CENTRAL OHIO JOINT FIRE DISTRICT BOARD MEETING MINUTES

January 9, 2008

A regular meeting of the Central Ohio Joint Fire District Board was held on Wednesday, January 9, 2008 at the Centerburg Town Hall, located at 49 ½ East Main Street, Centerburg, Ohio.  The following were in attendance:

Board Members                                                                    Staff

Chip Welch, Chairman                                                            Diane Clippinger, Clerk

Phil Haberman                                                                        Chief Joe Porter

Patti Frazee                                                                             John Thatcher, Knox County

Diana Stockmaster                                                                      Prosecuting Attorney

Chip Welch

Public

Firefighter Dave Grumney                                                      Firefighter Stephen Burger

The regular Board meeting of the Central Ohio Joint Fire District was called to order by Chairman Welch at 7:10 p.m.   

APPROVAL OF MINUTES

Mr. Haberman made a motion to approve the minutes from the December 12, 2007 meeting and Mrs. Frazee seconded the motion.  In the affirmative:  Mrs. Stockmaster, Mrs. Frazee, Chairman Welch, Mr. Haberman and Mr. Cochran.  In the negative:  none.  

ACCOUNTS PAYABLE

Warrants were presented for the Board’s approval and signature. Mr. Haberman questioned a warrant made payable to Trophies Unlimited and whether this could be paid for with funds from the fire levy.  Prosecutor Thatcher indicated it was alright since it benefited the firefighters. Mrs. Frazee made a motion to approve the warrants presented; Mr. Cochran seconded the motion.  In the affirmative:  Mrs. Stockmaster, Mrs. Frazee, Chairman Welch, Mr. Haberman and Mr. Cochran.  In the negative:  none. 

PUBLIC PARTICIPATION

Firefighter Grumney questioned when the Central Ohio Joint Fire District minutes would be up-to-date on the website.  Chief Porter noted even though they had not been up-to-date, they were now. 

CONTINUING BUSINESS

NEW BUSINESS

• South Bloomfield Contract – Chief Porter noted the contract with South Bloomfield would expire in 2008.  He felt it would be beneficial to attend one of the South Bloomfields’ meetings to discuss this issue.  Chairman Welch indicated he would be willing to attend with Chief Porter and they agreed to attend the January 10, 2008 meeting.
• 2008 Annual Appropriations – Mrs. Frazee made a motion to approve the 2008 annual appropriations and Mrs. Stockmaster seconded the motion.  In the affirmative:  Mrs. Stockmaster, Mrs. Frazee, Chairman Welch, Mr. Haberman and Mr. Cochran.  In the negative:  none. 
• Septic System – Chief Porter noted the District was experiencing a back-flow issue with the septic system, which is becoming a health issue for the fire station.  The lease between the Central Ohio Joint Fire District and Hilliar Township states but entities would be equally responsible for any maintenance expenses to the septic system.  The Board agreed to have Chief Porter obtain an estimate to have the septic system repaired and Mr. Haberman would address Hilliar Township in regards to this issue and obtaining an estimate.  Chief Porter and Mr. Haberman would report back the Fire Board in February.  The Board requested Chief Porter watch the holding tanks weekly and should an issue arise to address it at that time.
• Public Records – Based on the recommendation of Prosecutor Thatcher, Mrs. Frazee made a motion to designate Mrs. Clippinger, Clerk, to attend all public records training on behalf of the Central Ohio Joint Fire District Board and to adopt the following Public Records Policy:

PUBLIC RECORDS POLICY

Resolution 01-03-2008

The Central Ohio Joint Fire District Board, in Knox County, Ohio met in regular session on the 9th day of January, 2008 at the office of Centerburg Village Hall with the following members present:

                                    Phil Haberman                                    Diane Stockmaster

                                    Harold Cochran                                  Porter Welch

                                    Patti Frazee

            Mrs. Frazee  moved the adoption of the following resolution:

            Be it resolved by the Board of the Central Ohio Joint Fire District, Knox County, Ohio, the Central Ohio Joint Fire District Board will adhere to the following Public Record’s Policy as recommended by Knox County Prosecutor John Thatcher:

Introduction:

It is the policy of this office that openness leads to a better informed citizenry,

which leads to better government and better public policy. It is the policy of this office to strictly adhere to the state’s Public Records Act. All exemptions to openness are to be construed in their narrowest sense and any denial of public records in response to a valid request must be accompanied by an explanation, including legal authority, as outlined in the Ohio Revised Code.  If the request is in writing, the explanation must also be in writing.

Section 1.        Public records

This office, in accordance with the Ohio Revised Code, defines records as including the following: Any document – paper, electronic (including, but not limited to, e-mail), or other format – that is created or received by, or comes under the jurisdiction of a public office that documents the organization, functions, policies, decisions, procedures, operations, or other activities of the office.  All records of this office are public unless they are specifically exempt from disclosure under the Ohio Revised Code.

It is the policy of this office that, as required by Ohio law, records will be organized and maintained so that they are readily available for inspection or copying. Record retention schedules are to be updated regularly and posted prominently.

Public records are to be available for inspection during regular business hours, with the exception of published holidays. Public records must be made available for inspection promptly. Copies of public records must be made available within a reasonable period of time. “Prompt” and “reasonable” take into account the volume of records requested; the proximity of the location where the records are stored; and the necessity for any legal review of the records requested.

Section 2.        Record requests

 If a requester makes an ambiguous or overly broad request or has difficulty in making a request for copies or inspection of public records such that this public office cannot reasonably identify what public records are being requested, this public office may deny the request, but must provide the requester with an opportunity to revise the request by informing the requester of the manner in which records are maintained by the public office and accessed in the ordinary course of this public office’s duties.

