Organizational Agenda

The Organizational Agenda

January 9, 2023

 

Since the position of Chairman of the Board of Fire Commissioners expires on December 31st, there is no one to act as chairman to open the organizational meeting. The treasurer shall preside at such meeting until a Chairman has been elected. In the case of a fire district where the position of treasurer is appointive, the commissioners designate one of themselves to act as temporary chairman until such time as the chairman of the board is chosen.

 

 

The annual organizational meeting of the Board of Fire Commissioners started with the nomination of ____________ as Temporary Chairman, resolution made by __________ seconded by _____________.

The Temporary Chairman requested a roll call vote:

 

 

The 2023 Organizational Meeting was called to order by Temporary Chairman __________ at 6:30pm on Monday, January 9, 2023.

 

 

Pledge of Allegiance and moment of silence.

 

 

Roll Call:

 

Appointment of Chairman and Deputy Chairman for 2023.

 

On a Resolution by _______________ seconded by _______________ on the appointment of _____________________ as the 2023 Chairman.  

Chairman requested a roll call vote:

        

On a Resolution by _______________ seconded by _______________ on the appointment of _____________________ as the 2023 Deputy Chairman.  

Chairman requested a roll call vote:

 

 

Let it be noted that the Board had directed the Secretary ___________ to notify the media (The Record) of the date and time of the organizational meeting and to have the legal notice published on the Fire District’s Website and the Town of North Greenbush’s Website.

 

Let it be noted: The Newly Elected Incoming Commissioner is hereby directed to complete the Oath of Office and Sign the Oath Book with the Town Clerk by January 31, 2023 per Town law 174(6).

 

 

 

 

The 2023 Chairman proceeds with the following appointments for the coming year:

 

Secretary/Treasurer:

A Resolution by __________________ seconded by __________________ to appoint Sean Kerwin as Secretary/Treasurer for the North Greenbush Fire District No.1 for 2023 and to set the salary for the Secretary/Treasurer in accordance with the amount fixed in the General Fund Budget for the year 2023 of $28,500.

Chairman requested roll call vote:

                                

Director of Purchasing and Deputy Secretary/Treasurer:

A Resolution by __________________ seconded by __________________ to appoint Robert Durivage as Director of Purchasing and Deputy Secretary/Treasurer for the North Greenbush Fire District No. 1 for 2023 and to set the salary for the Director of Purchasing in accordance with the amount fixed in the General Fund Budget for the year 2023 of $30,000.

Chairman requested a roll call vote:

 

Let it be noted: the Treasurer/Secretary and Director of Purchasing are hereby directed to complete the Oath of Office and Sign the Oath Book with the Town Clerk by January 31, 2023 per Town law 174(6).

 

Attorney:

A Resolution by __________________ seconded by __________________ to appoint Terry Hannigan as Attorney for the North Greenbush Fire District No.1 for 2023 and to fix the retainer for the attorney in accordance with the amount fixed in General Fund Budget for the year 2023.

Chairman requested a roll call vote:

 

Administrative Assistants:

A Resolution by ___________ seconded by ___________ to appoint Bonny Mounteer as Chief’s  Administrative Assistant for the DeFreestville Fire Department and James Oliver as Chief’s Administrative Assistant  for the Wynantskill Fire Department 2023 at a salary set in accordance with the amount fixed in the General Fund Budget for the year 2023 of $6,000.

Chairman requested a roll call vote:

 

 

Special Projects Coordinator:

A Resolution by _________ seconded by ________ to appoint Mark Lacivita as non-compensated Special Projects Coordinator for the year 2023.

Chairman requested a roll call vote:

 

 

Review and Approve Bond Insurance on Treasurer and Deputy Treasurer: (see attached)

 A motion by _______________ seconded by _______________ acknowledge that the Board reviewed the insurance bond in force (employee dishonesty coverage) in the amount of $1,500,000 for both the Treasurer and Deputy Treasurer and found it acceptable. Motion carried. A copy of the insurance policy will be provided to the Town Clerk.

        

Depository:

A Resolution by _____________ seconded by _________________ naming KEY BANK our official depository.

Chairman requested a roll call vote:

 

Newspaper:

A Resolution by ______________ seconded by ______________ naming The Record as the official newspaper for the Fire District.

