LaGrange Fire District Regular Meeting. November 11, 2008 FH 3 7:30 PM

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1 LaGrange Fire District 4651 Minutes Regular Meeting November 11, 2008 FH 3 7:30 PM The 887th meeting of the Board of Fire Commissioners of the LaGrange Fire District was held on November 11, 2008 at 7:30 PM at Firehouse #3. Present were commissioners Hines, Lantzky, Mulford, Zeidan; Chief Jim Dawson; Assistant Chief Barry Ward; Assistant Chief Brian Odendahl; EMS Administrator Michael Benenati; Legal Counsel Rod MacLeod; Secretary Holzberger and firefighters. Mulford called the meeting to order and led the salute to the flag. Mulford asked for a moment of silence in honor of Veterans Day. Mulford welcomed everyone and asked for public comment. Minutes-9/23, 9/27, 10/14 and 10/21/08 2 PM. Lantzky moved to approve the minutes of September 23, 2008, September 27, 2008, October 14, 2008 and the Public hearing held on October 21 at 2 PM seconded by Hines and when the board was polled the vote was as follows: Ziedan Abstain Hines Aye Smith Aye Mulford Aye Lantzky Aye The motion was carried. Correspondence-Secretary Holzberger reported the following was received: VFIS-Proposed Equity Indexed Annuity Contract. Mulford recommended not going with it; Lantzky moved to not transfer the funds for Losap into the Equity Indexed Annuity Contract, seconded by Hines and carried unan. Chairman s signature is required; Mulford stated he would follow up with Bill Dunstan regarding filling out the form. Document due by November 15, Association of Fire Districts Dutchess County-meeting notice 11/25/08. Minutes received from the 9/22/08 and June 24, 2008 meetings. Dutchess County Department of Personnel Firefighter exam-assistant Chief Barry Ward stated that we should add a college requirement to the additional qualifications. Assistant Chief Barry Ward stated that he ed the Board regarding this. Mulford stated that we need to contact personnel regarding this. Hines moved to add 60 college credits be added to the list of special requirements for firefighter in the LaGrange Fire District., seconded by Hines and carried unan. Secretary was instructed to forward this requirement to Dutchess County Personnel. Trinity Children Center-thank you letter received. Secretary was instructed to forward a copy to the Chief. NYSHIP-informational packet for group administrator received.

2 4652 Notice of Public Hearings-from Town of Lagrange for 11/12/08 special improvement assessments and 11/18/08 regarding the Hawk Meadow Montessori School. Checks received as follows- $5.00 FOIL fee Lantzky moved to allocate to the misc/other budget, seconded by Smith and carried unan. $ fuel tax refund-lantzky moved to allocate to the Gas budget, seconded by Zeidan and carried unan. $ Geico for recovery of loss dry hydrant. Lantzky moved to allocate to the Equipment Budget, seconded by Zeidan and carried unan. $ Marriot refund of expenses-lantzky moved to allocate to the Training Budget, seconded by Zeidan and carried unan. $62.12 Company 3-reimbursement for cablevision. Hines moved to allocate to the Telephone Budget, seconded by Lantzky and carried unan. $ fuel tax refund-zeidan moved to allocate to the Gas budget, seconded by Hines and carried unan. Chargeback request for payment from Town of Lagrange. Mulford explained that the Town had absorbed the cost in the past; last year we contacted them via letter. Zeidan asked if we are obligated to pay it.rod Macleod explained that when a taxpayer grieves and the assessment is adjusted, the funds must be paid back to the taxpayer. Rod MacLeod explained that the Town can take the funds from our 2009 Budget and the fire district doesn t receive notification of these grievances. The Association of Fire Districts fighting for the change in the law that would allow Fire Districts to participate in the process. Lantzky stated that we must pay it, and suggested we create a budget line item for this next year. Rod MacLeod stated that would be a prudent decision. Hines asked if there is statute that exists that states we must pay it back to the Town. Rod Macleod explained that we received funds based on the tax assessment and any changes including, grievances, alter the amount we received. Hines stated that we do not have involvement in the process, and yet we are held accountable. Rod MacLeod stated that the law states that you may only receive taxes based on the assessment. Mulford stated that it is reconciliation; Rod MacLeod stated that if the Fire District does not pay it now, the Town will reduce your tax money by the amount owed when they distribute your tax money in March of Rod MacLeod stated that we are not the first fire district to be affected. Mulford stated that he doesn t think we should incur legal fees. Mulford stated that some other towns have chosen a different way to handle. This. Rod Macleod suggested that if the Board decides to send the check, then a letter should be included that requests notification so that the fire district may be part of the process.

