cshfd minutes 8 june 2011

8/3/2019 CSHFD Minutes 8 June 2011

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COLD SPRING HARBOR FIRE DISTRICT

MINUTES

DRAFT VERSION

June 8, 20117:30 p.m.

Call to Order at 7:30 p.m. by Chair Nielsen in the District Office. The free Skype videoconferencing wasactivated to enable public viewing in the meeting room, recreation room and truck bay in the fire house.

Roll Call: Nielsen present; Giarraputo present; Palatella excused; OBrien missing; Hafner present.District Secretary Herbert also present. Commr OBrien arrived at 7:40 p.m.

The Pledge of Allegiance was then recited.

Consent Calendar Approval of Brad Peck to attend Baltimore Convention at District expense, bringingtotal attendance to 11 volunteers; M/M Commr Giarraputo for his attendance; second by Commr OBrien;

all in favor. Minutes for the last meeting were distributed.

Announcements Chiefs Office has 2 members for interviewing by BOFC. Such interviews to bescheduled for board meeting on June 23

rdat 7 pm. Such meeting to also address the budget discussion

with the Chiefs Office as Chiefs Tremblay and Hahn were unavailable to attend tonight.

Chairs Report The Chair advised the commissioners that the meeting date list distributed by Liz Beachwas incorrect as to the last two dates for November and December. The District Secretary will distributea corrected list.

The Chair referred the commissioners to a list of the board meetings scheduled by the eleven other Townof Huntington fire districts, six of which do not schedule workshop meetings, and four of which that dohold workshop meetings [see attached]. Commr OBrien and Commr Hafner had raised the issue ofscheduling a regular workshop in the last meeting. The Chair continues to feel that workshops andspecial meetings will be on an as needed basis. The Chair also urged the other commissioners toattend some of the other districts meetings. Commrs OBrien and Hafner interjected and wanted todiscuss scheduling again and the Chair reminded them that they did not have the floor during the ChairsReport. Commr Hafner continued to comment. The Chair directed the commissioners to their copies oftwo emails from Motorola regarding the radio project with Telecom. The contract with Motorola has beenvoided and they will be refunding all our money and removing all of the installed equipment at theSeminary location. The Chair then directed attention to a draft resolution and read aloud:

WHEREAS, for the protection of residents, other persons and property located within the ColdSpring Harbor Fire District, it is imperative that the emergency communications system of theDistrict be optimized;

WHEREAS, in furtherance of such goal, the Districts current technology vendor Hello Alert did a

physical assessment of existing radio transmission equipment and found some critical andimmediate infrastructure issues that need to be addressed;

WHEREAS, the Board of Fire Commissioners deems such issues in need of emergency redress;

BE IT RESOLVED that the Board of Fire Commissioners hereby approves the expenditure of upto $25,000 to rectify and upgrade existing cabling and antenna issues per the plan proposed byHello Alert.

BE IT FURTHER RESOLVED that Hello Alert commence this work as soon as possible .


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Commr OBrien questioned Chair Nielsen as to how the refund from Motorola came about; CommrGiarraputo said it is a home run. Chair Nielsen advised that districts counsel confirmed that we arefinished with Motorola and can proceed with whomever we wish. Commr Hafner asked where theresolution was to have videoconferencing of the meeting and entered his objection to it. The Chairadvised that the report of Hello Alerts assessment of and recommendations for the current high schoolradio installation had been distributed by email, and the District Secretary made additional copies andhanded them out. Commr Hafner continued to ask who authorized the videoconferencing. The Chairadvised that the videoconferencing was approved for use in January, and that for the improper boardmeeting held in March Commr Hafner had failed to connect the District Secretary who was standing byfor the meeting. Commr Hafner replied that that was for Florida. Commr Hafner asked if there wasagreement by the Board to videotape. He was informed that it is not videotaping, just conferencing.Commr Giarraputo voiced his opinion as in favor of the videoconferencing. The District Secretarycommented that this allows the public to sit comfortably in the meeting room or in the recreation room towatch. The Chair advised that crowding people into the District Office is an unsafe condition. CommrHafner stated that the meeting should be held upstairs. Chair Nielsen advised him that the DistrictSecretary cannot climb the stairs because of her knees and until we have an elevator we need to makeother accommodations. Commr Hafner objected to the videoconferencing; his objection was noted bythe Chair. [Chairs note: refer to Open Meetings Law [ 103(d)]

