July 18, 2018

Posted by: mfd2104

CALL TO ORDER @ 7:00 pm

x Mr. Adams x Mr. Gauntner (arrived 7:04) x Chief Baker
x Mr. Anderson x Mr. Vest x Joanne Clapp
x Mr. Frager x Mr. Wayman x Stacy Dame



DISTRICT ANNUAL INSURANCE POLICY RENEWAL: Mr. Mike Gehring of Gehring’s Insurance Agency summarized the Property and Casualty Insurance for the August 1, 2018 renewal. He reported that the premium quote dated July 9, 2018 reflects an annual premium of $37,722 which includes a 4% inflation factor increase for the buildings and contents, and an increase in the agreed value for Engines #2113 and #2123 from $343,350 to $425,000 each. Said quote also includes both of the new squads recently purchased (not yet received) and both of the older squads that will be sold at a later date once the new squads are in service. Since the new squads will not be delivered by August 1, 2018, the adjusted premium of $34,879 is being used for calculating the bi-annual premium payment. The premiums for August 1, 2018 ($17,443) and February 1, 2019 ($17,446) will remain unchanged throughout the premium year with the following adjustments made as squads are added and removed from the policy:

A premium invoice will be sent to MFD in the amount of $1,421.10 for each of the new squads once delivered.
A credit/check will be issued to MFD in the amount of $1,326* once squad #2162 is sold; and
A credit/check will be issued in the amount of $1,324* once squad #2152 is sold.

*This will depend on when the older squads are sold. The credit/check will be issued based on actual unused premium.

The premium amount of $35,072 represents the District’s final 2018 Property and Casualty Annual cost once the new squads are received and added to the premium, and the two older squads have been sold and are deleted from the premium which is the ultimate goal throughout this renewal period ($34,879 + 1,421.50 +1,421.50 -1,326* – 1,324* = $35,072). This figure ($35,072) is the amount proposed for the 2018 Property and Casualty Renewal Policy in Resolution #18-23 to be considered by the Fire Board later in this meeting.

Minutes of 06/20/18 Regular Session

Motion to approve the 06/20/18 Regular Session minutes as presented by: Mr. Adams
Seconded by: Mr. Wayman ROLL CALL: (5) ayes
Abstain – Frager

Minutes of 07/03/18 Special Meeting (Pending Litigation)

Motion to approve the 07/03/18 Special Meeting minutes as presented by: Mr. Anderson
Seconded by: Mr. Wayman ROLL CALL: (5) ayes
Abstain – Adams

BILLS & PAYROLL (June 2018):
Bills ($307,132.79) and payroll ($136,546.55) totaling $443,679.34 are motioned for acceptance and payment.

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

June 2018 Financial Report: Joanne Clapp, CFO, summarized the June Revenue and Expenses (including the principle and interest payment on Station #3 and the Perry/Madison Aerial Truck Maintenance). Mr. Gauntner asked Ms. Clapp if she is comfortable with the total expenditures now that half the year has passed. She stated that she is satisfied and commended Chief Baker for his diligent oversight of the budget.


LEGAL COUNSEL ISSUES: Stacy Dame, Legal Counsel, reported that the VSSR hearing was held on July 10, 2018. She talked to Attorney Germano and he indicated that a transcript will first be prepared and then a decision will be issued which should be forthcoming, probably within 30 days.

Ms. Dame reported that she had a telephone conference with the court regarding the Seminary issue on July 12, 2018. Captain Sopko indicated to her prior to the conference call that he had checked the progress of the new fire alarm on July 7, 2018 and that the owners and his workers are making good progress and are shooting for a completion date in August 2018. He does continue to send the weekly fire watches and guest lists as required. Ms. Dame reported that, if all goes well, everything will be lifted in September 2018. They told the court that if things continue to go well, we will submit an agreed entry and basically be done with the injunction, but if not, we will call and get the court involved.

Mr. Vest inquired about the status of the damaged light pole near the pond. Chief Baker reported that it has not yet been repaired.

COMMITTEE REPORTS: None to report.

PROPOSED LEVY COMMITTEE: Mr. Vest suggested that the Board consider establishing an Election Committee for the purpose of raising funds for signs, literature and mailing flyers to clearly and completely advise the public of our needs and goals and to assist, as needed, in promoting the levy this coming November. Mr. Frager asked if there was a sub committee already helping the Chief with promotional planning and execution. Chief Baker reminded the Board that we still have the Friends of the Madison Fire District PAC which has a small amount of funding left from the last election cycle and he committed to keeping the Board informed of their plans so we are all working together and not going in different directions.

