APRIL 26, 2012 AT STATION 1, VERBANK, NY Pending Approval Union Vale Fire District Board Meeting ATTENDEES: Commissioners Dan Richards, John DelBene, Rich Giuliani, Tom Martell, Sal Tagliamonte, Secretary/Treasurer-Sharon Herb, Fire Chief-Bill Griffin, Fire Company President John Welsh, Lawyer Rod MacLeod (arrived approximately 8:30pm ) and 2 from the public. MEETING CALLED TO ORDER: Meeting opened at 7:42 pm with Salute to the Flag, and prayers for troops overseas, Steve Price Senior s family on his passing, and our members. AGENDA: Motion by Tom Martell, second by John DelBene to approve the agenda as modified for the evening. Motion was APPROVAL OF MINUTES: Motion by John DelBene, second by Dan Richards to approve the minutes from March 22nd, 2012 Board Meeting, as modified changed workshop meeting to correct month and added Dan Richards as second for Adjournment --, and April 9th Workshop Meeting. Motion was PUBLIC COMMENT: Carlos Mina when we had the rainstorm Saturday we got rain in St 2, stairwell. Also, need to reseal the parking lot. Taylor Dwyer wanted to discuss his application situation with the Board. The Board informed him that they had to reject him because he took too long between applying and getting his physical. The Board said he could restart and Secretary restarted the paperwork. Motion by John DelBene, second by Sal Tagliamonte to allow Taylor Dwyer to take a physical. Motion was unanimously approved 5-0. CORRESPONDENCE: Misc. Magazines and Catalogs RBC Confirmation Paperwork Hose and Ladder Testing Results from Waterway EMSAR Report Red Wing requested Tax Exempt Information, emailed 4/23/2012 Freedom of Information Request from Power Investigations this is the 2 nd one, they still haven t gotten the paperwork quite right. Sent them the NFIR report but they have to get me proper form for the PCR. Association of Fire Districts of Dutchess County Meeting on April 24, 2012. Minutes were sent to Commissioners as an email. RBC Portfolio Report US Dept of Commerce sent out a survey, completed 4/17/2012 Solicitations: usfiredata.com DEC Grant Apply and request 5 pagers. TREASURER S REPORT: 5/1/2012 Page 1 of 7
BILLS: The abstract was signed for $ 35,741.71. Question on Davies Hardware Bill and who signed for it. Holding the bill until workshop. John will check with Davies Hardware. After the meeting it was confirmed the Bill was from Picture Perfect Carpentry picking up items for the door installations. Budget versus Actual Report Handout We are 1/3 rd of the way through the year so any number over 33% should cause a second look. Some are valid like Security and Auditor because we have paid for the years worth of services already. Fuel Oil (63%); Gasoline (39%, little over) doing pretty good. Mailed Arson Checks 4/23/2012. DiSiena and Mazzella. Chaise was done last year Sent question to Tony Hill about LOSAP payments. He says the auditor s interpretation isn t quite accurate because of the amortization. If I understand correctly, after 10 years of regular payments (in our case we have been overpaying so this will reduce the number of years) we can reduce our payment approximately $30,000. So maybe 2015/2016 we can reduce our payment $30K. MTA Tax we are legally responsible for the first quarter of 2012. Rod says we have to pay it. It is in this month s bills. Submitted Grant Application 4/3/2012 to Entergy for a total of $27,300. Hopefully my estimates for the ATV, the fire/rescue unit and trailer were reasonable. The maximum Entergy would give us is $25,000 so District would have to fund the difference and any overruns. Submitted the final paperwork for 2011 Sloper Grant (AED). I was late doing this. I honestly thought I had done last year but Neville Smith contacted me and informed me I had not filled it out. AFG application period ends April 27 th, 2012 THIS WAS THE FP&S Grant not for us. Will wait for the next AFG one and then apply for SCBA Globe Gear Grant can apply for up to 12 sets of gear. Submitted 4/24/2012 Bailout gear unfunded mandate. Interior Internal Harness Pants and DRD Coats. www.nvfc.org Have copy of AUD for Ted Eglit, Auditor. Handed to Ted at Workshop Meeting. One Demerit was the Dunlop Check that they never cashed approx $742. This is the one I voided in January then recut it because they never cashed it. Somehow our dates must have overlapped when Ted did his report so it wasn t clean. Submitted paperwork to Fire Company for reimbursement of plaque purchased on District Credit Card for the FC at the Inspection Dinner. 