CLERMONT FIRE COMMISSIONERS
SEPTEMBER 17, 2012
The Clermont Fire Commissioners held a budget workshop and regular meeting on Monday, September 17, 2012 at 7:00 P.M. Those in attendance were Chairman Mark Schiller, Commissioner Raymond Bauer, Commissioner Charles Larsen, Commissioner Laurence Saulpaugh and Commissioner Harry Harned. Also present were Chief Ronald Rifenburgh, Treasurer Denise Fiore and Robert Desmond.
BUDGET WORKSHOP: The Commissioners felt that they could work with the same budget as last year but the Chief pointed out that there could be rising costs in truck maintenance, fuel oil, new radios, etc.
Commissioner Larsen made a motion to adopt the budget as it was in 2012, seconded by Commissioner Bauer. All in favor. So carried. The public hearing for the budget will be held on Tuesday, October 16, 2012 at 7:00 P.M. prior to the regular meeting.
Chairman Schiller opened the regular meeting with a salute to the flag.
MINUTES: The minutes of the August meeting were approved on a motion made by Commissioner Larsen, seconded by Commissioner Saulpaugh. All in favor. So carried.
TREASURER’S REPORT: Treasurer Fiore submitted the following report:
August invoices paid $ 6,036.54
Proposed September invoices $ 3,655.06
Paid September invoices $ 7,146.54
Total $10,801.60
Reconciliation of Accounts:
Bank of Greene County balances to date:
Money Market Checking Balance $164,594.09
Checking Balance $ 4,410.56
Less Outstanding checks $ 7,146.54
Plus deposit 9/4/12 $ 3,000.00
Checking balance to date $ 264.02
Total $164,858.11
Capital Reserve Fund $ 93,602.94
Reserve Fund $ 29,479.77
A motion was made to accept the Treasurer’s report by Commissioner Saulpaugh, seconded by Commissioner Larsen. All in favor. So carried.
CORRESPONDENCE:
- Fire District Affairs for August and September
- Cards for Firefighters
- RBC Wealth Management Statement for August $315,695.81
COMMITTEE REPORTS:
BUILDINGS AND GROUNDS:
- Commissioner Larsen reported that the floor at Station #1 has been painted.
- Commissioner Bauer reported that Pestmasters came down to spray for spiders. It seems that the rodent problem has been solved also.
INSURANCE:
- Commissioner Larsen thinks that in December we should request quotes for insurance for 2013.
FIRE EQUIPMENT:
- The Chief reported that MES did the flow tests and all is okay.
- Diesel tank was filled; less than 400 gallons was used this year.
LOSAP:
No report
LAWS AND POLICIES:
No report
OLD BUSINESS:
- Treasurer Fiore reported that the lease paperwork for turnout gear has been signed and sent in.
- The Treasurer also reported that there were problems with the paperwork for the bond of the new truck. The attorney sent the following resolution, which must be approved by the Commissioners. We also have to post a notice in the newspaper and cannot purchase the truck until twenty days has lapsed from the notice appearing in the paper.
A regular meeting of the Board of Fire Commissioners of the Clermont Fire District in the Town of Clermont, Columbia County, New York was convened in public session at the Clermont Town Hall, Route 9, Clermont, New York on September 17, 2012 at 7:00 p.m., local time.
The meeting was called to order by Chairman Mark Schiller, and, upon roll being called, the following members were:
PRESENT:
Mark Schiller
Raymond Bauer
Laurence Saulpaugh
Harry Harned
Charles Larsen
ABSENT:
The following persons were ALSO PRESENT:
Treasurer Denise Fiore
Secretary Mary Helen Shannon
The following resolution was offered by Commissioner Larsen, seconded by Commissioner Saulpaugh, to wit;
DETAILS RESOLUTION DATED SEPTEMBER 17, 2012
A RESOLUTION APPROVING THE TERMS OF A STATUTORY INSTALLMENT BOND OF THE CLERMONT FIRE DISTRICT IN THE TOWN OF CLERMONT, COLUMBIA COUNTY, NEW YORK DULY AUTHORIZED TO BE ISSUED BY RESOLUTION ADOPTED SEPTEMBER 19, 2011 AND AUTHORIZING THE SALE THEREOF IN AN AGGREGATE PRINCIPAL AMOUNT NOT TO EXCEED $160,000 PURSUANT TO THE LOCAL FINANCE LAW; AND DELEGATING CERTAIN POWERS IN CONNECTION THEREWITH TO THE FIRE DISTRICT TREASURER
WHEREAS, the Board of Fire Commissioners ("Commissioners") of the Clermont Fire District in the Town of Clermont, Columbia County, New York (the "Fire District") adopted a bond resolution on September 19, 2011 (the "Resolution") by the favorable vote of not less than three-fifths of all members of the Board, authorizing the purchase of firefighting apparatus consisting of a 2012 brush truck with accessories and equipment to be used by the Fire District in prevention and suppression of fire within the Fire District (the "Purpose") at an estimated maximum cost not to exceed $220,000, and providing for the payment thereof by the appropriation and expenditure from the capital reserve fund of the amount of $60,000, and the issuance and sale of bonds in a maximum principal amount of not to exceed $160,000, subject to approval by the qualified voters of the Fire District; and
WHEREAS, pursuant to a notice published November 11, 2011, in the Register Star, the legal newspaper of the Fire District and a newspaper of general circulation in the District, the Fire District duly authorized and held a special election of the qualified voters of the Fire District at the Clermont Town Hall, Route 9, Clermont, New York in the Fire District on December 13, 2011, between the hours of 6:00 p.m. and 9:00 p.m., and said Resolution was duly approved at such election; and
NOW THEREFORE BE IT RESOLVED, by the Board of Fire Commissioners of the Clermont Fire District in the Town of Clermont, Columbia County, New York (by the favorable vote of not less than three-fifths of all of the members of the Board) as follows:
SECTION 1. It is hereby determined that said Purpose is an object or purpose described in subdivision 27 of paragraph a of Section 11.00 of the Local Finance Law, and that the period of probable usefulness of said purpose is twenty (20) years.
