January 17, 2018 (Regular Meeting)

Posted by: mfd2104

CALL TO ORDER @ 7:19 pm

ROLL (from Reorganization Meeting)
x Mr. Adams x Mr. Gauntner x Chief Baker
x Mr. Anderson x Mr. Vest x Joanne Clapp
x Mr. Frager x Mr. Wayman x Stacy Dame


Stacy Dame swore in Madison Fire District’s newest Full Timer, Tyler Hallquist. The Board congratulated FF/Medic Hallquist and welcomed him aboard.

Motion to approve Tyler Hallquist to the Full Time Staff by: Mr. Gauntner
Seconded by: Mr. Anderson ROLL CALL: All ayes


Mr. Mike Gehring presented the 2017-2018 VFIS Accident & Sickness Policies for both Full and Part Time employees. He explained in detail the difference between VFIS’s definition of “Part Time” and how it differs from the District’s definition. Basically, VFIS regards part timers who work an average of (27) hours or more per week over the course of a year in a separate category from part timers who work less hours. Per the recent District Census, (10) District part time employees fall into this category. Due to a deeper scrutiny of hours worked since the Affordable Care Act was implemented, this year Mr. Gehring is recommending that the District’s VFIS policy include a Career Rider to the part time policy at $742/year which will ensure eligibility compliance and eliminate possible issues with coverage for those who work an average of (27) hours per week. In the future, the number of part timers who work over (27) hours per week will be based on the previous year’s quantity.

Resolution 18-04 – 2018 FT and PT VFIS Accident & Sickness Policies:

Motion to approve as presented by: Mr. Anderson
Seconded by: Mr. Frager ROLL CALL: All ayes

Minutes of 12/20/17 Regular Session

Motion to approve 12/20/17 Regular Session minutes as presented by: Mr. Gauntner
Seconded by: Mr. Anderson ROLL CALL: (4) Ayes;
(2) Abstain – Adams, Frager


BILLS & PAYROLL (December 2017):
Bills ($39,009.27) and payroll ($185,848.04) totaling $224,857.31 are motioned for acceptance and payment.

Motion to approve bills and payroll as presented by: Mr. Wayman
Seconded by: Mr. Gauntner ROLL CALL: (5) Ayes;
(1) Abstain – Adams

December 2017 Financial Report: Joanne Clapp, Fiscal Officer, summarized the December Revenue and Expenses and reported that we are starting 2018 with a carryover of just over two million dollars. She commented that the District’s year end report is due soon at the State Auditor’s office and encouraged the Board to submit changes/additions as soon as possible. Ms. Clapp reported that she has been meeting with Banks regarding District investments and is looking forward to approving a new investment policy later in the meeting.

Mr. Gauntner stated that he met recently with Rita at Northwest Savings Bank and she reported that their current rate for interest earnings has increased to just over 1%.

Mr. Vest asked when the 2015-2016 Post-Audit report would be made available. Ms. Clapp answered that she was not sure yet, but committed to letting the Board know once a date is known.


LEGAL COUNSEL ISSUES: Ms. Dame reported that there has been a pre-trial regarding the Madison Seminary and the judge checked in with both counsels to make sure things were progressing smoothly and that the Seminary is still complying with the agreement. The judge will check in via telephone in a few months and Captain Sopko will keep Ms. Dame informed on any issues that will need to be reported at that time. So far, everything is moving forward. Captain Sopko reported that plans for the fire alarm system were submitted this date (due tomorrow).

Per Mr. Gauntner, the Madison Township Board of Zoning Appeals last week granted a conditional use for this historic venue to operate provided the Madison Seminary gets the fire alarm system installed by September 18, 2018. This allows the Seminary to generate funds to pay for the fire alarm system. He congratulated both Captain Sopko and the Zoning Department for the team effort to correct this public safety issue.

COMMITTEE REPORTS: None to report.


Resolution #17-44 – Workers Compensation Drug Free Workplace Policy:
Motion to remove Resolution #17-44 from the table for discussion by: Mr. Wayman
Seconded by: Mr. Gauntner ROLL CALL: All ayes

Stacy Dame provided a final copy of the proposed resolution and amendments to the District’s current Drug Free Workplace Policy for Board review.

