July 19, 2017

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

REGULAR SESSION

SWEARING IN CEREMONY: Michael Schachtel was sworn in by Stacy Dame, Legal Counsel, as Madison Fire District’s newest Firefighter Paramedic.

Resolution 17-24 – Job Description for Captain of EMS and Captain of Fire Operations:

This resolution establishes the job duties of the position of Captain of EMS Operations and the position of Captain of Fire Operations and establishes hourly rate of pay.

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

Resolution 17-25 – Agreement Between Madison Fire and IAFF Local 3141:

This resolution approves an agreement between Madison Fire District and the Madison Fire Fighters Association IAFF Local 3141 to promote full time Lieutenants selected by the Board of Trustees of the Fire District, and details the positions of Captain of EMS Operations and Captain of Fire Operation and, pursuant to the terms of the collective bargaining agreement with IAFF Local 4131 full time collective bargaining representative, establishes the terms of employment including rate of pay and job descriptions.

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

Resolution 17-26 – Promotion of Lt. Justin Meister and Lt. Terry Sopko to Captain:

This resolution establishes the terms and conditions of employment subject to the collective bargaining agreement including rate of pay for the promotion of Justin Meister as Captain of EMS Operations including job description – Exhibit A, and Terry Sopko as Captain of Fire Operations including job description – Exhibit B.

Mr. Gauntner commented that these promotions are the start of a new era for the District, a new form of management and administration and he looks forward to working with the Chief and Captains in overseeing the department.

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

SWEARING IN CEREMONY: 07-19-17

Lt. Justin Meister and Lt. Terry Sopko were sworn in as Captain of EMS Operations and Captain of Fire Operations, respectively, by Judge Richard Collins of the Lake County Common Pleas Court, former legal counsel for the Madison Fire District. Chairman Gauntner called a short recess at 7:10 to allow for a short photo session. Mr. Gauntner thanked Stacy Dame and Judge Collins for their participation in the swearing in ceremonies and stated that the Board of Trustees, District Administration, Officers and Firefighters look forward to a new era of cooperation under this new management format. A joyous time was had by all, including many family and friends.

Mr. Gauntner reconvened the meeting at 7:15 pm.

APPROVAL OF MINUTES:

Minutes of 06/21/17 Special Meeting (2018 Public Budget Hearing)
Minutes of 06/21/17 Regular Session
Minutes of 07/15/17 Special Meeting (Captain’s Compensation)

Motion to approve both 06/21/17 meeting minutes above as presented by: Mr. Wayman Seconded by: Mr. Takacs ROLL CALL: All ayes

Motion to approve the 07/15/17 meeting minutes above as presented by: Mr. Anderson Seconded by: Mr. Vest ROLL CALL: (4) ayes; (2) abstain
Takacs/Vest
BILLS & PAYROLL (June 2017):

Bills ($290,721.12) and payroll ($121,600.03) totaling $412,321.15 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
June 2017 Financial Report: Joanne Clapp summarized the June Revenue and Expenses and commented that the District is slightly below budget through the first 6 months.

Ms. Clapp reported that the District has received the expected BWC premium refund in the amount of $11,065.28 for 66% of the 2015 premium paid, and the Property Tax advance of $500,000 from Lake County.

Ms. Clapp reported that the District received a donation of $100 from Dave and Joyce Pease to thank crews for a job well done.

Motion to accept the undesignated gift by: Mr. Vest
Seconded by: Mr. Anderson ROLL CALL: All ayes

07-19-17

OPENING PUBLIC PORTION: None to report.

LEGAL COUNSEL ISSUES: None to report.

COMMITTEE REPORTS: None to report.

OLD BUSINESS:
Resolution #17-19 regarding the District’s 2018 Workers Compensation Service Provider Agent Agreement remains tabled due to possible contract language changes.

NEW BUSINESS:

VFIS District Insurance:

Mike Gehring presented the proposed VFIS renewal policy for the period of August 1, 2017 – August 1st, 2018 in the amount of $36,483 annually. He stated that the premium increase is less than 2% due primarily to a combination of the 4% cost of inflation increase for building contents and an increase in the number of emergency runs, as well as an offset caused by the reduction of the fleet by (2) vehicles (#2141 chase/#2112 squad).

Per Mr. Gehring, squad #2132 (rollover accident) is not included in the renewal as it is in the process of being sold and the title should be transferred to the new owner prior to the August 1st, 2017 renewal date, at which time an $1100 premium rebate will be issued to the District.

