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Home My WebLink About2023-10-10 Fire District Meeting MinutesPRELIMINARY DANBY FIRE DISTRICT MINUTES OF THE REGULAR EETING October 10, 2023 Commissioner Westmiller called the regular meeting to order at 7:00 p.m. ATTENDANCE: COMMISSIONERS: OFFICERS: Katherine Anderson (Absent) Kevin Faehndrich Joseph Freedman Charlotte Griggs Wayne Westmiller Bonnie Hart, Treasurer Sharon Gaden, Secretary, Deputy Treasurer John Gaden, Danby Fire Chief Robert McCray, West Danby Fire Chief (Absent) PUBLIC: Call to Order Pledge of Allegiance Minutes: Preliminary Minutes for September 12, 2023, Regular Meeting were sent to the Town Clerk on September 19, 2023, for posting to the Town’s website. Minutes were also posted to District’s website. Commissioner Westmiller moved to approve the minutes of the September 12, 2023, Regular Meeting. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. Treasurer’s Report: • Equipment and Fuel Reports sent to Chiefs and Secretary • Balance Sheet and P & L Reports sent to Commissioner and Secretary and Chiefs • Bank Statements Reconciled • Received verbal Electric/Solar from Town - Still waiting for bill/backup – (meeting 10/11/23) • Virtual meeting with PERMA – Risk Assessment meeting 10/3/23 • PERMA 3rd Qtr. Payroll Audit Submitted • Form 941 3rd Qtr. complete and changed to electronic payment and filing. • Had to put stop payment on check #4655 Witmer Public Safety (They said they never received it) Group and reissue check. • Tax Cap Form submitted to NYSOSC • Bailey Agency sent release form to start getting insurance pricing. This also allows them to notify True Insurance. • Copy of QuickBooks was sent to new auditors. Commissioner Westmiller moved to accept the Treasurer’s Report. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. Communications: • Email from Tompkins County Board of Elections, voting machines will arrive at WD station at 10:20 on 11/02 and 10:50 at Danby Station; machines will be picked up on November 8th at 1:40 for Danby and 2:10 for West Danby • Email from PERMA – Member Portal • Danby Vol. Fire Company Health Department Inspection Report from Home Depot Event • Email from ESIP regarding attending ESIP Client Appreciation Dinner at VCOS Symposium In the Sun event on 11/9/23 • Email from PERMA – mental health grant from OMH • Email from NYS Archives – webinar notification • Email from Fire Rescue Systems regarding the software they distribute • Email from NYS Archives – October is American Archives Month • Email from NYS Archives – webinar notification • Email Central Regions Fire Districts Educational Seminar – 10/28/23 from 8 to 1 in Baldwinsville • AFDSNY – part 3 of Being in it to win it webinar • AFDSNY – Coffee with the Commissioners 09/30/23 • Email from BrinkAlert – LED Safety Light Systems for Fire station doors – to chiefs • Email NYS Archives webinar notification • Maguire sales flyer on certain services • Danby Town News – October 2023 • Danby News – October 2023 • Penn Power Group Fleet Services – post card on annual fire truck PM service • NYS Department of Environmental Conservation – 2023 Volunteer Fire Assistance Grant – application deadline 11/15. Chief Gaden will discuss with Chief McCray. • FASNY – Happy Holiday Card with letter requesting for donation • Email from Danby EMS Director G. Jakubson regarding Medical Director Commissioner Faehndrich moved to approve Commissioner Westmiller, Secretary Gaden and Chief Gaden to attend the Central Region Fire District Educational Seminar on October 28, 2023, and to pay $20.00 for Commissioner Westmiller and $20.00 for Secretary Gaden. Chief Gaden may attend at no cost. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. Commissioner Westmiller moved to approve Dr. Lucas Knewstub as the Medical Director of Danby (agency code 1205) and West Danby (agency code 5464). Motion seconded by Commissioner Faehndrich. Motion carried 4 yes 0 no. Privilege of the Floor: NONE APPROVAL OF BILLS: Commissioner Westmiller moved to pay the vouchers as audited and approved on Operating Account Abstract 9-B $15,518.62 claims 237 – 249 and Abstract 10-A $7,607.93 claims 250 - 263. Motion seconded by Commissioner Faehndrich. Motion carried 4 yes 0 no. CHIEF’S REPORTS: WDFC: NONE DVFC: (Chief Gaden) • Written report for September was received. • Station usage: 10/31 Community Council Halloween Party; 11/12 Pancake breakfast; 11/23 D. Saracino for Thanksgiving get together; 12/03 Pancake Breakfast and 12/17 D. Saracino holiday get together. • 1 prospective new member: Julian Cerino, Chief Gaden is going to talk to his current company about a mutual aid agreement. Commissioner Freedman moved to accept Julian Cerino as a mutual aid member pending acceptable background checks, physical and acceptance of mutual aid agreement by current fire company. