March 21, 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
x Mr. Frager x Mr. Wayman x Stacy Dame



Motion to Adjourn to Executive Session to discuss Pending Court Action and Employment @ 7:06 pm by: Mr. Frager Seconded by: Mr. Gauntner ROLL CALL: All ayes

Regular Session Reconvened @ 7:49 pm.

Minutes of 02/21/18 Regular Session

Motion to approve 02/21/18 Regular Session minutes as presented by: Mr. Wayman
Seconded by: Mr. Adams ROLL CALL: (5) Ayes; (1) Abstain
BILLS & PAYROLL (February 2018):
Bills ($83,295.02) and payroll ($132,513.51) totaling $215,808.53 are motioned for acceptance and payment.

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



St. #3 Light Post: Mr. Gauntner asked Stacy Dame, legal counsel, for an update on the broken light post in the front parking lot at St. #3 (automobile accident). Ms. Dame reported that she still has not been contacted by the gentleman who caused the accident and will call the Probation department to discuss the issue.

Captain Sopko reported that the correct replacement post has finally arrived and the contractor is waiting on the weather to install.

CMH Cloud Migration and Master Service Agreement Electronic Signatures:
Mr. Gauntner reported that he has received another email from CMH requesting his electronic signatures on the Cloud Migration and HIPAA Agreements (Resolution 17-38 – Exhibits A & B) and the Cloud Master Service Agreement (Resolution 17-45 – Exhibit A). He asked Ms. Dame for her opinion of whether an electronic signature is permitted as an official public record of him signing the documents. Ms. Dame explained that the Ohio Revised Code states that if the law requires a signature, and an electronic signature satisfies the law, then an electronic signature is acceptable. Ms. Dame stated that she has reviewed various Attorney General opinions regarding the topic in general and reported that, as long as you (Gauntner) have the required validation from the Board and the authority to sign the contracts, and have proof that you submitted your electronic signature (which CMH is required to make available to you), she does not think there would be any problem and that the electronic signatures should be valid and should not have a legal effect on the contract(s). Per Ms. Dame, the practice is becoming more and more commonplace.

Chief Baker reported that he has requested, for District files, that CMH sign the hard copies signed by Mr. Gauntner last year when the resolutions/agreements were adopted.

COMMITTEE REPORTS: None to report.


Resolution #17-54 – District Investment Policy:
To remain tabled until April, 2018.

District Opticoms: Mr. Vest asked if there were grants available for more opticoms at intersections in the District. Captain Sopko reported that a 4-way opticom costs approximately $100,000. Mr. Adams commented that, as a Madison Village police officer, he uses them every day and half the time they don’t work and he would rather use the money elsewhere. Mr. Vest stated that he was concerned with the safety of our officers. Mr. Adams called it a false sense of security and commented that the key is to get the people to stop and/or slow down when emergency vehicles are nearby. Captain Sopko stated that police officers and first responders cannot take this tool for granted and must always use caution to keep themselves and others safe.


Resolution #18-08 – 2018 Annual Appropriations:

This resolution provides for the current expenses in the Budget of the Madison Board of
Trustees during the fiscal year ending December 31, 2018.

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

Resolution #18-09 – Reid Donation:
This resolution accepts an undesignated gift from James and Jeanne Reid in the amount of Twenty-Five Dollars ($25) to be received by the District into the general fund and accounted for by the Fiscal Officer.

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

Resolution #18-10 – National Child Abuse Prevention Month:

This resolution recognizes National Child Abuse Prevention Month, a national effort to raise public awareness of the problem of child abuse.

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

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

1) Chief Baker recognized the following members for their anniversary and time in service:
a. FF. Jim Turek- 36 years
b. FF. George Budzicki- 1 year (his second time)

2) Chief Baker accepted the resignation of FF. Daniel Tramte who served the
department less than one year. He left to pursue further education and is someone
we would gladly welcome back to the department.

3) Monthly Officer’s meetings continue to be productive. The March meeting focused on the budget, vehicles and maintenance and the continued operation of the department.

4) Committee Meetings:

The EMS Committee has had meetings and discussions about the departmental needs. The identified needs are currently updates/upgrades in equipment since we have invested little over the past several years.