Motion to approve the amended Drug Free Workplace Policy as presented by: Mr. Frager
Seconded by: Mr. Wayman ROLL CALL: (5) Ayes;
(1) Nay – Anderson

Mr. Gauntner thanked Ms. Dame for her efforts in amending the policy and asked that she submit a “clean” copy of the policy for District files.

Resolutions 17-46, 17-47 & 17-48 – Sale of AED Surplus: Stacy Dame reported that per her telephone conversation with Madison Village Legal Counsel, Joe Szeman, she confirmed that the Madison Senior Center is free to enter into a contract to purchase a District surplus AED. As a procedural matter, she recommended that Resolutions 17-46 (Township), 17-47 (Village) & 17-48 (Senior Center) be removed from the table for discussion and subsequently dismissed. She further recommended, that for clarity’s sake, all three sales agreements be approved at one time under Resolution #18-06.

Resolution #17-46 – Surplus Sales Agreement for (1) AED for Madison Township: Life Pak LP-1000 – Serial Number 38398650 – Sale Price $50

This resolution was removed from the table for discussion by: Mr. Anderson
Seconded by: Mr. Gauntner ROLL CALL: All ayes

Resolution #17-47 – Surplus Sales Agreement for (1) AED for Madison Village:
Life Pak LP-1000 – Serial Number 38398648 – Sale Price $50

This resolution was removed from the table for discussion by: Mr. Wayman
Seconded by: Mr. Adams ROLL CALL: All ayes

Resolution #17-48 – Surplus Sales Madison Senior Center:
Life Pak LP-1000 – Serial Number 39711774 – Sale Price $50

This resolution was removed from the table for discussion by: Mr. Anderson
Seconded by: Mr. Gauntner ROLL CALL: All ayes

Per Stacy Dame’s request, for clarity purposes, changes were made to the first sentence under the Resolutions 17-46, 17-47 & 17-48 – Sale of AED Surplus section on page 3.

Resolutions 17-46, 17-47 & 17-48 – Sale of AED Surplus (cont.):

Motion to Dismiss Resolutions 17-46, 17-47 & 17-48 as recommended by: Mr. Anderson
Seconded by: Mr. Wayman

Mr. Mike Gehring, District Insurance Agent, asked what training will be provided for the new owners of these AEDs. Chief Baker replied that the District can provide proper training and that the new owners are also protected by law.

ROLL CALL: All ayes

Resolution #17-54 – District Investment Policy:

Resolution #17-54 amends Resolution #09-27 and recommends an investment policy for the Madison Fire District.

Motion to remove Resolution #17-54 from the table for discussion by: Mr. Wayman
Seconded by: Mr. Gauntner

After a short discussion regarding changes previously recommended to the proposed policy that are not reflected in the current draft resolution, Ms. Clapp committed to reviewing all change requests to ensure that the working document includes all recommended changes by the February 21, 2018 meeting. Henceforth, per Board request, all additions to the working copy of the investment policy will be noted in color font and all deletions will be crossed out rather than being deleted making for easier review of changes made. Mr. Wayman and Mr. Gauntner withdrew their motion(s) to remove this resolution from the table for discussion and this resolution remains tabled for discussion at a later date. Mr. Anderson requested that the final draft be emailed to the Board as soon as possible to give them ample time for review prior to the next meeting.


Resolution #18-05 – Light Up The Park Donation: This resolution accepts an undesignated gift from Light Up The Park in the amount of Two Hundred and Fifty Dollars ($250) to be received by the District into the general fund and accounted for by the Fiscal Officer. Per Mr. Gauntner, Max Sorenson presented the check at the Madison Township meeting last week.

Mr. Vest recommended that this gift be designated for Educational purposes to be used for next year’s Light Up The Park event.

