September 19, 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 – Mr. Wayman (excused) x Stacy Dame




Stacy Dame, Legal Counsel, swore in Part Time FF/EMT Nicholas Law as the newest member of the Madison Fire District.

Mr. Anderson thanked A-Shift for their recent efforts in the landscape cleanup at St. #3.

Minutes of 08/15/18 Regular Session

Motion to approve the 08/15/18 Regular Session minutes as presented by: Mr. Anderson
Seconded by: Mr. Frager ROLL CALL: (3) ayes (2) abstain (Adams, Gauntner)

BILLS & PAYROLL – September 2018:
Bills ($292,839.59), including payment for the two new squads and the associated insurance premium, and payroll ($179,693.70) totaling $472,533.29 are motioned for acceptance and payment.

Mr. Anderson asked Ms. Clapp why there are outstanding checks and Electronic Fund Transfer (EFT) transactions from 2015, 2016 and 2017 on the bank reconciliation, and whether these old checks and EFTs have already been reissued. She replied that they have not been replaced, but simply remain uncashed. Mr. Anderson stated that, in his mind, these uncashed checks and incomplete EFTs are too old. He directed Ms. Clapp to report the current status of each to the Board immediately and to henceforth investigate and clear uncashed checks and EFTs in a more timely manner. Ms. Clapp committed to checking on the old outstanding entries and report her findings to the Board.

FT and PT Longevity Adjustment: Ms. Clapp explained that the Full Time Longevity calculation is based on years of service and reported that she paid the Full Time Longevity Overtime adjustment for 2016, 2017 and 01/01/18 through 08/30/2018. The Part Time Longevity calculation is based on the total number of hours worked each year and she reported that she paid the Part Time Longevity adjustment for 2016 and 2017; the 2018 Part Time adjustment will be calculated and paid in its entirety during the first week of December as usual.

Mr. Anderson asked Ms. Clapp why the Part Time and Full Time payroll numbers in the Monthly Expense Overview do not match the numbers reported in the Hours Overview on page 7 of the Chiefs’ Report. After a short discussion, the Board agreed that Ms. Clapp must recheck her figures and correct these two reports as needed so that the figures agree.

Mr. Anderson reintroduced the discussion from the 08-15-18 Regular Session as to why the Full Time Salary amounts reported are under budget year-to-date and whether some of the Full Time Salaries are being paid out of Part Time funds. Ms. Clapp reported that, per her recent audit, the code for a firefighter who moved from Part Time to Full Time in early 2018 had, in fact, not been changed to the Full Time code in payroll causing the Part Time expenses to be high year-to-date and the Full Time expenses to be under budget. Ms. Clapp stated that the error will be corrected.

Mr. Vest asked Ms. Clapp why she processed the Full Time and Part Time Longevity Adjustment through payroll via direct deposit into the firefighter’s bank accounts (which effectively took away their option of right of refusal) and then issued the adjustment letter to the firefighters giving them the right of refusal by not cashing their adjustment check. Why did she not issue the letter first as instructed and preapproved by the Board and then issue physical checks? Ms. Clapp stated that she did not fully understand a lot of the payback process. Mr. Vest reminded her that it is part of her job to understand.

Motion to approve bills and payroll as presented by: Mr. Gauntner
Seconded by: Mr. Frager ROLL CALL: (5) ayes; (1) Nay (Anderson)

August 2018 Financial Report: Joanne Clapp, CFO, summarized the August Revenue and Expenses. She advised the Board that the second half property tax payment has recently been received and will show on the September report.

Ms. Clapp reported that the Township Official Handbook states that the Fiscal Officer/ Clerk, as well as two Board members, are required to sign each check issued . Stacy Dame, Legal Counsel, stated that the District does loosely follow rules set up for townships, but stated that we are a bit special because we are a Fire District and have a Governing Board of Trustees. Ms. Dame stated that she is not aware that it has ever been the Board’s intention to require two Trustee signatures on each check. She suggested that Ms. Clapp call the Auditor’s Office to ask their opinion and then contact her to discuss the options. Per Board directive, Ms. Dame committed to reviewing the issue and reporting to the Board at the October meeting.