The SOP Committee has met and is working on revision recommendations to the current SOP’s which have not been reviewed since 2015. The recommendations are being reviewed by the Officers and will be updated as indicated by our leadership.

5) Our EMS Billing has been audited and we are current year-to-date. There were some delays in billing during the reporting software changeover, however these issues have been resolved.

6) Now that the budget has been approved, we will once again be issuing the monthly budget worksheets.

7) The computer system is up and working well. The department had an in-service from CMH to review other opportunities within the system, including video-conferencing.

Team folders have been developed to share information between the administration, officers and staff and to make items available such as personnel files, invoices and payments, and budget information.

A Team folder has been set up for monthly board folders, 2017 completed minutes and 2017 final resolutions. We can assist with setting up board members so they have digital access to the information through their computer, tablet or phone. The goal is to reduce the paper/copier usage and streamline our records management system.

The department continues to have two open BWC claims which include loss of time, and significantly impacts our rates. A third claim has been filed and we will have an additional member off for a period of up to four months. This may also impact the budget if overtime is needed to maintain the minimum staffing.

8) The department has completed the renewal of our Annual Drug License with the Ohio Board of Pharmacy.

9) We have filed with the Division of Public Safety to renew our department’s continuing education site verification. This renewal will allow the department to continue to provide continuing education for the staff and assist them in maintaining their certifications. This is a cost savings for Madison as we do the majority of the training in-house.

10) The department is hosting two “Stop the Bleed” classes at 9:00 am and 11:00 am on March 31, 2018 at St. #3. This date was identified as National Stop the Bleed Day by the Stop the Bleed Coalition. This is a National Program created following a Presidential Declaration by President Obama in 2015 in the aftermath of the Sandy Hook school shootings in Connecticut. This is a civilian based course designed to educate citizens from all backgrounds and of all ages how to make a real difference by minimizing deaths caused by bleeding. Chief Baker stated that he has reached out to several local leaders, with little to no response, and he asked that Board members “pass the word” about this valuable, proactive training.

Monthly Budget Overview:

Budget management is a priority to maintain efficient operations of the department. Each month the budget is reviewed to identify areas where we can be more cost effective with the precious resources provided by the community. The leadership staff reviews the expenses, identify potential spending issues or other areas of need. The goal of the monthly budget review is to keep the department on track with the projected budget, manage costs and keep the department functioning within the context of the budget and to insure the efficient operation of the fire department by using a general guideline of spending 8.3% of the budget per month.

Call Activity: Madison responded to a total of 559 calls for service in January and February 2018 – up 15%. At this pace, we will have an 2018 annual volume of 3,500 – last year was 2930. Madison responded to two working structure fires over the past month – South Ridge Rd.- estimated loss $52,500 – Dorchester Ave.- estimated loss $25,000.

Healthcare Coalition:

The goal of the coalition is to work on solutions for facing the challenges within our local healthcare community which includes the local Emergency Department, area Nursing Homes, the private ambulance services and ultimately the Madison Fire District. Madison Fire responded to 120 calls at healthcare facilities (most were non-emergency) in January and February of this year which is 16% of our run volume. The numbers indicate the growing demand on our Emergency Services and the coalition is identifying solutions to this growing need in the healthcare community. The goal is to demonstrate the need for a secondary service in Madison to support many of the non-emergent calls for service including increased patient transfers from local doctor offices caused by the the closing of the Madison Urgent Care facility. As the population continues to age, specifically the “baby boomers”(1945-1965), all indicators show an increased need for prehospital care.

On March 26, 2018, the Healthcare Coalition will meet again to review strategies to improve the private ambulance presence in Madison. The goal is to provide more timely non-emergent responses to Nursing Homes and reduce the dependency on local Emergency Services as a safety net when private services are not readily available. Per Chief Baker, if this trend continues, we will have staffing problems. A dedicated private ambulance service in Madison will ensure more timely transfers from the Emergency Department on to other facilities and return trips to homes and nursing homes.

Currently, Lake Health Madison has contracted with Tri-County Ambulance and most Nursing Homes in Madison have contracted with Community Care. As discussed at the January board meeting, there is not enough call volume in Madison to split the pie in half – one private service needs to have the whole pie. Chief Baker is meeting with Rick Cicero of Lake Health at the March 26th coalition meeting to discuss this critical issue and hopefully get him on-board with the coalition to take the necessary steps towards forming a relationship with one private service.