Mr. Gehring asked specifically that the Board note the replacement values, in case of a total loss, for all vehicles under the policy and let him know if the values listed are sufficient.

Mr. Gehring stated that the only on-going claim is the uninsured motorist light pole incident in the front parking lot at St. #3.

Resolution 17-27 – VFIS District Insurance:

This resolution authorizes renewal of the District’s VFIS Insurance for Property and Casualty coverage from August 1, 2017 through August 1, 2018 and authorizes semi-annual payments for said plan in the amount of $36,483 annually.

Motion to approve the District’s Insurance Renewal as presented by: Mr. Anderson
Seconded by: Mr. Wayman ROLL CALL: All ayes

EMS Reporting Software:

Per Mr. Gauntner and Chief Baker, Lt. Faulhammer anticipates making a presentation for the proposed EMS Reporting Software at the August 16, 2017 meeting once contract language changes recommended by legal counsel have been finalized.

07-19-17

CHIEF’S REPORT- July, 2017 – Chief Tod Baker (Full Report In Board Folder):

Staff Recognition: Chief Baker recognized the following members for their anniversary and time in service:
Lt. Terry Sopko- 30 years of service (07/21)
FF. Dustin Sample- 17 years of service (07/27)
FF. Ben Erdani- 6 years of service (07/08)
FF. Brandon Baker- 1 year of service (07/15)

District Computers: Per Chief Baker, the Officers continued to work on identifying and prioritizing a list of overall current needs at the last Officers meeting. Existing District computers, which are run by two separate servers (St. #2 & #3), do not communicate with each other, are getting old and are having memory issues. The Officers have collected quotes and specifications from three vendors (Lake IT, NEO, CSJ) and are reviewing options that will provide the best long term solution to the department with the least liability potential and the best accessibility for staff. The current options being considered are:
1) Repair and upgrade our current system using (2) servers that will communicate with each other.
2) A cloud with a single server for which the District assumes the costs of the server, maintenance and updates.
3) A cloud with a single server managed an outside entity that will absorb the server, maintenance and update costs, however, the District will need to pay an annual contract premium for this type of service.

Per Chief Baker, additional information will be forwarded to the Board prior to the August 16, 2017 meeting to facilitate further discussion and recommendations.

Medicount Update: Due to decreasing EMS reimbursements, Chief Baker has established a small quality group who met recently with Ted Jennings, the District’s Account Manager at Medicount, to review the process of how to capture and properly record information for EMS billing by understanding our history with Medicount and by identifying any possible short-comings with respect to said documentation. The group will also be performing an audit of BLS runs already billed to ensure that they have been properly billed.

Transport Destinations: Chief Baker reported that, about a year and a half ago, revisions were made to our previous policy so that, for the most part, crews transport patients only to Madison ED and Geneva Hospital. After discussions with the Dr. Carter, Lake Health Medical Director and Patty Willson, Lake Health EMS Manager, about how to expedite the appropriate care process and get the “right patient to the right place”(often times eliminating the double transfer of certain patients), we have expanded our transport destinations to include TriPoint and Lake West. Along with improving patient care, this change will increase revenue by increasing mileage charges for more appropriate transports.

CHIEF’S REPORT- July, 2017 (cont.): 07/19/17

Vacant Homes: Chief Baker and Captain Sopko are working with Madison Township and the Fire District’s Legal Counsel to finalize a protocol to issue, file and follow through with citations with regards to deteriorating structures in the community.

Mr. Gauntner stated that there are a number of houses/buildings that the Township is working on including an unoccupied structure on Green Road that needs to be evaluated by the Fire District. He stated that a building can only be condemned by the Building Department, the Health District or the Fire District. Per Tim Brown, Madison Township Administrator, the Building Department has declined to get involved and, although the Lake County Health District will ultimately condemn a building that is not up to code so that nobody can move into it until it is inspected and approved, they will not take any action on properties unless they are occupied, which the Green Road property is not.

Fuel Tanks- Captain Sopko reported that he will be meeting with Mr. Melzer at the Township Road Garage on Friday, July 21, 2017 to go over logistics of replacing a couple of their tanks so that Nitrogen testing of all tanks can be done at one time to reduce costs. The District’s tanks are still 2-3 weeks.

