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HomeMy WebLinkAbout2024-04-09 Fire District Meeting Minutes (draft) PRELIMINARY DANBY FIRE DISTRICT MINUTES OF THE REGULAR MEETING April 9, 2024 Commissioner Westmiller called the regular meeting to order at 7:00 p.m. ATTENDANCE: COMMISSIONERS: OFFICERS: Katherine Anderson (absent) Kevin Faehndrich (absent) 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 Ken VanEtten West Danby 2nd Asst Chief PUBLIC: NONE Call to Order Pledge of Allegiance Lawn Mowing bids: • Received 1 bid from Allscapes in Candor. $63.00 per move for Danby and $73.00 per mow for West Danby. Commissioner Freedman made a motion to accept both proposals from Allscapes for lawn care for 2024, seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. Minutes: Preliminary minutes for March 12, 2024, regular meeting were forwarded to the Town Clerk for posting on the Town’s website and posted on the Fire District’s website on March 26, 2024. Commissioner Freedman moved to approve the minutes of the March 12, 2024, regular meeting. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. Treasurer’s Report: • Emailed Financial Reports to Commissioner/Secretary/Chiefs o Balance Sheet o Profit and Loss o Equipment (100/200) o Fuel • Bank statements reconciled. • Contacted Town Bookkeeper for next billing of NYSEG as well as Solar credits. - No Response. • Received Group Life Insurance Invoice • PERMA – 1st Qtr. Payroll audit submitted • 941 Tax filed • NYS 45 Filed • Attended Commissioners Training – Audit • Per Resolution 2024-03-12.1 – Transfer of unused Fund complete o $45000.00 – Apparatus Reserve o $45000.00 – Building Reserve o $10000.00 - Equipment Reserve • CD at TTC up for Renewal 4/22/24 (9mo) TTC 4.25% (5mo) CCTC 5% (9mo) Commissioner Freedman made a motion to have Treasurer Hart place $13,000.00 plus accrued interest into a CD at Chemung Canal Trust Company for 9 month term earning 5%, Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. • NYS Broadband Challenge Portal – Accepting challenges through April 18. (West Danby) – discussion followed. Decision made to have Treasurer Hart submit this. • Station Usage – Ithaca City School. May 8th for a meeting on the budget. Commissioner Westmiller moved to accept the Treasurer’s Report. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. Approval of bills: Commissioner Westmiller made a motion to pay the vouchers as audited and approved on Operating Account Abstract 4-A claims 72-86 in the amount of $17,294.06 and Abstract 4-B claims 87-93 in the amount of $4,546.97. Motion seconded by Commissioner Griggs; Motion carried 3yes 0 no. Communications: • Email from PERMA – registration for 2024 annual member conference is due April 9, 2024 • Email from AFDSNY regarding extending public comment period for the proposed OSHA Updates by sending a letter and signing a petition – call to action to allow Chief David Dennison a seat at the table to help navigate a solution everyone can live with. • Danby EMS Director submitted paperwork to the State to change the primary on the district’s account with the Statewide Financial System from D Bowles to B. Hart. Emailed Treasurer Hart regarding reimbursement by the State for the EMT classes attended by 5 members from Danby Fire Company • Email from AFDSNY – commissioner training webinar dates • Email from PERMA with Monthly Topics • Email from Mahlon Irish regarding specs for West Danby 1421 (gave to Com. Westmiller) • LENS report – renewal of member’s license • NYS Archives – submitted a survey on Microfilm • Email AFDSNY notice of April 4th webinar on proposed OSHA updates • Email Central Region Fire Districts Association – meeting 04/22/24 at Mattydale Fire District • Email from PERMA Safety Tip Tuesday • Copied in on emails regarding West Danby NYS Broadband Challenge Portal • NYS Archives bulletin • Letter from PERMA with Risk Scheduled Report – payment for Danby FF with chest pains • Email PERMA upcoming events • Notification Emergency Medical Products (EMP) will become part of Bound Tree Medical • FirstLight – Fire Optic Internet and Phone. Computer Room does not recommend changing from Spectrum • Email from PERMA Work Zone Awareness Week • NYS Archives YouTube page • NYS Archives webinar • Email from PERMA payroll audit updates • Email