ANNUAL ELECTION OF EAST QUOGUE FIRE DISTRICT DECEMBER 11, 2018

ANNUAL ELECTION OF

East Quogue FIRE DISTRICT

DECEMBER 11, 2018

 

 

            PLEASE TAKE NOTICE that the Annual Election of the East Quogue Fire District will take place on December 11, 2018, between the hours of 5:30 PM and 9:00 PM at the East Quogue Firehouse located at Montauk Highway and Bay Avenue, East Quogue, New York for the purposes of electing one Commissioner for a five year term commencing on January 1, 2019 and ending on December 31, 2023.

            Candidates for District Office shall file a petition signed by at least twenty-five (25) registered voters of the Fire District, which petition must be filed with the Secretary of the Fire District no later than November 21, 2018. Petition Forms may be obtained from the Fire District Secretary.

 

            NOTICE is further given that the following proposition shall be presented to the qualified voters of the Fire District at said Annual Election:

PROPOSITION

Effective January 1, 2020, shall the office of Treasurer of the East Quogue Fire District be appointive?

            All residents of the Fire District duly registered with the Suffolk County Board of Elections as of November 19, 2018 shall be eligible to vote.

            Please be advised that the Board of Elections of the Fire District shall meet on December 6, 2018 from 6:30 p.m. to 7:30 p.m. at the firehouse for the purpose of preparing the rolls of the registered voters of the Fire District.

           

Dated: November 2, 2018

                                                            BY ORDER OF THE BOARD OF FIRE

                                                            COMMISSIONERS OF THE

                                                            East Quogue FIRE DISTRICT

                                                            Town of Southampton, Suffolk County, New York

                                                            _________________________________________

                                                            By: LORRAINE GREGORY

                                                                   Fire District Secretary

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Monthly Meeting Minutes for October 2018

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

OCTOBER 4, 2018

 

 

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Aaron Sacks at 7:30 p.m. Present were Commissioners Aaron Sacks, Allyn Jackson, James Schaefer, Jennifer Davonski and Michael Mattera, Chief Scott Davonski, First Assistant Chief Scott Flynn, Second Assistant Chief David Rosante, First Responder Amit Patel (left at 8:00 p.m.), Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

Noted.

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

  1. A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, authorizing the purchase of the medical supplies requested, at a total cost of $834.93 (Hammer Medical - $147.63, Moore Medical - $137.30, Teleflex EZ IO - $550.00). Approved 5-0.
  1. Approved.
  1. Noted.
  1. Noted.

MAINTENANCE REPORT

Work Order Report dated 9/1/18 to 10/1/18 was submitted to the Board.

Commissioner Sacks advised the Board that Fully Involved will be here tomorrow to make repairs to 7-6-2.

Commissioner Jackson stated that all of the repair items for 7-6-7 are still outstanding.

Commissioner Sacks also advised the Board that Ken Rousell had inspected the dry wells. The dry well by the generator drains from the roof and is ¾ under the generator pad, full of debris/sediment and cannot be cleaned out. Mr. Rousell suggested that the drain be diverted to the dry well in the parking lot and that concrete collars be used to replace all of the dry well brick collars which are falling apart. Commissioner Sacks will ask for a written proposal.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - A motion was made by Commissioner Jackson, seconded by Commissioner Mattera, authorizing the purchase of one (1) Halligan Bar and Flat Head Ax for 7-6-7 from Coastal Fire Systems, Inc., at a total cost of $310.00. Approved 5-0.

Request 2. - A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase of five (5), plus additional for inventory, Fire Police Reflective Jackets/Parkas and Pants from Coastal Fire Systems, Inc., at an approximate total cost of $1,999.99. Approved 5-0.

ITEMS FOR DISCUSSION

  1. A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, granting permission for the East Quogue Elementary School to use the parking lot as the assembly point for the Halloween Parade on Saturday, October 27, 2018.
  1. No progress.
  1. Tabled until January 2019.