Per Board request at the 08-15-18 Regular Session, Ms. Clapp reported that she has reviewed the overtime figures year-to-date and has sent the results to Chief Baker for his report.



Per Captain Sopko’s recent update, Ms. Dame reported that the Madison Seminary has come into compliance so she will be preparing an agreed entry to drop the injunction and the restraint against the property owner which will be finalized shortly.

Ms. Dame reported that she has been keeping watch over billing for legal services rendered by Special Legal Counsel Michael Germano with regards to the VSSR claim originally approved on Resolution #17-16. She advised the Board that billing has now exceeded the $5,000 limit and introduced Resolution #18-29 for approval of additional compensation. Ms. Dame reported that Michael Germano, on behalf of the District, has filed for reconsideration/rehearing. If approved, there will be an additional hearing, and if denied, the Board will have the option of pursuing something in court. She suggested that the Board continue to retain Michael Germano as legal counsel and authorize an additional $5,000 to cover the overage of $2,194.08 (#17-16) and $2,805.92 for future services as desired by the Board.

Motion to approve Resolution #18-29 as presented by: Mr. Gauntner
Seconded by: Mr. Frager ROLL CALL: (4) ayes; (1) Abstain (Adams)

Mr. Vest thanked Ms. Dame and Captain Sopko for their excellent and expeditious handling for the Madison Seminary issue.

Mr. Vest asked if the Fire District has fire code rules pertaining to resident who are converting their homes to Bed and Breakfast facilities. He commented that there has been increased interest and some discussion regarding the winery industry and people providing lodging space in their homes. Mr. Gauntner commented that the Township requires a conditional use permit for such facilities because they are housing people and he wondered if they should be inspected by the Fire District and/or the Zoning Department. Mr. Adams inquired whether these same rules apply to property owners in the Village and Township who rent homes and duplexes.

Stacy Dame committed to talking with Captain Sopko about fire code regulations and putting together information for Board review regarding safety requirements, liability and responsibility, permits and proper procedural processes required.

Chief Baker reminded the Village Trustees to pursue adopting a demo fund. Mr. Vest reported that discussions are underway.

COMMITTEE REPORTS: None to report.

Mr. Gauntner inquired about the ongoing damaged pond light pole issue and asked if the District had received insurance funds for the replacement. Chief Baker agreed to review and report back to the Board. He commented that if the light pole cannot be replaced, perhaps we could install an electrical box to supply power near the pond which Mr. Gauntner thought could be useful. Lt. Faulhammer suggested that we could put an airirator in the pond to manage the algae which Mr. Vest thought might be a good alternative idea.


Resolution #18-26 Reappropriations of Funds:

This resolution authorizes the Fiscal Officer to reallocate and reappropriate funds from the General Fund, specifically the Contingencies to the General Fund accounts: Natural Gas; Ohio Police and Fire Pension; Repairs and Maintenance – Vehicle; and Supplies – Fuel; and declaring an emergency.

Chief Baker commented that the shortage of funds appropriated for Ohio Police and Fire was an oversight and that his plans to consolidate the budget accounts, specifically the payroll accounts, will ensure that this does not happen again.

Mr. Frager inquired whether the increase in the Vehicle Repair and Maintenance account is for repairs that have already happened or for anticipated future expenses based on identified needs. Chief Baker replied, “both, as well as a 1994 engine that we need to determine by year end-whether we are going to repair it (frame) and keep it (+$15,000), or replace it in the near future. He stated that in the next couple of months, we should see that the cost of maintaining the squads (currently $4,000-5,000/mo.) is drastically reduced due to the (2) new squads”.

Motion to approve Resolution #18-26 as presented by: Mr. Anderson
Seconded by: Mr. Adams ROLL CALL: All ayes

Resolution #18-27 Amounts and Rates:

This resolution accepts and adopts the Amounts and Rates as determined by the Budget Commission and authorizing the necessary Tax Levies and certifying them to the County Auditor. This resolution may need to be amended after the November election.

