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HomeMy WebLinkAbout2024-10-08 Fire District Meeting MinutesDANBY FIRE DISTRICT MINUTES OF THE REGULAR MEETING October 8, 2024 Commissioner Westmiller called the regular meeting to order at 7:03 p.m. ATTENDANCE: COMMISSIONERS: OFFICERS: Katherine Anderson (absent) Kevin Faehndrich (left early due to illness) 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 PUBLIC: Call to Order Pledge of Allegiance Approval of Minutes: Preliminary minutes for September 10, 2024, regular meeting was forwarded to the Town Clerk for posting on the Town’s website and posted on Fire District’s website on September 23, 2024. Commissioner Westmiller moved to approve the minutes for the September 10, 2024, regular meeting minutes. Motion seconded by Commissioner Freedman. Motion carried 4 yes 0 no. Treasurer’s Report: • Emailed Financial Reports to Commissioners/Secretary/Chiefs o Balance Sheet o Profit and Loss o Equipment (100/200) o Fuel • Bank statements reconciled, still need Tompkins Community Bank. • Bailey Insurance – MAPS/Cancer Meeting – November 25th @ 7pm • NYS-45 3rd Qtr. Completed • IRS 941 3rd Qtr. Completed • Payroll audit 3rd Qtr. submitted to PERMA • 2-24 Month CD’s $50,000 each matured – 1 Renewed for 1 yr. @4.7% 1 redeemed and moved to NYCLASS • Internet Access for West Danby – (Nick- Tompkins County) still several months away from any progress that would bring improved internet to your location. I am checking with another provider who also has a project in Danby. • Who is to pay the “no show” charge with Guthrie Medical Group for J. Brown. Discussion held. Secretary will have members initial by the “no show” charge fee on the form they receive when they sign up, this way they will know if the member does not show the member may be responsible for any charges. • Pest Control updated. Received a quote from Sweeny’s Pest for $90.00 a month per station, plus initial purchase of mouse traps and bate stations. Quote from MRC Pest Control Corp for $110.00 per month to do both stations. Commissioner Faehndrich moved to accept the proposal from MRC Pest Control Corp to provide pest control at both stations at the cost of $110.00 per month. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. Commissioner Faehndrich moved to pay the “no show” charge of $60.00 to Guthrie Medical relating to J. Brown’s firefighter physical. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. Chief McCray was asked to give written notice to firefighter J. Brown that she is on light duty until medical clearance is received. Commissioner Westmiller moved to accept the Treasurer’s Report. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. Approval of bills: Commissioner Westmiller made a motion to pay the vouchers as audited and approved on Operating Account Abstract 10-A claims 244-259 in the amount of $22,273.28 and Abstract 10-B claims 260-265 in the amount of $2,755.51. Motion seconded by Commissioner Griggs; Motion carried 4 yes 0 no. Policies: • All policies were reviewed as follows: (Explanation on number of votes per motions: policies are in numerical order below, however Commissioner Faehndrich discussed the policies he reviewed and then left as he was feeling unwell. The reason for 3 votes on some motions and 4 on others). o Policy #1 Training and Conference Request and Funding Policy. Discussion held on amending policy. Commissioner Westmiller moved to amend current policy with changes discussed. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. o Policy #2 Use of Fire District Building and Properties (tabled) o Policy #3 Policy with Respect to Pregnant Firefighters. Discussion held on amending policy Commissioner Faehndrich moved to amend policy with changes discussed. Motion seconded by Commissioner Freedman. Motion carried 4 yes 0 no. o Policy # 4 Fire District Vouchers. Discussion held on amending policy Commissioner Freedman moved to amend policy with changes discussed. Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. o Policy #5 Procurement Policy Resolution. Discussion held on amending policy Commissioner Griggs moved to amend policy with changes discussed. Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. o Policy #6 Office Retention and Disposition Schedule Commissioner Westmiller moved to accept current policy as written. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. o Policy #7 Personnel (tabled) o Policy #8 Commissioner Elections Commissioner Faehndrich moved to accept current policy as written. Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. o Policy #9 Code of Ethics Commissioner Freedman moved to accept current policy as written. Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. o Policy #10 Policy for Public Access to Records Commissioner Griggs moved to accept current policy as written. Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. o Policy #11 Harassment Policy Commissioner Freedman moved to accept current policy as written. Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. o Policy #12 Training Policy (tabled) o Policy #13 Workplace Violence Prevention Policy. Discussion held on amending policy Commissioner Faehndrich moved to amend policy with changes discussed. Motion seconded by Commissioner Freedman. Motion carried 4 yes 0 no. o Policy #14 Apparatus Driving Policy. Discussion held on amending policy Commissioner Freedman moved to amend policy with changes discussed. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. o Policy #15 Policy for Social Media and Instant Technology Use Policy Commissioner Freedman moved to accept current policy as written. Chiefs requested to review this annually with their membership. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. o Policy #16 Investment Policy. Commissioner Westmiller moved to accept current policy as written. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no. o Policy #17 Firefighter Life Insurance Policy Commissioner Freedman moved to accept current policy as written. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. o Policy #18 Rescue Rope Policy Commissioner Faehndrich moved to accept current policy as written. Motion seconded by Commissioner Freedman. Motion carried 4 yes 0 no. o Policy #19 Persons Previously Convicted of One or More Criminal Offenses Policy Commissioner Freedman moved to accept current policy as written. Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. o Policy #20 Medical Examination Policy Commissioner Griggs moved to accept current policy as written. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no. o Policy #21 Motor Vehicle Record Policy Commissioner Freedman moved to accept current policy as written. Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. o Policy #22 Credit Card Usage Policy. Discussion held on amending policy Commissioner Freedman moved to amend policy with changes discussed. Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. o Policy #23 Fund Balance Policy. Commissioner Faehdrich moved to accept current policy as written. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. o Policy #24 Computer & Internet Use Policy. Discussion held on amending policy Commissioner Freedman moved to amend policy with changes discussed. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. o Policy #25 Uniform Policy Commissioner Freedman moved to accept current policy as written. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. o Policy #26 Substance Use Policy. Discussion held on amending policy Commissioner Freedman moved to amend policy with changes discussed. Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. o Policy #27 Electronic Banking Policy. Discussion held on amending policy Commissioner Freedman moved to amend policy with changes discussed. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. o Policy #28 Non-Travel Related Refreshment and Meal Expenditure Policy and Procedure Commissioner Faehndrich moved to accept current policy as written. Motion seconded by Commissioner Griggs. Motion carried 4 yes 0 no. o Policy #29 Fixed Asset Capitalization Policy. Commissioner Westmiller moved to accept current policy as written. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. • Discussion held on creating a policy pertaining to medical leaves. Communications: • Email from PERMA – Safety Tip Tuesday • Onondaga County Esophageal pre-cancer/cancer screening • Danby Down & Dirty trail race October 12th, notice given to Chief Gaden and EMS Director Jakubson • Request from members for Mutual Aid Agreement and Company Mission Statement to complete assignment in Fire Officer I • Email from PERMA about Step Stool Grant (forwarded to Grant Committee, Treasurer, and Chiefs) • Emails from AFDSNY – 2024 Annual Meeting Schedule Update (forwarded to Commissioners and Treasurer) • Email from PERMA September monthly report • Pre-Cancer screening for esophageal cancer, notice sent to Chiefs to notify memberships • NYCLASS – FOMC cuts rates by 50 bps • Central Region training seminar cancelled for 10/12/24 • Upcoming events through ESIP – Farm Medica Course October 19th and 20th at Tully Fire Station; 1st Responder Appreciation Day October 26th 12:00 to 6:00 at Homer Hops • NYS Archives Webinar: conducting an inventory of paper records • NYS Archives October newsletter • NYCLASS new statement • Email from PERMA Annual Member Conference • NYCLASS “The Fed’s Challenge to Walk a Tightrope When Lowering Rates” • Email from PERMA Monthly Topics for October • NYS Department of Environmental Conservation 2024 Volunteer Fire Assistance Grant (deadline 11/15/24) • PERMA notice of May 15-16th, 2025 Annual Member Conference • October Danby News • October Danby Town News • Email from Tompkins County Board of Election with delivery and pick update dates and times for General Election. Privilege of the Floor: NONE CHIEF’S REPORTS: DVFC: (Chief Gaden) • Written report for September was received. • 2 prospective members withdrew their applications and were going to try to join fire companies closer to where they live. • Have 1 new member prospective member • Admiral Specialty Vehicle will be working on 442 soon. • October 26th is Halloween party from 2 to 6 open to the community. • October 29th Doug’s Fish Fry from 11 to 6, will be having bake sale too. • October 20th, November 28th and December 22nd D. Saracino would like to use the Station for family get togethers. • 401 is at Wards for annual preventative maintenance, 421 will go next and then West Danby’s trucks will be done. • Pleasant Valley came and repaired the light in the hallway that had a burned-out ballast. • October 22nd or 23rd Pleasant Valley will be here to work on the other matters already approved. • Hose, Ladder, and Hard Suction annual testing was done. Had 1 attic ladder fail. Will get quotes on cost to replace it. • Stonework was fixed around flagpole and electronic sign. • Climate Control serviced the boiler. The heat is now