1099 Forms Mailed Letter to approx 30 business we use that I couldn t confirm were Incorporated or not, requesting their EIN numbers. Orkin Pest Control cancelled, Craig Thomas started Filed AU-11 for sales tax refund on the snow blowers and laptop computer in January received response, they will not pay for snowblowers because Michele s name is on the order. I will be appealing informing them the District Credit Card was used. Received Check for taxes on laptop purchase. I was looking for recommendations on the best Cloud backup and discovered that to use any online backup system we have to have State approval (Geof Huth, Director of Government Records Services). Linda Bull, RAO for District 9, sent me a letter to use as a template to send him. Sent March 23 rd, have not heard anything back. Motion by Tom Martell, second by John DelBene to accept Treasurer Report 5-0. March 2012 TREASURER REPORT BOM: General Checking: Balance as of 03/01/12 $24,381.68 Tax Equity Deposit $688,042.00 Final Installment Less Account Payable bills ($184,513.42) March Bills Xfer to Reserve ($119,742.27) 2011 Fund Balance Xfer to Savings to get interest ($450,000.00) Xfer from Savings for Bills $45,000.00 Credit from Hopewell Fire $200.00 overpayment on 2/17 Bill Deposit from HVNCTA $649.99 Training Supplies Balance as of 02/29/12 $4,017.98 BOM: General Balance as of 03/01/12 $90,122.93 5/1/2012 Page 2 of 7
Savings: Xfer Tax Money for interest $450,000.00 Xfer for Bills ($45,000.00) Interest $28.74 Balance as of 03/31/12 $495,151.67 BOM: New Building Fund: Balance as of 03/01/12 $516.35 Interest $0.05 Balance as of 03/31/12 $516.40 BOM: Repair Fund: Balance as of 03/01/12 $28,461.19 Interest $2.42 Balance as of 03/31/12 $28,463.61 BOM:Acquisition Fund: Balance as of 03/01/12 $125,691.12 2011 Fund Balance Xfer $119,742.27 Interest $16.58 Balance as of 03/31/12 $245,449.97 CHIEF S REPORT: Chief Bill Griffin 67-11 Out of Service wrong springs ordered so another day or so 67-13 goes in for service when pick up 11 67-12 Relief Valve on Order Bailout Training Dates 6 Members need = June 3 rd, also need a date for annual training for the rest of the Firefighters Hose and Ladder Test Completed April 4th lost a few lengths but all hose is tested and ladders. Going to fix in house. Thank you letters have gone out to East Fishkill and Clove Valley Rod & Gun We have 5 parades this year not including Memorial Day Amenia July 6; Millbrook July 14, Dover July 21, Pawling Aug 3 Hopewell Aug 10 Motion by Sal Tagliamonte, second by John DelBene to approve the Parades. Motion was 1) July 6 th Amenia 2) July 14 th Millbrook 3) July 21 st Dover 4) Aug 3 rd Pawling 5) Aug 10 th Hopewell We had member finish scene support operation; we have two member taking Fire Police at DC911 Center Discussion on Brush Fires, and issues with us getting to scenes and showing why we really need a 6 wheeler. Should try asking the gun clubs formally to help pay for one since most of the calls are for them. Turning Stone Status Sharon requested another room at Vernon Downs, have not heard back yet on whether we got it or not. Cannot get Double switch to King but they will see if anyone wants to switch as get closer. Equipment Return Status from members no longer active S. Schmoke; Will Jordan (all but one charger), Ken Brown New Members: 1) Marc Chaise 2) Anthony Mazzella Motion by Tom Martell, second by John DelBene to accept Marc Chaise as an active member of Union Vale Fire District. All requirements have been completed. Motion was 5/1/2012 Page 3 of 7
Motion by Tom Martell, second by Sal Tagliamonte to accept Anthony Mazzella as an active member of Union Vale Fire District. All requirements have been completed. Motion was Training 1) May 5 th Hughsonville OSHA 8 am 2) May 7 th Safe Bus at West Clinton 6:30 pm 3) May 10 th Safe Bus DC911 6:30 pm 4) May 12 HVNCTA Training Seminar for Fall Drill at Lakeside Park 5) May 17 th Millbrook Seminar Chief Council/DC Fire District 6:00 pm 6) May 31 st Pump Class 7) June 3 rd Bailout Training DC 911 Center 8 am 8) Radio Band Day??? FIRE COMPANY S REPORT: President John Welsh New Members: 1) Taylor Dwyer was tabled because of not making a physical in a timely manner. He is calling TEK now, Billy was going to give to John to handle??? 