3 4653 Lantzky moved to pay the chargeback as notified by the Town of LaGrange and place a line item in the 2010 budget, and that the fire district request notification of these proceedings, seconded by Zeidan and when the Board was polled the vote was as follows: Hines Aye Lantzky Aye Ziedan Aye Mulford Aye Smith Aye The motion was carried unan. Mulford stated that he approached the Town regarding the gas and would investigate it further. Mulford stated that the Town had discussed a group that could obtain natural gas and electricity at cheaper rates. Secretary Holzberger reported that she had checked with the Town Supervisors office and was informed that the Town had not obtained a contact as yet. CIA-proposal Secretary Holzberger reported that she had received and ed the CIA quote for the alarm inspections to the Board and read it aloud. If we use our own personnel as an assistant we will save the cost of the tech assistant.. Mulford offered to be back up if our maintenance person is not available to assist CIA. Smith stated that the Secretary could contact CIA and schedule a date and allow a week s notice. Compensation Consulting Services-Secretary Holzberger reported that Martin Silver of Compensation Consulting Services contacted her by telephone regarding providing service to the District. Mr. Silver explained that his service would review our workers compensation history to determine if we are owed any funds. Arlington Fire District has used them successfully. Fee for this service is 50% and may be negotiable. Lantzky moved to have Zeidan contact Mr. Silver to gather additional information, seconded by Hines and carried unan Insurance Renewal- Zeidan to get with Rose &Kiernan to set up a meeting. Bills-The Board reviewed the quote from Duchess Overhead doors for the repair of the bay door at Station 1. Smith stated he would look into and if it needs to be repaired we ll get it done. (; 61 bay door not functioning) Zeidan stated he wished to investigate a charge of $120 on an M & M Bill; we should hold until we can determine if the bill is correct. Ziedan will contact M & M. Ziedan stated that we can pay the other invoice of $388 at this time; just hold on the $120. Authorization to pay bills-hines moved to authorize payment of the bills with the exception of M & M $120, seconded by Lantzky and carried unan. Service Call-Dutchess Overhead Doors (door was jerking as it opening) quote of $1070 to fix heavy duty operator of the bay door at Station one. Smith stated that this will fix the problem.

4 4654 Ziedan moved to authorize the repair of the bay door at Station 1, seconded by Hines and carried unan. Budget 2009-All commissioners signed. Annual Election Dec 9, 2008 Doors FH2-Smith stated that he looked at the problem with the doors with a contractor; Contractor stated that the doors should be replaced and other doors may be serviced, lubricated and adjusted. Mulford stated that concurs with his brother s assessment. Smith stated that the windows may be adjusted and the contractor will give us a proposal. Smith stated that the kitchen door (St.1) strikes the hood as it open in and cannot be changed without the entire door being replaced. Mulford explained that it would be cheaper to place another door and create an entrance that would allow access to the kitchen or boiler. The Replacement of doors may have to go out to bid. Smith reported that various repairs have been made at the mechanic s facility-ramp is in. The switch for the fan needs to be put in. Chiefs Report-Chief Jim Dawson reported that we had a positive TB; a career firefighter has been deployed. Chief Jim Dawson asked what the procedure is regarding the asking the Local to provide a candidate for the community relations officer. Mulford stated that Firefighter Champion filled that position for a short time previously and Bullock will be back soon as well. New Membership- Chief Jim Dawson reported that new members Ryan MacGuire for ST 3, and, Mike Blatus ST 2 are in need of approval. Conference-Millbrook Chief requests approval for 6-8 members. No one has come forward yet. Chief Jim Dawson stated that this is quality training presented by the State Chiefs. Zeidan moved that we send up to 4 people, seconded by Smith and Hines stated that if we are going to send a vehicle we should fill it. The Board was polled as follows: Hines Nay, Zeidan Nay Mulford Nay Lantzky Nay. Hines moved to send up to 5 with the vehicle at $25 per person, seconded Lantzky and when the Board was polled the vote was follows Smith Aye, Hines Aye, Mulford Aye, Zeidan Nay, Lantzky Aye. The motion was carried. Baltimore-3 day conference with pre-conference; could be 4 days. EMS Admininstrator Michael Benenati stated it is a fabulous EMS conference and would yield to another member if they wish to go. Hines asked if one person could go and bring back information.ems Administrator Michael Benenati explained that he could do that but multiple people attending can take advantage of many different classes. EMS topics are very dynamic and there are many different lectures with multiple tracks. Chris Blisko has expressed interest in attending. Rooms need to be reserved. Ziedan asked if things are brought back when a member attends and why we need to send so many people... Ziedan stated that he doesn t have a problem sending people to