 Chairman requested a roll call vote:

                                

 

Schedule 2023 Monthly Meetings:

A motion by ________________ seconded by __________________ to hold the regular monthly meeting of the Board of Fire Commissioners on the second Monday of each month commencing at 7:00 P.M. for 2023.

January  9, February 13, March 13, April 10, May 8, June 12, July 10, August 14,                                     September 11, October 9, November 13, December 11.

The Secretary will notify the media and post notices accordingly. Motion carried.

 

NGFD Memberships:

A motion by _________________ seconded by _______________ to renew our membership in the New York State Association of Fire Districts , the Capital Area Association of Fire Districts, the New York State Association of Fire Chiefs and the Firemen Association of the State of New York for the year 2023. Motion carried.

 

Procurement Policy:

A motion was made by __________________ seconded by _____________ to acknowledge that the Board reviewed the procurement policy and intend to follow it precisely, as attached. Motion carried.

 

Standard Mileage Reimbursement:

A Resolution by _______________________ seconded by _______________ that the board will adopt the applicable mile reimbursement rate set forth by the IRS for auto expense (currently $0.655) for the year 2023.

Chairman requested a roll call vote:

                                            

 

Travel Reimbursement:

A Resolution by _______________ seconded by ______________ that the District will reimburse travel at the established GSA per diem rate for meals and incidentals. Moreover, all relevant receipts must be submitted with the Fire District Travel Voucher. 

     Chairman requested a roll call vote:                        

 

 

 

 

 

DFD Chiefs:

A Resolution by _________________ seconded by ________________ to appoint Shane Clute  as DFD Chief, Brandon Galligan DFD First Assistant Chief, and Daniel Sheehan DFD Second Assistant Chief for 2023, effective at ___ PM on January 10, 2023.

   Chairman requested a roll call vote.

 

WFD Chiefs:

A Resolution by _________________ seconded by ________________ to appoint Adam Littlefield  as WFD Chief, Dan Wilson Jr. WFD First Assistant Chief, and Jon Carrol as WFD Second Assistant Chief for 2023, effective at ___ PM on January 10, 2023.

   Chairman requested a roll call vote.

 

District Chief and Deputy Chief:

A Resolution by _________________ seconded by __________________ to appoint Shane Clute as District Chief and  Adam Littlefield  as Deputy District Chief effective at _____ PM on January 10, 2023.

Chairman requested a roll call vote:

                                

Let it be noted: all Chiefs are hereby directed to complete the Oath of Office and Sign the Oath Book with the Town Clerk by January 31, 2023 per Town law 174(6).

 

 

Record Retention and Destruction Policy:

A motion was made by ______ seconded by ______ to adopt the LGD-1 Record Retention and Destruction Policy. Motion carried

 

 

Adoption of all Current District Policies:

A Resolution by _______ seconded _______-

BE IT RESOLVED that the Board of Fire Commissioners adopts ALL existing policies of the Fire District currently in place effective January 10, 2023

Chairman requested a roll call vote:

 

 

Resolution Pursuant to Labor Law:

A Resolution by _______ seconded _______-

Pursuant to Labor Law Section 27-a and 12 NYCRR 800.6 (f) the District has examined the District’s records for 2023 and found there to be no reports or records for review.

Chairman requested a roll call vote:

 

 

 

 

 

 

 

Advanced Approved Payments:

A Resolution by __________________ seconded by _____________________

BE IT RESOLVED that the Treasurer or the (Fire District) is authorized to pay in advance of an audit by this Board of Fire Commissioners of the (Fire District), the following claims. Any such claims must be presented to the next meeting of the Board of Fire Commissioners of the (Fire District) for audit.

 

  1. Utility payments;
  2. Telephone payments;
  • Payment to the U.S. Postmaster for postage expenses;
  1. Payment to for freight or delivery charges.
  2. Credit Card Payments;
  3. Payroll Taxes;
  • Town and County taxes;
  • Charter One/Spectrum;
  1. Lifegas;
  2. Casella;
  3. Bond Interest and Principal Payments;
  • Salaries for staff to be paid as early as the first day of the following month if possible.

