June 20, 2018

Posted by: mfd2104

CALL TO ORDER @ 7:00 pm

x Mr. Adams x Mr. Gauntner x Chief Baker
x Mr. Anderson x Mr. Vest x Joanne Clapp
- Mr. Frager (excused) x Mr. Wayman x Stacy Dame


Joanne Clapp, Chief Fiscal Officer, reported that the Madison Fire District is required to submit a 2019 Preliminary Budget to the Lake County Auditor’s Office on or before July 15, 2018. The proposed Preliminary Budget has been on file in the Administrative Offices for public view and the June 20, 2018 Public Hearing Notice has been published in the newspaper for more than 10 days each as required. Ms. Clapp gave a detailed summary of Resolution 18-19 and the proposed Tax Budget (Exhibit A). Dollar figures were based on a projected budget compiled by Chief Baker and Ms. Clapp explained that this preliminary budget will need to be reviewed, and probably amended, if the levy passes in November 2018. The final 2019 Tax Budget will be resubmitted to Lake County in March 2019.There were no questions or comments from the public in attendance.


SWEARING IN CEREMONY: Chief Baker introduced Madison Fire District’s newest Part Time member and Stacy Dame, legal counsel, swore in Michael Fier, Firefighter/ Paramedic.

Minutes of 05/16/18 Regular Session

Motion to approve the 05/16/18 Regular Session minutes as presented by: Mr. Wayman
Seconded by: Mr. Gauntner ROLL CALL: All ayes

BILLS & PAYROLL (May 2018):
Bills ($34,096.27) and payroll ($139,772.26) totaling $173,868.53 are motioned for acceptance and payment.

Motion to approve bills and payroll as presented by: Mr. Anderson
Seconded by: Mr. Adams ROLL CALL: All ayes
May 2018 Financial Report: Joanne Clapp, CFO, summarized the May Revenue (including Tax Rollback payment) and Expenses.

Ms. Clapp requested that the Board review the District’s Money Market investment with Andover Bank ($1,439,023.50) and consider putting that money in a Star Ohio Investment that will bring in more earned interest. She reported that, in May 2018, the District earned $183 in interest from the Money Market account.

Per Ms. Clapp, last month another local department with $188,992 invested in Star Ohio earned $299.55 in interest. Yet another department has $1.1 million in Star Plus and, in May 2018, earned $1,822 in interest. She proposed that we remove the funds invested in the Money Market account and reinvest it in Star Ohio.

Mr. Vest asked if there are any penalties associated with the withdrawal of the Money Market Account and how long the District will be locked into the Star Ohio investment without being able to access the funds. Ms. Clapp replied that she will double check with Andover that there will be no penalties with the initial Money Market investment, and Star Ohio is liquidated so the money can be pulled out at any time with only a 3-day wait for processing.

Mr. Gauntner put forth a motion that the Board authorize Joanne Clapp, CFO, to remove $1,439,023.50 from the existing Andover Money Market Account and reinvest said funds in Star Ohio provided that there are no early withdrawal penalties.

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

Ms. Clapp committed to discussing the details with Andover and Star Ohio and sending the Board an email with her findings.

OPENING PUBLIC PORTION: Dan Ellenberger, Director of EMS with University Hospitals and Ashley Fertig, Chief Nursing Officer at University Hospital Conneaut asked if the Board had any questions or comments about their new role as Medical Direction for the Madison Fire District.

Mr. Gauntner asked if University Hospitals has given any thought to expanding their existing facility on Rt. 528 by the YMCA to include walk-in care. Mr. Ellenberger commented that they are looking at a business plan and the challenges of putting a convenient care or urgent care in the Physician’s Office on Rt. 528 to serve community’s needs, including occupational health. He also commented that he urges the Board to continue to push him to get that done starting with meeting with the Physicians and recruiting Nurse Practitioners to make sure they have been given the opportunity to express their needs and concerns and are on board with the new plan. Mr. Vest reported that there may be incentives available through the Village that he would be happy to discuss with University Hospitals, if desired.