 

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Davonski, seconded by Commissioner Mattera, accepting the Minutes of the September 6, 2018 Regular Monthly Meeting. Approved 5-0.

TREASURER'S REPORT

Ms. Knotoff advised the Board that the $50,000.00 transfer she made on the Internet last month went through twice. Therefore, she will transfer $50,000.00 less this month. Also, last month the Capital One Money Market and Checking Accounts were zeroed out. However, the bank charged a $253.42 Analysis Fee on the Money Market Account. There is a Verizon $298.78 credit on the Checking Account and she will settle this at the bank.

Ms. Knotoff also advised the Board that the following Purchase Orders needed correction:

2018-46 - Specialty Ambulance        Amount approved - $1,028.25

                                                            Amount charged - $1,264.25

            2018-09 - Hi-Tech     Amount approved - $16,000.00

                                                Amount charged - $16,913.75

Ms. Knotoff advised the Board that the 2019 Proposed Budget was filed with the Town and has been posted on the District’s website. The Budget Hearing is scheduled for Tuesday, October 16, 2018, at 7:00 p.m. with a Special Meeting to immediately follow.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, approving the Treasurer’s Report as submitted. Approved 5-0.

 

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the Town of Southampton Comptroller’s Office regarding false alarm billing and e-mails from William F. Glass, Esq. regarding the New Sexual Harassment Policy and the resolution, public notice and ballot form regarding the 2019 Election.

OLD BUSINESS

Commissioner Mattera advised the Board that he had received a verbal quote for $18,000.00 from Southeast Refrigeration, Inc. for a new 10’ x 12’ walk-in cooler, minus pad and compressor. Commissioner Mattera will ask for a written quote and will seek additional quotes.

Commissioner Jackson has not yet heard back from Commander regarding the service bills.

The Board tabled a decision on the cellular backup fee of $1,671.26 and the monthly fee.

At 8:20 p.m., a motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, calling the meeting into Executive Session to discuss discipline issues. Approved 5-0.

At 8:26 p.m., a motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, calling the meeting out of Executive Session. Approved 5-0.

With regard to the memorandum forwarded by Mr. Glass regarding the New Sexual Harassment Law, a resolution was drawn up and states as follows:

2018-32. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to adopt the following Sexual Harassment Policy and Complaint Form For Reporting Sexual Harassment:

EAST QUOGUE FIRE DISTRICT

SEXUAL HARASSMENT POLICY

The East Quogue Fire District is committed to maintaining a workplace free from sexual harassment. Sexual harassment is a form of workplace discrimination. The East Quogue Fire District has a zero-tolerance policy for any form of sexual harassment, and all employees are required to work in a manner that prevents sexual harassment in the workplace. This Policy is one component of the East Quogue Fire District’s commitment to a discrimination-free work environment.

Sexual harassment is against the law. All employees have a legal right to a workplace free from sexual harassment, and employees can enforce this right by filing a complaint internally with the East Quogue Fire District, or with a government agency or in court under federal, state, or local antidiscrimination laws.

Policy:

