May 30, 2017

CALL TO ORDER @ 6:31 pm

ROLL CALL x Mr. Anderson x Mr. Takacs x Lt. Baker
x Mr. Donaldson x Mr. Vest x Ms. Clapp
x Mr. Gauntner x Mr. Wayman x Ms. Dame

PLEDGE OF ALLEGIANCE

SPECIAL MEETING

Mr. Gauntner stated that the Board needs to adjourn directly into Executive Session to confer with Legal Counsel regarding Personnel Compensation.

Motion to Adjourn to Executive Session @ 6:32 pm by: Mr. Anderson
Seconded by: Mr. Donaldson ROLL CALL: All ayes

Mr. Gauntner reconvened the Special Meeting @ 6:57 pm. He stated that the Fire Chief’s Memorandum of Understanding is still being reviewed and revised by Lt. Tod Baker and the Fire Board, as well as Legal Counsel for both parties, and that a final agreement documenting the terms and conditions of the position will be completed within the next 2-3 weeks.

Mr. Gauntner reminded everyone that the current Interim Chief’s Agreement with Lt. Terry Sopko expires on June 1, 2017 and recommended that Resolution #17-17 be voted on and passed by the Fire Board appointing Lt. Tod Baker to the position of Madison Fire District’s Interim Fire Chief for a period of time not to exceed thirty (30) days (June 1 – June 30, 2017) and declaring an emergency. He stated that the goal is to have Lt. Baker sworn in as Fire Chief at the June 21, 2017 Public Hearing and Regular Session, or, as desired, at a Special Meeting to be scheduled between now and the end of the new Interim Fire Chief’s term on June 30, 2017.

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

Motion to Adjourn the Special Meeting into Executive Session to discuss Personnel Compensation with Lt. Tod Baker and the Fire Board @ 7:03 pm by: Mr. Donaldson
Seconded by: Mr. Vest ROLL CALL: All ayes
Note: Legal Counsel was excused due to a prior commitment. There will be no business to follow.

Mr. Gauntner reconvened the Special Meeting @ 7:55 pm. No business was conducted.

Motion to Adjourn Special Meeting @ 7:55 pm by: Mr. Donaldson
Seconded by: Mr. Vest ROLL CALL: All ayes

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

May 17, 2017

CALL TO ORDER @ 7:00 pm

ROLL CALL x Mr. Anderson x Mr. Takacs x I.C. Sopko
x Mr. Donaldson x Mr. Vest x Joanne Clapp
x Mr. Gauntner x Mr. Wayman x Stacy Dame

PLEDGE OF ALLEGIANCE

REGULAR SESSION

Motion to adjourn to Executive Session to discuss Personnel Compensation and Collective Bargaining @ 7:01 pm by: Mr. Anderson Seconded by: Mr. Vest ROLL CALL: All ayes

Mr. Gauntner reconvened Regular Session @ 9:15 pm. No actions will be undertaken in Regular Session on topics discussed in Executive Session.

MINUTES:

Minutes of 04/19/17 Regular Session
Minutes of 04/24/17 Special Meeting (Appointment of Fire Chief)

Motion to approve the (2) set of minutes above as presented by: Mr. Vest
Seconded by: Mr. Wayman ROLL CALL: All ayes

BILLS & PAYROLL (March 2017):

Bills ($34,287.37) and payroll ($124,226.50) totaling $158,513.87 are motioned for acceptance and payment.

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

April 2017 Financial Report: Revenue and Expense Reports are in Board Folders for Board review. There were no comments or questions from the Board members.

Resolution #17-15 Higgins Trust Donation: Joanne Clapp reported that the District received an undesignated donation in the amount of $40,369.80 from the Thomas F. Higgins Trust Fund dated February 11, 1991. She requested that the Board consider and approve Resolution #17-15 accepting the gift which will be put into the General Fund and tracked by the Chief Fiscal Officer until otherwise directed by the Board.

Motion by: Mr. Anderson Seconded by: Mr. Vest ROLL CALL: All ayes
05-17-17

CompManagement Annual Renewal:

Joanne Clapp reported that the Annual Comp Management Contract billing for Workers Compensation review services beginning September 1, 2017 has been received and she requested that the Board approve the contract renewal and payment in the amount of $2,300 (last year $2,540). The Board directed Stacy Dame, Legal Counsel, to generate a Resolution for Board consideration and approval by the June 21, 2017 meeting.

OPENING PUBLIC PORTION: None to report.

COMMITTEE REPORTS: None to report.

OLD BUSINESS:

2018 Budget – Public Hearing:

Joanne Clapp requested that the Board schedule a Public Hearing for June 21, 2017 @ 7:00 pm to discuss the 2018 Preliminary Budget. The June Fire Board Regular Session will immediately follow the Public Hearing. Mr. Gauntner directed the District Clerk to publish a Special Meeting Notice of the Public Hearing in the local newspapers, on the District Website, on Facebook and in the District Administrative Office at St. #3.