Mr. Adams asked what timeframe is being discussed for making these changes. Ms. Fertig responded hopefully by the end of the year. Laboratory services and radiology are already available in this facility and the goal is to have specialists in the same building alongside the primary care doctors already there.

Mr. Gauntner commented that employee physicals and drug testing services are needed locally to keep crews available if needed for calls. Ms. Fertig stated that those services are currently available at UH Geneva but can, perhaps, be made available in Madison as well. UH is committed to serving Police Officers and Firefighters as quickly as possible to get them back into the community. Their goal is to bring as many services as possible to the stations, address community needs and keep everybody healthy which is how to save money on health care plans.

Mr. Gauntner asked what training will be made available by University Hospitals. Chief Baker reported that Dr. Garlisi has been at the station several times already and UH is coming out the next three days to train personnel on a new medical device for airway management and training on UH protocols.

Per Chief Baker, District personnel are still transporting patients to wherever they want to go to keep them within their physician’s system. The only change so far in our transport destinations is that patients in Healthcare facilities who have UH doctors are now being taken to UH Geneva where their doctors and records are located.

To Mr. Vest’s inquiry, Chief Baker reported that he will be sending a letter requesting a meeting date with Lake Health Systems as soon as District personnel are trained in UH protocols and a foundation is made including notifying the State of Ohio and the State Board of Pharmacy that our Medical Director has changed. The goal is to have the transition to UH completed by July 1, 2018. Per Chief Baker, the District has had a long standing relationship with Lake Health Systems and he would like to conduct an exit interview to answer questions that they may have and to return equipment as needed.


COMMITTEE REPORTS: None to report.


Resolution #18-16 – (2) Ambulance Purchases:

This resolution, and Exhibit A, authorizes the purchase of two (2) 2016 Ford E350 Braun Express Ambulances, in an amount not to exceed Two Hundred Thirty-Three Thousand, One Hundred Twenty Six Dollars and Zero Cents ($233,126.00) from Penn Care, Inc. through the Ohio Department of Administrative Services, Office of State Purchasing Cooperative, authorizes payments provided therein, and declares an emergency.

Motion to approve Resolution #18-16 as presented by: Mr. Gauntner
Seconded by: Mr. Anderson

Per Chief Baker, delivery will depend on how long it takes Stryker to install the District-owned Lift Systems, but the target goal is August 1, 2018. It is Chief Baker’s intent to sell Squads 2152 and 2162 on Govdeals once the new squads are in service.

ROLL CALL: All ayes

Resolution #18-17 – Records Custodian:

This resolution designates and appoints the Fiscal Officer/Clerk of the Madison Fire District as the Custodian of Records.

Motion to approve Resolution #18-17 as presented by: Mr. Gauntner
Seconded by: Mr. Adams ROLL CALL: All ayes

Resolution #18-18 – Fire Code:

This resolution adopts the 2017 Ohio Fire Code, and any amendments thereto, as the applicable Fire Code of the Madison Fire District.

Motion to approve Resolution #18-18 as presented by: Mr. Adams
Seconded by: Mr. Anderson

Mr. Vest asked Chief Baker to write up a summary overview of the changes between the previous code and the 2017 Code being proposed. Chief Baker agreed.

ROLL CALL: All ayes

Resolution #18-19 – Tax Budget 2019:

This resolution adopts the Madison Fire District’s Tax Budget for the fiscal year beginning January 1, 2019 to be submitted to the Lake County Auditor on or before July 15, 2018 for consideration of the Lake County Budget Commission.

Motion to approve Resolution #18-19 as presented by: Mr. Wayman
Seconded by: Mr. Gauntner ROLL CALL: All ayes

Resolution #18-20 – Reappropriations (Capital – New Squads):

This resolution amends and approves the permanent appropriation for current expenses and other expenditures of the Madison Fire District during the period ending December 31, 2018. This includes moving unappropriated funds to Capital for the new squad purchases.

