner x Stacy Dame

Special Meeting

Mr. Gauntner led a discussion on the “current” records retention policy and records retention schedule (RC-2) as specified in Resolution 09-23 dated June 3, 2009. Per Mr. Gauntner and Chief Lutz, only a draft of the RC-2 schedule is attached to said resolution and it can only be concluded that the process may never have been completed. Stacy Dame and Mr. Gauntner requested that Joanne Clapp contact the Local Ohio Historical Society and the Ohio State History Connection and obtain copies of what forms were submitted to them in June, 2009.

Ms. Dame asked if there was a resolution adopted prior to 2009 and was given a copy of Resolution 95-014 which created a Records Commission to provide for rules for retention and disposal of records and which specified that a list of records to be disposed of were to be submitted for approval to both the Auditor of the State of Ohio and the Ohio Historical Society (prior to the Ohio Sunshine Laws).

Several in attendance expressed a concern that the “draft” RC-2 attached to the 2009 resolution, whether fully executed or not, is inadequate for the District’s current needs and must be revised. Several samples of RC-2 schedules were reviewed and discussed. The Committee directed Joanne Clapp and Nila Brass to compile a new RC-2 Schedule for Committee review and approval that adequately addresses the complete inventory of District Fire, EMS, Financial and Administrative records, including file locations with a file index directory, format(s) in which the records are maintained and for how long.

Motion to Adjourn @ 6:55 pm by: Ms. Joanne Clapp Seconded by: Ms. Nila Brass
ROLL CALL: All ayes

__________________________ _______________________
Kenneth R. Gauntner, Jr., Chairman Nila Brass, District Clerk

February 15, 2017

CALL TO ORDER @ 7:05 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

REGULAR SESSION

MINUTES:

Minutes of 01/18/17 Reorganization Meeting and 01/18/17 Regular Session

Mr. Vest respectfully declined to accept the Full Time (Resolution #17-01) and Part Time (Resolution #17-02) Labor Management Committee positions as nominated and approved at the 01/18/17 Reorganization Meeting. Mr. Gauntner committed to addressing the issue later in the meeting.

Motion to approve both 01/18/17 minutes as presented by: Mr. Takacs
Seconded by: Mr. Donaldson ROLL CALL: (5) Ayes; 1 Abstain (Vest)

BILLS & PAYROLL (01/13/17 – 01/31/17):

Bills ($103,553.71) and payroll ($55,574.68) totaling $159,128.39 are motioned for acceptance and payment.

To better reflect monthly activity so that the bills and payroll presented to the Board for approval each Regular Session coincides with various other monthly reports submitted, Joanne Clapp reported that the date range for bills and payroll above is for 01/13/17 – 01/31/17 for the remainder of January. Henceforth bills and payroll presented for approval will reflect the entire previous month.

Motion to approve bills and payroll as presented by: Mr. Wayman
Seconded by: Mr. Anderson ROLL CALL: All ayes

2017 Financial Report: Joanne Clapp, CFO, detailed the January 2017 Fund Summary including Revenues, Expenditures and Overtime Wages. She reported that the District received a premium refund from Bureau of Workers Compensation for $3,667.82.

Ms. Clapp also reported that the District received an Undesignated Donation from Crossroads Church for $450.

Motion to accept $450.00 Undesignated Donation from Crossroads Church by: Mr. Vest
Seconded by Mr. Anderson ROLL CALL: All ayes

OPENING PUBLIC PORTION: None to report.

COMMITTEE REPORTS: Chief Lutz reported that the Records Retention Committee met earlier in the evening to review and re-evaluate the District’s policy/process and prepare for the annual disposal of records.

OLD BUSINESS:

Opticoms: Mr. Vest inquired whether all Opticoms are in working order. Mr. Gauntner reported that they were and that the one at Rt. 528 & Rt. 20 has recently been retested and that the Lake County Engineers have trimmed low-hanging branches at the intersection.

Resolution #17-07 Medicount Client Services Agreement:

This resolution was tabled at the 01/18/17 Regular Session to allow the Board and Administrative Staff additional time to review the Medicount Client Services Agreement in greater detail.

Motion to remove from the table by: Mr. Vest Seconded by: Mr. Wayman
ROLL CALL: All ayes

Chief Lutz requested via email on Monday, 2/13/17, that the Legal Counsel and the Board closely review the 2017 Medicount Client Services Agreement paying close attention to the changes requested by Legal Counsel and the Administrative Staff including, but not limited to, the 4-year term of the contract, Patient Hardship Policy, Write Off Policy and the Exclusionary Rule Warranty. All changes have been submitted to and approved by Medicount and are reflected in the final agreement presented herein.