Motion to approve Resolution #18-27 as presented by: Mr. Gauntner
Seconded by: Mr. Adams ROLL CALL: All ayes

Resolution #18-28 – 2018 Amended Appropriations:

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. Due to his absence at this September 9, 2018 meeting, Ms. Clapp commented that Mr. Wayman’s name will be removed from “members present list” as presented.

Motion to approve Resolution #18-28 as amended by: Mr. Gauntner
Seconded by: Mr. Frager ROLL CALL: All ayes

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

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

a. FF Erin Tennant – 3 years
b. FF Jesse Sopko – 2 years

2) Officer’s Meeting: Chief Baker reported that the Open House was a success and was well attended, including Board members and staff. He recognized Union President Brian Faulhammer and union members for donating food and beverages for the event. He recognized Terry King of Kings Towing, and Madison resident Joe White for donating cars for extrication demonstrations. Chief Baker also thanked Janet Steblac who organized and funded kids crafts, which were a huge hit, and District staff for overseeing the Kids Combat Challenge.

Chief Baker also thanked everyone who attended the September 2nd Light Up the Park event. Activities included the Kids Combat Challenge, Metro Life Flight and fireworks.
He stated that he believes it was the biggest attendance in many years and that a good time was had by all.

3) EMS Billing: EMS revenues are exceeding expectations at 89%.

4) Call Data: District personnel have responded to (2116) calls through August 2018 to (900+) unique addresses with about one-third of the calls overlapping (both stations are in-service at the same time). Station #3 is gradually becoming busier and the number of calls to the south side of town (south of Rt. 20) is increasing and will probably continue to trend in this manner.

5) Budget Overview: Chief Baker provided the current Budget for Board review and reported that, as expected, overtime costs in August (3 pay month) reached $8,200 due to many firefighters being on medical leave. Four (4) new Part Time firefighters are currently working through the hiring/training process which will bring our part time numbers back to “normal” and will hopefully reduce overtime costs in the near future.

6) Landscaping Maintenance: Chief Baker again thanked A-Shift for their hard work getting the landscaping cleaned up at St. #3. Mr. Vest suggested that Chief Baker get quotes from professional landscape services and consider adding it to the budget next year.

Board Questions for Chief Baker: Mr. Frager inquired when Dan Ellenberger of University Hospitals was planning to bring another update to the Board. He commented that he has appreciated the good information Mr. Ellenberger has given so far and wants to continue being engaged with UH and their ongoing plans for the community of Madison. Mr. Frager suggested that Chief Baker invite Mr. Ellenberger to the November meeting.

Mr. Frager commented that the Board spent a considerable amount of time at the last meeting talking about payroll, part time and full time overtime, consolidation of fund “buckets” (budget accounts) and that everyone contributed to that conversation. He anticipated from those discussions that the fiscal office was going to fix the buckets to make it easier for the Board to understand the budget and make it easier for staff to manage the financial processes and reporting. If the proposed changes have not already been reviewed and revised, when do the Chief’s Office and the Fiscal Office expect the changes to be finalized? Chief Baker stated that proposed changes to the fiscal structure are currently being reviewed and will be made ready for implementation to the 2019 budget so that we hit the ground running on January 1, 2019.

Closing Public Portion: None to Report.

Closing Board Comments: None to Report.

Mr. Vest reminded everyone of the October 17, 2018 Regular Session at Station #3.

Motion to adjourn to Executive Session to discuss Personnel/Employee Discipline with no business to follow @ 8:11 pm by: Mr. Anderson
Seconded by: Mr. Gauntner ROLL CALL: All ayes

Regular Session reconvened @ 9:06pm.

Motion to adjourn Regular Session without further business @9:07pm by: Mr. Anderson Seconded by: Mr. Frager ROLL CALL: All ayes

__________________________ _________________________
Mark V. Vest, Chairman Joanne Clapp, Fiscal Officer

Category: 2018, Board Meeting Minutes