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

LEGAL COUNSEL ISSUES:

Resolution #17-16 – Special Legal Counsel:

Stacy Dame reported that a Workers Compensation VSSR claim has recently been filed regarding an injured worker of the Madison Fire District which requires the retention of separate legal counsel to represent the interest of the District. She reported that she had an initial discussion with Attorney Michael P. Germano with the law firm of Wiles and Richards and recommended that he be approved by the Board to handle matters concerning this claim at a rate of $200 per hour plus typical expenses incurred during said representation (total cost not to exceed $5,000 without additional Board approval). Ms. Dame distributed draft Resolution #17-16 for Board consideration should they desire to hire Attorney Germano for that purpose.

Motion to hire Attorney Michael P. Germano by: Mr. Takacs
Seconded by: Mr. Anderson ROLL CALL: All ayes

District Facebook/Social Media Policy:

Stacy Dame emailed a sample Social Media policy for Board review and consideration to be discussed at a later date.

St. #3 Parking Lot Light Pole Damage:

Per Board request at the April 19, 2017 Regular Session, Stacy Dame reported that she contacted Joe Szeman, Madison Village Prosecutor, and submitted the repair estimates for the damage to the light pole at St. #3 which was presented to the Municipal Court for restitution considerations. The defendant pleaded no contest, was found guilty on May 4, 2017 and was ordered to pay restitution to the Madison Fire District. Ms. Dame was informed by the Painesville Municipal Court that the defendant was placed on 12 months probation and was instructed to contact the Madison Fire District to make payment arrangements within the next 12 months. Ms. Dame requested that District Administrative Staff contact the Board should the defendant contact the District. She also requested that the Administrative Staff contact her if the defendant has not contacted the District in a timely manner so that follow-up measures can be addressed with the Probation Officer.

NEW BUSINESS:

Special Meeting-Fire Chief Memorandum of Understanding and Swearing In Ceremony:

Mr. Gauntner requested that a Special Meeting be scheduled for May 30, 2017 @ 6:30 pm to finalize, if necessary, and approve the Fire Chief’s Memorandum of Understanding Agreement and to facilitate a swearing in ceremony to officially appoint Tod Baker as Fire Chief of the Madison Fire District. Other topics of business to be conducted at this Special Meeting include the District’s Purchasing Process, the Facebook and Social Media Policy, the Fire/EMS Reporting System Software and, if necessary, an Executive Session to discuss Personnel Compensation.

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

CHIEF’S REPORT: In Board Folder for review (April Monthly Report – Page 11-12).

Squad #2132: I.C. Sopko reported that the District Officers met on May 6, 2017 and finalized the list of equipment that will be removed from Squad #2132 and returned to the Madison Fire District. Burgess Ambulance has agreed to pay the District $2,000 for the remainder of the unit. I.C. Sopko requested that Stacy Dame draft the necessary documentation to finalize and execute this recommended agreement.

District Fuel Tanks: Per Mr. Gauntner’s request, I.C. Sopko reported that the estimated District cost, to date, for Fuel Tank upgrades is approximately $6,600. He also reported that, per Tim Brown, Madison Township Administrator, the estimated cost for the Township’s portion, to date, is approximately $3,600. Additional quotes are needed for required pressure testing of the tanks and a site plan. The goal is to have a final cost estimate by the June meeting so that the upgrade process can begin.

Surplus Equipment: I.C. Sopko reported that the Bariatric Cot listed on GovDeals with a $5,000 reserve did not receive adequate bids and that the reserve amount needs to be reevaluated at the June meeting. He also reported that all items that did not sell on GovDeals will be advertised in the newspaper per ORC legal requirements and resubmitted for a second round on GovDeals once public notice requirements have been met. I.C. Sopko committed to forwarding a new surplus equipment list to Stacy Dame who will generate a resolution for Board approval at the June 21, 2017 meeting.

Per I.C. Sopko, there is a dealer who is interested in the damaged cot from Squad #2132 for parts. Mr. Vest cautioned that specific language needs to be drafted for the GovDeals posting offsetting the District from any liability and he committed to forwarding sample language to Stacy Dame for consideration with respect to this item.
CLOSING PUBLIC PORTION: None to Report.

CLOSING BOARD COMMENTS:

Mr. Gauntner thanked I.C. Sopko for stepping up and keeping things going at the District. He also thanked him for keeping the Board informed and updated on the operations of the District.

Mr. Vest again thanked I.C. Sopko for the comprehensive Monthly Chief’s Report.

Mr. Vest requested that a representative of the Fire District attend all Knights of Columbus Dinners honoring Safety Forces. I.C. Sopko stated that he was only given a 2-day notice of the latest event and will make sure the District attends in the future.

Motion to adjourn Regular Session @ 9:44 pm by: Mr. Anderson
Seconded by: Mr. Wayman ROLL CALL: All ayes

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