from PERMA new service defensive driving course • Maguire flyer • HSC Associates servicing notice (may be scheduled for May 16th). Chief McCray will contact HSC to schedule of their units. • March Danby Town News • April Danby News • True Insurance newsletter • Ithaca City School District proof of insurance Privilege of the Floor: NONE CHIEF’S REPORTS: WDFC: (Chief McCray) • No written report for March was received. • Received receipt from State Trooper who retrieved items removed from the West Danby dumpster by an non-member. DVFC: (Chief Gaden) • Written report for March was received. • Station Usage: May 1st from 8 to 4 b the Danby Highway Department for OSHA training. May 8th by Ithaca School Board for a meeting on the budget. • NYS revoked EMT license for one member due to not having continuing medical education classes (CMEs) completed. Member is working on them tonight and then will need to do the State’s protocols. • Roof is leaking in Chief’s Office. • Rescue helmets received. • Dishwasher quotes from B&W Supply in the amount of $4,295.00 for one like we have now. Upgrade would be $4,769.00 plus $250.00 for delivery, would take old on in on consignment and split the amount received upon sale. Dave Brown for installation is approximately $500.00. Commissioner Freedman will obtain other quotes. • All 5 members passed the EMT class and are now EMTS. • Generator needs to be put-on Long-Range Plan. Needs to be larger and have internet and additional outlets connected to it for emergency backup. Generator would need to be natural gas. • Highway Department’s gas shed blew off foundation and destroyed. We can’t get diesel or gas right now. • Flagpole – reached out to 6 companies. Found one that will install it, out of Binghamton. Will stop to look at it and give quote. Commissioner Freedman moved to accept station usage on May 1st by the Danby Highway Department and on May 8th by the Ithaca City School Board. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. COMMITTEES: PURCHASING: • Lengthy discussion held on procedure for approvals for purchasing equipment and services prior to purchase. Including those listed on the Chiefs Equipment list submitted at budget time. Decision made that all approvals must be prior to purchase/ordering of equipment and services at a Board of Commissioners meeting. The commissioners will then sign the voucher approving the payment of invoice. BUILDING/GROUNDS: • Assistant Chief K. VanEtten reached out to the Danby Highway Department about the area around the pump shed at West Danby Fire Station. Highway Supervisor is going to look at it and talk to Commissioner Westmiller. Discussion held. • Commissioner Westmiller went to West Danby to take pictures for Ithaca Construction to get quotes for concrete work in apparatus bay and flooring in public areas of station. Will need RFP if over $35,000.00. Discussion held on adding a logo to the floor at some point. • Commissioner Westmiller is looking at obtaining quotes for replacement of furnace at Danby Fire Station. GRANTS: • Triad Grant received in the amount of $12,000.00 to go towards the purchase of turn-out gear. Commissioner Freedman made a motion to increase the 2024 Budget of $589,000.00 by $12,000.00 from the grant received by Triad to purchase turn-out gear. Motion seconded by Commissioner Griggs. Roll call vote taken: Commissioner Anderson: absent; Commissioner Faehndrich: absent; Commissioner Freedman: Aye; Commissioner Griggs: Aye; and Commissioner Westmiller: Aye. Resolution duly adopted and approved by the Board of Fire Commissioners. • NYS Infrastructure grant is being reviewed and then will be submitted. INSURANCE: • Commissioner Freedman will request handouts for members of the MAP and Cancer coverage. Treasurer Hart will copy flyer for Chiefs. • Secretary Gaden will inquire about a Fall workshop with the insurance representative. TECH: NONE TRUCKS: • Chief McCray reported 1445 had a ball valve issue and has been repaired. • Chief McCray reported he has contacted Wards Apparatus as 142 has water leaking from tank to the pump; and brake cam on driver side is leaking • Chief McCray reported ERG parts for 1401 are backordered. • Chief McCray will get an update on 1443. • Secretary Gaden to try to convert PDF of specs for 1421 and resend to M. Irish. TOWN