  1. The East Quogue Fire District Policy applies to all employees, applicants for employment, interns, whether paid or unpaid, contractors and persons conducting business with the East Quogue Fire District.
  1. Sexual harassment will not be tolerated. Any employee or individual covered by this policy who engages in sexual harassment or retaliation will be subject to remedial and/or disciplinary action, up to and including termination.
  1. Retaliation Prohibition: No person covered by this Policy shall be subject to adverse employment action including being discharged, disciplined, discriminated against, or otherwise subject to adverse employment action because the employee reports an incident of sexual harassment, provides information, or otherwise assists in any investigation of a sexual harassment complaint. The East Quogue Fire District has a zero-tolerance policy for such retaliation against anyone who, in good faith complains or provides information about suspected sexual harassment. Any employee of the East Quogue Fire District who retaliates against anyone involved in a sexual harassment investigation will be subjected to disciplinary action, up to and including termination. Any employee, paid or unpaid intern, or non-employee[1] working in the workplace who believes they have been subject to such retaliation should inform a supervisor, manager, or the Board of Fire Commissioners. Any employee, paid or unpaid intern or non-employee who believes they have been a victim of such retaliation may also seek compensation in other available forums, as explained below in the section on Legal Protections.
  1. Sexual harassment is offensive, is a violation of our policies, is unlawful, and subjects the East Quogue Fire District to liability for harm to victims of sexual harassment. Harassers may also be individually subject to liability. Employees of every level who engage in sexual harassment, including managers and supervisors who engage in sexual harassment or who knowingly allow such behavior to continue, will be penalized for such misconduct.
  1. The East Quogue Fire District will conduct a prompt, thorough, and confidential investigation that ensures due process for all parties, whenever management receives a complaint about sexual harassment, or otherwise knows of possible sexual harassment occurring. Effective corrective action will be taken whenever sexual harassment is found to have occurred. All employees, including managers and supervisors, are required to cooperate with any internal investigation of sexual harassment.
  1. All employees are encouraged to report any harassment or behaviors that violate this policy. The East Quogue Fire District will provide all employees a complaint form for employees to report harassment and file complaints.
  1. Managers and supervisors are required to report any complaint that they receive, or any harassment that they observe to Board of Fire Commissioners.
  1. This policy applies to all employees, paid or unpaid interns, and non-employees and all must follow and uphold this policy. This policy must be posted prominently in all work locations and be provided to employees upon hiring.

What Is “Sexual Harassment”?

Sexual harassment is a form of sex discrimination and is unlawful under federal, state, and (where applicable) local law. Sexual harassment includes harassment on the basis of sex, sexual orientation, gender identity, and the status of being transgender.

Sexual harassment includes unwelcome conduct which is either of a sexual nature, or which is directed at an individual because of that individual’s sex when:

  • Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment, even if the complaining individual is not the intended target of the sexual harassment;
  • Such conduct is made either explicitly or implicitly a term or condition of employment; or
  • Submission to or rejection of such conduct is used as the basis for employment decisions affecting an individual’s employment.

A sexually harassing hostile work environment consists of words, signs, jokes, pranks, intimidation or physical violence which are of a sexual nature, or which are directed at an individual because of that individual’s sex. Sexual harassment also consists of any unwanted verbal or physical advances, sexually explicit derogatory statements or sexually discriminatory remarks made by someone which are offensive or objectionable to the recipient, which cause the recipient discomfort or humiliation, which interfere with the recipient’s job performance.

Sexual harassment also occurs when a person in authority tries to trade job benefits for sexual favors. This can include hiring, promotion, continued employment, or any other terms, conditions, or privileges of employment. This is also called “quid pro quo” harassment.

Any employee who feels harassed should complain so that any violation of this policy can be corrected promptly. Any harassing conduct, even a single incident, can be addressed under this policy.

Examples of sexual harassment

The following describes some of the types of acts that may be unlawful sexual harassment and that are strictly prohibited:

Ÿ Physical assaults of a sexual nature, such as:

  • • Touching, pinching, patting, grabbing, brushing against another

     employee’s body or poking another employees’ body;

  • • _Rape, sexual battery, molestation or attempts to commit these assaults.

Ÿ Unwanted sexual advances or propositions, such as:

  • • Requests for sexual favors accompanied by implied or overt threats

concerning the victim’s job performance evaluation, a promotion or other job benefits or detriments;

  • • Subtle or obvious pressure for unwelcome sexual activities.

Ÿ Sexually oriented gestures, noises, remarks, jokes or comments about a person’s

   sexuality or sexual experience, which create a hostile work environment.

Ÿ Sexual or discriminatory displays or publications anywhere in the workplace, such

   as:

  • • Displaying pictures, posters, calendars, graffiti, objects, promotional

   material, reading materials or other materials that are sexually demeaning

   or pornographic. This includes such sexual displays on workplace

   computers or cell phones and sharing such displays while in the workplace.