Motion to approve Resolution #18-20 as presented by: Mr. Gauntner
Seconded by: Mr. Wayman ROLL CALL: All ayes

Resolution #18-21 – Reappropriations (Debt):

This resolution authorizes the Fiscal Officer of the Madison Fire District to transfer funds from the General Fund (1000) to General (Bond) (Note) Retirement Fund (3101) and declaring an emergency. (Payment is $266,937.50 – Due July 15, 2018.)

Motion to approve Resolution #18-21 as presented by: Mr. Anderson
Seconded by: Mr. Wayman ROLL CALL: All ayes

NEW BUSINESS: None to Report.

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

1) Staff Recognition: Chief Baker recognized members for their service time:

a. FF Charley Barnicoat- 26 years
b. FF Richard Camp- 26 years
c. FF Rudy Graham – 24 years
d. FF Doug Rought – 7 years
e. FF Tyler Hallquist – 7 years
f. FF Matt Drew – 2 years
g. FF Sam Erdani – 2 years

2) Officers Meeting: The Medical Direction change and transport destinations were the main focus at the June Officer’s meeting. University Hospitals has brought their A-game and things are progressing well. They are providing training and have upgraded some of Madison’s equipment (glucometers, intraosseous drills, hard shells for the Lucas Devices).

3) EMS Billing: EMS revenue is about 10% above projections which is attributed to good report documentation, run volume and increased mileage. Currently the budgeted EMS revenue is at $450,000, but we are on pace for $540,000.

4) Call Data/Staffing: District personnel have responded to (1356) calls in the first five months of 2018 – average (9) calls/day. Although we are entering summer vacation season and we still have injury leaves, staffing is thin but stable with very little overtime.

5) Vehicle Maintenance and Fuel: Chief Baker stated that these are issues we need to address, but will wait until later in the year to reappropriate funds after we have seen how the new squads affect the overall cost of fleet maintenance and fuel costs.

6) Healthcare Facilities: Chief Baker reported that he has noted some decline in responses required to Healthcare facilities – down 40%.

7) Survey Monkey: Chief Baker reported that personnel were recently surveyed on their understanding and opinion of several topics including Communication with Officers, understanding of the Organization, Expectations, Budget and Staffing and the results will be used to improve training selection. 99% of staff reported that there is better communications and a deeper understanding of how the operation works and what is expected of them. Mr. Vest requested that Chief Baker continue to report on University Hospitals performance as Medical Director.

Closing Public Portion: None to Report.

Closing Board Comments:

Mr. Vest commented that, by winter, he would like to have a process inhouse to clean the undercarriage of vehicles.

Mr. Gauntner stated that the department has come a long way in the past 12 months and he thanked Chief Baker, Captain Meister and Captain Sopko for their hard work turning the District around and heading it in the right direction.

Mr. Anderson thanked Chief Baker for keeping the Board well informed.

Executive Session: 06-20-18
Motion to adjourn to Executive Session to discuss Employee Compensation @ 8:07 pm
by: Mr. Gauntner Seconded by: Mr. Wayman ROLL CALL: All ayes

Mr. Vest reconvened Regular Session @ 8:23 pm.

Resolution 18-22 Chief Baker – Additional Compensation:

This resolution authorizes additional compensation to Tod Baker, Fire Chief, increasing his annual salary in the amount of Five thousand Dollars ($5,000) and authorizing payments provided herein. This is pursuant to the Memorandum of Understanding for employment of Tod Baker as Fire Chief as entered into on June 21, 2017 (Resolution 17-23). Upon completion of a review and evaluation, the Board of Trustees is satisfied with the performance of the Fire Chief and would like to approve this one-time increase as agreed to in the Memorandum of Understanding prior to his hiring.

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

Mr. Vest reminded everyone of the July 18, 2018 Regular Session at Station #3 and the August 15, 2018 Regular Session at Station #2.

Motion to adjourn Regular Session @ 8:24 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