Chair Nielsen summarized the Hello Alert report which was to improve cabling, replace the antenna and

new grounding on the radio antenna situated at the high school. The cabling is incorrect size and is bent.The antenna was improperly mounted and could blow off in high winds. Commr Hafner argued that theantenna is still there and hasnt blown down. The Chair advised that we have been experiencing veryhigh winds of late and this needs to be done. Commr Hafner again stated that the antenna is still there.The Chair described how the cabling goes through the backstage of the auditorium where drama propsare stored on it and it is kinked and dangerous. Commr Hafner opined that this is not an emergencysituation as described in the Chairs email. Commr Hafner said this has existed for awhile now and is notan emergency. The Chair advised that a faulty ground which could cause a fire in a high school is anemergency in her opinion. The Chair asked Commr Hafner if he wants to jeopardize the lives of childrenin the high school. Commr Hafner maintained that it is not an emergency and asked to move on. TheChair advised Commr Hafner that he is not the chair and that the critical issues at the high school andimprovements to the radios would continue to be addressed. The Chair asked a member of the public toaddress the chair if he wishes to speak. Commr Hafner told the person you can talk to me, and the

Chair told Commr Hafner he would be out of order. Commr Hafner said so he would be out of order.Discussion ensued about the scope of the work to be done at the high school and the estimated costsinvolved. Commr OBrien complimented Chair Nielsen on the Motorola contract resolution. The Chairasked for a motion to expend up to $25K to repair and improve the radio installation at the high school;Commr Giarraputo so moved; the Chair asked for a second; Commr Hafner said he wanted to discuss;the Chair advised Commr Hafner that discussion comes after a second on the motion; the Chair againasked for a second, and then made the second herself. Commr Hafner asked if this was something thathad to be bid. Discussion ensued over whether it was a repair or a capital improvement. Commr Hafnerasked the District Treasurer how you decide if it is a capital improvement or not. These are not itemsbeing purchased off a state contract. Chair Nielsen said there was only one quote on the grounding sofar and asked if the DM had gotten two other quotes yet. Discussion about getting quotes and bidsensued. The Chair asked the board to set aside all the quotes and bids discussion and approve up to$25k to fix the radio issues, and the bids and quotes can follow. The District Treasurer said there would

need to be a resolution and publication if the money was to be expended from the reserve fund because itwas not budgeted. The Chair said the money from the Telecom voided contract could be used. TheChair asked again that an amount be approved. The Chair read the resolution aloud again. CommrHafner asked if this needs to be bid. The District Treasurer advised that if there is $25k still within thepublication for the Telecom amount, then there is no need for further publication. Commr Hafner askedthe resolution be amended to say subject to review and approval by counsel. The Chair advised that if itis an emergency, then bidding is not required. Commr Hafner said again it is not an emergency. JayParker, an attending member of the public, asked to go on the record and say that it is an emergency asthere are no radio communications on Route 108 and it is dangerous if there is an accident there. TheChair stated that the amount should be approved and how the items are purchased can be in accordancewith how counsel recommends. Commr OBrien asked the DM Mercadante what he thought about theproject. DM responded that he has installed a lot of antennas and deals a lot with HelloAlert, they have agood reputation and this is a lot of work to be done and needs to be rectified in a timely fashion, the items


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are expensive and we need the improvements for radio coverage, and in his opinion it is definitelynecessary. District Treasurer advised that this amount is under the limit for bidding. The Chair called thevote: all in favor.

At 8:15 p.m the District Manager delivered his Report. DM Mercadante related that there are ongoingissues with the boat motor dealing with the pressure relief. The boat has baffles that keep collapsing.Chief advised that perhaps the boat could go back to the manufacturer. Lighting quotes for the truck baysand exterior are still in progress. The light bar was installed on the fire police car. The 80 response carwas hit by a deer on Huntington Road when Matt Renz was driving it. The quote for bodywork to repair itis $1,973 for foglamps, grill, fender, etc.

The DM is getting a quote for a structure to hang the siren from on the building. Ladder guard for thefirehouse rear has been measured and quotes in progress. Quotes are also underway for a rooftopantenna.

District Treasurer inquired as to how the Board wanted the damage to 80 car handled insurance claimor direct payment. Decision that if total amount of repairs is under $2,500, go with the lowest bidder; all infavor.

Discussion of the workplace violence risk assessment. The Chair advised that this needs to be finished

by July 15th. Besides the generic training which the DM did, we have to address specific risks for thedistrict and then those risks have to be addressed in specific training. Commr OBrien said that this isChiefs issue. The Chair advised that because district employees go on calls, they have to have thetraining as well. Discussion that the protocol is for the police to deal with any potential violence on a call;if violence is in progress then members wait until police resolve issue. The Chair asked the WorkplaceViolence Committee members (Commrs OBrien and Hafner) to find something that PESH will findacceptable.

District Treasurer called Chief Ingwersen to come to meeting.