BOARD: • Commissioner Freedman stated we need to hear from the Town’s bookkeeper RECORDS: • Physicals are scheduled for June 24th at 5:00 p.m., sign up sheet will be sent to Chiefs • Need proof members/commissioner took the online mandatory OSHA classes. POLICY: • Commissioner Freedman discussed Fixed Asset Capitalization Policy and will present it next month. MEMBERSHIP/TRAINING: • Chief Gaden will have training request for Seneca Co class and fire police class in Spencer by another member. Chief McCray will have training request for member to take Officer I training in Spencer. Chief Gaden mentioned Tompkins County is trying to have an Officer I training in the summer LONG RANGE PLAN: NONE AUDIT: NONE BUDGET: NONE OLD BUSINESS: NONE NEW BUSINESS: • Discussion held on smell in the Danby Fire Station. Commissioner Westmiller will call to have the septic tank pumped. APPROVALS of TRAININGS, ITEMS OR SERVICES TO BE PURCHASED: Commissioner Westmiller made a motion to approve the purchase of 5 case of 30-minute road flares from Traffic Safety Store at the cost of $926.79, requested by Chief McCray. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. Discussion held on getting quote from Pleasant Valley Electric to add additional emergency outlets to the Danby Fire Station. Commissioner Griggs made a motion to approve the purchase of Lanyards from First Rescue (5 for West Danby and 10 for Danby) at the cost of approximately $435.00, requested by Chief Gaden and Chief McCray. Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. Commissioner Griggs made a motion to approve the payment of $1,076.26 to Fire End for 3 pairs of boots for Danby Fire Company, requested by Chief Gaden. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no. Commissioner Freedman made a motion to purchase Rope Rescue supplies from Halco in the amount of $2,300.00 plus shipping. Request by Chiefs Gaden and McCray. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. Commissioner Westmiller made a motion to purchase turn-out gear from Fire End in the amount of $33,500.00 plus shipping (5 sets for Danby and 4 sets for West Danby, Chief Gaden will need to go over the invoice with the Treasurer when equipment comes in as there are exterior vs interior gear. Requested by Chiefs Gaden and McCray. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. Commissioner Freedman made a motion to approve the payment of $60.00 for 2 inch ball valve from Fire End for repair of 1445. Requested by Chief McCray. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. Commissioner Freedman made a motion to approve the additional cost of $162.00 for travel time by Jerome Fire/Amkus for the annual maintenance on the new extrication tools. Requested by Chief Gaden. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. Commissioner Griggs made a motion to pay for the materials and labor to build a shelf for the secretary’s desk. Requested by Secretary Gaden. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no. Commissioner Westmiller made a motion to approve the purchase of toner for printer up to $100.00. Requested by Chief Gaden. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no. Next Meeting date and time: • 03/26/24 at 7:00 p.m. – to be cancelled • 04/09/24 at 7:00 p.m. – Regular Meeting Meeting adjourned at 9:03 p.m. Respectfully submitted, Sharon Gaden Secretary DANBY FIRE DISTRICT RESOLUTION TO MAKE ADMINISTRATIVE ADJUSTMENT TO 2024 BUDGET AS A RESULT OF STATE MANDATE TO KEEP BUDGET, GRANTS AND DONATIONS NET ZERO RESOLUTION 2024-04-09.1 WHEREAS the Danby Fire District has received $12,000.00 from Triad Foundation as a grant to support the purchase of turn-out gear for Danby Volunteer Fire Company and West Danby Fire Department. WHEREAS the money was deposited into General Account. WE RESOLVE to modify the 2024 Budget to include the sum of $12,000.00 as added to General Account. WE FURTHER RESOLVE, with this modification, the 2024 Budget will increase from $589,000.00 to $601,000.00. Commissioner Freedman moved. Commissioner Griggs seconded, and the Board of Fire Commissioners voted as follows: Commissioner Anderson Absent Commissioner Faehndrich Absent 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 April 9, 2024. __________________________ Sharon Gaden, Secretary Danby Fire District