West Seneca Fire District, NO. 6 666 Main Street West Seneca, NY 14224

WEST SENECA FIRE DISTRICT #6 Board of Fire Commissioners

ORGANIZATIONAL MINUTES January 1, 2014

Commissioner Klawitter opened the meeting at 10:01 a.m. Secretary Leone led the pledge to the flag. Secretary Leone duly noted that at the pre-organizational meeting held on Monday, December 30, 2013, the Board approved to appoint David Klawitter to act as temporary Chairman. Roll Call was taken by the Secretary and the following were in attendance: Commissioner William Cleary Commissioner David Klawitter Commissioner Robert Safe Commissioner Thomas Robertson – commissioner elect Treasurer Shawn Martin Secretary Marlene Leone Chief Andrew Oscypala Also in Attendance: 1st Assistant Chief Daniel Sikorski 2nd Assistant Chief James Liberatore Line Secretary Barbra Mann Attorney John Molloy EXCUSED:

Commissioner Richard Cramer

SWEARING IN Chairman Klawitter continued the meeting and called on Attorney Molloy to administer oath of office to newlyelected Commissioner Thomas Robertson. Robertson was sworn in as Commissioner. Robertson was notified to sign the West Seneca Town Clerk’s Oath of Office Book as soon as practical and he provided the executed Oath of Office form to the Secretary. (attached hereto and made apart hereof) Chairman Klawitter welcomed Commissioner Robertson and called for motion to appoint 2014 Chairman and Co-Chairman. CHAIRMAN/CO-CHAIRMAN APPOINTMENTS Motion by T. Robertson moved, seconded by R. Safe to appoint William Cleary as Chairman of the Board of Commissioners and to appoint Robert Safe as Co-Chairman. Ayes: [4] Noes: [ x] Motion Carried

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Operational and Staff Appointments: Motion by W. Cleary seconded by R. Safe, to approve the following staff and operational appointments for 2014: Position Sec./Deputy Treas/ Records Officer Treasurer Chief First Assistant Chief Second Assistant Chief Line Secretary

Incumbent Marlene Leone

Present Absent Excused X

Shawn Martin Andrew Oscypala Daniel Sikorski James Liberatore Barbara Mann

X X X X X

Deputy Line Secretary Attorney/FOIL FIRE and EMS Captain Fire Lieutenant Fire Lieutenant EMS Lieutenant EMS Lieutenant Safety Officer

Jolene Bojar John Molloy Michael Baj Edward Stoddard Brandyn Georges Joseph Wasierski Christopher Cramer Charles Curtin

X X X X X X X X

Fire Police Captain

Donald Kraft

X

Fire Police Lieutenant Fire Police Lieutenant Safety Officer Safety Officer Safety Officer Ayes: [4] Noes: [ x]

Howard Nickolai James McCullough Thomas Casey Charles Curtin Edwin Lehsten Motion Carried

X X X X X

SWEARING-IN ABOVE APPOINTMENTS – Attorney Molloy provided all appointees Oath of Office and administered to all those present above. Executed Oath of Office provided to Secretary (attached hereto and made apart hereof). 1. Salaries Motion by D. Klawitter, seconded by R. Safe, to approve the appointed Officials’ annual salary, effective January 1, 2014; and authorize the Chairman to complete and sign the necessary job description and duties: John Molloy Attorney $2,000.00 Marlene Leone Sec./Deputy Treas/Records Officer $7,200.00 Shawn Martin Treasurer $7,380.00 Barbara Mann Line Secretary $3,480.00 Jolene Bojar Deputy Line Secretary $1,000.00 Robert Safe Cleaner $ 720.00 Election Inspectors TBA $ 35.00  Personnel earning $600.00 per year or greater will be issued an IRS 1099 form. Ayes: [4] Noes: [ x] Motion Carried

