CENTRAL OHIO JOINT FIRE DISTRICT BOARD MEETING MINUTES

May 13, 2008

A regular meeting of the Central Ohio Joint Fire District Board was held on Tuesday, May 13, 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                                                                              Jennifer Springer, Knox County

Harold Cochran                                                                           Assistant Prosecuting Attorney

Public

Lieutenant Jason Whipple                                                         Firefighter Dennis Tino

Firefighter Mark Weade                                                           Firefighter Daniel Rott

The regular Board meeting of the Central Ohio Joint Fire District was called to order by Chairman Welch at 7:00 p.m.  

APPROVAL OF MINUTES

Mr. Haberman made a motion to approve the minutes from the April 9, 2008 meeting and Mrs. Frazee seconded the motion.  In the affirmative:  Mrs. Frazee, Chairman Welch and Mr. Haberman.  Abstained:  Mr. Cochran.  Absent:  Mrs. Stockmaster.  In the negative:  none. 

ACCOUNTS PAYABLE

Mrs. Frazee made a motion to approve the warrants presented and Mr. Cochran seconded the motion.  In the affirmative:  Mrs. Frazee, Chairman Welch, Mr. Haberman and Mr. Cochran.  Absent:  Mrs. Stockmaster.  In the negative:  none.   

CONTINUING BUSINESS

• Washer and dryer – Chief Porter indicated the washer and dryer were installed and operating.  All Central Ohio Joint Fire District turn out gear had been cleaned.
• Direct Deposit SOG – Mrs. Frazee made a motion approving the direct deposit SOG and Mr. Haberman seconded the motion.  In the affirmative:  Mrs. Frazee, Chairman Welch, Mr. Haberman and Mr. Cochran.  In the negative:  None.  Absent:  Mrs. Stockmaster.

NEW BUSINESS

• Sick-time SOG – Chief Porter presented the Board a sick-time SOG.  The SOG presented was provided by the Knox County Prosecutor, which was the same as the county uses.  The SOG which Chairman Welch currently uses was also presented to the Board.  Chairman Welch’s policy included a minimum number of hours required before an employee could donate time and a certain number of hours an employee could not drop below.  There was also a form required to be sign by the donating employee.  The Board requested Chief Porter modify the counties sick-time policy to include the above and present it to the Board in June.

• Mr. George Shaw – Mrs. Clippinger indicated Mr. Shaw, a former Central Ohio Joint Fire District Board member, had contacted her in regards to signing his own pay check, while on the Board.  Mrs. Clippinger had informed Mr. Shaw that he was able to sign his own check, as it required another Board member and the clerk to sign too.  Mr. Shaw had informed her there were individuals questioning this procedure and he was going to address it at the Village of Centerburg meeting.  The article in the Mount Vernon News the next day indicated the clerk had informed Mr. Shaw it was alright to “double-dip.”  Mr. Shaw had been receiving payments for attending the Central Ohio Joint Fire District Board meetings from the District as well as the Village of Centerburg.  Mrs. Clippinger wanted the Board to know she had not told Mr. Shaw this was alright to “double-dip”, as this was never discussed.  Mrs. Clippinger had spoken to the Knox County Prosecutor’s office in regards to this issue and they recommended it be addressed at the Board meeting.  The Board agreed that each Board member was responsible for being in compliance with the Ohio Revised Code and ethic guidelines in terms of receiving compensation for attending Central Ohio Joint Fire District Board meetings.
• Direct Deposit – Mr. Haberman made a motion to have all monies received from the Knox County Auditor direct deposited into the checking account of the Central Ohio Joint Fire District at First Knox National Bank.  Mrs. Frazee seconded the motion.  In the affirmative:  Mrs. Frazee, Chairman Welch, Mr. Haberman and Mr. Cochran.  In the negative:  None.  Absent:  Mrs. Stockmaster.
• 2009 Budget – Mrs. Clippinger presented the 2009 Budget for the Board’s review.  The Budget needs to be accepted by July 20, 2008.  Mrs. Clippinger noted the District’s levy would expire in 2009.  Mrs. Clippinger also indicated if the District was to continue to grow, additional monies would need to be generated.  The Board discussed several levy options.  This was tabled
• Audit – Mrs. Clippinger had been contacted by the Auditor of State’s office.  The Central Ohio Joint Fire District’s 2006/2007 audit would begin in the near future.

Heart of Ohio Association – Chairman Welch inquired whether anyone had heard from the Heart of Ohio Association in regards to the estimated cost to provide police coverage during the Home Town Celebration.  Chairman Welch also questioned why the District assisted with this cost in the past.  It was noted the District assisted with this cost for traffic control in getting EMS and fire personnel through should the need be.  Mr. Haberman indicated Hilliar Township had declined to financially assist with this function.  The Board agreed to table this issue until The Heart of Ohio Association contacted them with an amount.

