September 20, 2017

Posted by: mfd2104

CALL TO ORDER @ 7:00 pm

ROLL CALL x Mr. Anderson x Mr. Takacs x Chief Baker
x Mr. Donaldson x Mr. Vest x Joanne Clapp
x Mr. Gauntner x Mr. Wayman x Stacy Dame



FF/EMT Daniel Tramte, FF/EMT Jacob Stanevich and FF/Paramedic Joseph Romischer were sworn in by Stacy Dame, District Counsel.

Minutes of 08/16/17 Regular Session

Motion to approve 08/16/17 meeting minutes as presented by: Mr. Vest
Seconded by: Mr. Donaldson ROLL CALL: (5) ayes;
(1) Abstain (Wayman)
BILLS & PAYROLL (August 2017):

Bills ($75,491.68) and payroll ($180,985.56) totaling $256,477.24 are motioned for acceptance and payment. Joanne Clapp committed to sending the Board members bank statements each month for their review.

Motion to approve bills and payroll as presented by: Mr. Takacs
Seconded by: Mr. Wayman ROLL CALL: All ayes
August 2017 Financial Report: Joanne Clapp summarized the August Revenue and Expenses and commented that the District is on track with the budget through the first 8 months. She anticipates receiving Property Tax Revenues in September.


LEGAL COUNSEL ISSUES: Stacy Dame recommended that the Board schedule a Records Retention Committee meeting (Board Chairman, Vice Chairman, Fire Chief, CFO and District Clerk) in the near future to follow up on unfinished business from the February, 2017 meeting with regards to recommending a new Records Retention Schedule, approval of forms required for annual disposal of records and reviewing, and approving records from 2009 that are ready for disposal. Mr. Gauntner suggested that the committee meet at 6:15 pm prior to the November 15, 2017 Fire Board meeting. All committee members agreed. The District Clerk committed to sending information at the beginning of November for board review in preparation for the meeting.

COMMITTEE REPORTS: None to report.


Public AED’s at the Village, Township and Senior Center: Mr. Gauntner commented that Chief Baker has emailed the Board information on a 1-year and 3-year maintenance contract through Physio Control for the Automated External Defibrillators (AED’s) at the Village, Township and Senior Center. These units have been tested annually and upgraded with the appropriate software to ensure they are in good working order, but have not been included in the District’s Annual Maintenance Contract for the past two years and, therefore, have not been certified since 2015. Per Mr. Vest, the Village Council has already discussed the issue of taking responsibility for the maintenance cost for their AED, and Mr. Gauntner stated that the Township is scheduled to discuss the same on Tuesday, September 26, 2017. Mr. Vest & Mr. Gauntner agreed to contact the Senior Center Representatives for the Village and Township to initiate the Senior Center Administration’s consideration.

Chief Baker stated that, in regards to actual ownership and liability, there are two options to consider. Option #1 is for the District to maintain ownership of the AED’s and have each entity sign a contract taking responsibility for the maintenance, however, that still leaves the District liable if any of the (3) entities fail to do the annual maintenance. Chief Baker stated he prefers Option #2 where the District transfers ownership of the AED’s to the Village, Township and Senior Center effectively eliminating any District liability.

Physio Control’s standard contract requires a minimum of (4) units per contract to justify the expense of doing separate on-site work, so the contract offered to the Village, Township and/or Senior Center specifies that the annual testing, maintenance and necessary upgrades be conducted at the Fire District at the same time our equipment is being serviced regardless of which option is chosen with respect ownership.

Per Chief Baker, the District Officers are discussing the cost benefit of paying for maintenance on our AED’s in the Engines and Chase Vehicles as they have never been used because our cardiac monitors perform the same function and more. Like the Village, Township and Senior Center, these units have been tested annually and upgraded with the appropriate software to ensure they are in good working order, but have not been included in the District’s Annual Maintenance Contract for the past two years and, therefore, are not certified. Depending on the final decision regarding the ownership issue, perhaps the District will choose to give these units to other public entities within the community who may find that having this technology available is beneficial and desirable.

Mr. Takacs asked if public entities are required to have this kind of equipment tested and maintained annually. Chief Baker replied that the Public Access Defibrillation Laws differ state to state and, in general, protect civilians who use AED’s in an emergency.

Resolution #17-37 – District Computers:

This resolution approves Capital Funds necessary to improve and replace District Computer Hardware for an amount not to exceed Eight Thousand Dollars ($8,000).