Commr OBrien asked DM about a dead radio battery; DM said that it was unimportant because therewere other radios available. Commr Hafner asked for a list of each Firehouse Attendants duties. TheDM explained that each one has a general list but certain tasks, such as running chain saws cannot be

done if the Firehouse Attendant is also listening for the phone. Therefore the daytime staff does more ofthe equipment maintenance than the night shift. The Chair advised that there are lists of duties by shifts.The DM said that the batteries are done daily by racks.

Treasurers Report The cellphone reimbursement policy was reviewed; the Chief, first and secondAssistant Chiefs receive $35 per month per phone, to be paid to them quarterly in arrears, $105 perphone per quarter. The Chair referred to details of Syossets cellphone policy; Syosset has a governmentplan for 70 cellphones, a base rate for the first phone and $9.95 for each additional line. CSH fire districtstill has 3 cellphones for the ambulances and the 80 car under a govt contract. DM advised that the govtcontract is a 19% discount. Decision made to not make any change in the current cellphonereimbursement policy, chiefs to get $35 per month.

The District Treasurer advised that the annual audit was being delayed due to the late engagement of

new accountants. It should be completed shortly. The mailbox claim had been finalized. Taxappropriations for the second half of the year were being received. General Fund balance is $1,022,366;Building and Real Property Fund is $692,158; Capital Reserve Fund is $343,376. The Treasurerstressed the need to plan where the fund balances will be expended. The Chair asked for a motion topay the warrants and claims (see attached listing) of $3900 and the utility bills Motorola bill excluded;hose bill excluded; M/M by Commr OBrien; second by Commr Hafner; all in favor.

Commr OBrien inquired as to how correspondence received into the district office is handled. TheDistrict Secretary advised that depending upon how it is addressed, if to the board she opens it. Then itis distributed depending upon the subject matter and either goes in a mailbox or is scanned.Commr OBrien said he was embarrassed that he was not advised as to who was attending whichinstallation dinners. The Chair advised that the dinner invitations are addressed to the Chair. Commr


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Hafner asked that he receive a copy of every dinner invitation. The Chair advised that if she is notattending then another board member is asked to attend in her stead.

Discussion ensued on policy review as the Chair asked Commrs OBrien and Hafner if the workplaceviolence program and site assessment was done yet. Commr OBrien responded that it is still inprogress, the Chief and DM are looking at it. The Chair asked about the documentation of the programand what they would be presenting. The Chair reminded them that the training had to be completed byJuly 15th and the board needs to approve a program for them to train on. The program needs to beinstituted in response to a November 4

thcitation. The Chair reminded them that all of the state materials

for the workplace violence program were provided to them at the organizational meeting January 6th.Commr Hafner responded that he is working on it.

The Chair asked about the status of the Installation Dinner policy and Commr Hafner responded that heis working on it. The Chair reminded him that a draft was to have been presented tonight.

The Chair asked about the Travel Policy status and Commr OBrien responded that he had reviewed itand the issue of flying to the Baltimore convention is in his opinion not part of the policy as one mode oftransportation should be made available to all, not different modes for different people. Commr Hafneropined that provision of district vehicles to attend is the extent of the districts obligation. The Chair statedthat her recall was that the cheapest mode of transportation is what should be taken, and if airfare is

cheaper than mileage, then the airfare is justified. Commr Hafner asked to amend the policy that if thedistrict is providing transportation, then all must go together in the vehicles.

The Chief arrived and the Chair clarified the travel reservation procedure with the Chief. For futureevents, the Chief will ask the District Treasurer to make a block of reservations at once so long as no costis involved. Then the Chief will provide a final list of attendees to the Board to approve.

Chiefs Report Chief Ingwersen provided an update on the site specific risk assessment, detailing twogroup homes in the district. There is limited risk in our district and police do first response if violenceexists. Chief will follow up with PESH. The Bloodborne Pathogen Plan was submitted to PESH.Preliminary budget discussions are postponed until June 23

rdfor attendance by all in the Chiefs Office.

The Chair asked about the scheduling of the prospective members interviews. The Chief asked theprocedure of when the interview is scheduled in the timeline of member acceptance. Commr Hafner

advised that the interview would be after the member is formally proposed to the Board and that theBoard can vote on any member. Discussion ensued about the policy. The Chief advised that if the Boardtakes no action, the prospective member is deemed authorized upon the lapse of forty days. The Chairadvised that doing the interviews is more work on the commissioners but the feeling was that it isimportant for the Board to meet the new members and explain the relationship between the district andthe department. The Chair expressed that for various reasons the Boards decision was a consensus.The Chair advised that all new members in Huntington Fire Dept are interviewed by Huntington FireDistricts board. Commr Giarraputo said he would like to meet the new members. Ann Schwartz wasrecognized to speak and suggested that the Chief sit in on an interview. The Chair said only if theprospective member was in agreement for his attendance due to privacy issues.

