Montgomery Township District No. 1 Board of Fire Commissioner s Meeting 35 Belle Mead-Griggstown Road PO Box 130 Belle Mead, NJ 08502

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1 Montgomery Township District No. 1 Board of Fire Commissioner s Meeting 35 Belle Mead-Griggstown Road PO Box 130 Belle Mead, NJ Minutes of July 9, 2013 Call To Order -- The regularly scheduled meeting of the Board of Fire Commissioners was called to order at 7:45 p.m. by Chairman Spohn, following proof of publication in accordance with the Open Public Meetings Act. Notice of the meeting was posted at the municipal building and advertised as required by law. Roll Call -- Upon Roll Call the following Commissioners were present: W. Spohn, J. Kessler, W. Hyncik, E. Fedun. T. Karsay arrived late. Also present: Att y. B. Griswold, L. Franchino, Engineer M. Fedun. Approval of Minutes The Board reviewed the minutes of the June 11, 2013, regular meeting. A Motion was made to accept the Minutes of the June 11, 2013 board meeting as presented. Motion made by Hyncik. 2 nd by Kessler. Motion passed without objection. TREASURER S REPORT Monthly Bills/Financial Statement Review -- A copy of the Treasurer s report was made available to each Commissioner with a list and description of the bills to be paid. Commissioner Hyncik, Chief Financial Officer, certified there were sufficient unencumbered funds to pay the bills as presented. - The bill from the Knox Company ($ ) will be deleted from the list of bills and from the total of bills to be paid tonight. Payment will be addressed next month after the company applies a credit for the used-equipment trade-ins. - The following two bills were presented for payment to be added to the list of bills being paid tonight: NJ Casualty Insurance ($ ) for 2 nd quarter workers compensation; and PSE&G ($ ) for gas and electric. - The 2 nd quarter tax check ($187,612.50) came in and will be deposited in the TD Bank checking account. The township sent a voucher to be completed to request the 2013 Supplemental Fire Services Grant money ($ ). A Motion was made and seconded to accept the Treasurer s Report as presented and to approve payment of the bills with the additions and deletion as discussed. Motion made by Hyncik. 2 nd by Kessler. Motion passed without objection. RESOLUTION PAYMENT OF BILLS A Resolution passed authorizing payment of the bills as presented in the amount of $40, ($ chargeable to 2012 encumbrances and $40, from the 2013 budget), which amounts include approval and payment of $ to NJ Casualty Insurance and of $ to PSE&G, 1

2 both chargeable to the 2013 General Operating appropriation, and deletion of payment to the Knox Company in the amount of $ Resolution Ayes: Spohn, Kessler, Hyncik, Fedun. Nays: None Absent: Karsay. Commissioner Spohn abstained from voting on payment to Sunrise Office Systems. PUBLIC COMMENT none. MEETING UPDATES Emergency Services no meeting Fire Prevention - no meeting OLD BUSINESS Opticom Insurance The Opticoms need to be insured as scheduled property. The annual premium for the six Opticoms in this district will be roughly $ A Motion was made to add the Opticom equipment in the district as scheduled property on the insurance policy at a value of $50, and to authorize Commissioner Spohn to bind the coverage. Motion by Fedun. 2 nd by Hycik. Motion passed without objection. Tank Ownership - A question arose regarding insurance on the underground water storage tank at The Hamlet development. It is believed the township or the homeowners association owns the property and the tank. Commissioner Spohn and Attorney Griswold will confirm this and will look into maintenance responsibilities and insurance needs. Radio Dispatch Discussion tabled until next month. Emergency purchase provisions of the statutes may be available to finance the needed work. Research into pricing and purchase options will continue during the month. Houston-Galveston Area Council A Motion was made to join the HGAC cooperative purchasing program and to have Commissioner Kessler begin research on its national contracts for the radio dispatch station needs, as well as to authorize the truck committee to research contracts through the HGAC if they deem it appropriate.. Motion made by Kessler. 2 nd by Hyncik. Motion passed without objection. RESOLUTION AUTHORIZING MEMBERSHIP IN THE HGAC NATIONAL COOPERATIVE PURCHASING PROGRAM Appended to minutes. Resolution Ayes: Spohn, Kessler, Hyncik, Fedun. Nays: None Absent: Karsay Encumbrance List The Board reviewed the items for which funds are still encumbered. A Motion was made to release all encumbrances still outstanding for 2011 except the LOSAP review money, which payment should be made soon. Motion by Kessler. 2 nd by Hyncik. Motion passed without objection. 2

