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Home My WebLink About2024-03-12 Fire District Meeting Minutes (draft) PRELIMINARY DANBY FIRE DISTRICT MINUTES OF THE REGULAR MEETING March 12, 2024 Commissioner Westmiller called the regular meeting to order at 7:00 p.m. ATTENDANCE: COMMISSIONERS: OFFICERS: Katherine Anderson (late) Kevin Faehndrich (absent) Joseph Freedman Charlotte Griggs Wayne Westmiller Bonnie Hart, Treasurer Sharon Gaden, Secretary, Deputy Treasurer John Gaden, Danby Fire Chief (late) Robert McCray, West Danby Fire Chief Ken VanEtten West Danby 2nd Asst Chief PUBLIC: NONE Call to Order Pledge of Allegiance Minutes: Preliminary minutes for February 13, 2024, regular meeting were forwarded to the Town clerk for posting on the Town’s website and posted on the Fire District’s website. Commissioner Westmiller moved to approve the minutes of the February 13, 2024, regular meeting. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no. Treasurer’s Report: • Emailed Balance sheet and Profit and Loss to Secretary and Commissioners • Fuel & Equipment report emailed to Chiefs • Bank statements reconciled. • Contacted Town Bookkeeper for next billing of NYSEG as well as Solar credits. - No bill • AUD submitted • AUD – Delivered to Town Clerk and new Auditor • Audit with Stokes – Complete • Audit with Stokes - Delivered to Town Clerk • Bond Payment Due $33040.29 – Fulton Savings Bank (Due 4/1/24) • Bond Payment Due $32055.75 – Tioga Savings Bank (Due 4/10/24) • Need Milage approval for Treasurer /commissioner to attend commissioner training Endwell 76 miles round trip $49.78 car pooling • Gas Mileage Reimbursement $ .67 Mile Commissioner Westmiller moved to accept the Treasurer’s Report. Motion seconded by Commissioner Anderson. Motion carried 4 yes 0 no. Approval of bills: Commissioner Freedman made a motion to pay the vouchers as audited and approved on Operating Account Abstract 3-A claims 48- 61 in the amount of $178,079.94 and Abstract 3-B claims 62-71 in the amount of $10,922.54. Motion seconded by Commissioner Griggs; Motion carried 4 yes 0 no. Communications: • Responded by email to the 2 West Danby residents who had concerns about an electronic sign being installed • Email from NYS Archives – webinar 02/29/24 • Email from Town’s bookkeeper with details on anticipated date for delivering tax levy • Article by Com. Anderson to both Town newspapers with article about extrication equipment purchases • Emails from Jeremy at Bailey Agency and Carla West at McNeil Insurance regarding rescheduling meeting to give a presentation to the memberships of the insurances offered. • AFG 2024 grant workshop (N. Dyson-Hudson’s email) • Email from AFDSNY Coffee with the Commissioners on 02/24/24 regarding 2 major changes that could affect the fire service – emailed commissioners, chiefs and treasurer (Com. Westmiller, Chief Gaden and Sec. Gaden attended) • Email from PERMA – Safety Tip Tuesday • Email from AFDSNY about 02/24/24 webinar • Email from Bailey Insurance Agency answering member’s question on worker’s comp • Email from PERMA social media • Email from NYS Archives regarding Local Government Records Management Improvement Fund (LGRMIF) Account Registration • Email from PERMA 2024 Annual Member Conference May 9th and 10th, registration is open • Email from AFDSNY Fire District Affairs for February 2024 – March 2024 (emailed to Commissioners, Treasurer and Chiefs) • Email from PERMA to register to Annual Conference • Email from Central Region Fire Districts Association – looking for individuals interested in serving as an officer • Email from PERMA March is National Ladder Safety Month • Email from NYS Archives – webinar • Email from NYS Archives Local Government Newsletter • Email from AFDSNY – Mini Summit on April 26th and 27th in White Plains • Email from PERMA – Monthly Topics for March • Email from NYS Archives – webinar • Email from Chief McCray regarding outreach date; truck to Fall Creek Elementary • Email from PERMA regarding upcoming webinars • Occustar confidential letters pre-physical • Email from PERMA Work Zone Safety Grant available • Email from PERMA Safety Tip Tuesday • Email from PERMA Highlights for PERMA Conference • Email from Tompkins Community Bank – business fraud webinar (forwarded to Treasurer