Station #3 Light Post: Per Chief Baker, American Electric crews arrived and straightened the base of the light post, but apparently ordered the wrong post and the correct post has been ordered and we are awaiting an expedited shipment and then the completion of repairs.

Inspection Report: In Board Folder

Monthly Overview:

1) The Chief’s Office continues to review expenses that can be modified such as labor costs, utilities, vehicle maintenance which are overall a bit over budget due to the annual bond payment made in late June.

2) Both full-time and part-time payroll figures, including limited overtime, are currently under budget (47%). Total overtime year-to-date is under $2,000.

3) Utilities are on budget due to re-negotiated contracts regarding telephones, electric and internet.

4) Call volume for EMS runs were down slightly in June and up slightly for Fire. District crews responded to Painesville City AMA and Chief Mlachak has requested a cost summary of District expenses for the run coverage for possible reimbursement.

5) There were no under minimum staffing issues in June. Mr. Takacs asked how many part timers are currently employed to which Captain Sopko answered twenty-six (26). Mr. Vest asked if full timers were getting/taking vacation time to which Chief Baker replied “Yes”.

CHIEF’S REPORT- July, 2017 (cont.): 07/19/17

Vehicle Maintenance: Chief Baker reported that he has recently met with Jim Marsic with Countryside Truck, the District’s Vehicle Maintenance Provider, regarding areas of concern with our vehicles such as what should the District be spending annually on maintenance and what repairs Mr. Marsic currently recommends for each vehicle. Per Chief Baker, the District has spent 17% of the 2017 annual vehicle maintenance budget through June and he reported that repairs done in July have probably already doubled that percentage. He reported that he and Joanne Clapp have tried to identify where the 2017 vehicle maintenance budget figure came from and how it was determined. It is their considered opinion that the budget figure of $62,000 represents $12,300 for preventative maintenance and just under $50,000 for repairs.

Chief Baker spent a brief time instructing the Board on the different types of vehicles owned by the District, their identification #’s, age and mileage, oil changes, preventative maintenance inspections, pump testing, past major repairs and current replacement costs.

Lt. Frank Henry reported the repairs that have been identified for Engine #2113 as follows:
1) Front and Rear Springs ($2,600)
2) Air Compressor – Already replaced on May 29, 2017 ($4,000)
3) A/C Compressor
4) Coolant Line – Already replaced In-house
5) Annual Pump Test
6) Front End Suspension
7) Annual PMI ($1300)
8) Under Carriage Corrosion Problems
9) Air Tank Rust Problems

Lt. Frank Henry reported the repairs that have been identified for Engine #2123 as follows:
1) Front and Rear Springs ($2,600)
2) Replace Fuel Tank
3) Stripping and Recoating the Frame ($1,200)
4) Air Compressor ($4,000)
5) Annual Pump Test
6) Front Tires
7) Alignment
8) Annual PMI ($1300)
9) Air Dryer
10) A/C Compressor
11) Engine Belts

Lt. Frank Henry reported the repairs that have been identified for Engine #2124 as follows:
1) Air Compressor ($4,000)
2) A/C Compressor
3) Annual Pump Test
4) Air Tank Rust Problem
5) Frame Rust Problem
6) Fuel Tank Strap Rust
7) Front Springs & Tires

CHIEF’S REPORT- Vehicle Maintenance (cont.): 07/19/17

Lt. Frank Henry reported the repairs that have been identified for Squad #2122 as follows:
1) Tires
2) Front End Suspension
3) Semi-Annual PMI ($500)

Lt. Frank Henry reported the repairs that have been identified for Squad #2142 as follows:
1) Tires
2) Front End Suspension
3) Semi-Annual PMI ($500)

Lt. Frank Henry reported the repairs that have been identified for Squad #2152 as follows:
1) Patient Compartment A/C
2) Vibration in Steering Wheel
3) Semi-Annual PMI (check engine light) ($500)

Per Chief Baker, Officers are going over maintenance billing and monitoring all costs.

Mr. Vest stated that he does not intend any disrespect to Mr. Marsic in any way by asking the question, but asked Chief Baker and Lt. Henry how confident they are that Mr. Marsic’s recommended repairs are actually needed for “safety” as opposed to bringing these vehicles back to “like new”. Chief Baker replied that these are needed for safety and potential liability issues. “This is an investment into the future”. It is his opinion that the $62,000 in the vehicle maintenance budget ($50,000 for repairs and $13,200 for maintenance) may not be enough and that the Fiscal Office may need to re-appropriate funds from contingency or elsewhere to cover the costs.

