June 21, 2017

REGULAR SESSION:

Upon conclusion of the Special Public Hearing for the 2018 Preliminary Tax Budget which was held prior to the Regular Session, Chairman Gauntner called the July 2017 Fire Board Regular Session Meeting to order at 7:08 pm with the following members present: Chairman Gauntner, Vice-Chairman Donaldson, Mr. Takacs, Mr. Vest, Mr. Wayman, Mr. Anderson, Stacy Dame, Legal Counsel, Joanne Clapp, Fiscal Officer, Chief Tod Baker.

MINUTES:

Minutes of 05/17/17 Regular Session
Minutes of 05/30/17 Special Meeting (Appointment of Interim Fire Chief)

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

FIRE CHIEF SWEARING IN CEREMONY:

Resolution #17-23 Fire Chief Appointment/Memorandum of Understanding:

This resolution appoints Tod Baker as Fire Chief of the Madison Fire District and establishes the terms of employment including rate of pay.

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

Chief Baker was sworn in by Stacy Dame, Legal Counsel. The Board welcomed Chief Baker and expressed their commitment to working together to bring exciting new changes and moving the District forward in a positive way. Mr. Wayman thanked Board Chairman Gauntner, Board Trustees, Interim Chief Terry Sopko and Legal Counsel Stacy Dame for their perseverance during this transition period.

BILLS & PAYROLL (May 2017):

Bills ($31,291.51) and payroll ($122,824.24) totaling $154,115.75 are motioned for acceptance and payment.

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

06-21-17

May 2017 Financial Report: Joanne Clapp summarized the May Revenue, Expenses and CD Investments and commented that the District is on target through the first 6 months.

Ms. Clapp also reported that the District received a donation of $766 from Barbara and Steven Taylor and friends in the name of Albert J. Bowman of Madison. Per Mr. Wayman, Barbara, daughter of Mr. Bowman, was very appreciative of the care received by her father and thanked the firefighters for their excellent and compassionate service.

Motion to accept donation in honor of Albert J. Bowman by: Mr. Donaldson
Seconded by: Mr. Anderson ROLL CALL: All ayes

Ms. Clapp commented that she and Lt. Brian Faulhammer recently met with the Bureau of Workers Compensation and Comp Management to review current policies and reported that, due to claims currently pending, the District is no longer eligible (until 2020) for a group rating and may see an increase in our base rate. Ms. Clapp is trying to enroll the District in a 100% Experience Modifier Cap – Public Employer Program and other safety programs to help reduce costs starting next year. In July, 2017, the District will receive a BWC premium refund for 66% ($11,065.28) of the 2015 premium paid.

OPENING PUBLIC PORTION: None to report.

LEGAL COUNSEL ISSUES: None to report.

COMMITTEE REPORTS: None to report.

OLD BUSINESS:

Resolution #17-18 Funds Transfer:

This resolution authorizes the Fiscal Officer of the Madison Fire District to transfer funds from the General Fund (1000) to the General Bond Note Retirement Fund (3000) and declaring an emergency.

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

Resolution #17-19 Comp Management Annual Agreement:
This is a resolution authorizing and approving the utilization of Comp Management as the Workers Compensation agent for the Madison Fire District commencing September 1, 2017 for rating year 2018 and authorizing payment for same.

Stacy Dame stated that Joanne Clapp has requested a copy of the proposed contract from Comp Management which has not been received yet. Since the renewal doesn’t start until September, by Board decision, the resolution was tabled until which time the terms of the contract have been reviewed by legal counsel (hopefully prior to the July meeting).

Motion to table by: Mr. Takacs Seconded by Mr. Anderson ROLL CALL: All ayes

06-21-17

Resolution #17-20 – Squad #2132 Sale to Burgess Ambulance, Inc.:

This resolution authorizes the private sale of Squad #2132 to Burgess Ambulance, Inc. for the sum of Two Thousand and 00/100 dollars ($2,000) and authorizes the Fire Chief, or his designee, to finalize said sale pursuant to the terms and conditions outlined in the Attached Sales Agreement which includes, but is not limited to, the removal and return of certain items from the squad to the District. The resolution further authorizes Kenneth R. Gauntner Jr., Chairman of the Board of Trustees, to execute the aforementioned Sales Agreement and Title Transfer without further delay.