Motion to approve Resolution #18-05 with funds being designated as recommended
by: Mr. Anderson Seconded by: Mr. Wayman ROLL CALL: All Ayes


Resolution #18-06 – Sale of Surplus AEDs (Madison Township, Village, Madison Senior Center):

This resolution supersedes Resolutions 17-46, 17-47 and 17-48 (all three dismissed) and authorizes the Fire Chief to enter into an agreement with the Madison Township, Madison Village and Madison Senior Center for the sale of surplus AEDs as referenced below:

Madison Township: Life Pak LP-1000 – Serial Number 38398650 – Sale Price $50
Madison Village: Life Pak LP-1000 – Serial Number 38398648 – Sale Price $50
Madison Senior Center: Life Pak LP-1000 – Serial Number 39711774 – Sale Price $50

Motion to adopt Resolution #18-06 as presented by: Mr. Gauntner
Seconded by: Mr. Frager ROLL CALL: All ayes

CHIEF’S REPORT- January, 2018 – Chief Tod Baker:
(Per Chief Baker, due to the enormous time spent on the computer migration, the December Chief’s Report is not available and will resume in January, 2018.)
2017 Year End Report: Chief Baker advised the Board that he will have the 2017 Year End Report completed by the February 21, 2018 meeting.

2017 Budget: Chief Baker thanked all personnel for a job well done in their efforts to learn how the operation works and become more invested in the District. This commitment enabled us to trim the budget, eliminate waste and run the operation more efficiently which allowed the District to carryover in excess of Two Million Dollars at the end of 2017 as opposed to $360,000 at the end of 2016.

Auburn Career Center Affiliation Agreement: Per Chief Baker, the District is currently under an Affiliation Agreement with the Auburn Career Center for EMT and Paramedic Internships. Auburn Career Center has now approached him asking that the District sign an Affiliation Agreement to provide supervised Clinical Internships for some of their Fire and Fire Inspector students to enhance their learning and perfect their skills through observation and hands-on experiences. This partnership allows students to apply what they have learned in the classroom to in the field. The agreement includes standards that we provide to Auburn Career Center and vice versa. Auburn Career Center carries liability insurance on their students. Chief Baker asked the Board for approval to enter into the Fire/Fire Inspector Affiliation Agreement once Stacy Dame has completed her review of the agreement and approves the content therein. Chief Baker also outlined the benefits of this recruitment tool which enables us to identify potential candidates for future hire while they are still in school and makes it possible to approach them in times when new employees may be hard to find. Per Chief Baker, Auburn has needs and the District has needs and it is best that we work together to make things better for both of us.
Auburn Career Center Affiliation Agreement (cont.): 01-17-18

Motion authorizing Chief Baker to enter into a Fire/Fire Inspector Affiliation Agreement with Auburn Career Center upon review and acceptance by District Legal Counsel by: Mr. Wayman
Seconded by: Mr. Anderson

Mr. Frager asked if the agreement mentions exclusivity with just Madison. Chief Baker replied, “No, we have had people over the years from Auburn, Conneaut, Lakeland, Geauga, etc. and most local schools collaborate and share an availability scheduling program to simplify student sign ups”. Mr. Frager asked how many years the new agreement covers. Chief Baker answered that he believes it is an Evergreen, and Stacy Dame confirmed that it is a one year agreement that renews automatically for successive one year terms unless terminated by either party by certified mail at least 90 days prior to the cancellation date.
ROLL CALL: All ayes

Mr. Vest asked if Lakeland Community College has the same type of agreement. Chief Baker reported that Lakeland has a similar program, but they have not approached us for this service, however University Hospitals has contacted the District to enter into a similar type of agreement. Mr. Vest asked what protocol is with respect to participating in other school programs. Chief Baker stated that typically the schools and colleges contact us, not the other way around. Many schools like to work with Madison because of our high call volume because students have to meet objective standardized training levels beyond just number of hours – now they must have a certain number of patient assessments, start so many IV’s, etc.

Chief Baker reported that the Auburn Career Center’s Ladder Truck is currently being held at St. #3 while their new building is under construction. A Certificate of Insurance is forthcoming. In return, Auburn has given us $15,000 in online continuing education. The class offered is about $350 per person and will assist District employees in meeting their outside continuing education requirements each year.

