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Home My WebLink About25-10-14 Fire District Minutes (draft) DANBY FIRE DISTRICT MINUTES OF THE REGULAR MEETING October 14, 2025 Commissioner Westmiller called the regular meeting to order at 6:36 p.m. ATTENDANCE: COMMISSIONERS: OFFICERS: Katherine Anderson (absent) Kevin Faehndrich Joseph Freedman Charlotte Griggs (absent) Wayne Westmiller Bonnie Hart, Treasurer Sharon Gaden, Secretary, Deputy Treasurer John Gaden, Danby Fire Chief Robert McCray, West Danby Fire Chief Ken VanEtten, WD 1st Asst. Chief PUBLIC: NONE Call to Order Pledge of Allegiance Minutes: Preliminary minutes for September 9, 2025, Regular Meeting were sent to the Town Clerk on September 22, 2025, for posting to Town’s website and were also posted on the Fire District’s Website on August 20, 2025. Commissioner Westmiller moved to approve the minutes of the September 9, 2025, Regular Meeting with 3 revisions. Motion seconded by Commissioner Faehndrich. Motion carried 3 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. • Filed Tax Cap Form for Danby Fire District Submitted to OSC • CD was renewed at 3.9% - 9 months. At the September meeting the motion to open the CD was passed with the interest rate at 4.00%. • SAMS.gov renewed to 9/30/26 • NYS-45 3rd Qtr Completed • IRS 941 3rd Qtr Completed • Payroll audit 3rd Qtr submitted to PERMA • Triad grant of $12,000.00 was received and deposited Commissioner Westmiller moved to have the minutes reflect the actual interest rate of the renewed CD at Tompkins Community Bank to be 3.9% instead of 4.0% as previously approved. Motion seconded by Commissioner Faehndrich. Motion carried 3 yes 0 no. Commissioner Faehndrich moved to approve the Treasurer’s Report. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no. APPROVAL OF BILLS: Commissioner Faehndrich moved to pay the vouchers as audited and approved on Operating Account Abstract 10-A $17,012.72 claims 214-230 and Abstract 10-B $22,707.28 claims 231-245. Motion seconded by Commissioner Griggs. Motion carried 3 yes 0 no. COMMUNICATIONS: • Email from AFDSNY regarding Annual Conference and National Emergency Response Information System (NER IS) onboarding must be complete by January 1, 2026 • Email NYS Archives with newsletter • Email from NYSCLASS with September Economic Update • Email from PERMA about grant for gear washers • Email NYSAFC with monthly newsletter • Email from PERMA – Safety Tip Tuesday • Email from Attorney Butler regarding his retirement • Email from NYCLASS: Collateral Report • Email from NYCLASS: Annual Report • Email from PERMA regarding Slip & Fall Prevention Grant • Email from NYS Assoc. of Fire Chiefs Size Up digital edition • Email from P. Kresock – Danby Trail Race on October 11, 2025 • Email from NYS Archives October is American Archives Month • NYS Homeland Security and Emergency Services regarding Volunteer Firefighter Enhanced Cancer Disability Benefit Law • Email from PERMA Annual Member Survey • Email from PERMA October monthly topics • Danby Town News – October 2025 • Danby News – October 2025 • Capital Area Fire Districts Association Fall Educational Seminar 11/1/25 in Latham NY • AFDSNY Newsletter • Letter from Bank of Greene regarding them lending to the Fire District. Commissioner Freedman made a motion to request Attorney Butler forward his Fire District files to Steven Shahan, Esq… Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. Privilege of the Floor: NONE CHIEF’S REPORTS: DVFC: (Chief Gaden) • Written report for September was received • Has 2 potential new members. • Station usage: Fire Department member T. Lazcano 1st Thursday of every month for medieval club meeting. S. Gaden on 11/08/25 for baby shower. 10/19/25 Fire Department Pancake Breakfast. 11/01/25 Halloween Party from 1 to 3 open to the community. 11/14/25 Red Cross blood drive. • Training requests: o S. Sauer – Basic Wildland Fire Suppression 10/22 – 10/25 at Dryden and McLean Fire Departments. • 401 had annual preventative maintenance and pump testing done. Passed. • 421 had annual preventative maintenance and pump testing done. Passed. • Purchased battery charger. • Danby EMS Director G. Jakubson has applied through HSI to be a CPR training center. • Ben from Computer Room came out twice to repair printer in Chief’s Office. • November 18th at the County Chief’s meeting Tompkins County Department of Emergency Response will be handing out portable radios to the Chiefs of the Fire Companies/Departments. The County is requiring the Fire Districts or in some instances Fire Companies sign an agreement that the County owns the radios, Fire District has to do maintain the radios an d when the County requests the radios back the Fire District will give them back. Commissioner Faehndrich made a motion to allow Chief John Gaden for Danby Volunteer Fire Company and Chief Robert McCray for West Danby Fire Department to sign the agreement for the radios on behalf of the Danby Fire District. This authorization is for this agreement only. Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. Commissioner Faehndrich made a motion to accept station usage of T. Lazcano 1st Thursday of every month for medieval club meeting. S. Gaden on 11/08/25 for baby shower. 10/19/25 Fire Department Pancake Breakfast. 11/01/25 Halloween Party from 1 to 3 open to t he community. 11/14/25 Red Cross blood drive. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no. Commissioner Faehndrich moved accept training request by S. Sauer to attend Basic Wildland Fire Suppression October 22, 2025, through October 25, 2025 at Dryden Fire Station and McLean Fire Station. Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. WDFC: (Chief McCray) • Written report for September was received. Written report for August was emailed after last meeting. Will email July’s report. • Station Usage: 10/25/25 Hunter Wright for baby shower; 11/08 Fire Department’s Pancake Breakfast from 8 to 11. • 1421 is a Ward’s for annual preventative maintenance and pump testing. Did receive a call that the main gauge cluster is having issues, still works; has a leaking valve; air system has a leak. He was asked to get a quote for all of the work needed. Commissioner Freedman moved to accept station usage of 10/25/25 Hunter Wright for baby shower; 11/08 Fire Department’s Pancake Breakfast from 8 to 11. Motion seconded by Commissioner Faehndrich. Motion carried 3 yes 0 no. COMMITTEES: PURCHASING: NONE BUILDING/GROUNDS: • 1st Asst. Chief VanEtten said while painting the emergency exit door in the meeting room he noticed it doesn’t open correctly. Needs to be repaired. He was asked to get quotes. • 1st Asst. Chief VanEtten mentioned the ceiling tiles are buckling, and in areas breaking. Would like to get new tiles, possibly take-out the 4x4 and make them 2x2 squares. Would need to move speakers, smoke detectors and possible other items. Discussion held. For now, keep tiles the same size. Commissioner Westmiller will contact vendors for quotes on insulating the ventilatio n system to help with the condensation issue. • Commissioner Faehndrich has left a message for arborist Dan Schaufler about the pine tree at the Danby Fire Station. • Chief Gaden reported the new heat control valve has been installed in the entryway. Furnace has been turned on. Climate Contr ol performed preventative maintenance on the heating system at the Danby Fire Station. The thermostat in the Ready Room is not working. Commissioner Westmiller will contact Climate Control. • Secretary Gaden reported 17 out of the 23 keys recently had made by Ace Locksmith need to be returned because they do not work. • Commissioner Westmiller reported work on the concrete at both stations and the floors at West Danby will be on hold until Spring. • Chief Gaden asked if anyone has been contacted by David Brown Equipment regarding installat ion of new motor to the exhaust fan in the hood in the kitchen. No one has. GRANTS: • Grant money of $12,000.00 was received. Washers have been purchased and delivered. Chiefs reminded to bring Warranty paperwork to the District Office. Commissioner Faehndrich moved to increase the 2025 Budget to include the sum of $12,000.00 as added to General Account for a grant received and with this modification the 2025 Budget will increase from $600,000.00 to $612,000.00. Commissioner Freedman seconded. Roll call vote was taken: Commissioner Anderson: Absent; Commissioner Faehndrich: Aye; Commissioner Freedman: Aye; Commissioner Griggs: Absent; Commissioner Westmiller: Aye. Motion adopted. INSURANCE: NONE TECH: • Secretary Gaden reported Computer Room fixed her computer, was a loose battery. • Chief McCray reported on the status of getting quotes for better internet services at West Danby Fire Station: Spectrum has n ot returned his call/email. Verizon is a business plan with a hotspot, no fiber optic cable, cost is $100/month for 300 gigabytes; Computer Room provided an updated quote: $3,500.00 to install Starklink and create a network, additional hardware fee of $407.00. $165.00/month for 500 gigabytes. Was asked to check on different prices for monthly cost at different gigabytes Commissioner Faehndrich made a motion to transfer up to $4,000.00 from Contingency Account