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2. Fire District Ethics Committee Motion by D. Klawitter seconded by W. Cleary, to appoint Fire District Ethics Committee as the following members:  Richard Cramer (Commissioner District # 6)  Susan Bruester (Manager of Southgate M&T Bank)  Ronald Piwowarczyk (President Reserve Fire Company) Ayes: [4] Noes: [ x] Motion Carried 3. District Audit Firm Motion by D. Klawitter seconded by W. Cleary, that the CPA firm of Amato-Fox be retained as the internal audit firm for 2014; at the pre-established agreed annual price of $3,400.00. Ayes: [4] Noes: [ x] Motion Carried 4. Insurance Agency Motion by D. Klawitter, seconded by W. Cleary, that Floss Agency, Inc., East Amherst, New York, shall be retained as the District’s insurance broker and along with VFIS as the Length of Service Program manager for the District for 2014. Ayes: [4] Noes: [ x] Motion Carried 5. District Regular, Special, Workshops, Budget Hearing, Election Meeting Dates Motion by D. Klawitter, seconded by W. Cleary, that the regular District meetings will be held at the District Office meeting room, 666 Main Street, West Seneca, New York, 14224 on the second Tuesday of every month, start time 7pm, unless otherwise noted. January 14, 2014, February 11, 2014, March 11, 2014, April 8, 2014, May 13, 2014, June 10, 2014, July 8, 2014, August 12, 2014, September 9, 2014, October 14, 2014, November 11, 2014.(EXCEPTION: December 2014 meeting will be held on the third Tuesday, December 16, 2014, place and time same as above.) District elections will be held at the Vigilant Fire hall on Tuesday, December 09, 2014 from 6:00 P.M. until 9:00 P.M.; there will be no absentee ballots for this election. Also approved: Preliminary Budget workshop Tuesday, August 12, 2014; Public meeting to discuss budgetary needs Tuesday, September 16, 2014; Budget Hearing Thursday, October 16, 2014; Formal Adoption of Budget Tuesday, October 28, 2014; Pre-org workshop Thursday, December 18, 2014. Secretary will notify all media of the Board meeting dates for 2014. Ayes: [4] Noes: [ x] Motion Carried 6. Official Newspaper for Publication Notices Motion D. Klawitter by seconded by W. Cleary, to designate the West Seneca Bee as the official newspaper. Ayes: [4] Noes: [ x] Motion Carried 7. Mailing Address and Website Motion by D. Klawitter, seconded by W. Cleary, to designate official mailing address of the West Seneca Fire District # 6, 666 Main Street, West Seneca, New York 14224; website for official postings and publication of board minutes and actions: www.vigilantfire.com. Ayes: [4] Noes: [ x] Motion Carried

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8. Committee Oversight Chairmen and back-up Motion by R. Safe, seconded by W. Cleary, to accept the below for Committee Chairman and back-up, each designee will serve as primary contact to ensure oversight and prompt response, but all commissioners have vested interest in each committee: Truck Maintenance – Safe, Cramer Radios-Safe, Cramer Fire Advisory Board-Klawitter, Cramer Discipline- Cleary, Klawitter Air Packs-Cramer Chiefs Liaison-Klawitter, Cleary Insurance-Klawitter, Cleary Water Rescue –Safe, Robertson Rules & Regulations- Klawitter, Cleary Service Award-Klawitter, Cleary Truck Oversight Utilization-Cleary Grants-Cleary, Robertson, Leone Security and Safety-Cleary, Safe District Vehicle, Strategic Analysis-Cleary County, State agencies, organizations-Klawitter Standard Operating Procedures-Klawitter, Cleary Recruitment, Retention-Robertson Accident Review – Klawitter, Cleary Vehicle Usage Policy – Safe Ayes: [4] Noes: [ x] Motion Carried

Company Liaison- Cleary, Klawitter Investigation Committee - Robertson Purchasing-Klawitter, Safe Building oversight, lease- Robertson, Klawitter Information Technology-Klawitter, Robertson Budget- Klawitter, Cramer Explorers-Klawitter, Cleary, Safe Haz – Mat / OSHA– ISO-Robertson Support Staff- Cleary Election- Robertson (Leone) Physicals-Cramer Travel-Cleary, Robertson Health & Safety Committee – Cleary, Safe Training, oversight-Cleary, Klawitter EMS oversight-Cleary, Klawitter Media-Cleary FOIL – Klawitter, Molloy Employee Assistance – Cleary, Cramer Records Management – Cleary, Leone

2014 Fire District Business Authorizations 9. Official Travel Motion by R. Safe, seconded by T. Robertson, that any person authorized on detail or training acts as a representative of the Fire District; a travel authorization form (D6-001 or D6-001-a) is required for all authorized travel where MI&E reimbursement is to made; AND, to approve reimbursement fee for approved personal mileage expenses to seminars are paid at the New York State and Federal rates for the year 2014 @ .56 cents/mile. AND, that any person authorized on District operational business will receive credit for all calls and drills, provided a detailed trip report is submitted within two (2) weeks after such trip, and is submitted to the Travel Committee Chairman; AND, to approve any person who attends a seminar and/or conference must obtain prior approval by the Board by submitting a travel authorization form with estimated expenses to include seminar/conference information. AND, to approve Travel costs and meals and incidental expenses in conformance with the districts travel policy (MI&E, travel and lodging will be reimbursed in accordance with the U.S. GSA established published costs) form D6-002 is to be used as the Travel Voucher. Ayes: [4] Noes: [ x] Motion Carried