3 NEW BUSINESS Premises Inspection Commissioner Spohn accompanied a VFIS insurance inspector through the firehouse and a review of fire company records and procedures. The inspector s written report will be forthcoming. VFIS has training videos available to its insureds. The inspector also suggested reviewing apparatus drivers motor vehicle abstracts at regular intervals. CHIEF S REPORT The fire company responded to 28 calls during June, which included 16 alarm activations. There was a Mayday drill and a CS Railroad drill held during the month. The Montgomery fireworks have been rescheduled to July 11 th. Somerset County Emergency Services graduation will be held July 16 th. Fire Program Software The software necessary to prepare the NFIRS reports and to maintain record-keeping needs updating. Knox Boxes RMA s (returned merchandise authorizations) were received for the used-equipment. Workers Compensation Claim A firefighter suffered respiratory irritation responding to a call. He was transported to the hospital and released. He lost no time from work. A Motion was made to authorize the purchase of fire program software. Motion by Kessler. 2 nd by Hyncik. Motion passed without objection. RESOLUTION AUTHORIZING PURCHASE A Resolution passed authorizing the expenditure of $ to Fire Programs Software for a NFIRS/ emergency reporting software package and support (1 year), chargeable to the 2013 General Operating appropriation. Resolution Ayes: Spohn, Kessler, Hyncik, Fedun. Nays: None Absent: Karsay. ENGINEER S REPORT Repairs and Service Trucks: pump valve rebuilt, new bulbs for lights installed, strobes repaired recurrent problem with control module for aerial ladder caused its failure to operate twice during month. Its repair is an immediate necessity. The part will cost $ and should be delivered in two to three weeks. Installation will be additional. Annual Testing: Re-testing will be done by U/L for the pump, pump, water way relief valve, and ground ladders. Ground ladders are being repaired and thereafter re-testing will be scheduled for all items. 3

4 Metal Safety Storage Containers: needed for two-stroke fuel oil and bar oil for the trucks with chain saws. Resolution AUTHORIZING PURCHASES A Resolution passed authorizing the following purchases: 1. Control module for aerial ladder from the apparatus manufacturer Emergency-One, Inc., and installation by its authorized representative Absolute Fire Protection Co., at a total cost not to exceed $ , chargeable to the 2013 Maintenance and Repairs appropriation. 2. Metal safety storage containers from the lowest quoting vendor at a cost not to exceed $ including shipping, chargeable to the 2013 General Operating appropriation. ADJOURNMENT There being no further business to come before the Board, the meeting was adjourned at 8:34 pm. The next regular scheduled Board meeting is to take place on Tuesday, August 13, 2013 at 7:30 pm. Motion made by Spohn. 2 nd by Hyncik. Motion passed without objection. 4

5 MONTGOMERY TOWNSHIP BOARD OF FIRE COMMISSIONERS FIRE DISTRICT NO. 1 RESOLUTION AUTHORIZING THE FIRE DISTRICT TO UTILIZE NATIONAL COOPERATIVE CONTRACTING THROUGH THE HOUSTON-GALVESTON AREA COUNCIL (H-GAC) AND TO ENTER INTO AN INTERLOCAL CONTRACT WITH H-GAC WHEREAS, N.J.S.A. 52:34-6.2(b)(3) authorizes a fire district to purchase goods and to contract for services through the use of a nationally-recognized and accepted cooperative purchasing agreement that has been developed utilizing a competitive bidding process by another contracting unit within the State of New Jersey, or within any other state, when available; and WHEREAS, the Houston-Galveston Area Council ( HGAC ) is a nationally-recognized and accepted cooperative purchasing contracting unit within the State of Texas that utilizes a competitive bid or competitive proposal process in awarding contracts for goods and services and is authorized by Texas law to extend its contracts to local government units nationwide; and WHEREAS, the Board of Fire Commissioners of Montgomery Township Fire District No. 1 ( Board ) has determined that the fire district may realize significant time and cost savings on the procurement of various goods and services through utilizing the cooperative purchasing contracts of the HGAC. IT IS HEREBY RESOLVED by the Board of Fire Commissioners of Montgomery Township Fire District No. 1, Somerset County, New Jersey, that the board approves the fire district s participation in the Houston-Galveston Area Council s cooperative purchasing program for the purchase of goods and contracting for services; and IT IS FURTHER RESOLVED that the Chairman s appointee, Commissioner Kessler, and the Clerk are authorized to execute the Interlocal Contract for Cooperative Purchasing with HGAC to join the cooperative purchasing program; and IT IS FURTHER RESOLVED that no contract for the purchase of goods or provision of services with HGAC vendors shall be awarded unless and until it is determined that (1) the use of the cooperative purchasing contract will result in cost savings after all factors, including charges for service, material, and delivery, have been considered, (2) the vendor under consideration complies with applicable New Jersey procurement documentation requirements, (3) the contract under consideration meets New Jersey standards and, (4) public notice of the Board s intent to award a national cooperative contract is published at least ten (10) days before the contract is awarded. Each award of a national cooperative contract shall be authorized by Resolution of the Board ; and 5

6 IT IS FURTHER RESOLVED that a copy of the Interlocal Contract for Cooperative Purchasing will be available at the offices of the Board for public inspection. Board of Commissioners Recorded Vote Member Aye Nay Abstain Absent Spohn Karsay Fedun Hyncik Kessler Certified as a True Copy of a Resolution duly passed at a regular meeting of the Board held on July 9, s/ Eve M. Fedun July 9, 2013 Eve M. Fedun, Secretary (Date) 6

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