to General Operating Account to pay for the cost of installing Starlink and creating a network at the West Danby Fire Station. Motion seconded by Commissioner Westmi ller. Roll Call Vote taken: Commissioner Anderson: Absent; Commissioner Faehndrich: Aye; Commissioner Freedman: Aye; Commissioner Griggs: Absent; Commissioner Westmiller: Aye. Motion adopted. TRUCKS: • Chief Gaden reported 443 will be going for inspection in November • Chief McCray reported 1441 will be going next to Ward’s for pump testing. • Chief McCray reported 1445 is working • Chief McCray will check on 1401’s preventative maintenance and pump testing, did not that back alarm is not working. • Chief McCray said the truck committee for replacing 1421 has been looking at 2024 and 2025 models, did speak to a salesman who would be willing to talk to the Commissioners and Truck Committee. Discussion held. Decision to invite all of the Truck Committee (Sc. Wendt, S. Cortright, R. McCray, Sh. Wendt, J. VanEtten and J. Warner) to attend the October 28th Board of Commissioners meeting to discuss pros/cons/safety and timeline of replacing 1421. TOWN BOARD: NONE RECORDS: • Chief McCray said A. Monroe is on medical leave and will provide paperwork. • Secretary gave a list of members who still need physicals and/or members who cards have expired and are unable to participate in trainings or go on calls. POLICY: • Commissioners, Chiefs, Treasurer and Secretary were reminded to review and let Secretary know of any questions, amendments, approvals. • Commissioner Faehndrich gave verbal review of the policies he was assigned to review. He suggested all of our policies be sent to attorney Shahan in January for his review. We would include our notes and questions. Policy #20 Medical Examination Policy was reviewed by Commissioner Faehndrich and Secretary Gaden and proposed amendments were discussed. Secretary Gaden will email proposed amended policy for Commissioners to review. • Commissioner Faehndrich handed out a sample of a proposed new policy regarding Public Safety and Danby Fire District’s Commitment to the Protection, Inclusion, and Well-Being of All Persons in the District, and Clarifying its Role in Federal Civil Enforcement Matters. Lengthy discussion followed. Decision to have Secretary Gaden email proposed policy and additional documentation from Commissioner Faehndrich to Attorney Butler, copy Attorney Shahan, for review. MEMBERSHIP/TRAINING: NONE LONG RANGE PLAN: • Commissioner Freedman will start working on the Long-Range Plan, may do it differently this year. Commissioner Faehndrich would like to be on this committee next year. AUDIT: NONE BUDGET: • 10/21 is the Public Hearing with Special Meeting to Follow OLD BUSINESS: NONE NEW BUSINESS: • Advisory from attorney Butler received. Fire District election will be December 9, 2025. Need to approve election board Commissioner Freedman moved to set the Board of Fire Commissioners Fire District elections for December 9, 2025. Motion seconded by Commissioner Faehndrich. Motion carried 3 yes 0 no. Commissioner Freedman made a motion to adopt Resolution 2025-10-14.3 designating the following Fire District Board of Election for 2025 Fire District Election to be held December 9, 2025, from 6:00 p.m. to 9:00 p.m. at the Danby Fire Station located at 1780 Danby Road, Ithaca, New York: Deanna Bowles as election Chair, Amy Westmiller Election Inspector/Ballot Clerk; Virginia Freedman as Election Inspector/Ballot Clerk; Sarah McNaull as Election Inspector/Ballot Clerk and Tod Sukontarak 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 Faehndrich. Roll Call Vote taken: Commissioner Anderson: Absent; Commissioner Faehndrich: Aye; Commissioner Freedman: Aye; Commissioner Griggs: Absent; Commissioner Westmiller: Aye. Motion adopted. APPROVALS of TRAININGS, ITEMS OR SERVICES TO BE PURCHASED: Commissioner Westmiller moved to approve $620.00 for the cost of A. Isom’s EMT refresher class. Motion seconded by Commissioner Faehndrich. Motion carried 3 yes 0 no (Danby Training Account). Commissioner Faehndrich moved to approve $269.00 for the purchase of DeWalt Batteries from Home Depot for the Hurst Tools at West Danby Fire Department. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no (Equipment Maintenance Account) Commissioner Faehndrich moved to approve $107.00 for the purchase of a carbon monoxide monitor for EMS bag from Industrial Safety Products. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no. (West Danby Equipment Account) Commissioner Freedman made a motion to approve $2,190.99 to purchase an AED kit for the West Danby Station from AED Superstor e. Motion seconded by Commissioner Faehndrich. Motion carried 3 yes 0 no. (West Danby Equipment Account) Commissioner Freedman made a motion to approve $690.00 to purchase 10 sets of AED pads from AED Superstore. Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. (West Danby Equipment Account) Commissioner Faehndrich made a motion to approve $348.87 to purchase dilution dispenser from Worldwide Janitor for the West Danby Fire Station. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no. (West Danby Building & Grounds General Maintenance Account) Commissioner Freedman made a motion to approve up to $200.00 for office supplies from Staples or Amazon for the West Danby Fire Station. Motion seconded by Commissioner Faehndrich. Motion carried 3 yes 0 no. (Supplies) Commissioner Faehndrich made a motion to approve the purchase of 5 gallons of white paint and 1 gallon of red paint from Lowes for painting be done at West Danby Fire Station. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no. (West Danby Building & Grounds General Maintenance Account) Commissioner Freedman made a motion to approve the repair the problems found Ward’s Apparatus during preventative maintenance on 1421 (Chief McCray to obtain a quote). Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no (1421 Account) Commissioner Faehndrich made a motion to approve up to $53.20 for mileage reimbursement to S. Sauer to attend training course 10/21/25 through 10/25/25 at the Dryden and McLean Fire Departments. Motion seconded by Commissioner Westmiller. Motion carried 3 y es 0 no. (Danby Training Account) Commissioner Faehndrich made a motion to approve the purchase of a battery charger and trash can at Tractor Supply for $67.00. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no. (Danby Equipment Account) Commissioner Freedman made a motion to approve up to $900.00 for the fee to join HSI as a training center for CPR and AED tra inings. Motion seconded by Commissioner Faehndrich. Motion carried 3 yes 0 no. (Danby Training Account) Commissioner Faehndrich made a motion to approve $97.50 for the repair of Chief Gaden’ printer by Computer Room. Motion secon ded by Commissioner Freedman. Motion carried 3 yes 0 no. (Office Equipment Account) Commissioner Faehndrich made a motion to approve $187.00 to Jerome for the purchase of fit testing supplies. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no. (SCBA Account) Commissioner Faehndrich made a motion to approve $68.00 to Fire End for the purchase of suspend ers. Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. (Danby Equipment Account) Commissioner Westmiller made a motion to approve up to $200.00 for the purchase of ceiling tiles from Lowes for the West Dand y Fire Station. Motion seconded by Commissioner Faehndrich. Motion carried 3 yes 0 no (West Danby Building & Grounds General Maintenance Account) Commissioner Westmiller made a motion to approve up to $200.00 for the repair or replacement of the thermostat in the Ready R oom at the Danby Fire Station. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no. (Danby Building & Grounds General Maintenance Account) Commissioner Faehndrich made a motion to approve up to $4,000.00 for the materials and labor to install Starlink at West Danby Fire Station. Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no. (Contingency Account to General Account) Commissioner Faehndrich made a motion to approve $65.00 to the Computer Room for the repair of the Secretary’s c omputer. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no (Office Equipment Account) Commissioner Freedman made a motion to approve up to $1,200.00 for the repair of the motor to the exhaust fan in the kitchen at the Danby Fire Station by David Brown Food Equipment Sales and Service. Motion seconded by Commissioner Westmiller. Motion carried 3 yes 0 no (Danby Building & Grounds General Maintenance Account) Commissioner Faehndrich made a motion to approve $36.63 to Amazon for N95 masks. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no. (Danby Equipment Account) Commissioner Faehndrich made a motion to approve $697.20 for 7 licenses for Microsoft 365. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no. (Internet Service Account) Commissioner Westmiller made a motion to approve $357.50 to Jason Demarest Architect in relation to the floor and concrete bi d specifications. Motion seconded by Commissioner Faehndrich. Motion carried 3 yes 0 no (Capital Expense Account) Commissioner Freedman made a motion to approve $597.66 for NYS45 payroll. Motion seconded by Commissioner Faehndrich. Motion carried 3 yes 0 no. (Payroll Account) Commissioner Faehndrich made a motion to approve $2,514.00 to the US Treasury for Withholding and NY 3rd Qtr Payroll, SS & Medicare. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no. (Payroll Account) Commissioner Faehndrich made a motion to approve $1,168.60 to McNeil Agency for Accident & Health insurance renewal. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no. (Accident & health Insurance Account) Commissioner Faehndrich made a motion to approve $470.00 to Stauffer Gloves for fit testing supplies. Motion seconded by Commissioner Freedman. Motion carried 3 yes 0 no. (SCBA Account) Commissioner Faehndrich made a motion to approve $205.20 to Amazon for EMS supplies. Motion seconded by Commissioner Freedman . Motion carried 3 yes 0 no. (Danby Equipment Account) Motion by Commissioner Westmiller, seconded by Commissioner Faehndrich, to enter Executive Session for the purpose of discussing West Danby Fire Department member. Present were Commissioners Faehndrich, Freedman and Westmiller, Secretary Gaden, Chief McCray and First Assistant Chief K. VanEtten. Executive Session entered at 9:29 p.m.. Motion by Commissioner Westmiller, seconded by Commissioner Faehndrich to end the Executive Session and to proceed with open session. Carried 3 yes 0 no. The board returned to open session at 9:39 p.m. Present were Commissioners Faehndrich, Freedman and Westmiller, Secretary Gaden, Chief McCray, First Assistant Chief K. VanEtten, Treasurer Hart and Chief Gaden. No decisions made during Executive Session Next Meeting dates and time: • 10/21/25 at 6:30 p.m. – Budget Public Hearing • 10/21/25 after Budget Hearing – Special Meeting • 10/28/25 at 6:30 p.m. – Regular Meeting Meeting adjourned at 9:40 p.m. Respectfully submitted, Sharon Gaden Secretary DANBY FIRE DISTRICT RESOLUTION TO MAKE ADMINISTRATIVE ADJUSTMENT TO 2025 BUDGET AS A RESULT OF STATE MANDATE TO KEEP BUDGET, GRANTS AND DONATIONS NET ZERO RESOLUTION 2025-10-14.1 WHEREAS the Danby Fire District has received $12,000.00 from Triad Foundation as a grant to support towards the replacement of washing machines for Danby Volunteer Fire Company and West Danby Fire Department. WHEREAS the money was deposited into General Account. WE RESOLVE to modify the 2025 Budget to include the sum of $12,000.00 as added to General Account. WE FURTHER RESOLVE, with this modification, the 2025 Budget will increase from $600,000.00 to $612,000.00. Commissioner Faehndrich moved. Commissioner Freedman seconded, and the Board of Fire Commissioners voted as follows: Commissioner Anderson (Absent) Commissioner Faehndrich Aye Commissioner Freedman Aye Commissioner Griggs (Absent) Commissioner Westmiller Aye The foregoing resolution was thereupon declared duly adopted and approved by the Board of Fire Commissioners on October 14, 2025. __________________________ Sharon Gaden, Secretary Danby Fire District DANBY FIRE DISTRICT RESOLUTION TO TRANSFER MONEY FROM CONTINGENCY ACCOUNT A3410.9 TO H3410-12 ACCOUNT RESOLUTION 2025-10-14.2 WHEREAS The Danby Fire District has established a Contingency Account A3410.9 and has funds available; WE RESOLVE to transfer up to $4,000.00 from Contingency Account A3410.9 into H3410.12 Account to pay Computer Room to install Starlink and create a network at the West Danby Fire Station. Commissioner Faehndrich moved, Commissioner Westmiller seconded, and adopted by the following vote: Commissioner Anderson (Absent) Commissioner Faehndrich Aye Commissioner Freedman Aye Commissioner Griggs (Absent) Commissioner Westmiller Aye The foregoing resolution was thereupon declared duly adopted and approved by the Board of Fire Commissioners on October 14, 2025. _____________________________ Sharon Gaden, Secretary Danby Fire District DANBY FIRE DISTRICT RESOLUTION AUTHORIZING APPOINTMENT OF ELECTIONS OFFICIALS Resolution No. 2025-10-14.3 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 9, 2025 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: Deanna Bowles Election Chair Amy Westmiller Election Inspector/ Ballot Clerk Virginia Freedman Election Inspector/Ballot Clerk Sarah McNaull Election Inspector/Ballot Clerk Tod Sukontarak Alternate Commissioner Freedman moved, Commissioner Faehndrich seconded, and adopted by the following vote: Commissioner Anderson (Absent) Commissioner Faehndrich Aye Commissioner Freedman Aye Commissioner Griggs (Absent) Commissioner Westmiller Aye The foregoing resolution was thereupon declared duly adopted and approved by the Board of Fire Commissioners on October14, 2025. __________________________ Sharon Gaden, Secretary Danby Fire District