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10. Audits and Fiduciary Actions Motion by R. Safe, seconded by T. Robertson, to approve the past annual audit of the records and reports of the district treasurer. Amato-Fox will be designated as the CPA firm to conduct such audits; AND, to appoint M&T Bank as the official bank of the Fire District, pending a review of the other banks by the District Treasurer. AND, to approve 2014 credit card holders as follows: all Commissioners, District Treasurer, and Information Technology, each with set limit of $8,000 (eight thousand dollars). All transactions must be initialized and itemized, and a warrant of expenditures must be executed for all vouchers by all attending commissioners; AND, to approve that the Surety Bond for the Treasurer and Deputy Treasurer will remain at $350,000.00 and a copy of the Surety Bond (Errors and Omissions) will be available to send to the Town Clerk; AND, to allow priority bills for 2014 be paid using 2013 funds. Reimbursement funding will be made in approximately March when town allotment (tax revenue) is received for 2014. Ayes: [4] Noes: [ x] Motion Carried 11. Dues of Organizations, Publications and Retention and Recruitment Programs Motion by R. Safe, seconded by D. Klawitter, to approve the 2014 dues for Town, County and State Fire District Officer’s Organizations, Town, County and State Chief’s Organizations, Western New York Stress Reduction Program, and Erie County Fire Police Association, Employee Assistance Program and costs related to retention and recruitment of emergency responders.. Ayes: [4] Noes: [ x] Motion Carried 12. Chief’s Call Response Motion by T. Robertson, seconded by D. Klawitter, to approve the following call responses  All Chiefs will respond to all calls in district.  One chief allowed to out-of-district calls, with district vehicle.  One out-of-district Chief will be allowed to come into District #6. Ayes: [4] Noes: [ x] Motion Carried 13. Evaluation and Review of Chief and Officers Motion by T. Robertson, seconded by D. Klawitter, to approve the Chief’s bi-annual review of Assistant Chiefs and Officers at the Commissioners Board regular meeting of May and October 2014, Ayes: [4] Noes: [ x] Motion Carried 14. Chief’s Operational Fund Motion by T. Robertson, seconded by D. Klawitter, to set Chief’s Operational Account at $250.00 (two hundred and fifty dollars) a month for 2014 with receipts, and supporting documentation to include participating members names for expenses, submitted monthly to the Board. Documentation will be for meals after drills/calls and available for members only. A running electronic accounting will be maintained along with rollover funds from month to month. Failure to submit a monthly accounting will result in the denial of funds in this account. Ayes: [4] Noes: [ x] Motion Carried

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15. Installation and Inspection Motion by T. Robertson, seconded by D. Klawitter, to hold installation of officers and recognition of personnel on March 01, 2014 at the Vigilant fire hall at a cost not to exceed $6,000.00; and to hold an inspection of personnel and equipment on August 13, 2014 at 6:30PM at a cost not to exceed $1,000.00. Ayes: [4] Noes: [ x] Motion Carried 16. Review of Rules and Regulation and District Policies and Procedures Motion by T. Robertson, seconded by D. Klawitter, to review and update all Rules and Regulations and policies previously established no later than September 01, 2014. Ayes: [4] Noes: [ x] Motion Carried 17. Inventory of Property and Equipment Motion by T. Robertson seconded by D. Klawitter, to have the Chief and staff report to the Commissioner Board at the May 2014 meeting listing all district property and equipment to include any missing or damaged property. Ayes: [4] Noes: [ x] Motion Carried 18. Posted memos and Policies on District Bulletin Boards Motion by T. Robertson, seconded by D. Klawitter, to review all memos posted on bulletin boards by March 1, 2014. Ayes: [4] Noes: [ x] Motion Carried 19. Permission to Address Commissioner Board Motion by T. Robertson, seconded by R. Safe, to approve anyone requesting to speak at a Commissioners Board regular meeting should inform the secretary in writing by the Thursday before the meeting. Ayes: [4] Noes: [ x] Motion Carried 20. Voucher Payment Process Motion by T. Robertson, seconded by R. Safe, to approve anyone who has a voucher to be paid, must have it signed by a commissioner and turned in by the Thursday before the meeting with no exceptions. Any voucher received after the Thursday deadline before the meeting will be the following months business. Ayes: [4] Noes: [ x] Motion Carried 21. Change of Address Motion by T. Robertson, seconded by R. Safe, to approve that all Vigilant Fire members must inform the Board of Fire Commissioners within thirty (30) days if they change their address, failure to do so may result in disciplinary action. Ayes: [4] Noes: [ x] Motion Carried 22. Special Sign-in Procedure Motion by T. Robertson, seconded by R. Safe, to maintain the current tracking sign-in sheet to include identification of all municipal employees, to comply with New York State General Municipal Law, Section 217(f) which states: “in computing credit for those active volunteer firefighters who also serve as paid employees within a political subdivision of the state; credit shall not be given for activities performed during the individual’s assigned work periods.” Ayes: [4] Noes: [ x] Motion Carried

