CLERMONT FIRE COMMISSIONERS
APRIL 20, 2015
The Clermont Fire Commissioners held their regular meeting on Monday, April 20, 2015 at 7:00 P.M. at the Town Hall. Those in attendance were Chairwoman Susan Rifenburgh, Commissioner Ronald Rifenburgh, Commissioner Marc Hildenbrand, Commissioner Laurence Saulpaugh and Commissioner Raymond Bauer.
Others present were Chief Fred Gooderham, Captain Lloyd Kukon, Treasurer Denise Fiore and Bob Desmond. Chairwoman Rifenburgh opened the meeting with a salute to the flag. The Chairwoman welcomed Marc Hildenbrand to the Board of Fire Commissioners to serve out a vacant term until 12/31/15. Commissioner Hildenbrand was sworn in prior to the meeting.
MINUTES: A motion was made to accept the minutes of the March meeting as is by Commissioner R. Rifenburgh, seconded by Commissioner Saulpaugh. All in favor. So carried.
TREASURER’S REPORT:
Total amount of March invoices $14,291.14
Proposed April invoices $ 3,971.50 *
Paid April invoices $ 2,106.00
Total $ 6,077.59
* Adjusted amount
Reconciliation of Accounts:
The Bank of Greene County Balances to Date
Money Market Checking Balance $229,557.22
Checking Balance $ 2,499.75
Less Outstanding Checks $ 2,108.20
Checking Balance to Date $ 391.55
Money Market and Checking Account Total $229,948.77
Capital Reserve Fund $ 33,546.62
Reserve Fund Balance $ 29,618.46
Commissioner Bauer asked for a clarification on the payment to Fingar Insurance. This is the payment for the Accident Policy, which is billed separately. Commissioner R. Rifenburgh asked about a charge on the phone bill, will keep an eye on bill in the future.
A motion was made to accept the Treasurer’s report by Commissioner Saulpaugh, seconded by Commissioner Bauer. All in favor. So carried.
CORRESPONDENCE:
- Received the signed contract for one year from Milan Volunteer Fire Dept. When signed by Chairwoman Rifenburgh, a copy will be sent back to Milan for their records.
- Received physical results for Daniel Farr, Natasha Moyer, Ryan Brown and Collin Brown.
- RBC Wealth Management – Account statement for March - $306,552.69
- Received Aircheck Report and Certificate for air compressor test from Haight.
- Pinsky Law Group – order form for The Fire Department Law and Management Resource Manual. The Commissioners declined to order.
- Treasurer Fiore received information from Accountant Mark Fitzgerald on setting up Capital Reserve fund accounts. Commissioner R. Rifenburgh said we need to set up several accounts and express what they are being set up for.
BUILDINGS AND GROUNDS: Commissioners Bauer and Saulpaugh
- Commissioner Bauer reported that the light on the flagpole still has to be installed, if not already done. The tank still has to be painted. He also reported that the heat has been shut off at Station #1, and he notified CIA that it will be turned back on November 1st.
INSURANCE: Commissioner R. Rifenburgh and S. Rifenburgh
- Commissioner Bauer thinks that we need to get a copy of certificate of Workers Compensation from Haight. There was discussion on whether or not we will need to get these from all vendors. We did receive Certificates of Liability on general liability and what appears to be workers compensation. The Chief will check on this.
LOSAP: Commissioner S. Rifenburgh, Commissioner R. Rifenburgh
Commissioner R. Rifenburgh has completed the necessary paperwork for the LOSAP points. The Chief spoke to members about making sure they are on the call sheets. Commissioner R. Rifenburgh feels there should be a guideline for the members to make sure they are entered on the call sheets, especially for a call that is cancelled enroute. Suggested a lock box for call sheets or a phone call to those who responded.
LAWS AND POLICIES: All Commissioners
- RBC INVESTMENT POLICY: Resolution #14 of 2015 adopted last month was signed and returned to RBC. This was approved on a motion made by Commissioner R. Rifenburgh, seconded by Commissioner Saulpaugh.
- TRAVEL EXPENSE POLICY: Resolution #15 of 2015 adopted last month on a motion made by Commissioner Saulpaugh, seconded by Commissioner Bauer. Copies will be given to the Chief and Officers.
- SEXUAL HARASSMENT POLICY: Resolution #16 of 2015 A sample policy was reviewed and a motion was made by Commissioner Saulpaugh, seconded by Commissioner R. Rifenburgh to accept. A roll call vote was held: Commissioner R. Rifenburgh, aye; Commissioner Bauer, aye; Commissioner Hildenbrand, aye; Commissioner Saulpaugh, aye; Commissioner S. Rifenburgh, aye. All in favor. So carried. A form will be added for members to sign, acknowledging that they have received a copy of the policy.
- WORKPLACE VIOLENCE POLICY: There was discussion about adding a section of awareness at the scene, as violence could occur on the scene. A basic training to the individuals could be done after an OSHA class. The Commissioners will meet at 6:30 P.M. next month in order to review this policy in more depth.