 

Chairman requested roll call vote:

 

 

 

Approve/Authorize Voucher Exception:

A Resolution by __________________ seconded by _____________________     

BE IT     RESOLVED by this Board of Fire Commissioners of the (Fire District) that pursuant to Town Law Section 176 4-a, no claim may be presented, audited or paid unless such claim is verified under oath on a District Voucher, or, in lieu of such verification, certified to be true and correct. Resolution excludes the following; NYSEG, National Grid, Spectrum, Staples, Verizon, Payroll Taxes, US Postal Costs, Linde (O2 Supplier), District Membership Dues, Bond Payments, Credit Card payments, Amazon, James Publishing, 21st Century Media (Troy Record), Grainger, Lincoln Financial Group (Plan Fees), ZOOM, McKesson, NYSIF Workers Compensation, Witmer Public Safety Group, Battery Junction, and Casella.

Chairman requested roll call vote:

 

 

Annual New York State AUD, Financial Report:

 

A Resolution by __________________ seconded by _____________________

BE IT RESOLVED that the fire district treasurer is hereby authorized, within sixty days after the end of the fiscal year, to submit to this Board of Fire Commissioners a copy of the New York State Annual Report required by General Municipal Law Section 30, in lieu of a written statement showing his receipts and disbursements for the preceding fiscal year.  This authorization shall remain in effect from year to year until rescinded by this board of fire commissioners 

Chairman requested roll call vote:

Approval Annual Inspection Dinner(s)

 

A RESOLUTION made by _______ and seconded by _________ to set the date of _______________ for the joint DFD and WFD Annual Firemen’s Inspection Dinner at the Hilton Hotel, Troy, New York, as required in Town Law Section 176-d.  Moreover the North Greenbush Fire District No. 1 will pay up to $6,600 for the annual inspection dinner in accordance with the amount fixed in the General Fund Budget for the year 2023, with the exclusion of any alcoholic beverage. 

            Chairman requested roll call vote:

 

Approval of Ethics Committee:

 

A RESOLUTION made by _______ and seconded by _________ to appoint the 2023 Ethics Committee, which will be made up of Jeff Stehr, James Miner, & Janice Kerwin.   

Chairman requested a roll call vote:

 

Approved/Authorize use of District Apparatus for Parades, Wakes, Fire Prevention:

A RESOLUTION made by _______ seconded by ________ authorizing the District Chief and Deputy Chief to place the departments of the fire district on duty and to permit representatives of the departments to attend wakes, funerals, parades, fire prevention and other like events or functions and further, authorizing the use of such district apparatus as the chief in his or her discretion may determine acceptable and to report said event(s) to the Board of Fire Commissioners during the subsequent monthly meeting.

Chairman requested a roll call vote:

Approval of out of fire district training:

A RESOLUTION made by _______ seconded by ________ to approve all in state training pending District Chief’s and/or Deputy Chief’s approval.

Chairman requested a roll call vote:

 

Approve/Acknowledge Enhanced Cancer Coverage:

 

A motion made by _______ seconded by ________ acknowledging the District has obtained Enhanced Cancer Disability Benefit Required under General Municipal Law Section 205-cc. Moreover, the Secretary/Treasurer is authorized to sign and execute Cancer Coverage Claim Forms in the timely manner and discretely and confidentially report such claims to the Board of Fire Commissioners at the next regularly scheduled meeting. Motion Carried.

 

 

 

 

 

The Chairman made the following Committee Appointments

 

Standing Committees:

Apparatus/Equipment:                                                              Chris Wilson, Rich French

Building/Grounds:                                                                    Chris Wilson, Brian McCrae

District Personnel:                                                                    Dan Garab, Brian McCrae

Finance/Insurance/Long Range Planning/Audit:                     Dan Garab, Nick Scifo

Policies, Procedures & Membership:                                       Brian McCrae, Nick Scifo

LOSAP:                                                                                    Nick Scifo, Brian McCrae                                                        DFD & WFD Chiefs and Presidents

 

Special Committees:

Business Operations:                                        Dan Garab, Nick Scifo

Development Plan Review:                              Brian McCrae, Nick Scifo,  WFD Chief, DFD Chief

Firematic Operations:                                       Rich French, Chris Wilson

 

Motion made by ______ seconded by _______ approving committee appointments listed above. Motion carried.

 

MOTION made by _____________ seconded by ________  to adjourn the organizational meeting at _____________. Motion Carried.