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

Resolution #17-21 Surplus Equipment – #2132 Damaged Cot:

This resolution declares certain equipment owned by the Madison Fire District as surplus, specifically the damaged Stryker Power-Pro Cot from Squad #2132 that will be sold “As Is” without any implied warranty, and per the manufacturer’s’ instruction, should not be in service. This item, if valued at more than $2,500, will be sold through public sale or auction (minimum 10 days) via either internet auction (GovDeals), public auction, or sale to any department, agency or political subdivision of the State. Intent to sell will be advertised in a general circulation newspaper, on the Website and on Facebook, etc. for no less than (14) days before an auction or other sale negotiations begin.

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

Resolution #17-22 2018 Preliminary Tax Budget:

This resolution approves and adopts the Preliminary Tax Budget of the Madison Fire District for the fiscal year commencing January 1, 2018 and submitting same to the County Auditor by July 17, 2017.

Ms. Clapp reported that she rechecked with the State and County websites, reviewed reports received via email from Barb Hogya of the Lake County Auditors Office, including the January 2017 estimated resource reports, and reported that no Local Government Fund revenue will be made available to the District for the 2018 fiscal year. Mr. Gauntner requested that she check with Barb Hogya during regular business hours to find out why.

Motion by: Mr. Wayman Seconded by: Mr. Donaldson
ROLL CALL: (4) Ayes, (2) Nay (Vest, Anderson)

NEW BUSINESS: None to report.

06-21-17

CHIEF’S REPORT- June, 2017 Monthly Report Highlights – Interim Chief Baker
(Full Report In Board Folder):

1) Inspection Report – In Board Folder

2) The Chief’s Office is reviewing expenses that can be modified such as labor costs, utilities, vehicle maintenance.

3) Both full-time and part-time payroll figures, including limited overtime, are currently under budget.

4) Utilities are down due to re-negotiated contracts regarding telephones, electric and internet. Orwell Gas will be re-negotiated in 2018.

5) Staffing/Manning levels have been maintained recently and Officers continue to track manning costs in an effort to increase manning back to (6) per shift. New hires have been added to stabilize the schedule.

6) The fleet is currently being reviewed and the Board should expect more maintenance invoicing in the future in addition to Standard Maintenance and Annual Pump Testing (Engine Air Compressor-$1,700, Engine Fuel Tank and Front Springs-$TBD). Per Baker, there is a lot of “catching up to do”. The complete vehicle review will be presented to the Board in the next month or so.

7) Chief Baker recognize the following members for their anniversary and time in service:
a. FF. Charlie Barnicoat and FF. Rich Camp- 25 years of service
b. FF. Rudy Graham- 23 years of service
c. FF. Doug Rought and FF. Tyler Hallquist- 6 years of service
d. FF. Matt Drew and FF. Sam Erdani- 1 year of service

8) Chief Baker accepted the resignation of FF. Ryan Fowler. FF Fowler served Madison Fire for over 4 years. He has accepted a full-time position with the Mayfield Village Fire Department and we wish him well in the future.

9) District Staff had a preliminary meeting with Gehring for the August 1, 2017 District Insurance renewal. We anticipate a decreased in the renewal due to decreasing the number of vehicles (2141 sold, 2132 to be sold).

10) District Staff met with Ted Jennings from Medicount to review our performance. We identified some issues that are in need of immediate addressing and have communicated these issues and are working on an educational component to reinforce the need for the changes. The Fiscal Office is projecting a shortage of $70-80K in EMS revenue for 2017 due partially to lost mileage as we are no longer transporting to TriPoint (Chief Lutz limited transports to Madison and Geneva).

CHIEF’S REPORT- June, 2017 Monthly Report (cont.); 06-21-17

11) District Staff updated the budget worksheet and are reviewing the overall expenses and some of the big ticket and/or modifiable expenses year to date. Total expenses are under projections, but will have a bond and interest payment due in July ($190,000 and $72,507.53 respectfully) which will significantly change percentages next month.

12) The Officers are reviewing current options to repair/upgrade the district’s computer
system. The current system needs updated/replaced to improve operations.
a. The computer memories are at capacity due to roaming profiles and the current
system structure.
b. The department currently has two computer servers, one at each station. The
current system does not function and the two servers do not communicate with
each other.
c. We have received two quotes outside of Lake IT that will be reviewed and the
Officers will provide a recommendation to the board.