5 4655 Seminars, just not 6 or 8. Mulford stated that when he attended FDIC he brought back the information: Chief Jim Dawson explained that there are many classes. Assistant Barry Ward stated that we typically do not have an overabundance of members traveling; FDIC as an example offers many classes. Mulford explained that typically we do not impose sharing of rooms. Mulford stated that he would bring the information he obtained at FDIC so that Zeidan could gain an understanding of what FDIC is. Mulford stated we need to get ready for FDIC 2009; we need to book rooms, if we have not done so already. Smith moved to authorize up to four may attend Baltimore conference, seconded by Lantzky and when the Board was polled the vote was as follows; Smith Aye Lantzky Aye Zeidan Nay Hines Aye Mulford Aye motion carried. Chief Jim Dawson-explained that the repeater up on Redl s is due to be replace. Quote to repair is $10,000. Would like to install the old one in Arlington High School. Hines asked if there is any concern regarding the renovation at the school. Dawson stated that there are possibilities. Mulford asked how much more maintenance cost would be incurred if we place in the school. Chief Jim Dawson stated that it would be nice to have it at the high school and we can deal with it if it fails. Smith asked if there would be any problem with two repeaters being so close would they override each other. Smith stated that we should not place it in the high school. Mulford stated that we will not have the funds to repair in the 2009 budget. EMS Administrator Mike Benenati stated that we get numerous complaints from the volunteers that their radios don t hit the repeater. Performance will be increased with a new 100 watt radio; current radio is 13 years old and when last tested it wasn t reaching 100 watts. Chief Jim Dawson wants to replace the repeater. Hines asked the frequency is for evacuation; Chief stated no. Mulford stated that this is short range person to person. Smith stated that the antenna may make the difference; not the co axle. Smith stated that the cell tower may have caused this problem; plans are in place for a 200 foot tower in that area and that will enhance our ability. Smith stated that how high they will let us go. Currently that is our tower. Smith stated he was the commissioner in charge of the repeater in Smith stated that if it dies, we should get a new one and not place one in the high school. Lantzky moved to replace the repeater, seconded by Hines and discussion. Zeidan stated that we should wait until the new tower is placed there by the Town. EMS Administrator Michael Benenati stated that this new one will have the new technology this new is state of the art; has been put off for several years. Zeidan stated that we should wait until breaks down. EMS Administrator Michael Benenati explained that there is days down time to replace. Mulford stated that this has been an ongoing problem, and these repeaters can typically last 10 years, $10,000 is a good investment. Smith asked about change in band width. EMS Administrator Michael Benenati stated that we transmit in a narrower band due to more user demand. (This is a new band width) Proposal calls for a cell tower coming in; Redl s has control. Tower on Vervalen Rd is not ours. New Antenna could cost us. Ziedan stated that technology could change. EMS Administrator Michael Benenati explained that is true, 4656