Mr. Frager asked what kind of timeline Chief Baker is looking at to implement this change. Chief Baker stated that it may take some time to educate staff members in the various healthcare facilities of the new process of who to call and under what circumstances. It could take several months of reviews to ensure the best utilization of resources.

Medical Direction: Chief Baker reported that he and the officers continue to explore the pros and cons of other options available regarding the District’s Medical Direction and Continuing Education. The Cleveland Clinic, MetroHealth and University Hospitals have all expressed an interest in participating with Madison. There are a lot of positive ideas being considered which will be brought before the board in the near future.

Fire Loss Claims – Demo Fund:

Captain Sopko explained that it was his understanding that there is a formula used to determine the amount paid by insurance companies for demo funds. He found no calculation sheets at all in District records. He spoke with the insurance adjuster at the recent South Ridge fire about the particulars of demo funds and the adjuster explained that the fire department doesn’t calculate the demo fund amount, the insurance company does. According to the adjuster, the State has a revised code section which reads that insurance companies are obligated by law to pay 2/15 of the amount of the policy into the demo fund to townships and municipalities who have created demo fund resolutions or ordinances.

Captain Sopko commented that he was getting questions from the township as to why the insurance companies are sending checks to the Fire District. Captain Sopko stated that he did not know why checks were coming directly to the fire District in the past. He has since found out that the law requires these demo fund checks go to the townships or municipalities, and that the fire department has no involvement in it at all. The fire department may work with the township or municipality to let the insurance company know when the clean up is done so the check can either be sent back to the insurance company or sent on to the homeowner as specified in the policy. Basically, the money is held so there is money in the demo fund to pay for services rendered in case the owner takes the money and runs.

Captain Sopko reported that what he’s learned is that the Madison Township has had a demo fund since 2001 which is tracked in their budget, but the Madison Village does not. If there are fires in the Village, it is his understanding that the insurance companies are not obligated to pay into a demo fund. Captain Sopko encouraged the Village to look into this situation stating that it would be beneficial. He placed a copy of the Ohio Revised Code 3929.86 Fire Loss Claims sheet in the Team Drive Board folder for their review.

Chief Baker commended Captain Sopko for his efforts in researching this somewhat confusing issue. Mr. Vest thanked him for making the them aware of the demo fund issue.

Closing Public Portion: None to Report.

Closing Board Comments:

Mr. Gauntner commented that board members in attendance at the March 14, 2018 Special Meeting discussed the need to put a 2.0 mil levy on the November 2018 ballot for operations, as well as St. #2 building upgrades and vehicles replacements that are both desperately needed. The District’s newest vehicle is a 2013 Chase vehicle and firefighters are still driving a 1995 Fire Truck. The Board will hold a regular meeting in July or August at St. #2 so new board members can see what work must be done as immediately as possible. Mr. Vest suggested that the District make an extra effort to invite the public to the meeting and show them the station and the aged fleet so they will know what the additional funds will be used for.

Mr. Frager apologized for not being able to attend the March Special Meeting and stated that he wants to be sure that 2.0 mils is the right number.

Mr. Vest reported that Chief Baker assured the Board that a 2.0 mil permanent levy will stabilize the District for an extended period of time – 10 years – and will generate about $600,000 per year. He asked for permission from the Board to instruct the District’s Fiscal Officer to prepare a resolution for Board vote at the April 18, 2018 meeting that declares it necessary to levy an additional 2.0 mill tax and requests the Lake County Auditor to certify the current tax valuation of the Madison Fire District and the dollar amount that would be generated. The Board agreed that the topic should be investigated now without delay as a first step in the process of potentially putting a new levy on the November 2018 ballot.

Mr. Gauntner commented that Chief Baker and his entire staff have done an excellent job cutting costs and managing the budget – there simply is nowhere else to cut anymore unless you cut people, and we can’t afford to cut people.

Motion to Adjourn to Regular Session @ 8:52 pm by: Mr. Wayman
Seconded by: Mr. Gauntner ROLL CALL: All ayes

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

Category: 2018, Board Meeting Minutes