SECTION 2. A portion of the total costs of the Purpose in the amount of $60,000 is to be paid from the Capital Reserve Fund. The balance of the costs of the Purpose shall be financed by the issuance of a Statutory Installment Bond, Series 2012 of the Fire District (the "Bond") in the principal amount not to exceed $160,000 pursuant to the Resolution. The proceeds of the Bond shall be applied for the purposes set forth in the Resolution.
SECTION 3. The private sale of a single statutory installment bond with a term not exceeding ten (10) years pursuant to Section 57.00 of the Local Finance Law to The Bank of Greene County at a price of par plus accrued interest, if any, to the date of payment and an interest rate not to exceed 4% is hereby approved and ratified. The Treasurer, as chief fiscal officer of the Fire District, is hereby authorized and directed to deliver the Bond in the form and containing the terms and contents hereby approved against delivery by the purchaser of the aforesaid purchase price in immediately available funds.
SECTION 4. Each of the bonds authorized by this resolution shall contain the recital of validity prescribed by Section 52.00 of the Local Finance Law. The faith and credit of the Fire District are hereby irrevocably pledged for the payment of the principal of and interest on said bonds as the same respectively become due and payable. An annual appropriation shall be made in each year sufficient to pay the principal of and interest on said bonds becoming due and payable in such year. There shall annually be levied on all the taxable real property of the Fire District a tax sufficient to pay the principal of and interest on said bonds as the same become due and payable.
SECTION 5. Subject to the terms and contents of this resolution and the Local Finance Law, and pursuant to the provisions of Sections 30.00, 50.00 and 56.00 to 63.00, inclusive, of said Law, the power to prescribe the terms, form and contents of said bonds (including without limitation the date, denominations, maturities, interest payment dates, consolidation with other issues, and redemption rights, if any), the power to determine to issue said bonds providing for substantially level debt service and the power to issue said bonds (including statutory installment bonds), is hereby delegated to the Treasurer, the Chief Fiscal Officer of the Fire District. The Treasurer is hereby authorized to sign any bonds issued pursuant to this resolution, and the Secretary is hereby authorized to affix the corporate seal of the Fire District to any of said bonds and to attest such seal.
SECTION 6. The Treasurer is further authorized to take such actions and execute such documents as may be necessary to ensure the continued status of the interest on the bonds authorized by the Resolution, as excludable from gross income for federal income tax purposes pursuant to Section 103 of the Internal Revenue Code of 1986, as amended (the "Code") and, to the extent applicable, to designate the bonds authorized by the Resolution as "qualified tax-exempt obligations" for purposes of Section 265(b)(3) of the Code.
SECTION 7. The validity of said bonds may be contested only if:
(1) Such obligations are authorized for an object or purpose for which the Fire District is not authorized to expend money, or
(2) The provisions of law which should be complied with at the date of the publication of this resolution are not substantially complied with,
and an action, suit or proceeding contesting such validity is commenced within twenty days after the date of such publication, or
(3) Such obligations are authorized in violation of the provisions of the Constitution of New York.
SECTION 8. The Secretary shall cause the resolution, or a summary thereof, together with a notice in substantially the form provided by Section 81.00 of the Local Finance Law, to be published in the Register Star, a newspaper having a general circulation in the Fire District and hereby designated as the official newspaper of the Fire District for such publication.
SECTION 9. This resolution shall take effect immediately.
The question of the adoption of the foregoing resolution was duly put to vote on a roll call, which resulted as follows:
Mark Schiller VOTING Aye
Raymond Bauer VOTING Aye
Laurence Saulpaugh VOTING Aye
Harry Harned VOTING Aye
Charles Larsen VOTING Aye
The foregoing resolution was thereupon declared duly adopted.
CERTIFICATE OF RECORDING OFFICER
The undersigned hereby certifies that:
(1) He is the duly qualified and acting Secretary of the Clermont Fire District in the Town of Clermont, Columbia County, New York (hereinafter called the "Fire District") and the custodian of the records of the Fire District, including the minutes of the proceedings of the Board of Fire Commissioners, and is duly authorized to execute this certificate.