2) Marc Chaise received letter he is not a member of LaGrange FD, arson check done, physical done 3) Chris DiSiena arson check done, scheduled physical 4) Anthony Mazzella arson check done, physical done House Use: 1) May 29 th from 8:30 am to 2:30 pm for Alice Dickson and Dutchess County Home Bureau 2) Chicken BBQ on July 21 st (FC is busy that day) Upcoming Events: 1) Community Day June 2nd Fire on April 14 th at Beekman, One of our members gear was ridiculed needs to be brought to Beekman Chief s attention Discussion on Phamplet, (Kathy Welsh) Motion by Tom Martell, second by Sal Tagliamonte for house use on May 29 th for Dutchess County Home Bureau from 8:30 am to 2:30 pm. Motion was RESCUE SQUAD S REPORT: Rescue Chief Tom Murphy not in attendance SLOPER GRANT Awarded $2500 for RAD 57 Pulse Oximeter. Received Equipment. Status of Rescue Squad Purchase. They have bids but Tom Murphy was not in attendance. Faxed purchase on Battery and Defib Pads, 4/24/2012 COMMITTEE REPORTS: Station 1 John DelBene, Sal Tagliamonte Price for doing the wall at Station 1, relocating double doors $900; need to confirm with George Kolb to make sure it s okay to do this, something about exit into a hallway. Motion by Dan Richards, second by Sal Tagliamonte to spend up to $1200 (labor and materials) to move the door and make sure meets Building Code. Motion was Station 2 Dan Richards, Rich Giuliani hallway issue, other door for stairs has been on order still waiting for Williams Lumber. Check Review Tom Martell returned prior to meeting Motorized equipment Dan Richards 67-11 at MacDonald/MacDonald wrong springs; Issues on 12 hasn t been corrected, blitzfire not on. Purchasing Rich Giuliani - Will get 3 bids on roof ladder that failed testing Physicals Sal Tagliamonte 21 reports everyone passed physicals 5/1/2012 Page 4 of 7
Fire Advisory Board John DelBene & Dan Richards nothing new Long Range Planning Tom Martell nothing new Insurance Tom Martell Car/Pedestrian Accident on 4/14/2012. Need police report Capital Projects (Roofs, Painting, Siding) Dan Richards, John DelBene no discussion PHYSICALS: April 19 th In-House Physical Night went fine Status of people without Physicals o Tom Brown scheduled for May 1 st o Ralph Mondello scheduled for May 4 th o Dave Mina scheduled for April 26 th o Dave McMorris requested Medical Leave o Sal Tagliamonte promises will schedule o Joseph Cox - Did not schedule physical so moves to Social Status per Board Policy o Roy Robertson did not schedule physical so moves to Social Status per Board Policy. Discussion on him still having a District radio. o Bob Coletta out of town until 23 rd (emailed 4/25 to remind him) o Charlie VanDeBogart Charlie didn t get a letter, figured out he wasn t on my report when I ran it because he was not active at the time. Didn t catch until I was checking. Emailed 4/25 telling him he has until the next Board Meeting. Dan Sommerville failed his Mask Fit Test, mask is on order Large Comfortseal LENS: Member with two accidents, mentioning because at 3 technically they can no longer drive District vehicles FIRE HOUSE SOFTWARE: Call Sheets entered through 3/20/2012. Since Login section is no good on the website, I emailed the green sheet to everyone on the mass email list.. NFIR status Sharon sent to State Jan 1 st 2012 to March 15 th 2012.. State Corrections New Report, Multiple Incidents. Resent them to State 4/23/2012 they were for Jan-Mar 2011 OLD BUSINESS: Ambulance Corps Status Nothing new Website Updating Rich gave pictures, we have a new mock up, passed around. A few wording errors otherwise fine. Sharon will send the minor changes to Fisch letting them know that everything else is fine. Rover Text Messaging System Training was on Monday 23 rd. Email went out on 24 th requesting information from members. 30 members have been entered. Need to make sure people understand only get First Call. We have 4 lines eligible for free updates (if want all 6 then we pay or wait). There is one rugged smartphone Casio GZone Commando (free); Blackberry Bold 9930 (free); Droid Bionic (free); Droid Stratosphere ($30); Droid 3, X2 ($40); Droid 4, Charge ($50); Iphone 4 8G ($100). There will be an additional $15 per month charge per line (really $20 per month but get to take away the $5 per month we pay for text msg and it will be unlimited versus 250). Motion by Sal Tagliamonte, second by Tom Martell to get 4 smartphone Casio Gzone Commando for Billy, Dan, Sal, and John. Motion was Radio Bands Sent letter back to DC911 no date set yet Recruitment Pamphlet already discussed Turning Stone have 4 rooms for June 13 th to June 16 