Unless specifically required or authorized by state or federal law or in accordance with the Public Records Law, no public office may limit or condition the availability of public records by requiring disclosure of the requester’s identity or the intended use of the public record. However, this public office may ask a requester to make the request in writing, to ask for the requester’s identity, and to inquire about the intended use of the information requested, but only after disclosing to the requester that a written request is not mandatory and that the requester may decline to reveal the requester’s identity or the intended use.

If a request for public records is ultimately denied, in part or in whole, this public office must provide the requester with an explanation, including legal authority, setting forth why the request was denied. If portions of a record are public and portions are exempt, the exempt portions are to be redacted and the rest released. If there are redactions, each redaction must be accompanied by a supporting explanation, including legal authority.

Section 3.        Costs for Public Records

Those seeking public records will be charged only the actual cost of making copies. The charge for paper copies is 5 cents per page. The charge for downloaded computer files to a compact disc is $1 per disc. There is no charge for documents e-mailed. Requesters may ask that documents be mailed to them. They will be charged the actual cost of the postage and mailing supplies.

            Mrs. Stockmaster seconded the motion and the roll being called upon its adoption, the vote

resulted as follows:

Mr. Haberman, yes                  Mrs. Stockmaster, yes

                        Mr. Cochran, yes                     Mr. Welch, yes

                        Mrs. Frazee, yes

            Adopted this 9th day of January, 2008.

                                                                                                ____________________________________            ______________________________

                        Phil Haberman                                                            Diane Stockmaster

            ____________________________________            ______________________________

                        Harold Cochran                                                          Porter Welch

            ____________________________________

                        Patti Frazee

                                                                                    ______________________________

                                                                                    Diane Clippinger, Clerk

                                                                                    Central Ohio Joint Fire District

CERTIFICATE

State of Ohio, Knox County

            I, the undersigned Clerk of Central Ohio Joint Fire District, Knox County, Ohio, certify that the foregoing Resolution No. 01.03.08 is taken and copied from the record of proceedings of the District, and that it has been compared by me with the resolution on the record and is a true copy.

Dated:  January 9, 2008

                                                                                    ______________________________

                                                                                    Diane Clippinger, Clerk

                                                                                    Central Ohio Joint Fire District

• Volunteer Firefighter’s Dependent Fund Appointments – Mrs. Frazee made a motion for the following one year appointments for the Volunteer Firefighter’s Dependent Fund:  Firefighter Dave Grumney, Chairman; Harold Cochran, Secretary; Phil Haberman; Firefighter Stephen Burger; Roger Crego.  Mrs. Stockmaster seconded the motion. In the affirmative:  Mrs. Stockmaster, Mrs. Frazee, Chairman Welch, Mr. Haberman and Mr. Cochran.  In the negative:  none. 
• Vacation SOG Correction - Mrs. Frazee made a motion to revise the vacation SOG from “end of calendar year” to “anniversary date” and Mrs. Stockmaster seconded the motion. In the affirmative:  Mrs. Stockmaster, Mrs. Frazee, Chairman Welch, Mr. Haberman and Mr. Cochran.  In the negative:  none. 

REPORTS

Strategic Planning Committee – The Strategic Planning Committee will meet on January 12, 2008 at 9:00 a.m.

Personnel Committee – Nothing to present.

Chief Porter – (also see Chief Porter’s report)

• Resignation – Mr. Haberman made a motion to accept the resignation of Firefighter Josh Loney and Firefighter Nick Jones based on Chief Porter’s recommendation.  Mr. Cochran seconded the motion.  In the affirmative:  Mrs. Stockmaster, Mrs. Frazee, Chairman Welch, Mr. Haberman and Mr. Cochran.  In the negative:  none. 
• Promotion – Chief Porter indicated volunteer Firefighter Stephen Burger had recently completed training and had received the highest test score in his class.  Based on Chief Porter’s recommendation, Mr. Haberman made a motion to promote Firefighter Burger to part-time Basic status, $8.43 per hour.  Mrs. Frazee seconded the motion.  In the affirmative:  Mrs. Stockmaster, Mrs. Frazee, Chairman Welch, Mr. Haberman and Mr. Cochran.  In the negative:  none. 
• Scheduling SOG – Chief Porter presented the revised SOG in regards to scheduling.  Chief Porter noted designated shift times had been removed.  Mr. Cochran made a motion to approve the presented scheduling SOG and Mr. Haberman seconded the motion.  In the affirmative:  Mrs. Stockmaster, Mrs. Frazee, Chairman Welch, Mr. Haberman and Mr. Cochran.  In the negative:  none. 
• Health Insurance – Mrs. Frazee made a motion to change the medical insurance from Medical Mutual to Anthem, due to the decrease in premium.  Mrs. Stockmaster seconded the motion.  In the affirmative:  Mrs. Stockmaster, Mrs. Frazee, Chairman Welch, Mr. Haberman and Mr. Cochran.  In the negative:  none. 
• Minutes from Village Planning Meeting – The minutes from the Village Planning meeting indicated the Central Ohio Joint Fire Department paramedics had voiced concerns in regards to the expansion of the nursing facility.  Chief Porter wanted the Board to know this is the not the opinion of neither the District nor himself.
• Head Start Annual Chili Cook-off – The annual Head Start chili cook-off will be February 12, 2008.

EXECUTIVE SESSION

ADJOURNMENT

There being no further business to come before the Central Ohio Joint Fire District, at 8:00 p.m., Mrs. Frazee made a motion to adjourn the meeting until the regular meeting on February 12th, 2008 at 7:00 p.m., unless called upon for urgent business. Mr. Haberman seconded the motion.  In the affirmative:  Mrs. Stockmaster, Mrs. Frazee, Chairman Welch, Mr. Haberman and Mr. Cochran.  In the negative:  none.