Ÿ Hostile actions taken against an individual because of that individual’s sex, sexual

orientation, gender identity and the status of being transgender, such as:

  • • Interfering with, destroying or damaging a person’s workstation, tools or

   equipment, or otherwise interfering with the individual’s ability to perform

   the job;

  • • Sabotaging an individual’s work;
  • • Bullying, yelling, name-calling.

Who can be a target of sexual harassment?

Sexual harassment can occur between any individuals, regardless of their sex or gender. New York Law protects employees, paid or unpaid interns, and non-employees, including independent contractors, and those employed by companies contracting to provide services in the workplace. A perpetrator of sexual harassment can be a superior, a subordinate, a coworker or anyone in the workplace including an independent contractor, contract worker, vendor, client, customer or visitor.

Where can sexual harassment occur?

Unlawful sexual harassment is not limited to the physical workplace itself. It can occur while employees are traveling for business or at employer sponsored events or parties. Calls, texts, emails, and social media usage by employees can constitute unlawful workplace harassment, even if they occur away from the workplace premises or not during work hours.

 

What is “Retaliation”?

Unlawful retaliation can be any action that would keep a worker from coming forward to make or support a sexual harassment claim. Adverse action need not be job-related or occur in the workplace to constitute unlawful retaliation.

Such retaliation is unlawful under federal, state, and (where applicable) local law. The New York State Human Rights Law protects any individual who has engaged in “protected activity.” Protected activity occurs when a person has:

Ÿ filed a complaint of sexual harassment, either internally or with any anti-

   discrimination agency;

Ÿ testified or assisted in a proceeding involving sexual harassment under the Human

Rights Law or other anti-discrimination law;

Ÿopposed sexual harassment by making a verbal or informal complaint to

management, or by simply informing a supervisor or manager of harassment;

Ÿ complained that another employee has been sexually harassed; or

Ÿ encouraged a fellow employee to report harassment.

Reporting Sexual Harassment

 

Preventing sexual harassment is everyone’s responsibility. The East Quogue Fire District cannot prevent or remedy sexual harassment unless it knows about it. Any employee, paid or unpaid intern or non-employee who has been subjected to behavior that may constitute sexual harassment is encouraged to report such behavior to a supervisor, manager or Board of Fire Commissioners. Anyone who witnesses or becomes aware of potential instances of sexual harassment should report such behavior to a supervisor, manager or Board of Fire Commissioners.

Reports of sexual harassment may be made verbally or in writing. A form for submission of a written complaint is attached to this Policy, and all employees are encouraged to use this complaint form. Employees who are reporting sexual harassment on behalf of other employees should use the complaint form and note that it is on another employee’s behalf.

Employees, paid or unpaid interns or non-employees who believe they have been a victim of sexual harassment may also seek assistance in other available forums, as explained below in the section on Legal Protections.

 

Supervisory Responsibilities

All supervisors and managers who receive a complaint or information about suspected sexual harassment, observe what may be sexually harassing behavior or for any reason suspect that sexual harassment is occurring, are required to report such suspected sexual harassment to Board of Fire Commissioners.

In addition to being subject to discipline if they engaged in sexually harassing conduct themselves, supervisors and managers will be subject to discipline for failing to report suspected sexual harassment or otherwise knowingly allowing sexual harassment to continue.

Supervisors and managers will also be subject to discipline for engaging in any retaliation.

 

Complaint And Investigation Of Sexual Harassment

 

All complaints or information about suspected sexual harassment will be investigated, whether that information was reported in verbal or written form. Investigations will be conducted in a timely manner, and will be confidential to the extent possible.

An investigation of any complaint, information or knowledge of suspected sexual harassment will be prompt and thorough, and should be completed within 30 days. The investigation will be confidential to the extent possible. All persons involved, including complainants, witnesses and alleged perpetrators will be accorded due process to protect their rights to a fair and impartial investigation.