th at Turning Stone, have a request in for 1 more room at Vernon Downs. Current Arrangements Room 1-John DelBene, Jim Smith; Room 2-Bill Griffin; Room 3-Rich Giuliani; Room 4- Dan Richards; Room 5 not confirmed we have yet The current FEMA Grant Cycle is for one we can t apply for, the website was confusing. When the AFG one opens I will apply for an SCBA Unit FEMA 4020 Hurricane Irene paperwork. I received more paperwork, which I have filled out and returned on 4/23/2012. FEMA will be giving us 75% of the requested amounts (approx $3000). It was decided that the man-hours would go to the govt that receives the taxes and in our case this is the Town. If we had been allowed 5/1/2012 Page 5 of 7
to use man-hours we might have gotten up to 100% from FEMA. Also, read an article in the paper that implied the State would be giving us the 25% but I have not received any documentation saying this is true Website NEW BUSINESS: Dry Hydrants Letters were not sent out to the homeowners. Received form on Monday night, have example to be mailed. Board agreed with it and Sharon gave one letter to Billy to hand deliver the Quinlan Road One. Discussion on money, have the FEMA money coming back. Steve Shultis Bid was last meeting, Dan forgot the paperwork. Was labor only, ESP will bill us for materials. And he will also Fix the Church. Motion by Tom Martell, second by John DelBene to put in 1 new dry hydrant at Quinlan Road, with proper documentation, and to fix the one near church for up to $3500 (labor and materials). Motion was unanimously approved External Audit was presented at Workshop by Theodore J. Eglit, Jr. CPA. I have copies if the Board needs one. Accept External Audit need motion and letter signed. NEED TO MAIL TO STATE and Ted Re: 2011 External Audit The Union Vale Board of Fire Commissioners accepts the external audit for the year 2011 done by Theodore Eglit, CPA. The first issue, Bank Reconciliation, was not an error in Bank Reconciliation or an error when voiding of the check. It was a timing issue, caused by the re-cutting of a lost check. In January 2012, it was noted that a vendor, Dunlop, had not cashed a check from July 2011. The Treasurer confirmed that the vendor had lost the check. The check was voided and re-cut in January. The Treasurer did not date the new check correctly in Quickbooks, causing the voiding to look like a mistake. The second issue, Deferred Charges, is an item that a Fire District does not legally have to maintain but are technically required by GASB rules. The accountant, Theodore Eglit, has been taking care of the Depreciation and Deferred Charges in the official reports Motion by Tom Martell, second by Sal Tagliamonte to approve Board Response letter. Motion was unanimously approved 5-0. Legal for External Audit need motion to post Motion by Sal Tagliamonte, second by Tom Martell to put the legal ad in the Poughkeepsie Journal. Motion was Notice is hereby given that the fiscal affairs of the Union Vale Fire District for the period beginning on January 1, 2011 and ending on December 31, 2011 have been examined by Theodore J. Eglit, Jr. CPA, and that the management letter prepared in conjunction with, the external audit by the independent public accountant has been filed in my office where it is available as a public record for inspection by all interested persons. Pursuant to section thirty-five of the general municipal law, the governing board of the Union Vale Fire District may, in its discretion, prepare a written response to the external audit or management letter by independent public accountant and file any such response in my office as a public record for inspection by all interested persons. Sharon Herb, Secretary, Board of Fire Commissioners, Union Vale Fire District June Board Meeting change of date Motion by Sal Tagliamonte, second by John DelBene to move the June 28 th Board meeting to June 21 st. Motion was Fountains Tax Cert Case According to Lisette we will owe more than $16,000 for our portion (Fire Tax). Discussion on getting the proper paperwork and how the money will have to come out of the Misc Line Item. Forestry Grant will request 5 more pagers to help with the upgrade from low band. Must submit by May 15 th. Social Media Policy was tabled 5/1/2012 Page 6 of 7
NO EXECUTIVE SESSION NEEDED. ADJOURNMENT: Motion by Tom Martell, second by John DelBene to adjourn at 10:10 pm. Motion was Respectfully Submitted, Sharon Herb, Secretary/Treasurer 5/1/2012 Page 7 of 7