and Com. Freedman) • Insurance cards for the apparatus • Danby News March 2024 • AFDSNY proposed By-Law Amendments • Maguire advertisement • Danby Town News March 2024 • Town of Danby Certificate of Completion for Roofing membrane installation. Privilege of the Floor: NONE CHIEF’S REPORTS: WDFC: (Chief McCray) • Written report for February was received. • Station Usage: March 16th Easter Celebration Fundraiser from 2 to 4. April 20th Joe Hulbert Celebration of Life; May 18th Cemetery Association. • Newfield Masonic Temple has asked for help cleaning up cemetery by Old Methodist Church before Memorial Day, will donate $1,000.00 to the Fire Company. • No cold water in men’s bathroom sink. Brief discussion. • Cracks in cinder block walls in the public areas, discussion held on these coming from the building settling • Noticed ceiling tiles with stains, they are not getting worse, will keep track • Bingo update; paper work was not complete and is being revised and will be resubmitted. • Discussion on internet. Chief McCray to contact Verizon. • Notified by a member that his brother acquired old turn-out gear from West Danby dumpster and is wearing it, responding to calls and using a blue light. Chief McCray directed to contact police agency and file a complaint. Commissioner Griggs moved to accept request for the following station usages: March 16th Easter Celebration Fundraiser from 2 to 4. April 20th Joe Hulbert Celebration of Life; May 18th Cemetery Association. Motion seconded by Commissioner Westmiller. Motion carried 4 yes 0 no. DVFC: (Chief Gaden) • Written report for February was received. • 3 new members: Taviri Barker; Braedon Peluso and David Katz • Station Usage: May 18th by Dan Klein for plant exchange, pavilion from 11 to 2. • Training Request: D. Dougherty, S. Wyatt, J. Forbes, I. Ross and G. Garriga would like to attend the Rescue Tech Basic from April 23rd through May 4th in Seneca County. Will be taking 442, no milage reimbursement necessary. Commissioner Freedman made a motion to approve training request for Rescue Tech Basic for D. Dougherty, S. Wyatt, J. Forbes, I. Ross and G. Garriga in Seneca County. No mileage reimbursement is being approved. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. • Training Request: Br. Bowman and I. Ross would like to attend EVOC March 19th – April 20th in Tioga County. Will be taking 442, no milage reimbursement necessary. Commissioner Freedman made a motion to approve training request for EVOC for Br. Bowman and I. Ross in Tioga County. No mileage reimbursement is being approved. Motion seconded by Commissioner Westmiller. Motion carried 4 yes 0 no. • Training Request: A. Ives, D. Peluso and S. Sauer would like to attend BEFO March 25th through June 20th in Tioga County. S. Sauer will be asking for mileage: 24 classes at 52 miles round trip at $.67 per mile = $836.00. Commissioner Freedman made a motion to approve training request for BEFO for A. Ives, D. Peluso and S. Sauer in Tioga County. Mileage will be reimbursed to S. Sauer in the amount of $836.00 (others will carpool with him). Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. • Admiral Specialty Vehicle will be fixing the siren on 461 personal vehicles, adding a new shelf to 401 and then going to West Danby to add a shelf to 1401 for the new extrication tools • Kinsley Power left the doors unlocked • Fire Company will be working on installing new door(s) to the shed, may ask for District to purchase materials • Discussion held on purchasing turn-out gear from Globe vs Lion. • Pleasant Valley will be back on April 15th to fix nightlights in the apparatus bay • I. Ross and D. Peluso are new EMTS • G. Jakubson will be the liaison with New York State Commissioner Westmiller moved to accept station usage on May 18th by Dan Klein for the plant exchange. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. Commissioner Westmiller moved to accept Taviri Barker, Braedon Peluso and David Katz as new members of the Danby Fire District pending acceptable physicals by approved medical provider. Motions seconded by Commissioner Griggs. Motion carried 4 yes 0 no. COMMITTEES: PURCHASING: NONE BUILDING/GROUNDS: • Discussion on Castle Cleaners and members going to Castle Cleaners to discuss cleaning. District prefers members do not do this. The District contact is Treasurer Hart. • Commissioner Westmiller will call roofing company again about the Danby Station roof. • Secretary will send out Requests For Proposals (RFPs) for lawn mowing at both stations. • Commissioner Westmiller will be working on obtaining bids for work at both stations; West Danby floor repair; West Danby repair of concrete in apparatus bay; Danby repair of concrete in apparatus bay; Danby replace boiler; Danby repair apron. • Chief Gaden discussed the dishwasher acting and will be getting quotes to replace it. GRANTS: • Commissioner Anderson and Chief Gaden gave representative from Triad a tour of the station and showed the extrication tools just purchased. • Commissioner Anderson reported it is likely we will be getting a grant from Triad for turn-out gear. • Commissioner Anderson will check on the “Hinchey” Infrastructure grant INSURANCE: • Commissioner Freedman reminded everyone on 04/01/24 at 7:00 representatives from Bailey Place and McNeil & Co. will be here to discuss types of insurance the District offers. • Commissioner Freedman reported we now have Member Assistance Program insurance. District opted out of cyber addendum. • Discussion on PERMA and what they will or will not pay for recent claim filed for a member with chest pains turning Monday night training. TECH: NONE TRUCKS: • Chief Gaden reported 441 and 442 will be going for State inspection and will check on recalls • Chief McCray reported has not heard anything on new 1443 • Commissioner Westmiller reported specs are with Mahlon Irish for new 1421. TOWN BOARD: NONE RECORDS: NONE POLICY: • Commissioner Freedman discussed possibly having a Fixed Asset Capitalization Policy. MEMBERSHIP/TRAINING: • Physicals are scheduled for June 24th. LONG RANGE PLAN: NONE AUDIT: • Commissioner Freedman reported the audit for 2023 is done and results have been received and submitted to the Secretary. Complimented Treasurer Hart on a great job BUDGET: • Commissioner Freedman discussed transferring unspent appropriated fund balance to capital reserves. Discussion held. Commissioner Anderson moved to transfer unspent appropriated Fund Balance of $100,000.00 to Fund Balance Restricted as follows: $45,000.00 into Building Procurement, Repair and Replacement Capital Reserve Account; $45,000.00 into Apparatus Procurement Repair and Replace Capital Reserve Account; and $10,000.00 into Equipment Procurement Repair and Replace Capital Reserve Account. Commissioner Griggs seconded, and the Board of Fire Commissioners voted as follows: Commissioner Anderson: Aye; Commissioner Faehndrich: Absent: Commissioner Freedman: Aye; Commissioner Griggs: Aye; Commissioner Westmiller: Aye OLD BUSINESS: • Commissioner Freedman reported on establishing an Investment Committee (tabled) • Commissioner Westmiller reported on discussion held with attorney for the Fire District and concerns in entering into a lease with the Town of Danby for use of office space and storage of files at the West Danby Fire Station by the West Danby Water District. Decision made to not move forward with allowing the West Danby Water District to use office space or store files at the West Danby Fire Station. • Also reported on was the updated Renewal and Ratification of Prior Shared Usage Agreement between the Danby Fire District and the Town of Danby Commissioner Westmiller moved to approve the Renewal and Ratification of Prior Shared Usage Agreement between the Danby Fire District and the Town of Danby. Motions seconded by Commissioner Freedman. Motion carried 4 yes 0 no. NEW BUSINESS: NONE APPROVALS of TRAININGS, ITEMS OR SERVICES TO BE PURCHASED: Commissioner Westmiller made a motion to approve the payment of the furnace repair by E&V for West Danby station in the amount of $338.00. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. Commissioner Freedman made a motion to approve the payment to Admiral Specialty Vehicle for installation of emergency lights on 1462 personal vehicle in the amount of $200.00. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. Commissioner Freedman made a motion to pay $1,922.00 to QuickBooks Enterprise for the software and annual support. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. Commissioner Westmiller made a motion to approve reimbursement to Commissioner Griggs for milage in the amount of $49.78 to attend commissioner training with Treasurer Hart. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no Commissioner Griggs abstained. Commissioner Westmiller made a motion to approve the purchase of 2 light heads for rear light bar on 442 from Strobes and More in the amount of $253.86, requested by Chief Gaden. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. Commissioner Westmiller made a motion to approve the purchase of 2 rescue helmets for Basic Rescue Tech Course in the amount of 711.20 from the Fire Store. Requested by Chief Gaden. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. Commissioner Westmiller made a motion to approve the purchase of new mic for mobile radio for the personal vehicle of 461 from Magnum Electronics in the amount of $72.00. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. Commissioner Westmiller made a motion to approve 2 year contract with Jerome Fire Equipment Co., Inc Amkus Rescue Systems Service Program to service new extrication tools at the cost of $785.00 per year. Motion seconded by Commissioner Freedman. Motion carried 4 yes 0 no. Commissioner Freedman moved to approve the following purchases through the Computer Room: Laptop for 461 and to transfer data $1,095.00; 3 licenses for Microsoft 365 at $99.60 a year; Refurbish computer for 462 and transfer data $639.00; annual updates on Network $525.00 and desktop upgrade, new operating system new hard drive for 461 $379.60 and mileage to pickup and return computers. A total of $2,818.80. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. Commissioner Freedman moved to approve the emergency repair by Pleasant Valley for the nightlights in the Danby Fire Station up to $750.00. Requested by Chief Gaden. Motion seconded by Commissioner Westmiller. Motion carried 4 yes 0 no. Discussion tabled on putting LED lights in the Danby apparatus bay Commissioner Westmiller moved to approve the payment of $695.00 to Meridian Training for the March 18th training. Requested by Chief Gaden and Chief McCray, to be split from training budgets. Motion seconded by Commissioner Anderson. Motion carried 4 yes 0 no. Commissioner Westmiller moved to approve the purchase of EMS Supplies from Medline in the amount of $1,390.85. Requested by Chief McCray. Motion seconded by Commissioner Anderson. Motion carried 4 yes 0 no. Chief McCray will ask Ben at Computer Room about new desktop computer for 1461; and radio room. Chief McCray will research printers and get prices Commissioner Westmiller moved to approve request by Chief McCray to purchase a monitor to use with the camera system at West Danby in the amount of $139.99 from Staples. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. Commissioner Westmiller moved to approve request by Chief McCray to purchase a Thermal Imaging Camera from Flir in the amount of $5,793.97. Motion seconded by Commissioner Anderson. Motion carried 4 yes 0 no. Commissioner Westmiller moved to approve up to $150.00 for snacks for the insurance seminar on April 1st. Motion seconded by Commissioner Griggs. Motion carried 4 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 9:38 p.m. Respectfully submitted, Sharon Gaden Secretary DANBY FIRE DISTRICT RESOLUTION TO TRANSFER MONEY FROM UNSPENT APPROPRIATED FUND BALANCE TO FUND BALANCE RESTRICTED. RESOLUTION 2024-03-12.1 WHEREAS The Danby Fire District has monies unspent in A3410.9 Contingency Account and A3410.4 Contractual Account at the end of fiscal year 2023; WHEREAS The Danby Fire District has Reserve Accounts for planned and unexpected expenses; WE RESOLVE to transfer unspent appropriated Fund Balance of $100,000.00 to Fund Balance Restricted as follows: $45,000.00 into Building Procurement, Repair and Replacement Capital Reserve Account; $45,000.00 into Apparatus Procurement Repair and Replace Capital Reserve Account; and $10,000.00 into Equipment Procurement Repair and Replace Capital Reserve Account. Commissioner Anderson moved, Commissioner Griggs seconded, and the Board of Fire Commissioners voted as follows: Commissioner Anderson Aye 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 March 12, 2024. _____________________________ Sharon Gaden, Secretary Danby Fire District