- BIDS: Commissioner Bauer did some research on bidding. He submitted guidelines for the bidding process. The information is part of GML 103.
- EMERGENCY ESCAPE SYSTEM: This will be voted on next month. Chief Gooderham has developed a Rope Log Form for those that have the bail out system.
- STANDARD OPERATING PROCEDURES: There are policies that have not been incorporated into the SOP’S. Commissioner R. Rifenburgh thinks that the SOP’S should be reviewed this year and these policies incorporated into it.
- PROCUREMENT POLICY: Commissioner Bauer would like something in the policy, which says we have to make a motion when something is being purchased.
- AED’S/CARBON MONOXIDE DETECTOR: Commissioner R. Rifenburgh would like a log to be kept that the AED’s have been checked and are working. He also asked if the Carbon Monoxide Detector have been calibrated. It should be done at least every year.
OLD BUSINESS:
- INVENTORY: Captain Kukon has the inventories on all trucks and will be on file.
- PURCHASE ORDERS: Invoices are coming in without Purchase Orders. The packing slip should be attached to the purchase order and given to the Treasurer so that it can be attached with invoice.
- PAGERS: The Chief reported that all pagers are operating. One of the new pagers was returned and has been repaired and returned. Also, got new batteries for the Fire Police.
- STATION #2: A letter was sent to the Fire Company requesting that the bay area at Station #2 be cleaned. It was reported that Tyler Case cleaned it. The Commissioners suggested that if the area were not kept clean, they would pay someone to clean and deduct it from the lease amount.
- FUEL REPORT: This months fuel usage was approximately 85 gallons.
NEW BUSINESS:
None
CHIEFS REPORT:
There were seven calls in March:
3/11/15 – AAPI – 2022 State Route 9
3/12/15 – Lift Assist – 205 Cedar Hill Road
3/14/15 – Possible Chimney Fire – 1775 State Route 9
3/21/15 – Water Problem – 900 County Route 8
3/22/15 – Alarm Activation – 168 Pleasantvale Road
3/24/15 – Structure Fire – 201 Commons Road
3/27/15 – Smoke in Structure – 350 County Route 6
Monthly Drills/Work Details
3/2/15 – Extrication/Hazards and problems of extrication – 15 attended.
3/22/15 – Interior Firefighting – Annual emergency escape training for OSHA regulations. 6 attended.
3/22/15 – Advancing Hose for interior attack/Search and Rescue/Mayday and accountability. 7 attended.
- HOUSE CHECK SHEET: The Chief submitted a house check sheet for review. He asked if members who did the house checks of Station #1 and #2 could receive points as an incentive for doing this. One point for each week of two that they do it. Commissioner R. Rifenburgh does not think there should be any points for something that should be done automatically. This is something that should be done after drills or during the week when an officer is around. If the Officers are doing their jobs on the truck level then we should not need this sheet. Commissioner Saulpaugh thinks that this could be tried for a month. Captain Kukon explained that the Chief is trying to bring others in to do this with the officers. The Chief would randomly pick a member from the call sheets to do this check. Commissioner Hildenbrand suggested picking a night every other week to do these checks and Chairwoman Rifenburgh suggested that an officer pick a person or two to come down.
- EMERGENCY ESCAPE SYSTEM: Currently we have five harnesses and seven rope systems. The Chief would like to purchase two more harnesses and two more rope systems. The cost would be approximately $900.00. A motion was made by Commissioner Saulpaugh, seconded by Commissioner Bauer for the Chief to purchase these. All in favor. So carried.
- FIREFIGHTER ONE REFRESHER COURSE: The new regulations for the Fire Fighter I course, is that after the instruction, they return to the Station and do the homework, after which the Chief is to check it. There was discussion about how these types of rules are hurting volunteer organizations.
- COLUMBIA COUNTY FIRE RADIO GUIDELINES: The Chief reported that there would be sixteen high band channels. If more than one truck is leaving the house, only one should call out. He also reported that the truck numbering, Captains and Lieutenant’s numbers would be changed.
- EQUIPMENT:
Breaker on Truck #602 – This has been checked and was okay.
The hose test will be scheduled by the Chief.
FIT Test – MES did the tests last year, but the Chief believes that Haight is charging less.
- BATALLION RESPONSE: A meeting has been scheduled for April 30th with Clermont, Germantown and Livingston.
The Treasurer has added payments to Williams Lumber and Keils for a total of $39.93. The corrected total for April is $6,077.59. A motion was made to pay the bills with additions by Commissioner Saulpaugh, seconded by Commissioner Bauer. All in favor. So carried.
PUBLIC COMMENT:
Captain Kukon asked what the tire replacement policy is on the trucks. Commissioner R. Rifenburgh said that there is no policy. Most of the time, tires will get replaced near the end of the life of the truck and then the truck is gone, with almost new tires. He suggested changing tires at half way through the truck’s life, i.e.: ten years.
A motion was made to adjourn the meeting at 9:15 P.M. by Commissioner Hildenbrand, seconded by Commissioner R. Rifenburgh. All in favor. So carried.
Respectfully submitted,
Mary Helen Shannon
Fire District Secretary