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Home My WebLink About2023-02-14 Fire District Meeting Minutes PRELIMINARY MINUTES OF THE REGULAR MEETING February 14, 2023 Commissioner Westmiller called the regular meeting to order at 7:34 p.m. ATTENDANCE: COMMISSIONERS: OFFICERS: Katherine Anderson (Absent) Kevin Faehndrich (Absent) 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: Dominic Gentile Minutes: Preliminary Minutes for January 10, 2023 Organizational Meeting and Regular Meeting were sent to the Town Clerk on January 28, 2023 for posting to the Town’s website. Commissioner Freedman moved to approve the minutes of the January 10, 2023 Organizational Meeting and Regular Meeting. Motion seconded by Commissioner Griggs. Motion carried 3 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 • NYS 45 Q4 completed and electronically transferred • 941 Q4 completed and mailed – Copy sent to PERMA • 1099 NEC and 1096 Completed and mailed • Completed and e-filed W2/W3 forms • SAMS has been renewed • Contacted Town Bookkeeper for next billing of NYSEG as well as Solar credits. Bookkeeper did respond that the tax levy check will be received by the end of the week. • Ordered new 4G internet box for West Danby • Encumbered: Shred-It $241.00 Shredding Waiting for a corrected invoice McKesson $900.10 EMS Supplies Billed EMS Supplies $1420.71 EMS Supplies Billed $1114.77 (305.94) Admiral Specialty Vehicles $700.00 Lights installed for 3rd Assistant Not billed Motorola Solutions $4113.90 Radio chargers/headsets To be paid. Billed $3196.41 (917.30) Town of Danby $825.39 West Danby Electric Not billed $1287.97 Danby Electric • Abstract 1-B 12 – 23 $3,421.75 • Abstract 2-A 24 – 39 $8,728.09 Commissioner Westmiller moved to accept the Treasurer’s Report. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no. APPROVAL OF BILLS: Commissioner Freedman moved to pay the vouchers as audited and approved on Operating Account Abstract 1-B Claims 12-23 in the total amount of $3,421.75 and Abstract 2-A Claims 24-39 in the amount of $8,728.09. Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. APPROVALS: Commissioner Westmiller made a motion to spend up to $150.00 for IFSTA book. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. Commissioner Freedman made a motion to spend up to $400.00 for the Secretary and Treasurer to attend the 2023 Annual meeting & Leadership Summit Expo on May 18th and 19th for training. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. Commissioner Freedman made a motion to spend up to $5,700.00 for 2023 training by Meridian Fire Training Solutions, LLC for both Danby and West Danby. Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. Commissioner Westmiller made a motion to spend up to $700.00 for purchase of AED pads from Allied for West Danby. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. Commissioner Westmiller made a motion to spend up to $800.00 from Ward’s for junior fire helmets for West Danby. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no. Commissioner Westmiller made a motion to spend up to $400.00 for a pair of fire boots for a member with specific needs from FeldFire.com, requested by Chief McCray. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. Commissioner Freedman made a motion to spend up to $200.00 for a paper shredder from Staples for West Danby. Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. Commissioner Freedman made a motion to spend up to $3,00.00 for 10 bailout kits from First Due, requested by Chief Gaden. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. Commissioner Freedman made a motion to pay $864.00 to member George Jakubson to reimburse him for EMS supplies that he ordered on a time sensitive basis using his personal credit card as supply was limited. Motion seconds by Commissioner Griggs. Motion carried 3 yes 0 no. Commissioner Westmiller made a motion to spend up to $300.00 for consultant work from Derek Dougherty on getting the website ready to be operational. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no. Communications: • AFDSNY – regarding proposed By-Law Amendments • January Danby Town News • January Danby News • AFDSNY District Affairs December 2022/January 2023 • Central NY Firefighter’s Association annual dues notification • February Danby Town News • February Danby News • Stagecoach Operating Services LLC emergency contact list and map for natural gas pipeline • Ford advertisement • PERMA annual election of PERMA Board of Directors • AFDSNY 2023 Edward “Ned” Carter Memorial Scholarship • AFDSNY 2023 annual dues notification • AFDSNY 2023 Annual meeting & Leadership Summit Expo • Email NYS Archives – e-grants account • Email PERMA Annual Members Conference is open (May 11th & 12) • Email Central Region Save the Date: training seminar on May 6th “Stay in your Lane” duties and responsibilities of District and Department officers and members and financial controls for fire districts and fire departments. • Email PERMA February webinars • Email PERMA survey • Email AFDSNY Coffee with Commissioners • Email NYS Archives newsletter • Email NYS Archives webinar – your role as local government records manager • Email PERMA finance going paperless • Email Town Clerk Office operating on fewer hours until February 28, 2023 Privilege of the Floor: Dominic Gentile of West Danby asked if he could take photos and possibly do a promotional video