Motion to approve contract as revised by: Mr. Vest Seconded by: Mr. Wayman
ROLL CALL: (5) Ayes; (1) Nay (Anderson)

Mr. Anderson reported that he did not receive the email with the Medicount Contract and requested that it be emailed to him as soon as possible for his review.

OLD BUSINESS – 2017 Medicount Client Services Agreement (cont.):

Resolution #17-09 – District Write Offs – Public Reporting Policy:

This resolution approves an appropriate Public Reporting Policy with respect to medical billing Hardship Grants and Write Offs which must be reported to the Board in a timely manner after the debt has been forgiven.

This resolution is based, in part, on the provisions of the 2017 Medicount Client Services Agreement, Exhibit D, Page 17 – Guideline #7, which states that the Fire Chief shall review all hardship cases and have the sole discretion to change, modify or write off on a case by case basis.

This resolution is also based, in part, on the provisions of the 2017 Medicount Client Services Agreement, Exhibit E – Page 18 – Item 1, which states that Medicount will report to the Fire District Clerk any patients with “No name, no address, no phone” to obtain the proper information for billing purposes and if no information can be located, only then will the billing be written off at the Fire Chief’s approval.

Motion to approve by: Mr. Takacs Seconded by: Mr. Vest ROLL CALL: All ayes

NEW BUSINESS:

District Capitalization Fund: Mr. Gauntner commented that he has recently researched Ohio Law with respect to establishing a Capitol Improvements Fund (i.e. Building Replacement or Equipment Replacement, etc.) and reported that Ohio Law requires that you state the exact amount of money you are putting in your Capital Fund Resolution (not to exceed ten years) and you must specify, by statute, exactly what the funds will be used for. In addition, decisions will have to be made as to where the money will come from, because if, after 10 years, you have not reached your goal, the fund must be abolished by Board resolution and the monies will need to be transferred back into the accounts they came out of. If at any point during the ten years the Board chooses, at their discretion, to abolish the Fund, the monies will again need to be transferred back into the accounts they came out of. Mr. Gauntner explained that a second option is to keep the monies in a line item in the General Fund, however, it is his opinion that this is risky because those funds may become vulnerable during “hard times”. The District does not currently have a Capital Fund Resolution nor do they have any Capital Funds set aside in the General Fund at this time.

Mr. Takacs agreed that it is difficult to have restraint when saving for future purchases in a Capital line item in the General Fund and he still favors a formal Capital Fund for saving for future big ticket items like fire trucks so that it does not have such a drastic effect on the General Fund when large purchases are ultimately made. He agrees that we need a long- term vehicle replacement program which will require an administrator who has mastered disciplined budget planning and who diligently protects Capital Fund savings and carryover funds. Mr. Gauntner agreed.

Mr. Vest inquired whether the District can begin saving in the General Fund and hold off on establishing a specific Capitalization Fund(s) until closer to the time when a need has actually been identified. Stacy Dame stated that that was an option and the District can establish Capital Improvement Funds at any time.

Mr. Gauntner requested that the Board exercise due diligence in considering whether or not to establish formal Capital Funds to protect the monies set aside for future vehicle, equipment and other needs. Mr. Donaldson commented that first we need to develop a vehicle replacement schedule and Mr. Takacs stated that we will definitely need to finish the budget discussion as well.

Resolutions #17-01 and #17-02 -2017 Amendments:

Per the discussion earlier in the meeting (Reorganization Minutes-Page 1), Mr. Vest reiterated that he is unable to accept the nominations for both the 2017 Full Time Labor Management Committee (Resolution #17-01) and the 2017 Part Time Labor Management Committee (#17-02).

Motion to remove Mr. Vest from both committees by: Mr. Anderson
Seconded by: Mr. Donaldson ROLL CALL: All ayes

2017 FT & PT Labor Management Committee Appointments:

Mr. Vest nominated Mr. Donaldson as a replacement for both the 2017 Full Time Labor Management Committee (Resolution 17-01) and the 2017 Part Time Labor Management Committee (17-02).

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

Think Tank Presentation – February 8, 2017:

Mr. Gauntner thanked Lt. Tod Baker for the excellent Budget presentation at the February 8, 2017 Special Meeting/Workshop. Mr. Gauntner stated that he and Mr. Donaldson met with Lt. Baker after the workshop and requested that he send them details of his proposed Organizational Structure changes which were handed out to the Board for their review this date. Mr. Gauntner outlined the general concept of a Fire Chief and two Battalion Chief’s with separate responsibilities for each position. He commented that it is a new “out-of-the-box” idea which splits responsibility amongst (3) people and makes for a cleaner administration. He stated that, over the years, Madison Fire District has been very successful in implementing many ground-breaking ideas that have later been picked up by other departments countywide. He also stated that if the District continues to do things the same way they have always done, they will always get the same results. In his opinion, we need a change and this is a unique way of changing the department. According to preliminary data, there is a substantial cost savings ($75,000 – $100,000) with this new Organizational Structural model.