Chief Baker also reported that he is planning a Meet-and-Greet Open House (date TBD) to facilitate an opportunity for the public to meet the Firefighters and Paramedics/EMTs who have responded in their time of need. Chief Baker and the Officers are compiling an invitation list of those whose lives have been impacted over the past year and have benefited from the services provided by the Madison Fire District. It is his intent to continue building the community relationship and is drafting an FAQ sheet to answer common questions and help residents understand the financial “wheres-whys-and-hows” of our current situation and our ultimate goals for the next 5 – 10 years.

Chief Baker reminded the Board that he submitted (3) different Financial Planning options at the June meeting for Board review that focuses mainly on debt reduction to save on interest payable and upgrading/replacing the District’s Fleet. These proposed options detail conservative, moderate and aggressive approaches to using District funds that will secure the future over the next 10 years. Chief Baker agreed with Mr. Frager that the Board should immediately review these options and decide on a common direction so levy flyers can be written and distributed to the public. The Board committed to reviewing the submitted options, and preparing notes, questions and ideas to finalize this discussion at the August 15, 2018 meeting. Chief Baker stated that it is time for the Board, the Firefighters, the Officers, the Administrative Staff and the PAC to commit to “doing their homework”, coming together at the August meeting, and agreeing – as a team – on a common strategy forward. Mr. Vest commented that District personnel did an excellent job last time of documenting the District’s needs and informing the public and he, once again, offered the Board’s support in assisting them in any and every way.

Mr. Vest and Mr. Adams led a discussion on how to inform the public that the Board wants and needs them to attend the August 15, 2018 meeting @ St. #2 so they can see first hand some of the challenges we face and learn what goals we have regarding the proposed levy funds. Chief Baker reported that he is scheduled to speak at the Chamber of Commerce meeting next week and plans to meet with Senior Center staff to set up a time to visit there. He believes that people want to know what our goals are and what the plan is to meet those goals, and he is committed to meeting with anyone or any group to give them the answers they seek regarding the District’s future.

The Board requested that they be provided with a packet of information that can be given to anyone asking them questions about the levy that will clearly reflects our needs and goals. This information should detail the proposed plans to; 1) save thousands of dollars in interest by reducing the debt; 2) bring the District’s Fleet up to date; 3) assure them that this levy addresses the District’s future needs for many years to come.


District Investments: Joanne Clapp, CFO, reminded the Board of their directive at the June 20, 2018 meeting to remove funds from the current Andover Bank Money Market Account and reinvest said funds in Star Ohio. Per said directive, she contacted Jamie at Andover Bank and was ultimately informed that Andover Bank had just introduced a new Public Funds Money Market Account that would earn $100 more per month than the proposed Star Ohio Account. The Board acknowledged that Ms. Clapp had emailed the details of the new Andover Account for their review and she asked how the Board wanted her to proceed. Mr. Gauntner asked her opinion and which investment she recommended. Ms. Clapp answered that she would recommend reinvesting in the new Public Funds Money Market Account with Andover Bank.

By general consensus, the Board directed Joanne Clapp to set aside their June 20, 2018 directive to reinvest $1,439,023.50 from the existing Andover Bank Money Market Account to Star Ohio. The Board issued a new directive that she transfer $1,439,200.91 (plus any additional interest earned at the time of the transfer) from the existing Andover Bank Money Market Account to Andover Bank’s new Public Funds Money Market Account.

Motion by: Mr. Anderson Seconded by: Mr. Wayman ROLL CALL: (5) ayes
Abstain – Frager

Mr. Vest directed Ms. Clapp to make arrangements with Andover Bank for him to sign the required documents and let him know.


Resolution #18-23 – District’s Annual Property/Casualty Insurance Renewal:

This resolution, and Exhibit A (insurance proposal), authorizes the renewal of the District VFIS Property and Casualty Insurance Plan/Coverage for the August 1, 2018 to August 1, 2019 policy year as quoted by Mr. Michael L Gehring of Gehring’s Insurance Agency, and authorizes the Fiscal Officer of the Madison Fire District to remit payments pursuant to the contract terms in the total annual premium amount of Thirty Five Thousand Seventy-Two Dollars and Zero Cents ($35,072).

Resolution #18-23 – District Annual Insurance Renewal (cont.): 07-19-18

Ms. Dame reminded the Board that the initial quote presented earlier in the meeting (page 1) in the amount of $37,722 includes the (2) new squads recently purchased. Since the new squads will not be delivered by the August 1, 2018 renewal date, the provision provided within the quote to reduce the premium will be applied and the adjusted premium of $34,879 be used for the 2018-2019 annual premium.

Ms. Dame, however, recommended that the premium amount in Section 2 of Resolution #18-23 be amended to $35,072 which represents the expected overall 2018-2019 premium once the new squads have been added and the two older squads have been removed. Per Ms. Dame, amending the resolution as recommended will authorize the Fiscal Officer to; 1) make payments on the bi-annual payment as approved and; 2) process debit and credit adjustments for adding new squads and removal of old squads. She also recommended that the last sentence in Section 2 of Resolution #18-23 be deleted because the renewal amount is no longer an increase in the annual premium.