for a photojournalist class he is taking in High School CHIEF’S REPORTS: WDFC: (Chief McCray) • Written report for January was received. • Membership voted Kenneth VanEtten in as a probationary member on February 13, 2023 • Received resignation letters from T. Coyne and T. Monroe • West Danby held a special election to elect a deputy secretary/deputy treasurer. M. Cortright was elected. • Chief McCray requests permission to attend Modern Fire Behavior course in Newark Valley on April 19th and 20th from 6:30 to 9:30 p.m. • Obtained access to desktop. • Staff and Chief Office were re-keyed by Ace Security and District Secretary signed for a master key for the District Office. Commissioner Freedman moved to accept Kenneth VanEtten as a member pending a physical. Commissioner Griggs seconded. Motion carried 3 yes 0 no. Commissioner Freedman moved to accept training request from Chief McCray to attend Modern Fire Behavior course in Newark Valley on April 19th and 20th and to reimburse for milage if necessary. Motion Griggs seconded. Motion carried 3 yes 0 no. DVFC: (Chief Gaden) • Written report for January was received. • Request to use the station on March 7th by Tompkins County to hold a Citizen Preparedness Class from 6 to 8 p.m. • I. Ross requests permission to attend IFO (Interior Firefighter Operations) in Cortland County. Will carpool with other members already enrolled in the class. Driver D. Dougherty will be using his own POV instead of driving 442 and will put in for reimbursement for mileage. • Discussion held on what was learned at the County Chief’s meeting regarding the new law passed to give Volunteer Firefighters and Ambulance Workers a tax exemption off their real property tax. Commissioner Westmiller made a motion to accept training request for I. Ross to attend the Interior Firefighter Operations training in Cortland in March 2023. Commissioner Freedman seconded. Motion carried 3 yes 0 no. Commissioner Westmiller moved to accept station usage by Tompkins County to hold a Citizen Preparedness Class at the Danby Station on March 7th from 6 to 8 p.m. Commissioner Freedman seconded. Motion carried 3 yes 0 no. COMMITTEES: PURCHASING: • Chief Gaden he will be looking to purchase from his budget 3 sets of turn-out gear from Lyon. • Chief McCray reported Cayuga Signs had installed the new sign at West Danby station. The new quote is $1618.00. Commissioner Westmiller moved to transfer $1,618.00 from General Operating Account to the West Danby Renovation Account to pay Cayuga Signs for making and installing the new sign on the front of the West Danby Fire Station in relation to the West Danby Renovation. 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. Resolution duly adopted. BUILDING/GROUNDS: • Commissioner Westmiller will be working on specs to send out for RPF on the repairing the heating system at West Danby station. • Tompkins County Board of Elections request to use both stations on June 27th and Novembers 7th from 5:00 a.m. to 10 p.m. for primary elections and general elections • Chief Gaden would like cameras installed at the station and is seeking quotes. Commissioner Freedman made a motion to approve the usage of both stations on June 27th and November 7th from 5:00 a.m. to 10 p.m. by the Tompkins County Board of Elections for the primary and general elections. Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. GRANTS: NONE INSURANCE: • Commissioner Freedman discussed the quote for liability insurance received by insurance agent. Commissioner Freedman made a motion to pay the invoice for liability insurance in the amount of $23, 897.00 to McNeil Insurance, through True Agency. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. TECH: • West Danby desktop and laptop (tabled) • Secretary Gaden gave brief review of website status. TRUCKS: • Chief Gaden reported 441 and 442 recalls are still waiting on parts. • Chief McCray reported all recalls have been done on West Danby apparatus • Chief McCray briefly discussed attending Fire Chief Expo in Harrisburg PA. He will be going to Newfield to look at their fly truck. A truck committee has been established to start working on specs for replaced of 1421. TOWN BOARD: NONE RECORDS: • Received certificates for TIMS class for S. Wyatt • Need proof of completion of CMEs for West Danby EMS Director, EMTS. Received Chief McCray’s certification. POLICY: • Discussion held on not requiring pre-approval for publishing legal notices when Town/State Law requires publishing. • Discussion held on Treasurer attaching summary of visa expenditures with receipts to one voucher instead of a voucher per purchase. MEMBERSHIP/TRAINING: • Fire Chiefs were asked to get 2 or 3 members to join the subcommittee Membership & Recruitment • LENS report received on J. Gaden LONG RANGE PLAN: NONE AUDIT: • Commissioner Freedman and Treasurer Hart reported the audit will start March 27th. Will be going out to bid audit services for calendars year 2024 and beyond. BUDGET: • Commissioner Freedman discussed transferring money to reserves in February and possibly more in March. February will be seventy percent (70%) to Building Reserves; fifteen percent (15%) to Apparatus Reserves and fifteen percent (15%) to Equipment Reserves. Commissioner Westmiller moved to transfer unspent appropriated Fund Balance of $85,000.00 to Fund Balance Restricted as follows: $59,500.00 (70%) into Building Procurement, Repair and Replacement Capital Reserve Account; $12,750.00 (15%) into Apparatus Procurement Repair and Replace Capital Reserve Account; and $12,750.00 (15%) into Equipment Procurement Repair and Replace Capital Reserve Account. 