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Home My WebLink About2023-03-28 Fire District Meeting Minutes PRELIMINARY MINUTES OF THE REGULAR MEETING March 28, 2023 Commissioner Westmiller called the regular meeting to order at 7:01 p.m. ATTENDANCE: COMMISSIONERS: OFFICERS: Katherine Anderson Kevin Faehndrich Joe Freedman Charlotte Griggs Wayne Westmiller Bonnie Hart, Treasurer Sharon Gaden, Secretary, Deputy Treasurer John Gaden, Danby Fire Chief Robert McCray, West Danby Fire Chief PUBLIC: NONE Minutes: Preliminary Minutes for February 28, 2023 public hearing and the February 28, 2023 Regular Meeting were sent to the Town Clerk on March 6, 2023 for posting to the Town’s website. March 14, 2023 meeting was cancelled due to inclement weather. Postings were made on the electronic sign, station door, Town’s website and notice to media was sent to official newspaper. Commissioner Faehndrich moved to approve the minutes of the February 28, 203 public hearing and February 28, 2023 Regular Meeting. Motion seconded by Commissioner Westmiller. Motion carried 4 yes 0 no. Treasurer’s Report: • Emailed Balance sheet and Profit and Loss to Secretary and Commissioners • Financial report emailed to Chiefs • Bank statements reconciled. • Contacted Town Bookkeeper for next billing of NYSEG as well as Solar credits. -Working on it • AUD submitted • AUD – Delivered to Town Clerk • Audit with Insero has started • PERMA audit submitted for 2022 payroll and 1st quarter of 2023 • Quickbooks Desktop Changing in May -They are pushing “On Line” – Desktop Version $549/yr plus Payroll $500/yr. Online Plus - $85/mo plus Payroll $50/mo $140/mo $1680/yr • Encumbered: Shred-It $241.00 Shredding Waiting for a corrected invoice Admiral Specialty Vehicles $700.00 Lights installed for 3rd Assistant Not billed (Chief Gaden will request) Town of Danby $825.39 West Danby Electric Not billed $1287.97 Danby Electric Commissioner Freedman moved to accept the Treasurer’s Report. Motion seconded by Commissioner Griggs. Motion carried 5 yes 0 no. APPROVAL OF BILLS: Commissioner Faehndrich moved to pay the vouchers as audited and approved on Operating Account Abstract 3-A Claims 47-61 in the total amount of $48,672.72 and 3-B Claims 62-64 in the total amount of $39,509.23 and 3-C Claims 65-74 in the total amount of $6,228.46. Motion seconded by Commissioner Griggs. Motion carried 5 yes 0 no. APPROVALS: Communications: • March Danby News • March Danby Town News • Email from NYS Archives – monthly newsletter • Email from CNYAFD March 4, 2023 Coffee with Commissioners • Communication Letter from Insero • Email from PERMA regarding Annual Membership Conference • Email from NYS Archives webinar: Electronic Records Disaster Planning and Recovery • Email from PERMA “save the date educational forum” • Email from PERMA workshop offering: solutions for safer roads and streets • Email from PERMA Safety Coordinator Training • Email from CNYAFD commissioner training schedule • Email NYS Archives – invitation to attend forum highlighting Black Women Engagement in our Democracy and Society • Email from PERMA with Upcoming Events in March • Email PERMA Work Zone Traffic Control for Safer Roads • Email PERMA new website • Email McNeil & Company – Introducing Podcasts • Email Wellnow latest news • Email PERMA By Laws update • Email CNYAFDSNY regarding April meeting and commissioner training Privilege of the Floor: NONE CHIEF’S REPORTS: WDFC: (Chief McCray) • Written report for February was received. • Request for the following training was received: V. Brown fire police class in Cortland County. Sh. Wendt Rescue Technician Basic in Trumansburg, Sh. Wendt Apparatus Operator-Pump in Cortland County. Discussion held on revising the form and milage will be calculated from station to training site. • Due to March 14, 2023 meeting being cancelled approval for training request by N. Dyson-Hudson is done now. Request was received by N. Dyson-Hudson received 03/14/23 for 2023 Annual RT-130 Wildfire Refresher and