Any employee may be required to cooperate as needed in an investigation of suspected sexual harassment. Employees who participate in any investigation will not be retaliated against.

Investigations will be done in accordance with the following steps:

Ÿ Upon receipt of complaint, Board of Fire Commissioners will conduct an

   immediate review of the allegations, and take any interim actions, as appropriate.

   If complaint is oral, encourage the individual to complete the “Complaint Form” in

writing. If he or she refuses, prepare a Complaint Form based on the oral

   reporting.

Ÿ If documents, emails or phone records are relevant to the allegations, take steps to

   obtain and preserve them.

ŸRequest and review all relevant documents, including all electronic

   communications.

Ÿ Interview all parties involved, including any relevant witnesses;

Ÿ Create a written documentation of the investigation (such as a letter, memo or

   email), which contains the following:

  • • A list of all documents reviewed, along with a detailed summary of relevant

   documents;

  • • A list of names of those interviewed, along with a detailed summary of

   their statements;

  • • A timeline of events;_
  • • A summary of prior relevant incidents, reported or unreported; and
  • • The final resolution of the complaint, together with any corrective actions

   action(s).

Ÿ Keep the written documentation and associated documents in the employer’s

   records.

Ÿ Promptly notify the individual who complained and the individual(s) who

   responded of the final determination and implement any corrective actions

   identified in the written document.

Ÿ Inform the individual who complained of their right to file a complaint or charge

   externally as outlined below.

Legal Protections And External Remedies

Sexual harassment is not only prohibited by the East Quogue Fire District but is also prohibited by state, federal, and, where applicable, local law. Aside from the internal process at the East Quogue Fire District, employees may also choose to pursue legal remedies with the following governmental entities at any time.

 

New York State Division of Human Rights (DHR)

The Human Rights Law (HRL), codified as N.Y. Executive Law, art. 15, § 290 et seq., applies to employers in New York State with regard to sexual harassment, and protects employees, paid or unpaid interns and non-employees regardless of immigration status. A complaint alleging violation of the Human Rights Law may be filed either with DHR or in New York State Supreme Court.

Complaints with DHR may be filed any time within one year of the harassment. If an individual did not file at DHR, they can sue directly in state court under the HRL, within three years of the alleged discrimination. An individual may not file with DHR if they have already filed a HRL complaint in state court.

Complaining internally to the East Quogue Fire District does not extend your time to file with DHR or in court. The one year or three years is counted from date of the most recent incident of harassment.

You do not need an attorney to file a complaint with DHR, and there is no cost to file with DHR.

DHR will investigate your complaint and determine whether there is probable cause to believe that discrimination has occurred. Probable cause cases are forwarded to a public hearing before an administrative law judge. If discrimination is found after a hearing, DHR has the power to award relief, which varies but may include requiring your employer to take action to stop the harassment, or redress the damage caused, including paying monetary damages, attorney’s fees and civil fines.

DHR’s main office contact information is: NYS Division of Human Rights, One Fordham Plaza, Fourth Floor, Bronx, New York 10458, (718) 741-8400 [appropriate other contact info], www.dhr.ny.gov

Contact DHR at (888) 392-3644 or visit dhr.ny.gov/complaint for more information about filing a complaint. The website has a complaint form that can be downloaded, filled out, notarized and mailed to DHR. The website also contains contact information for DHR’s regional offices across New York State.

 

United States Equal Employment Opportunity Commission (EEOC)

The EEOC enforces federal anti-discrimination laws, including Title VII of the 1964 federal Civil Rights Act (codified as 42 U.S.C. § 2000e et seq.). An individual can file a complaint with the EEOC anytime within 300 days from the harassment. There is no cost to file a complaint with the EEOC. The EEOC will investigate the complaint, and determine whether there is reasonable cause to believe that discrimination has occurred, at which point the EEOC will issue a Right to Sue letter permitting the individual to file a complaint in federal court.