Chief Baker reiterated that the current computer system continues to have hardware and software problems including memory issues and intermittent shutdowns. He passed out a quotation from Brown Enterprise Solutions (State Purchasing Contract) as an example of the kind of hardware the Officers are looking for and at a price that is 50% less than market value. He reminded the Board that $15,000 of Capital Funds was set aside at the beginning of 2017 for this computer system update.

Mr. Vest commented that the sample quotation was for computers with 500 GB of memory and suggested that the Officers consider the cost difference for one TB instead to ensure long-term memory requirements.

Motion to approve and accept Resolution #17-37 as presented by: Mr. Vest
Seconded by: Mr. Wayman ROLL CALL: All ayes

Resolution #17-38 – District IT Services:

This resolution authorizes the Fire Chief to enter into a Master Service Agreement with CMH for IT Cloud Services for which CMH will assume all system risk and liability.

Chief Baker reminded the Board that the District currently operates using two servers (St. #2 & St. #3) that have not communicated with each other since May, 2016. Lake County IT Services has made two unsuccessful attempts to resolve the problem. Their solution now is to buy one (1) new server and start all over again using the current network and profile models. In Chief Baker’s opinion, this may be a viable solution for a smaller business, but is not being recommended for Madison Fire because of the advanced age of our existing computer hardware and the memory issues caused by storing so many staff profiles from multiple shifts on a single PC. Other disadvantages with “fixing” our current system are that we will still not have remote access from outside the District and will still be limited by the size of a server which may, in the long-term, be too small for our needs.

Chief Baker met with CMH who provides network services and discussed a Master Service Agreement where a server will be maintained by CMH (remote IT services, firewalls, anti-virus, spam, upgrades, etc.) utilizing an IT Cloud which will provide unlimited memory, remote access and complete backup services and. CMH’s upfront fee to implement the proposed system is $7,500, which includes organizing and transferring all the current data to the new Cloud system. The Master Service Agreement flat fee, billed monthly, will ensure operability and will be based on the number of users (approximately $9,500/year).

The District’s current computer system service and maintenance contract with Lake County IT costs $4,500-$5,000 per year and is billed monthly on an as-needed basis. Chief Baker commented that he expects the cost to go up as the number of system lock-out and shutdowns increase.

Stacy Dame commented that she has reviewed the CMH Master Service Agreement and already has a couple of language concerns regarding the termination and automatic renewal clauses, but also stated that she has not had the opportunity to review the Cloud Migration Networking document handed out at tonight’s meeting. She respectfully requested additional time to review said documents and report all concerns and recommended changes necessary to ensure a clear understanding of negotiated terms within the contract for Board consideration at a later date. Mr. Gauntner stated that he, too, has some language concerns – specifically the lack of an out clause. Mr. Vest agreed that additional time should be granted and Mr. Gauntner stated that he may possibly call for a Special Meeting prior to the next Regular Session to continue the discussion.

Motion to Table Resolution #17-38 for further discussion by: Mr. Donaldson
Seconded by: Mr. Vest ROLL CALL: All ayes


Resolution #17-33 – Amended Appropriations – 2017:
This resolution amends Resolution #17-012 and provides for current expenses and other expenditures of the Madison Fire District during the period ending December, 31, 2017 including $15,000 for additional protective gear, $8,000 for computer equipment (Per Resolution #17-37 – approved at tonight’s meeting) and $145,000 for EMS Salaries bringing the total appropriations to $3,211,552.03.

Motion to approve Resolution #17-33 as amended by: Mr. Takacs
Seconded by: Mr. Anderson ROLL CALL: All ayes

Resolution #17-34 – Tax Rates 2018:
This resolution accepts the amounts and rates as determined by the Budget Commission for the fiscal year commencing January 1, 2018 and authorizing the necessary Tax Levies and certifying them to the County Auditor.

Motion to approve Resolution #17-34 as recommended by: Mr. Wayman
Seconded by: Mr. Vest ROLL CALL: All ayes

Resolution #17-35 – Reallocation of Funds –Accounting and Legal/ Vehicle Maintenance and Repair:

This resolution authorizes the fiscal officer to reallocate and re-appropriate funds from the General Fund, specifically the Contingencies to Accounting/ Legal Fees (BWC and Collective Bargaining) in the amount of Ten Thousand Dollars ($10,000); and to
Vehicle Repair/Maintenance in the amount of Twenty Thousand Dollars ($20,000);
and declaring an emergency.