Fire Shelter Training in Cortland County. • Still having problems with internet service. Discussion held. Chief was requested to look in other options and report back. • AED pads came in. They were purchased on Visa. • Discussion held on status of prospective members. Discussed members needing physicals prior to enrollment in trainings and training with departments. DVFC: (Chief Gaden) • Written report for February was received. • Station usage: April 23, open house for Recruit New York; May 3 rabies clinic from 6 to 8 p.m.; May 20th pavilion for plant exchange. • Blue Box Pantry has been delivered. Will be moved under pavilion once a base is installed • Received another quote for security cameras, trying to get one more. • Discussion on installing dry hydrant on property owner’s land near rest area on Route 96B, will be meeting with contractors and will get prices. Commissioner Faehndrich moved to accept the following Danby station usage: April 23, open house for Recruit New York; May 3 rabies clinic from 6 to 8 p.m.; May 20th pavilion for plant exchange. Commissioner Westmiller seconded. Motion carried 5 yes 0 no. COMMITTEES: PURCHASING: • Chiefs reported they have ordered turn-out gear: 2 sets for Danby and 3 sets for West Danby through Ward’s Apparatus LLC in the amount of $20,370.00 Approvals of items/services to purchase: • Commissioner Freedman approved the purchase of office supplies up to $500.00 by the Secretary and Treasurer. Motion seconded by Commissioner Westmiller. Motion carried 5 yes 0 no. • Commissioner Freedman approved the purchase of new Quickbooks online support of up to $1,680.00, Treasurer to research the plan needed. Motion seconded by Commissioner Faehndrich. Motion carried 5 yes 0 no. • Commissioner Faehndrich approved to spend up to $200.00 to alter bunker pants for Danby Firefighter. Motion seconded by Commissioner Griggs. Motion carried 5 yes 0 no. • Commissioner Faehndrich approved training request by Sh. Wendt to attend Rescue Technician Basic in Trumansburg and to be reimbursed the cost of mileage of up to $150.00 once certificate of completion is presented to Secretary. Motion seconded by Commissioner Westmiller. Motion carried 5 yes 0 no. • Commissioner Faehndrich approved training request by Sh. Wendt to attend Apparatus Operator-Pump training in Cortland County and to be reimbursed the cost of mileage of up to $350.00 once certificate of completion is presented to Secretary. Motion seconded by Commissioner Westmiller. Motion carried 5 yes 0 no. • Commissioner Faehndrich approved training request by V. Brown to attend fire police course in Cortland County and to be reimbursed the cost of mileage of up to $250.00 once certificate of completion is presented to Secretary. Motion seconded by Commissioner Westmiller. Motion carried 5 yes 0 no. • Commissioner Faehndrich approved the Secretary doing two additional background checks on prospective member. Motion seconded by Commissioner Anderson. Motion carried 5 yes 0 no. BUILDING/GROUNDS: • Chief Gaden and Commissioner Westmiller reported the roof at the Danby station was leaking again. Hale Roofing came today and placed a sealant on the location leaking • Chief Gaden and Commissioner Westmiller discussed the heat in the apparatus bay in Danby Station, waiting on the circular pump. • Commissioner Westmiller reported we published a request for proposals for the heating system in the West Danby apparatus bay. Bids are due by April 25th. GRANTS: • Commissioner Anderson reported no news on the AFG 2023 grant. • Commissioner Anderson reported she would like information dryers for turn-out gear; current boiler at Danby and cost to remove and install new as she is looking for other grants to apply for. • Send information on general benefits offered to firefighters so an article can be submitted. INSURANCE: • Commissioner Freedman reported that the Insurance Committee, Chiefs (if they wish), Secretary and Treasurer will be meeting with representative from insurance company to discuss