13) District Staff has been working with Michael Germano to provide information required for the current BWC VSSR investigation, but are still waiting for information from the apparatus manufacture.

14) The Fire District has received two separate certificates for having no loss time due to injury in 2016. Certificates were given to the District Office and were placed in the Library at St. #3.
a. Lake County Safety Council
b. Representative David Joyce

15) Penguin Mechanical has given us a proposed contract for service for the St. #2 furnaces that were recently installed. Contract price for service twice per year is $465/annually. Chief Baker will send to Stacy Dame, Legal Counsel for her review.

16) EMSAR has provided a proposed contract for the cots and lift systems in the squads.

17) Physio-Control will be in to service (3) LP15 (cardiac monitors) and (3) Lucas devices (CPR machines) on Friday. Cost of annual service is $9,386.00. Chief Baker will see if they will do the AED’s at no charge as they did last year.

18) The fuel storage tank project is still on-going. The estimated costs will be approximately $7,000 to bring both stations to current standards. The new tank for St. #3 will need to be manufactured and tested prior to the install.

19) We are still waiting for the repairs on the St. #3 parking lot light post damaged in the motor vehicle crash occurring a few months ago. The post was on back order.

20)The Lake County Fire Chiefs are tracking monthly Narcan usage. Madison has been in the top three over the past couple of months.

CHIEF’S REPORT- June, 2017 Monthly Report (cont.); 06-21-17

21)FSA- Nothing new to report

22) Chief Baker and Stacy Dame, Legal Counsel are still working on the Reporting Software
project and will hopefully have it completed and ready to present to the Board at the
July meeting.

23) Chief Baker also reported that the accreditation for our Con-Ed site will be due at the
beginning of 2018 so we need to work on making sure we are prepared for the State
Verification.

24) Chief Baker stated that they are still working on a District Facebook policy which should
be completed for Board review by the July meeting.

CLOSING PUBLIC PORTION: None to Report.

CLOSING BOARD COMMENTS:

Mr. Vest thanked Chief Baker and Lt. Sopko for the informative Monthly Chief’s Report.

Motion to adjourn to Executive Session @ 8:01 pm to discuss Collective Bargaining, Promotion of District Personnel and Personnel Discipline by: Mr. Vest
Seconded by: Mr. Anderson ROLL CALL: All ayes

No business to follow.

Mr. Gauntner reconvened Regular Session @ 9:32 pm.

Motion to Adjourn Regular Session with no further business @ 9:32 pm by: Mr. Vest
Seconded by: Mr. Anderson ROLL CALL: All ayes

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

June 21, 2017 Budget

CALL TO ORDER @ 7:00 pm

ROLL CALL x Mr. Anderson x Mr. Takacs x Chief Baker
x Mr. Donaldson x Mr. Vest x Joanne Clapp
x Mr. Gauntner x Mr. Wayman x Stacy Dame

PLEDGE OF ALLEGIANCE

SPECIAL MEETING – 2018 PRELIMINARY TAX BUDGET – PUBLIC HEARING

Joanne Clapp, District Chief Fiscal Officer, summarized Resolution #17-22 with Attachment for the 2018 Preliminary Tax Budget commencing on January 1, 2018 to be submitted to the Auditor of Lake County on or before July 17, 2017. Attachment shows all funds requesting General Property Tax Revenue including Schedule A (General Fund Revenues and Capital Bond Retirement – St. #3) and Schedule B (Levies). Also attached is the Statement of Fund Activity report which details revenue amounts anticipated per the County Auditor from Property Taxes, Homestead & Rollback and Other Revenues (Madison Village – St. #1).

No public comments or questions were brought before the Fire Board.

Mr. Takacs and Mr. Gauntner questioned why there were no Local Government Fund (LGF) revenue noted in the estimated revenue. They agreed that these funds have been reduced significantly over the years by the State of Ohio, but feel the District should still be getting something from the State level. Ms. Clapp committed to rechecking the County and State Auditor reports, as well as previously submitted tax budgets from 2014-2017 by the end of the June 21, 2017 Regular Session to see if LGF revenue is to be expected in 2018.

With no further business to discuss, Mr. Gauntner closed the public hearing at 7:08 pm.

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