6 However this new repeater is state of the art and meets the new requirements. Ziedan stated that we should not replace until it breaks down. Assistant Chief Barry Ward stated that disagreed with that. Smith asked how long it would be to replace the repeater if it broke down. EMS Administrator Michael Beneati explained that it would take days. Lantzky stated that is a long time to be without radio transmission. Mulford explained that this repeater has been there since 1995 and we have been having problems on and off since Radios are needed for safety on the fire ground. This repeater is almost fourteen years old and for $10,000 it is a good investment. Smith stated he had one more questionswhat is changing with the band width. EMS Administrator Michael Benenati explained that the band width has been made narrower to allow more users and add more frequencies. EMS Administrator Michael Benenati explained that emergency services are usually given leeway. As far as being on the towers, Hines asked if the money is in the budget then we should go forward. When the Board was polled the vote was as follows: Hines Aye, Lantzky Aye Smith Aye based on the fact it would be a safety issue if it broke down. Zeidan Aye Mulford Aye The motion was carried unan. Generator still out for several weeks; not built by E-one. Status update-assistant Chief Barry Ward stated that every major issue was resolved. Exterior paint is -complete. Timing issue has resolved and the issue of high idle; so far so good. Accidents/Injuries-Chief Jim Dawson stated that one member is on 207a. Dec 6-Chief Jim Dawson noted that is the date for Christmas celebration at t Town Hall. ST3-Chief Jim Dawson stated that Station 3 will be taking Santa around the neighborhoods; no riding on back. ST 2 still does this annually. Mulford stated we need to authorize to insure coverage. Assistant Chief Brian Odendahl reported that there are no current plans for St1 to do a Santa run. Firefighter Rehab--Chief Jim Dawson stated that the firefighter in question has completed rehab and is in the second phase. Zeidan moved to go to executive session at 9:26 PM, seconded by Lantzky and carried unan. At 10:20 Pm Smith moved to go back to regular session seconded by Hines and carried unan. Secretary Holzberger reported that we need to move funds in from the Service Award Budget to the Gas Budget. Lantzky moved to transfer $25000 from the Service Award Budget to the 2008 Gas budget, seconded by Hines and carried unan. Hines asked how this occurred. Secretary Holzberger explained that this was brought up previously when funds had to be transferred to the R&S budget. Secretary Holzberger reported that we do not owe anything this year for Service Awards. 4657

7 LOSAP-Mulford reviewed the LOSAP requirements-district should refer to Department. 2 ½ % of calls is the criteria for number of calls needed (50 calls on 2000 year) Must be a member of the Department for at least a calendar year. To be eligible for credit and the Department year runs from Dec 1 to Nov 30. To qualify a member must meet criteria set forth by the company- 2 OSHA, 1 Seminar, Safety and Hazmat. Life member needs to meet half of the calls, and meeting requirement. Life member to make LOSAP must meet the same requirements as an active member. Drills greater than 2 hours earn 1 point. Meetings must be a regular meeting. Class less than 20 Hours- 1 pt per hour for a maximum of 5 points; a member must meet membership requirements first then earn additional points for LOSAP. Mulford stated there are some members that are life Active and do not care about earning LOSAP. Can refer to OSHA as training or drill up to board. Chief Jim Dawson stated that we need to differentiate between training and drills. Zeidan asked about minimum calls. Mulford stated that the company requirement is 60 calls. A fire only member should not go to EMS calls unless they are called for special circumstances. Mulford discussed that you need 9 drills. Chief Jim Dawson stated that a bare minimum life member would earn 49 points and for Losap that would be 55points. We need to define drills and training. Smith moved to accept the Losap criteria, seconded by Ziedan, and when the Board was polled the vote was as follows: Smith Aye Hines Aye Ziedan Aye Lantzky Aye Mulford Aye The motion was carried unan. Letter re: raffle-mulford stated that the letter that was sent to residents regarding the department raffle was the letter approved last year by the Board. Hines moved that we do not interview for a Deputy Chief until we have a job description and there was no second. Lantzky moved that the Board consider purchasing a desk and book shelf storage instead of using the floor for storage. Desk $199, storage cabinet $349. Zeidan moved that we authorize the purchase of the desk and storage cabinet up to $600, seconded by Smith and carried unan. There was discussion of benefits for the position of Deputy Chief. Mulford reviewed that it would be a one year contract, salary would be $85,000, no comp time, and Medical insurance would be NYSHIP fully paid for by District, 12 days sick per year, 3 weeks vacation, Dental. Vision plan paid by District, Holidays, 4 personal leave days. Mulford stated that the Board would meet with the Deputy Chief candidates on November 17 starting at 6 PM. There being no further business, Smith moved to adjourn at 11:15 PM, seconded by Zeidan and carried unan. Respectfully submitted, Denise A. Holzberger, Secretary/Treasurer

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