Cancer Insurance benefits TECH: NONE TRUCKS: • Chief Gaden will be seeking quotes for replacement tires on 401. Old tires to be disposed of by being categorized as surplus and sold. • Secretary requested information of quantity of hose, ladder, pumps and hard suction units and names of businesses to request bids from for annual testing. • Secretary requested updated information on trucks and pumps and names of businesses to request bids from for annual maintenance of trucks and pumps. • Discussion held on West Danby fly car. Chief McCray to set up truck committee to research and report back to Board. TOWN BOARD: NONE RECORDS: • Reminder about individuals needing OSHA training and commissioner training • Certificate of Insurance was provided to Ithaca Fire Department for using training tower. POLICY: NONE MEMBERSHIP/TRAINING: • ENS report • Secretary training webinar attended “Duties & Deadlines Terminology: I heard what you said, now what does it mean?” Discussion held on topic of emails. • Physicals for all active members is set for June 26, 2023 at 5:00 p.m. • Received certificates for IFO class from D. Dougherty and I. Ross. LONG RANGE PLAN: NONE AUDIT: • Commissioner Freedman reported audit is under way through Insero. Commissioners need to reply to communication letter received from Insero and get a copy to Secretary. Representative from Insero has requested to do a presentation to the Board of Fire Commissioners after audit is complete. • Commissioner Freedman reported we will be requesting for proposals of annual audits by outside company. BUDGET: • Will be starting workshops in May • Commissioner Freedman discussed transferring additional money to reserves in now. Proposes transferring a total of $80,000.00 with $60,000.00 to Building Reserves; and $20,000.00 to Apparatus Reserves. Commissioner Westmiller moved to transfer unspent appropriated Fund Balance of $80,000.00 to Fund Balance Restricted as follows: $60,000.00 into Building Procurement, Repair and Replacement Capital Reserve Account and $20,000.000 into Apparatus Procurement Repair and Replace Capital Reserve Account. Commissioner Anderson seconded, and the Board of Fire Commissioners voted as follows: Commissioner Anderson: Aye; Commissioner Faehndrich: Aye: Commissioner Freedman: Aye; Commissioner Griggs: Aye; Commissioner Westmiller Aye. Motion carried and Resolution adopted. OLD BUSINESS: • Discussion on purchasing a fireproof safe for the documents currently located in the safety deposit box at Tompkins Community Bank. Decision made to not purchase fireproof safe and to leave documents in safe deposit box at this time. NEW BUSINESS: • Need names of companies to request proposals of lawn mowing at Danby and West Danby Stations. Email them to Secretary Next Meeting date and time: • 04/11/23 regular meeting at 7:00 p.m. Meeting adjourned at 9:16 p.m. Respectfully submitted, Sharon Gaden Secretary DANBY FIRE DISTRICT RESOLUTION TO TRANSFER MONEY FROM UNSPENT APPROPRIATED FUND BALANCE TO FUND BALANCE RESTRICTED. RESOLUTION 2023-03-28.1 WHEREAS The Danby Fire District has monies unspent in A3410.9 Contingency Account and A3410.4 Contractual Account at the end of fiscal year 2022; WHEREAS The Danby Fire District has Reserve Accounts for planned and unexpected expenses; WE RESOLVE to transfer unspent appropriated Fund Balance of $80,000.00 to Fund Balance Restricted as follows: $60,000.00 into Building Procurement, Repair and Replacement Capital Reserve Account; $20,000.00 into Apparatus Procurement Repair and Replace Capital Reserve Account. Commissioner Westmiller moved, Commissioner Anderson seconded, and the Board of Fire Commissioners voted as follows: Commissioner Anderson Aye Commissioner Faehndrich Aye Commissioner Freedman Aye Commissioner Griggs Aye Commissioner Westmiller Aye The foregoing resolution was thereupon declared duly adopted and approved by the Board of Fire Commissioners on March 28, 2023. _____________________________ Sharon Gaden, Secretary Danby Fire District