Motion to approve Resolution #17-35 as presented by: Mr. Anderson
Seconded by: Mr. Donaldson ROLL CALL: All ayes

Resolution #17-36 – Reallocation of Funds – Protective Gear:
This resolution authorizes the Fiscal Officer to reallocate and re-appropriate funds from the General Fund, specifically the Unappropriated Capital Personnel Protective Equipment to the Uniforms account in the amount of Fifteen Thousand Dollars ($15,000) to replace Five (5) sets of expired protective gear; and declaring an emergency.

Motion to approve Resolution #17-36 as recommended by: Mr. Vest
Seconded by: Mr. Wayman ROLL CALL: All Ayes

Resolution #17-39 – Snow Plow Purchase:
This resolution authorizes the Fire Chief to purchase a Snow Plow for Vehicle #2127 from Eshelman Equipment LLC, in the amount not to exceed Five Thousand Dollars ($5,000), to be operated by qualified staff in an effort to reduce the cost of snow removal under the outside vendor pay-by-push method previously used.

Motion to approve Resolution #17-39 as amended by: Mr. Wayman
Seconded by: Mr. Anderson ROLL CALL: All Ayes

CHIEF’S REPORT- September, 2017 – Chief Tod Baker:

Staff Recognition: Chief Baker recognized the following members for their time in service and recent certifications:

Erin Tennant- 2 years of service (9/15)
Jesse Sopko – 1 year of service (09/16)

Lake Health Systems: Chief Baker and Chairman Gauntner met with administrative staff from Lake Health Systems who ultimately reported that the landing zone at Lake Madison has been completed and approved so the Madison Fire District will no longer be responding to Aircraft Standby calls. Both groups participated in an ongoing discussion with respect to what the District’s role is regarding Emergent Patients. Lake Health Systems closed the Madison Urgent Care as of September 15, 2017 @ 3:00 pm. Per Lake Health staff, the Madison Emergency Department (ED) will not be affected.

FIREHOUSE INVOICE: Per Chief Baker, the District has received a bill from Firehouse for $2,703 for the final year of a 5-year agreement for Reporting Software. As previously discussed, it is still Chief Baker’s opinion that Firehouse is in breach of contract for not providing an adequate service and continuing to put the District in violation of State and Federal Laws. In addition, the District cannot apply for grants because the data required is not available through the system. Firehouse is aware of the issues involved and has been working on a solution for a year, but has been unsuccessful in fixing the problems. Mr. Gauntner requested that Stacy Dame send Firehouse a letter stating that they can’t provide the service, are in violation of contract language and are simply not meeting the needs of the Madison Fire District. Chief Baker asked that this issue be resolved as quickly as possible so he can get the new ERS Reporting System implemented and functioning.

Vehicle Maintenance: The two front line Engines have been repaired and are in good working order. Squad Preventative Maintenance are underway. Officers continue to monitor vehicle usage with respect to reducing the fleet to a reasonable number based on available staffing.

Citations: Captain Sopko reported that the owner of the Seminary property at 6769 Middle Ridge Rd. a.k.a Ohio Cottage has made significant progress with respect to Fire Code Violations yet other serious violations remain.

Fuel Tanks: Captain Sopko reported that St. #3’s tank is installed and operational, but are still waiting for the fencing to be completed. Testing on St. #2’s tank will be done Monday, September 25, 2017.

Station #3 Light Pole: Per Chief Baker, American Electric is still waiting on the correct replacement light pole to complete the repair. In the meantime, a post from the rear of the building has been utilized to repair this front parking lot pole.

Officer’s Meeting: Per Chief Baker, the August 6, 2017 Officer’s meeting was cancelled due to the “Light Up the Park” festivities and the holiday weekend. The next meeting is October 2, 2017.

Light Up The Park: Chief Baker reported that the District’s Kids Combat Challenge was a huge hit and (60) “I Participated” stickers (made by Max Sorenson owner of the Wagon Wheel Bar & Restaurant) were given out in the first hour to those who undertook the challenge. He thanked Jesse Selby, Kevin Stich and Charlie Barnicoat for the excellent construction of the House Front, and Capt. Terry Sopko for supervising the Fireworks.



Motion to Adjourn to Executive Session to discuss Post Audit Conference, Personnel Discipline and Collective Bargaining, with no business to follow @ 8:31 pm
by: Mr. Anderson Seconded by: Mr. Wayman ROLL CALL: All ayes

Mr. Gauntner reconvened Regular Session @ 9:22 pm.

Motion to Adjourn Regular Session without further business @ 9:23 pm
by: Mr. Anderson Seconded by: Mr. Vest ROLL CALL: All ayes

__________________________ _______________________
Kenneth R. Gauntner, Jr., Chairman Nila Brass, District Clerk

Category: 2017, Board Meeting Minutes