REPORTS

Strategic Planning Committee – The meeting scheduled for April had been cancelled.  Chairman Welch felt the District needs a forecast plan, but prior commitments of members of the Strategic Planning Committee were not allowing this to be completed.  Chairman Welch felt it would be beneficial for the Board to hire a company to prepare a plan.  Mrs. Frazee felt the District needs a five year plan in order go forward and grow.  Chairman Welch suggested Chief Porter explore other venders who could prepare a plan for the District, at a reasonable cost, and the Board agreed.  The Board asked Chief Porter to take care of this and report his findings at the next Board meeting.   

Personnel Committee – There was a meeting on April 18th, which included a discussion about a volunteer program and revising the current volunteer SOG.  Mrs. Frazee made a motion to approve the revised volunteer SOG presented by Chief Porter and Mr. Cochran seconded the motion.  In the affirmative:  Mrs. Frazee, Chairman Welch, Mr. Haberman and Mr. Cochran.  In the negative:  None.  Absent:  Mrs. Stockmaster.

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

• Fire Scene SOG – Mrs. Frazee made a motion to approve the revised Fire Scene SOG as presented by Chief Porter and Mr. Haberman seconded the motion.  In the affirmative:  Mrs. Frazee, Chairman Welch, Mr. Haberman and Mr. Cochran.  In the negative:  None.  Absent:  Mrs. Stockmaster. 
• Resignation – Mrs. Frazee made a motion to accept the resignation of Firefighter Michael Neely and Mr. Cochran seconded the motion.  In the affirmative:  Mrs. Frazee, Chairman Welch, Mr. Haberman and Mr. Cochran.  In the negative:  None.  Absent:  Mrs. Stockmaster.
• Termination – Chief Porter asked the Board to terminate volunteer Firefighter Carolann Oliver due to not complying with requirements of a volunteer.  Mrs. Clippinger noted Firefighter Oliver had two pay checks which she had not cashed.  One check was from September, 2007 and the other from March 2008.  Mrs. Clippinger had contacted Firefighter Oliver in regards to this issue and Firefighter Oliver had informed her she had not had the time to get to her bank and local banks would charge her to cash the checks.  Mrs. Frazee noted any First Knox National Bank or Park National Bank would cash the checks, at no cost, since the Central Ohio Joint Fire District account is through First Knox National Bank.  Mrs. Clippinger indicated she would contact Firefighter Oliver in regards to this.  Mr. Cochran made a motion to terminate Firefighter Oliver and Mr. Haberman seconded the motion.  In the affirmative:  Mrs. Frazee, Chairman Welch, Mr. Haberman and Mr. Cochran.  In the negative:  None.  Absent:  Mrs. Stockmaster.
• Paramedic Exam - Chief Porter noted Firefighter Daniel Rott and Firefighter Brooks Church had passed their paramedic exam.
• Coverage – Chief Porter noted the Central Ohio Joint Fire District would be assisting with providing coverage for the Mount Vernon Fire Department and the Fredericktown Fire Department so their personnel could attend the funeral services of Firefighter Don Wilson.

Prosecutor – Assistant Prosecutor Springer indicated she did need to address the Board in regards to a personnel issue, while in Executive Session.

EXECUTIVE SESSION

Mr. Haberman made a motion to adjourn to Executive Session at 8:05 p.m. to discuss the South Bloomfield fire contract and Mr. Cochran seconded the motion.  On roll call in the affirmative:  Mrs. Frazee, Chairman Welch, Mr. Haberman and Mr. Cochran.  In the negative:  None.  Absent:  Mrs. Stockmaster.

Mr. Haberman made a motion to adjourn out of Executive Session at 8:20 p.m. with no action taken and Mrs. Frazee seconded the motion.  On roll call in the affirmative:  Mrs. Frazee, Chairman Welch, Mr. Haberman and Mr. Cochran.  In the negative:  None.  Absent:  Mrs. Stockmaster.

Mrs. Frazee made a motion to adjourn to Executive Session at 8:21 p.m. to discuss personnel issues with Assistant Prosecutor Springer and Mr. Cochran seconded the motion.  On roll call in the affirmative:  Mrs. Frazee, Chairman Welch, Mr. Haberman and Mr. Cochran.  In the negative:  None.  Absent:  Mrs. Stockmaster.

Mr. Haberman made a motion to adjourn out of Executive Session at 8:24 p.m. with no action taken and Mrs. Frazee seconded the motion.  On roll call in the affirmative:  Mrs. Frazee, Chairman Welch, Mr. Haberman and Mr. Cochran.  In the negative:  None.  Absent:  Mrs. Stockmaster.

ADJOURNMENT

There being no further business to come before the Central Ohio Joint Fire District, at 8:25 p.m., Mr. Haberman made a motion to adjourn the meeting until the next regular meeting on June 10th, 2008 at 7:00 p.m., unless called upon for urgent business. Mrs. Frazee seconded the motion.  In the affirmative:  Mrs. Frazee, Chairman Welch, Mr. Haberman and Mr. Cochran.  In the negative:  None.  Absent:  Mrs. Stockmaster.