on. • Danby Fire Company is purchasing additional needed rope rescue supplies in the amount of $680.00+. Commissioner Freedman moved to accept request for station usage as follows: October 26th is Halloween party from 2 open to the community. October 29th Doug’s Fish Fry from 11 to 6, will be having bake sale too. October 20th, November 28th and December 22nd D. Saracino would like to use the Station for family get togethers. Commissioner Griggs seconded; Motion carried 3 yes 0 no. WDFC: (Chief McCray) • Written report for September was received. • Had 3 lengths of 5-inch hose fail on 1401. Discussion followed. Will start replacing it next year. • Will call Pleasant Valley tomorrow to arrange a time for them to begin work adding an outlet by the pavilion for the enclosed trailer. • Will call Trux Outfitters tomorrow for an update on the new 1443. • Have ordered flares and wands to be shipped to the Danby Fire Station. • Purchased hose gaskets. • Gave Secretary approval forms with the quotes from Computer Room. COMMITTEES: PURCHASING: NONE BUILDING/GROUNDS: NONE GRANTS: • Discussion held on 2024 Volunteer Fire Assistance Grant INSURANCE: • Representatives from Bailey and McNeil Agencies to discuss Cancer insurance and new MAP insurance on November 25th at 7:00 p.m. • Discussion held on animal care insurance coverage TECH: NONE TRUCKS: • 1421 RFP to Attorney Butler for review and prepare final bidding document TOWN BOARD: NONE RECORDS: • Members still needing physicals • Members with expired or going to expire cards. • Fit Testing • Firefighters Stipends – Chiefs need to file forms. 08/19/24 emailed chiefs the forms. • Tompkins Co Mutual Aid – resolution from West Danby MEMBERSHIP/TRAINING: • Chief Gaden is purchasing a banner for in front of table at functions to try to recruit members. • Fire Policy Registry Forms signed by Chief Gaden and Com. Westmiller LONG RANGE PLAN: • Commissioner Freedman stated Treasurer Hart will be sending Chiefs a personnel file and asking the Chiefs to review, update and send back. AUDIT: NONE BUDGET: • Posting and Publication completed. OLD BUSINESS: NONE NEW BUSINESS: • 2024 Fire Commissioner Elections will be held December 10, 2024. • Need to approve election Chair, Inspector, and Ballot Clerk Commissioner Westmiller made a motion, to adopt Resolution 2024-10-8.1 designating the following Fire District Board of Election for 2024 Fire District Election: Linda Howe election Chair, Dan Clements Election Inspector/Ballot Clerk; Amy Westmiller Election Inspector/Ballot Clerk and Deanna Bowles as Alternate. The hours were fixed from 6 p.m. to 9 p.m. with compensation for individual members at $70.00, seconded by Commissioner Griggs. And the Board of Fire Commissioners voted as follows: Commissioner Anderson: Absent; Commissioner Faehndrich: Absent; Commissioner Freedman: Aye; Commissioner Griggs: Aye and Commissioner Westmiller: Aye. Resolution duly adopted. APPROVALS TRAININGS, ITEMS OR SERVICES TO BE PURCHASED: Commissioner Griggs made a motion to approve the emergency repair by Pleasant Valley Electric of a hallway light fixture with a burned out ballast at the Danby Fire Station, cost is not known at this time. Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. Commissioner Freedman made a motion to approve up to $600.00 for EMS supplies for Danby Fire Station. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. Commissioner Freedman made a motion to approve up to $130.00 for the Secretary doing a criminal background check on the new prospective member for Danby. Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. Commissioner Westmiller made a motion to approve up to $30.00 for the purchase of 6 gaskets for a nozzle for Danby Fire Station. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. Commissioner Griggs made a motion to approve a visa charge of $189.00 to Laerdal for AC/DC Adapter Charger with AC Plug Kit. Motion seconded by Commissioner Westmmiler. Motion carried 3 yes 0 no. Next Meeting date and time: • 10/15/24 at 6:45 p.m. public hearing on Brooktondale Fire Contract • 10/15/24 following public hearing on Brooktondale Fire Contract (approximately 7:00 p.m.) Budget Hearing • 10/15/24 after Budget Hearing – Special Meeting of Board of Fire Commissioners • 10/22/24 regular meeting is cancelled Meeting adjourned at 9:40 p.m. Respectfully submitted, Sharon Gaden Secretary DANBY FIRE DISTRICT RESOLUTION AUTHORIZING APPOINTMENT OF ELECTIONS OFFICIALS Resolution No. 2024-10-8.1 RESOLVED, that the Danby Fire District does hereby authorize the appointment of a qualified chairman of the Fire District Election to be held on December 10, 2024 during the hours of 6:00 p.m. to 9:00 p.m. at the Danby Fire Station, 1780 Danby Road, Ithaca, New York 14850, together with not less than two nor more than four qualified election inspectors and ballot clerks, and that such chairman and ballot clerks and election inspectors shall each be compensated $70.00 for such; and it is further RESOLVED, that the following people pending their availability are named as in the capacity set forth adjacent to their name: Linda Howe Election Chair Dan Clements Election Inspector/ Ballot Clerk Amy Westmiller Election Inspector/Ballot Clerk Deanna Bowles Alternate Commissioner Westmiller moved, Commissioner Griggs seconded, and adopted by the following vote: 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 October 8, 2024. __________________________ Sharon Gaden, Secretary Danby Fire District