Mr. Donaldson commented that he is new to the Board and may not fully appreciate either structural system yet, but it seems like a reasonable alternative and allows existing staff to step up and take leadership roles in the organization. He has some concerns about the “triad” approach such as providing clear leadership and the collective bargaining agreement, but he agrees that the job descriptions seem complete and are distinctly divided into (3) separate responsibilities (Admin/Fire/EMS).

Mr. Takacs requested that the Board members be given additional time to review the proposal, document their questions and personally meet with Lt. Baker’s Think Tank group for answers and a deeper understanding and interpretation of the proposed changes.

Mr. Gauntner commented that overall he is optimistic, but agreed that there needs to be more in-depth analysis and more discussions before any changes are approved, but that it is a good start. Mr. Anderson agreed that overall there are a lot of good ideas. Lt. Baker assured the Board that the proposal can be broken down into more detail if the Board is interested in continuing their review of the proposal.

Mr. Wayman stated that he sees merit in the proposal and, from a financial standpoint, the cost savings are very attractive to the department. He agreed with Mr. Gauntner that it is something he would be willing to try and, if it didn’t work, they could go back to what they have done for 30 years or try something else.

Chief Lutz commented that, considering his upcoming retirement, it is a prime opportunity to look at a new system and suggested that everyone sit down as a group and “walk- through” some scenarios. He suggested a Saturday workshop so they can devote more time to the topic.

Mr. Vest stated that although there are some things in the proposal that he likes, there are others that he does not particularly like at all. He also stated that he will not be making any firm decisions about the newly proposed structure until the Budget is complete as many of the Budget components will make a difference in his ultimate opinion.

Workshop Schedule:

Joanne Clapp suggested February 23, 2017 @ 6:30 for the next Budget Workshop. Mr. Gauntner directed the District Clerk to advertise the Special Meeting as required by law. Mr. Vest requested that Ms. Clapp send a final Budget and a list of all proposed 2017 Capital Improvement items, by department, for Board review prior to the workshop. Chief Lutz’s Separation Agreement and the Interim Chief’s appointment will also be discussed at this Special Meeting.

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

Mr. Donaldson suggested March 1, 2017 @ 6:30 pm for the next Think Tank Workshop to continue discussions about the new Organizational Structure proposal and the Interim Chief’s appointment if not previously finalized. Mr. Gauntner directed the District Clerk to advertise the Special Meeting as required by law.

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

CHIEF’S REPORT:

1) Fire Chief Job Assignments: Chief Lutz reported that he has assigned primary responsibility for all Fire Chief duties to the (6) Lieutenants. He has emailed the Board a short list of duties that can only be assigned by the Board. Mr. Gauntner acknowledged receipt of the short list and stated that he will address the issue at a later date.

2) Haz-Mat Assessment: Chief reported that the 2017 Haz-Mat Assessment charge is slightly higher than last year (+$75).

3) St. #2 Bay – Heater Maintenance: Chief Lutz reported that, during the annual routine maintenance, the heater in St. #2’s bay was found to be leaking CO and needs to be replaced as soon as possible. Penguin Heating and Cooling has quoted several Reznor units and recommended (2) 81% efficiency heaters – facing each other. Lt. Frank Henry is still working on researching specifications and pricing to forward a recommendation to the Board. Per Board consensus, the Chief is directed to replace the defective heater immediately (not to exceed $6,000).

Motion to approve purchase of heater(s) for St. #2 Bay – not to exceed $6,000
by: Mr. Takacs Seconded by: Mr. Wayman ROLL CALL: All ayes

4) Inspections: Inspection packet is in Board folder for review.

5) 2017 Pharmacy License: Chief Lutz and Scott Wells, EMS Coordinator, are finalizing protocols and the drug list for the 2017 Pharmacy Licenses for St. #2 and #3.

6) Perry/Madison Ladder Truck: Inspections: Per Chief Lutz, Mr. Wally Siegel will be contacting Mr. Gauntner to discuss the possibilities of amending the agreement with respect to this jointly owned vehicle. Mr. Gauntner stated that Mr. Siegel had left a message for him last evening and that he would contact him immediately.

CLOSING PUBLIC PORTION: Richard Harmon, 7647 South Ridge Road, a resident of Madison Village and Madison Township for over 60 years, asked why the District sends (3) vehicles to transport a nursing home patient to the hospital. Chief Lutz answered that an ambulance (2 personnel) and a chase vehicle (1 personnel) respond to all EMS calls in case (3) people are required for the call. If the third person is not required, the chase vehicle returns to the station. Due to the cost and wear-and-tear on the Engines (especially brakes), Madison Fire District does not use Fire Trucks as utility vehicles as other departments do. Lt. Faulhammer explained that, in this case, St. #2 had a student rider that day who responded to the call for the hands-on experience and education.