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 OLD BUSINESS: NONE NEW BUSINESS: • Discussion on Law passed on December 9, 2022, regarding tax exemption for Volunteer Firefighters and Ambulance Worker on their real property taxes. Commissioner Grigss moved the Danby Fire District Board of Fire Commissioners does hereby direct that a public hearing be held on February 28, 2023, at 7:00 p.m. for the purposes of obtaining public input and considering the tax-exemption as authorized by Real Property Tax Law 466-a and the Fire District secretary is hereby directed to give notice thereof pursuant to law. Commissioner Westmiller 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 Next Meeting date and time: • 02/28/23 public hearing at 7:00 p.m. • 02/28/23 regular meeting to follow public hearing Meeting adjourned at 9:42 p.m. Respectfully submitted, Sharon Gaden Secretary DANBY FIRE DISTRICT RESOLUTION TO TRANSFER MONEY FROM GENERAL OPERATING ACCOUNT TO WEST DANBY RENOVATION ACCOUNT H3410.9 RESOLUTION 2023-02-14.1 WHEREAS, on May 12, 2020 the Board of Fire Commissioners for the Danby Fire District adopted Resolution 2020-05-12.3 to authorize the transfer of not more than $180,000.00 from its Building Capital Reserve Account to the District’s General Operating Account for West Danby Building Renovation. WHEREAS, on March 8, 2022 the Board of Fire Commissioners for the Danby Fire District adopted Resolution 2022-03-08.3 to authorize the transfer of not more than $50,000.00 from its Building Capital Reserve Account to the District’s General Operating Account for West Danby Building Renovation. WHEREAS, the Danby Fire District has contracted with Cayuga Signs to make and install a sign to the front of the West Danby Station related to the West Danby Building Renovation. WE RESOLVE to transfer $1,618.00 from General Operating Account to West Danby Renovation Account H3410.9 to pay Cayuga Signs for the making and installation of a sign for the front of the fire station in relation to renovations completed to date on the West Danby Renovation project. WE RESOLVE to modify the 2023 Budget to include the sum of $1,618.00 for the payment to Cayuga Signs in relation to renovations completed to date on the West Danby Renovation. WE FURTHER RESOLVE, with this modification, the 2023 Budget will increase from $578,000.00 to $579,618.00. Commissioner Westmiller 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 February 14, 2023 __________________________ Sharon Gaden, Secretary Danby Fire District DANBY FIRE DISTRICT RESOLUTION TO TRANSFER MONEY FROM UNSPENT APPROPRIATED FUND BALANCE TO FUND BALANCE RESTRICTED. RESOLUTION 2023-02-14.2 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 $85,000.00 to Fund Balance Restricted as follows: $59,500.00 (70%) into Building Procurement, Repair and Replacement Capital Reserve Account; $12,750.00 (15%) into Apparatus Procurement Repair and Replace Capital Reserve Account; and $12,750.00 (15%) into Equipment Procurement Repair and Replace Capital Reserve Account. Commissioner Westmiller 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 February 14, 2023. _____________________________ Sharon Gaden, Secretary Danby Fire District DANBY FIRE DISTRICT RESOLUTION DIRECTING PUBLIC HEARING RESOLUTION 2023-02-14.3 WHEREAS, the New York State Legislature approved Real Property Tax Law 466-a which became effective December 9, 2022 (the “Law”). The Law authorizes municipal entities including fire districts to provide a partial exemption from fire district taxes, to the extent of 10% of the assessed value of the property for eligible enrolled members of an incorporated volunteer fire company, fire department or incorporated voluntary ambulance service or such eligible enrolled member and spouse residing within the Danby Fire District, a partial tax exemption from fire district taxes, to the extent of 10% of the assessed value of the property pursuant to Section 466-a of the Real Property Tax Law, and WHEREAS, the Law requires a public hearing before the Fire District Board of Fire Commissioners of the Danby Fire District (“Fire District”) upon published notice thereof prior to establishing such tax-exemption; and WHEREAS, the Board of Fire Commissioners desires to obtain public input and consider the tax-exemption as established by the Law. NOW, THEREFORE, BE IT RESOLVED, that the Danby Fire District Board of Fire Commissioners does hereby direct that a public hearing be held on February 28, 2023 at 7:00 p.m. for the purposes of obtaining public input and considering the tax-exemption as authorized by Real Property Tax Law 466-a and the Fire District secretary is hereby directed to give notice thereof pursuant to law. Commissioner Griggs moved, Commissioner Westmiller seconded, and the Board of Fire Commissioners voted as follows: Name: Voting: Aye or Nay: Chairman Westmiller Aye Commissioner Anderson Absent Commissioner Faehndrich Absent Commissioner Freedman Aye Commissioner Griggs Aye The foregoing resolution was thereupon declared duly adopted and approved by the Board of Fire Commissioners. February 14, 2023 ____________________________________ Sharon Gaden, Secretary Danby Fire District