Chief Baker also presented a 15-year Vehicle Replacement Plan for the Board’s review and consideration.

EMS Committee: Chief Baker commented that he is working with Lake Health Systems on the following issues:
1) Having the staff at Lake Madison take care of their own helicopter standby (turning lights on and off)
2) Discussions on what situations are appropriate for utilizing of our EMS service for transport
3) Helping to bring private transport services back to Madison for Lake ED, Nursing Homes and residents.

Training Committee: The third quarter training schedule has been established and staff competencies have been developed.

Per Chief Baker, the District will be pumping out the YMCA pool on August 13, 2017. This is an annual service that puts a great amount of stress on the engines and the service needs to be re-visited since our vehicles are getting older and every year we break a fire truck.

CHIEF’S REPORT- July, 2017 (cont.): 07/19/17

Mr. Vest asked for an update on the District Boat. Chief Baker stated that the existing boat is beyond repair and has been reclassified as “surplus for sale”. He is working with several local fire departments to find a used boat or jet ski, and until the situation is resolved, Perry Fire and Geneva Fire AMA will assist as needed for water rescue calls.

Mr. Takacs asked Chief Baker approximately how many part timers are needed to fill the manning schedule. Chief Baker and Captain Sopko both agreed that (35) are needed. Chief Baker stated there is a serious problem finding firemen, not only in Madison, but in many local departments. Mr. Gauntner commented that his recent research shows that the number one problem in government today, including police and fire, is finding qualified people to work.

CLOSING PUBLIC PORTION: None to Report.

CLOSING BOARD COMMENTS:

Mr. Gauntner stated that he would like to have the August 16, 2017 Board meeting at St. #2 so that Board members can tour the facility and identify and prioritize immediate and long term maintenance issues that need to be addressed.

Motion to move the August 16, 2017 Fire Board meeting to St. #2 by: Mr. Donaldson
Seconded by: Mr. Anderson ROLL CALL: All ayes

The Board directed the District Clerk to publicize the venue change and directed the Officers to make a checklist of maintenance concerns at St. #2 for Board review at the August meeting.

Mr. Gauntner initiated a discussion on landscaping maintenance issues at St. #3 and stated that it is his opinion that duty crews do not have the time and the manpower, nor does the District have the funds to hire someone from outside to take care of the large amount of landscaping that was planted when the building was built in 2013. He requested that all Board members take some time to walk around the building and offer an opinion as to how the grounds can be better maintained. Chief Baker stated that the problem is primarily with the flower gardens, not the grass.

Motion to Adjourn Regular Session @ 8:45 pm by: Mr. Vest
Seconded by: Mr. Anderson ROLL CALL: All ayes

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

July 15, 2017

SPECIAL MEETING 07-15-17

Chairman Gauntner called the Special Fire Board Meeting to order at 9:00 A.M at Madison Fire District Station #3 Training Room.

Roll Call: Mr. Gauntner, Mr. Anderson, Mr. Wayman, Mr. Donaldson were present. Mr. Vest and Mr. Takacs had prior commitments. Also present was Legal Counsel Stacy Dame and Fire Chief Tod Baker.

Mr. Gauntner requested a motion for the board to convene into Executive Session to discuss personnel compensation for the new Fire Captains position.

Mr. Anderson made a motion for the board to convene into Executive Session to discuss personnel compensation for the new Fire Captains position. Second by Mr. Donaldson.

Roll Call: Mr. Anderson, yes; Mr. Donaldson, yes; Mr. Wayman, Yes; Mr. Gauntner, Yes.

The board convened into Executive Session at 9:01 A.M

Mr. Gauntner reconvened the Special Meeting from Executive Session at 9:26 A.M

With no further business to discuss or board action to be taken at this time, Mr. Gauntner requested a motion for adjournment. Mr. Anderson made a motion to adjourn the Special Meeting, Second by Mr. Wayman.

Roll Call: Mr. Anderson, yes; Mr. Wayman, yes; Mr. Donaldson, yes; Mr. Gauntner, yes.

Meeting Adjourned at 9:26 A.M

___________________________________
Kenneth R. Gauntner Jr., Chairman

___________________________________
Nila Brass, District Clerk