Bailout system training will occur this Sunday at Huntington Manor. Baltimore convention trip is all set upand everyone is ready to go. There will be three district vehicles going. The Chief asked if Greg and

Justin could be flown down and fly Matt home, due to their work and study schedules. Everyone else isgoing down on Monday and coming back on Saturday. Commr OBrien explained that if the district wereproviding a bus to go down, then everyone should go on the bus and not separate modes. CommrHafner explained further that if the district provides it and if it doesnt meet the persons needs, then theperson is on their own for transportation expense. The Chair asked if the two could drive down and thethird one drive the vehicle back so instead of three one-way airfares it would be one roundtrip of a districtvehicle. Decision that three vehicles go.

Commr Hafner asked to amend the travel policy that if the district provides transportation then it must beused. The Chair asked Commr OBrien to write up the proposed amendment.

Department physicals are scheduled for the end of the month. District office will make appointments forinterviewing of the prospective members. The Chief described the process for the new member. Today


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two new members were brought to the District Secretary for the Boards review. The new memberpaperwork has to be complete prior to presentation to the District Secretary. Chief left the meeting.

House Committee Report Commr Giarraputo brought up the status of the interior renovations. Theexterior walkabout needs to be done with the architect; Commr Palatella is scheduling with Tom Zarcone,but needs the punch list of outstanding issues. Commr OBrien noted that there appear to be leaks at theseams over the doors. The front stoop is already in need of repair. There were plans to put a ramp in thefront. The Chair asked the DM to collect a punchlist from the dispatchers. Commr Giarraputo will reviewthe file on the proposed interior renovations. If the renovation cost is within the fund balances then it canproceed without a public referendum.

Hydrant Committee Report Commr OBrien reported that he is still having discussions with SouthHuntington Water Districts superintendant Carroll over this years contract. He had hoped that SouthHuntington would do the testing and shovel the hydrants. Contract is identical except for price increaseper hydrant.

Truck Committee Report Commr Hafner had nothing to report. Commrs Giarraputo and Hafner begana discussion of the deer problem in Lloyd Harbor. The Chair asked to get back to the agenda. The Chairasked Commr Hafner about the truck replacement program that was raised at the last meeting. Commr

Hafner said he had not looked into it. The District Treasurer advised that the board had instituted alongterm 20 year program. Commr Hafner to look into it.

Commr OBrien asked to discuss technology as he was looking into the Syosset monopole issue. TheChair reminded him that he had asked for two weeks at the regular meeting a month ago to perform hisinvestigation and his two weeks had expired two weeks ago. Commr OBrien went on to say that within12 hours of the meeting he received a phone call from Syossets counsel about the concerns expressedby him at the meeting that there was a conflict of interest for their law firm. Syossets counsel advisedthat it would not be representing CSH or Syosset for the variance application. The Chair explained toCommr OBrien that CSH would be submitting the variance application and if it had to go to a hearing,then outside counsel would be engaged. Commr OBrien stated that he had a discussion with ChrisCoschignanos private law firm and two commissioners at Syosset [Brouillard and Randazzo], saying hewanted to find out whose court the ball was in. One person said everything is good; the other said the

ball is in CSHs court. Commr OBrien said they are concerned that we are sending the equipment back.The Chair asked Commr OBrien what the outcome then is of his investigation; he said its great. TheChair then advised Commr OBrien of exactly what the status is the easement agreement has to befinalized before the property owner will sign the variance application, and the easement cannot be doneuntil the survey for it is complete, and Coschignanos firm was interviewing three different surveyors andthe expectation was that the survey would be done in the next week. The survey then needs to go to theproperty owners counsel for approval and inclusion in the easement. Commr OBrien asked the Chair ifshe had called Coschignanos office after the last meeting and she said no she had not. Commr OBrienwent to the Oyster Bay Town Hall to see if anything was on file and there was not. The Chair remindedthe board that last fall the board authorized her to proceed and do what was needed to get the variancefiled and that she was not aware that that authorization had been superseded; at the last meeting CommrOBrien wanted to hire a law firm to do it and was given two weeks to investigate. Commr Hafner askedthe Chair if she was doing the application; she responded she had offered to do it and was doing it but

Commr OBrien can certainly do it instead. Commr Hafner asked again if the Chair was going to do it.The Chair asked if there was going to be interference from every other commissioner on the planet?Commr Hafner said he wants to be informed and Commr Giarraputo said everyone was informed at thelast meeting and that Commr OBrien had two weeks to research, end of story. Commr Giarraputo madea motion for the Chair to run with it.

District Secretary asked the Chair about the Chiefs request for the jetski loaner program. The Chairasked that the same letter from the prior year be used.

The meeting was adjourned at 10:03 p.m.

cshfd minutes 8 june 2011

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