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23. Review/Approval of Leases/Contracts Motion by W. Cleary, seconded by R. Safe, to maintain lease with Vigilant Fire Company for use of office and truckroom space and maintenance at a yearly cost of $ 65,000; and continue lease for: TOSHIBA copy/fax/scanner machine at a monthly rate of $276.86/monthly; Continue plowing winter 2014 for front ramp with Seneca Lawn & Landscaping; Continue for 2014 monthly Fire Truck maintenance contract with Churchville Fire Equipment; Continue for 2014 service agreement for maintenance contract with Penn Power Systems for building generator at $ 1,035.00/per year; Maintain contract with SAIA Communications for pager and radio repair on an as needed basis; Maintain contract with Suburban Oxygen Supply for refill of O2 and SCBA tanks on an as needed basis; Maintain agreement with Town of West Seneca for fuel for district vehicles on an as needed basis; Maintain agreements for utilities from National Fuel Gas, NYSEG, Erie County Water for usage as required; Maintain telephone system at fire hall by Level 3 Communications; Maintain service agreement to provide annual and individual physicals mandated by OSHA by HealthWorks on an as needed occurrence; Maintain agreement with Duval Safety Equipment for maintenance on SCBA Paks on an as needed basis; Cleaning contract awarded annually to clean district offices at a yearly cost of $720/year; Time Warner Cable for internet services on a daily needed basis; Annual contract with WNY Stress Reduction for after incident debriefing at $150/year; Empire Emergency Apparatus for as needed repair of HOLMATRO extrication equipment; Purchase/maintain uniforms on an as need basis from Sewing Technologies; Maintain website domain name from WAZTECH at $240/year; WNY Boys Scouts of America for Explorer program; and Maintain agreement with Verizon Wireless for cell phones used for emergency communications. Ayes: [4] Noes: [ x] Motion Carried

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24. Treasurer Audit Motion by W. Cleary, seconded by R. Safe, Treasurer is authorized within 60 days after the end of FY 2013 to submit to the Board of Commissioners a copy of the annual report required by the GML Section 30 in lieu of a written statement showing receipts and disbursements for the preceding year. Ayes: [4] Noes: [ x] Motion Carried 25. Statement of Zero Tolerance Policies Motion by W. Cleary, seconded by T. Robertson, to maintain a zero tolerance (BAC of 0.0) policy prohibiting responders from signing-in or responding to any EMS/Fire/Rescue call and a zero tolerance for any discriminatory act or actions in violation of Title VII as amended, NY State discrimination laws or violations of district rules and regulations. Ayes: [4] Noes: [ x] Motion Carried 26. Minutes Approval Motion by W. Cleary seconded by D. Klawitter, to accept the minutes of regular meeting of December 17, 2013, and the minutes of the pre-organizational meeting, December 30, 2013. Ayes: [4] Noes: [ x] Motion Carried 27. Cell Phone Authorization Motion by W. Cleary seconded by T. Robertson, to provide District cell phone service/internet to the following: Five Commissioners, Treasurer, Secretary, Chief, 1st Assistant Chief, 2nd Assistant Chief, Line Secretary); if said authorized users prefer to use their personal cell phone service/internet, reimbursement may be obtained by stipend of $30.00 per month for said authorized users on a quarterly basis, provided proper verification of paid cell phone service/internet is attached and submitted by voucher. The District will not pay for cell phones for any users. Ayes: [4] Noes: [ x] Motion Carried CHAIRMAN CLEARY COMMENT Chairman Cleary commented that 2013 was an interesting year for the District. He stated that he was proud of the efforts made to purchase new truck and to combine trucks, which provided taxpayer savings. He also recognized David Klawitter’s term as 2013 Chairman and thanked him for the outstanding service to the District and Company. He particularly referred to his ability to provide excellent support as it related to the OSC Audit and confidential matters. COMMISSIONER KLAWITTER COMMENT Commissioner Klawitter thanked everyone in attendance as well as all the members for their dedication and service. He stated that every member is important to the operation and that he will continue to support the District to the best of his ability and appreciated comments made.

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ADJOURNMENT Motion by W. Cleary, seconded by R. Safe, to close the organizational meeting at 10:35 a.m. Ayes: [4] Noes: [ x] Motion Carried

RESPECTFULLY SUBMITTED PENDING BOARD APPROVAL __________________________________ Marlene Leone, Secretary

NEXT MONTHLY MEETING SCHEDULED Tuesday, January 14, 2014 Vigilant Fire Hall Meeting Room 666 Main Street West Seneca NY 14224