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. • All trucks have had preventative maintenance • West Danby 1401 will go tomorrow. • 401 need to repair 3 gauges and piston intake valve. The piston intake valve is under warranty • Lock boxes are in for both stations. Commissioner Faehndrich moved to approve $10,493.00 to purchase tires from Ward’s Apparatus for 401 and 1401, received a grant for this. Motion seconded by Commissioner Westmiller. Motion carried 4 yes 0 no. • Hose and ladder testing will be October 24th at Danby and October 25th at West Danby Commissioner Freedman moved to accept the request for the station usages as follows: 10/31 Community Council Halloween Party; 11/12 Pancake breakfast; 11/23 D. Saracino for Thanksgiving get together; 12/03 Pancake Breakfast and 12/17 D. Saracino holiday get together. Motion seconded by Commissioner Faehdrich. Motion carried 4 yes 0 no. COMMITTEES: PURCHASING: • Chief Gaden reported a company is coming on October 30th to demonstrate new hard suction hose. BUILDING/GROUNDS: • Commissioner Westmiller reported he, Chief Gaden and the contractor will be meeting to discuss the scope of work and timeline. GRANTS: • Chief Gaden reported we are still in the running for the AFG grant for extrication tools INSURANCE: • True Insurance was notified that we will no long use their agency. We are transitioning over to Bailey Place TECH: NONE TRUCKS: • Commissioner Westmiller discussed purchasing a new EMS/Rescue vehicle for West Danby. Chief McCray has contacted Maguire Ford, received no response; Simmons Rockwell, received no response and Dovi Ford, quote was $65,000.00 under State Contract pricing on a F250 diesel Super-Cab. Further discussion held on payment, delivery and add-ons. Commissioner Faehdrich moved to adopt Resolution 23-10-10.1 to authorize the transfer of not more than $85,000.00 from its Apparatus Procurement, Repair and Replacement Capital Reserve Account to the District’s General Operating Account for continued Fire District operations for acquisition of an emergency rescue vehicle 2024 Ford F250 Super Cab pickup with attendant equipment for Fire District purposes and services related thereto. Commissioner Griggs seconded the motion. A roll call vote was taken. Commissioner Anderson –Absent; Commissioner Faehndrich –Aye; Commissioner Freedman –Aye; Commissioner Griggs –Aye and Commissioner Westmiller –Aye. TOWN BOARD: NONE POLICY: • Discussion on Non-Travel Related Refreshment and Meal Expenditure Policy and Procedure. Revision to be made to proposed draft; District Purchasing Staff to be changed to District Staff. Commissioner Faehdrich moved to adopt the Non-Travel Related Refreshment and Meal Expenditure Policy and Procedure as revised. Motion seconded by Commissioner Griggs. Roll call vote was taken Commissioner Anderson –Absent; Commissioner Faehndrich –Aye; Commissioner Freedman –Aye; Commissioner Griggs –Aye and Commissioner Westmiller –Aye. • Discussion on Commissioner Elections policy being amended to have elections open from 6:00 p.m. to 9:00 p.m. Commissioner Faehndrich moved to revise the Commissioner Election policy to have elections open from 6:00 p.m. to 9:00 p.m. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. • Policies were divided among the Commissioners for them to review and come back next month to discuss any revisions they might recommend. RECORDS: • Secretary Gaden attended webinar of Duties & Deadline for Budget. MEMBERSHIP/TRAINING: • All members with limited physical calls have been issued new cards with 1-year expirations. • Still need 3 West Danby members to have physicals LONG RANGE PLAN: • Commissioner Freedman said the committee is waiting on chiefs to give staffing information. AUDIT: • Copy of QuickBooks was sent to new auditors. BUDGET: • Adopted Proposed budget for 2024 was posted to District Website • Notice of Budget Hearing was posted on District Website, delivered to the Town Clerk for posting on Town’s bulletin board and website; notice was published in the Ithaca Journal and copy of publication was posted on District’s website and delivered to the Town Clerk for posting on the Town’s bulletin board and website • Budget Hearing is October 17th OLD BUSINESS: • Discussion held on Memorandum of Understanding received from West Danby Water District versus a Shared Usage Agreement. Drafts were reviewed. Commissioner Freedman made a motion to adopt the Shared Usage Agreement as modified to add termination clause of 30 calendar days to be added. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. • Commissioner Faehndrich submitted his certificated of attending the Association of Fire Districts of the State of New York Commissioner Training Course. • Update given on status of inventory NEW BUSINESS: • Discussion held on the purchasing of extrication tools • Fire Company Elections will be December 14, 2023 at 7:00 p.m. • Fire Commissioner Elections are December 12, 2023 from 6:00 p.m. to 9:00 p.m. • Adopt election board (tabled) • September 26, 2023 meeting was cancelled APPROVALS of TRAININGS, ITEMS OR SERVICES TO BE PURCHASED: Commissioner Freedman moved to approve the purchase of a green helmet from Ward’s apparatus at the cost of $448.06. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. Commissioner Faehndrich moved to approve the cost of new tires for 401 and 1401 in the amount of $10,493.00 from Ward’s Apparatus, to be taken from the grant we received earlier in the year. Motion seconded by Commissioner Westmiller. Motion carried 4 yes 0 no. Commissioner Westmiller moved to approve the estimate for repairs on 1421 in the amount of $1,384.11, the invoice will be reviewed and approved prior to payment, vendor is Ward’s Apparatus LLC. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. Commissioner Faehdrich moved to approve the estimate for repairs on 1401 in the amount of $2,551.34, the invoice will be reviewed and approved prior to payment, vendor is Ward’s Apparatus LLC. Motion seconded by Commissioner Freedman. Motion carried 4 yes 0 no. Note was made that at last month’s meeting the repair of the AC unit and spring binder on 401 up to $2,000.00, the actual cost will be less than the $2,000.00 Commissioner Faehdrich moved to approve up to $500.00 for building maintenance supplies for replacement ceiling tiles and 2 soap dispensers for the restrooms at the Danby station. Motion seconded by Commissioner Freedman. Motion carried 4 yes 0 no. Commissioner Westmiller moved to approve the purchase of a scanner for the Treasurer, not to exceed $400.00. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. Commissioner Freedman moved to reimburse Commissioner Faehndrich in the amount of $100.00 for attending the Association of Fire District of the State of New York Commissioner Training Course. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. Next Meeting date and time: • 10/17/23 at 7:00 p.m. Budget Hearing • 10/17/23 Special Meeting to follow the Budget Hearing • 10/24/23 at 7:00 p.m. Commissioner Faehndrich moved to cancel the regular meeting scheduled for October 24th due to the Special Meeting on October 17th following the Budget Hearing. Moved to hold a Special Meeting on December 19th to approve Line Officers for Danby and West Danby Fire Companies and to cancel the regular meeting schedule for December 26th due to the Special Meeting on December 19th. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. Meeting adjourned at 9:08 p.m. Respectfully submitted, Sharon Gaden Secretary DANBY FIRE DISTRICT RESOLUTION TO TRANSFER FUNDS FROM CAPITAL RESERVE ACCOUNT TO THE GENERAL OPERATING ACCOUNT Resolution No. 2023-10-10.1 RESOLVED, that pursuant to Section 6-g of the General Municipal Law, as amended, the Danby Fire District does hereby authorize the transfer of not more than $85,000.00 from its Reserve Apparatus Procurement, Repair and Replacement Capital Reserve Account to the District’s General Operating Account for continued Fire District operations for acquisition of an emergency rescue vehicle 2024 Ford F250 Super Cab pickup with attendant equipment for Fire District purposes and services related thereto. No expenditure shall be made except upon authorization of the Board. FURTHER RESOLVED, that this resolution is subject to a permissive referendum as provided by Section 6-g of the General Municipal Law. Commissioner Faehdrich moved, Commissioner Griggs seconded, and the Board of Fire Commissioners voted as follows: Commissioner Anderson Absent 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 October 10, 2023. . ____________________________ Sharon Gaden, Secretary Danby Fire District