Motion to approve Resolution 18-23 in the amount of $35,072 as amended by: Mr. Adams Seconded by: Mr. Frager ROLL CALL: All ayes

Resolution #18-24 – Be Fit Gym Donation:

This resolution accepts a donation from Be Fit Gym in the amount of One Hundred Dollars and Zero Cents ($100) for the purchase of Smoke Detectors for the District’s Senior Program.

Motion to approve Resolution #18-24 as presented by: Mr. Anderson
Seconded by: Mr. Gauntner ROLL CALL: All ayes

Resolution #18-25 – The Triple T Foundation Donation:

This resolution accepts a donation from The Triple T Foundation and Mr. Warren Jones, President of WKKY Radio Station, in the amount of One Thousand Five Hundred Dollars and Zero Cents ($1500) for the upgrade, or purchase, of firefighting or emergency equipment.

Motion to approve Resolution #18-25 as presented by: Mr. Anderson
Seconded by: Mr. Wayman ROLL CALL: All ayes

CHIEF’S REPORT- July 2018 – Chief Tod Baker:

1) Staff Recognition: Chief Baker recognized members for their service time:
a. Captain Terry Sopko – 31 years
b. FF Dustin Sample – 18 years
c. FF Ben Erdani – 7 years (LOA)
d. FF Brandon Baker – 2 years

2) Officer’s Meeting: Per Chief Baker, District Officers continue to be engaged and productive. He has completed evaluations for Captain Terry Sopko and Captain Justin Meister and reported that they are doing an outstanding job. The Firefighters are taking ownership and it feels like things are finally starting to settle into place.

3) EMS Billing: EMS revenues are still up.

4) Call Data/Staffing: District personnel have responded to (1598) calls in the first half of 2018 to (863) unique addresses and are impacting a significant number of people in the community.

5) Budget Overview: Chief Baker reported that we are on track with revenue and expenses at 50.6%. The Bond payment, HSA, BWC and the first half Insurance payments, etc. are behind us so he expects expenses to level off and be under budget at year end.

6) Manning: Staffing costs-to-date are on point. We currently have (8) employees off on medical leave (25% of Part Time Staff) and we had to mandate (24) hours of overtime for next week’s schedule. The firefighters are doing a good job of covering the calendar, but we expect increased staffing costs in the next month to maintain minimum manning.

7) Vehicle Maintenance and Fuel: Chief Baker stated that Chase Vehicle #2117 has been returned to service following the recent deer accident. Fuel costs are still being closely monitored.

8) Healthcare Coalition: Chief Baker reported that, although we are not having as much dialog as in the past about getting patients the right service and to the right place, we have experienced a nice drop in the number of calls for service to Healthcare Facilities and the number of overlapping calls are down.

7) Regional Training: University Hospitals, Metro Health, and Cleveland Clinic have agreed to send instructors to Madison Fire every three or four months to provide education for people in Lake, Geauga and Ashtabula Counties. Dr. Jim Sauto, Medical Director for the Cleveland Clinic, will be here on August 6, 2018 for STEMI education and Dr. Travis Gullett from Metro Health Medical Center will be out in September (date TBD) to do a class on “Caring for your Own”. University Hospitals is scheduled in October (date/class TBD). The goal is to improve our own education and incorporate it regionally to make it available to other neighboring departments.

Mr. Gauntner inquired if Chief Baker is satisfied with the level of education District employees are receiving now that we are with University Hospitals. Chief Baker reported that the level of involvement and the level of training has improved and our crews are using new methods and equipment under the new medical direction. There have been no complaints from District staff.

CHIEF’S REPORT- July 2018 – Chief Tod Baker: 07-19-18

Mr. Frager asked for clarification regarding a few topics including healthcare facilities transports, budget reporting and emergency reporting capabilities and team drive board folder security.

Closing Public Portion: None to Report.

Closing Board Comments:

Mr. Adams requested that Chief Baker thank everyone who took such excellent care of his mother when she was injured a couple of weeks ago.

Mr. Vest reminded everyone of the August 15, 2018 Regular Session at Station #2.

Chief Baker reported that he will be on vacation the first week of August and will email the details to the Board.

Mr. Vest reported that he will be out of town from July 29 through August 14, 2018.

Joanne Clapp reported that she will be out of the office next week.

Motion to adjourn Regular Session @ 8:05 pm by: Mr. Gauntner
Seconded by: Mr. Wayman ROLL CALL: All ayes

__________________________ _________________________
Mark V. Vest, Chairman Nila Brass, Administrative Assistant

Category: 2018, Board Meeting Minutes