(2) Attached hereto is a true and correct copy of a resolution duly adopted at a meeting of the Board of Fire Commissioners held on the 18th day of September, 2012 and entitled:
DETAILS RESOLUTION DATED SEPTEMBER 17, 2012
A RESOLUTION APPROVING THE TERMS OF A STATUTORY INSTALLMENT BOND OF THE CLERMONT FIRE DISTRICT IN THE TOWN OF CLERMONT, COLUMBIA COUNTY, NEW YORK DULY AUTHORIZED TO BE ISSUED BY RESOLUTION ADOPTED SEPTEMBER 19, 2011 AND AUTHORIZING THE SALE THEREOF IN AN AGGREGATE PRINCIPAL AMOUNT NOT TO EXCEED $160,000 PURSUANT TO THE LOCAL FINANCE LAW; AND DELEGATING CERTAIN POWERS IN CONNECTION THEREWITH TO THE FIRE DISTRICT TREASURER
(3) Said meeting was duly convened and held and said resolution was duly adopted in all respects in accordance with law and the regulations of the Fire District. To the extent required by law or said regulations, due and proper notice of said meeting was given. A legal quorum of members of the Board of Fire Commissioners was present throughout said meeting, and a legally sufficient number of members (three-fifths of the Board of Fire Commissioners) voted in the proper manner for the adoption of the resolution. All other requirements and proceedings under law, said regulations or otherwise incident to said meeting and the adoption of the resolution, including any publication, if required by law, have been duly fulfilled, carried out and otherwise observed.
(4) The seal appearing below constitutes the official seal of the Fire District and was duly affixed by the undersigned at the time this certificate was signed.
IN WITNESS WHEREOF, the undersigned has hereunto set his hand this 17th day of September, 2012.
-SEAL- ____________________________________
Mary Helen Shannon
Secretary
A motion was made to approve the resolution by Commissioner Larsen, seconded by Commissioner Saulpaugh. A roll call vote was as follows:
Commissioner Schiller, aye; Commissioner Larsen, aye; Commissioner Saulpaugh, aye; Commissioner Bauer, aye; Commissioner Harned, aye. Passed unanimously.
A motion was made by Commissioner Saulpaugh, seconded by Commissioner Bauer to advance the $60,000 from the reserve fund to VRS Sales. All in favor. So carried. Commissioner Larsen felt that we were to have an inspection trip on the new truck and that it didn’t happen. Ron said that we could still have an inspection. The Chief said that there were some low voltage issues on the hose reel and fuel problems with the tank. The truck is now in Pennsylvania.
- Truck #604 - Quotes to repair or replace the tank on Truck 604:
Ralphs Automotive: Repair - $1750.00
Replacement - $23,000 to $25,000.
VRS Sales: Option #1 - $1600.00
Option #2 - $1900.00
Option #3 - $24,000.00
The quote from Ralph’s Automotive quoted a 3000 gal tank, but it is a 2500 gal tank.
A third quote will be necessary because of the procurement policy and it is over the amount required for just two bids. Commissioner Saulpaugh will call Garrison for a third quote. Commissioner Bauer will check with Ralph’s on the totals on the quotes and the size of tank.
- Trucks #601 and #603 need minor repairs: The quotes from Ralph’s were more but there is no travel time. VRS although lower quotes, there is $264.00 in travel costs. A motion was made by Commissioner Bauer to have trucks #601 and #603 repaired by Ralph’s Automotive at the quoted price, seconded by Commissioner Harned. All in favor. So carried.
NEW BUSINESS::
The Chief submitted bids for radios from Com-Tech and Pittsfield Communications Systems. This would be for the new truck. A motion was made by Commissioner Larsen to purchase a Motorola radio from Pittsfield Communications Systems, Inc.for $727.50 including antenna and installation, seconded by Commissioners Saulpaugh. All in favor. So carried.
CHIEFS REPORT:
There were two calls for August:
8/3/12 - AAPD – Nevis Road/County Route 4
8/18/12 – Smoke Investigation 740 Church Avenue
Drill for the month included running the trucks, l hour OSHA Training, Interior search and rescue and was attended by 19 firefighters.
- Portable pond has been delivered. Have to move hose bed on #604 but will wait until the tank is fixed.
- New turnout gear should arrive by October 31st.
- Truck #602 will need miscellaneous equipment.
- Low level strainer for truck #601 is needed.
- When truck #604 goes out of service for repair, the Chief will move truck #601 to Station #1.
A motion was made to accept the Chiefs report by Commissioner Harned, seconded by Commissioner Larsen. All in favor. So carried.
A motion was made to pay the bills and include the $60,000 payment to VRS Sales for the truck by Commissioner Larsen, seconded by Commissioner Harned. All in favor. So carried.
PUBLIC COMMENT:
Robert Desmond asked about paying the $60,000 before the truck has been inspected. The Chief said that VRS Sales would correct any problems that come up during inspection.
A motion was made to adjourn by Commissioner Harned, seconded by Commissioner Larsen at 8:25 P.M.
Respectfully submitted,
Mary Helen Shannon
Fire District Secretary