Mr. Harmon asked how the Think Tank group can save $75,000-$100,000 if they go from (1) Chief to (3) Chiefs as outlined in the new proposal. Mr. Gauntner explained that this new Organizational Structure is a very new concept. In reality, the three staff members who would be “promoted” (at a small increase) are already on the payroll and already have insurance benefits. There would not be a need to hire someone to replace Chief Lutz when he retires which would be a tremendous savings in wages, pension and insurances.

Lt. Baker responded to Mr. Harmon’s first question by telling him that when you give small increases to personnel that are already in existence, and you eliminate a larger salary, there is money to save.

Lt. Baker commented that some of the proposals the Think Tank has developed project out (5) years and address the issue of Capital line items. Per Baker, the goal is one million dollars for Capital vehicles – (2) Squads and (1) Fire Truck. He stated that the proposal is comprehensive and includes the issue of collective bargaining which needs to be settled.

Lt. Baker questioned the Board as to whether another billing company was considered for 2017. He commented that Medicount is not necessarily the best service available. He hopes that other options were explored before arbitrarily signing a 4-year deal with Medicount. In his experience, no one west of Madison uses Medicount and, in his opinion, there is a reason why they don’t.

Lt. Baker thanked the Board for setting up the Special Meetings to discuss the budget and the Think Tank proposals. The concepts proposed can be explored in greater detail if the Board is interested in pursuing them. The group looks forward to finalizing the proposed plan and helping people like Mr. Harmon feel better about the fact that this concept will save him money.

CLOSING BOARD COMMENTS: 02-15-17

Mr. Wayman commented that he has enjoyed working with Chief Lutz over the past (7) years and thanked him for all the positive attributes he brought to the District. He stated that Chief Lutz will always be known as the Chief who built St. #3 and wished him luck in his future endeavors.

Mr. Gauntner also thanked Chief Lutz for his many years in Fire Service and commented that whatever the future hold for him, it will be something good. “Every door that closes, another one opens”.

Mr. Anderson thanked Chief Lutz for an outstanding job.

Motion to adjourn to Executive Session to discuss Personnel/Chief Lutz’s Separation Agreement and the Interim Fire Chief appointment @ 8:40 pm by: Mr. Wayman
Seconded by: Mr. Anderson ROLL CALL: All ayes

There may possibly be Regular Session business to follow the Executive Session.

Mr. Gauntner reconvened Regular Session @ 9:47 pm.

Motion to adjourn Regular Session with no further business @ 9:48pm by: Mr. Vest Seconded by: Mr. Wayman ROLL CALL: All ayes

___________________________ _______________________
Kenneth R. Gauntner, Jr., Chairman Nila Brass, District Clerk

February 8, 2017

CALL TO ORDER @ 7:01 pm

ROLL CALL x Mr. Anderson x Mr. Takacs x Chief Lutz
x Mr. Donaldson x Mr. Vest x Ms. Clapp x Mr. Gauntner – Mr. Wayman - Ms. Dame

Special Meeting – Budget/Think Tank Workshop:

Lt. Tod Baker presented a Power Point report detailing recommendations regarding the District’s Operational Processes and Organizational Structure:

Think Tank: This group utilizes the talents and extensive experience of the entire District staff to review history and encourage new ideas.

Organizational Structure: Comparisons were made between Traditional and Non-Traditional Fire Chief’s Position and support staff for each model, including goals for improving leadership, decision-making process, communication, and accountability. Also discussed was the need to develop a succession plan for future personnel needs.

Cost Savings: Cost Savings summaries for Traditional vs. Non-Traditional Organizational Structure, Fleet and Equipment downsizing, Computer Equipment and Utilities were reported for Board review.

Departmental Planning: The goal of this group is to develop a plan for identifying upcoming financial needs with respect to Staff, Vehicle replacement, Turn Out Gear, Equipment, Training, etc. and develop projected annual budgets in preparation for these future needs.

Spending Control/Accountability: Changes were proposed for developing a streamlined, balanced budget and more meaningful worksheets and monthly reports.

Employee Retention: Suggestions were made to address this on-going recruitment and retention problem.

The Board thanked Lt. Baker and the Think Tank group for their excellent presentation.

Workshop – Closing Board Comments: 02-08-17

The Board requested that Joanne Clapp, CFO, email suggested dates for future workshops.

The Board requested that anyone interested in filling the Interim Chief Position contact them as soon as possible.

Meeting adjourned @ 8:17 pm (Vest, Anderson – All ayes).

Minutes are “For the Record Only” – no business was conducted.

_______________________ _______________________
Kenneth R. Gauntner, Jr., Chairman Nila Brass, District Clerk