Madison Nursing Homes: Chief Baker met with (6) Directors of Nursing Homes to continue discussions regarding the need for one private ambulance service in Madison. The District’s Transfer Program (2011-2015) caused some of the problem by taking away calls from private ambulance services who ultimately had to leave the area due to low call volumes. Per Chief Baker, Lake Health contracts with “Ambulance A” and the nursing homes contract with “Ambulance B” and there is not enough call volume to split the pie in half – somebody needs the whole pie. Chief Baker is currently working with Lake Health, Community Care Ambulance and Tri-County Ambulance to resolve the issue of one private service to transfer local residents to facilities outside Madison such as:
1) Transports to the VA Hospital in Cleveland where the patient’s doctor works
2) Transfers from Madison ED to outlying Hospitals (Tri-County Ambulance)
3) Transports for a large number of Nursing Home patients

Madison Nursing Homes (cont.): Also discussed was a possible Healthcare Coalition that would be invaluable for helping to serve the large number of patients in Nursing Homes in this area thereby keeping District personnel available for serving the other 23,000 residents of Madison. Another important topic of discussion was an Emergency Preparedness Plan in Nursing Homes that is needed in case there is a need to move or evacuate patients especially if the nursing home’s sister facility is a great distance away.

Emergency Reporting System: Per Chief Baker, migration of data to the new ERS reporting system was completed and verified in December. EMS billing can now be automatically transmitted weekly rather than monthly which should help to stabilize our billing cycle and revenue stream. Our next step is to utilize mobile data entry tablets to capture electronic patient signatures and other required documentation which will eliminate paper records and keep us in compliance with respect to the Medicare revalidation and audit processes.

Computer Network: Chief Baker reported that the transition to the CMH Cloud occured on January 8, 2018 including, but not limited to, servers, phones, station alerting, data migration, emails, reinstall drivers, copier/scanner/fax. CMH has migrated 90% of our data to the Cloud and all new computers have been installed. Shared drives, team drives and administrative drives have been set up and personnel now have the ability to collaborate together on projects and view changes in documents. Chief Baker commented that although we are currently using only a small portion of the system, it is growing quickly and the possibilities for streamlining our processes and involving, educating and keeping our staff “in the know” seems endless. The access of documents and email while offsite is a tremendous plus.

Call Volume: Per Chief Baker, this year the District responded 2,939 calls, just over 2,000 were EMS.

Board Folders: Chief Baker reported that he is creating an electronic board folder that can be accessed by Board members.

Chief Baker thanked Lt. Brian Faulhammer for his enormous assistance with the computer system changes and the entire staff for their positive energies and efforts in making this transition a success.

Joanne Clapp, District Fiscal Officer, reported that she will be unable to attend the March 21, 2018 board meeting as she will be at the Ohio Public Records and Local Government training in Columbus.

Chief Baker reported that he and Ms. Clapp will submit detailed recommendations for the final 2018 Budget to the Board for their review and approval within the next two weeks.

Closing Public Portion: None to Report.

Closing Board Comments:

Mr. Vest welcomed Mr. Adams to the Fire Board and Mr. Frager back to the Fire Board. He commented that he is looking forward to a great year.

Mr. Wayman agreed that we have turned a corner and everything looks brighter at the Madison Fire District. He commented that he looks forward to working together in 2018.

Mr. Gauntner commented that 2017 was a hard year but that we are going in the right direction.

Mr. Gauntner inquired about a sprinkler system reported on the December Inspection Report for a group home on Abiding Way and commented that these homes are not regulated under Township zoning. Captain Sopko reported that it is a wet system sprinkler and that it is his understanding that Madison could see more of these group homes because the State is cracking down on the large institutions and they want more neighborhood based homes.

Motion to Adjourn Regular Session @ 8:35 pm by: Mr. Anderson
Seconded by: Mr. Gauntner ROLL CALL: All ayes

__________________________ _______________________
Mark V. Vest, Chairman Nila Brass, District Clerk

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