The EEOC does not hold hearings or award relief, but may take other action including pursuing cases in federal court on behalf of complaining parties. Federal courts may award remedies if discrimination is found to have occurred.

If an employee believes that he/she has been discriminated against at work, he/she can file a “Charge of Discrimination.” The EEOC has district, area, and field offices where complaints can be filed. Contact the EEOC by calling 1-800-669-4000 (1-800-669-6820 (TTY)), visiting their website at www.eeoc.gov or via email at This email address is being protected from spambots. You need JavaScript enabled to view it. .

If an individual filed an administrative complaint with DHR, DHR will file the complaint with the EEOC to preserve the right to proceed in federal court.

 

Local Protections

Many localities enforce laws protecting individuals from sexual harassment and discrimination. An individual should contact the county, city or town in which they live to find out if such a law exists. For example, employees who work in New York City may file complaints of sexual harassment with the New York City Commission on Human Rights. Contact their main office at Law Enforcement Bureau of the NYC Commission on Human Rights, 40 Rector Street, 10th Floor, New York, New York; call 311 or (212) 306-7450; or visit www.nyc.gov/html/cchr/html/home/home.shtml.

 

Contact the Local Police Department

If the harassment involves physical touching, coerced physical confinement or coerced sex acts, the conduct may constitute a crime. Contact the local police department.

BOARD OF FIRE COMMISSIONERS

EAST QUOGUE FIRE DISTRICT

465 MONTAUK HIGHWAY

P.O. BOX 860

EAST QUOGUE, NEW YORK 11942

Complaint Form For

Reporting Sexual Harassment

New York State Labor Law requires all employers to adopt a sexual harassment prevention policy that includes a complaint form for employees to report alleged incidents of sexual harassment.

If you believe that you have been subjected to sexual harassment, you are encouraged to complete this form and submit it to the Chief of the Department, District Manager, or Board of Fire Commissioner, whoever you are most comfortable with. Once you submit this form, your employer must follow its sexual harassment prevention policy and investigate any claims.

If you are more comfortable reporting verbally or in another manner, your employer is still required to follow its sexual harassment prevention policy by investigating the claims as outlined at the end of this form.

 

For additional resources, visit: ny.gov/combatting-sexual-harassment

 

COMPLAINANT INFORMATION

Name:

Home Address:                                                           Work Address:

Home Phone:                                                  Work Phone:

Job Title:                                                                     Email:

Select Preferred Communication Method:                (please select one)

 

SUPERVISORY INFORMATION

Immediate Supervisor’s Name:

Title:

Work Phone:                                                               Work Address:

 

COMPLAINT INFORMATION

  1. Your complaint of Sexual Harassment is made against:

   Name:                                                                     Title:

   Work Address:                                                        Work Phone:

   Relationship to you: ☐ Supervisor ☐ Subordinate ☐ Co-Worker ☐ Other

  1. Please describe the conduct or incident(s) that is the basis of this complaint and your reasons for concluding that the conduct is sexual harassment. Please use additional sheets of paper if necessary and attach any relevant documents or evidence.
  1. Date(s) sexual harassment occurred:

   Is the sexual harassment continuing?        ☐ Yes            ☐ No

  1. Please list the name and contact information of any witnesses or individuals that may have

information related to your complaint:

The last two questions are optional, but may help facilitate the investigation.

  1. Have you previously complained or provided information (verbal or written) about sexual

harassment at [Name of employer]? If yes, when and to whom did you complain or provide information?

Employees that file complaints with their employer might have the ability to get help or file claims with other entities including federal, state or local government agencies or in certain courts.

  1. Have you filed a claim regarding this complaint with a federal, state or local government

   agency?     ☐ Yes                        ☐ No

   Have you instituted a legal suit or court action regarding this complaint?

☐ Yes                        ☐ No

   Have you hired an attorney with respect to this complaint?

☐ Yes                        ☐ No

 

 

I request that [Name of employer] investigate this complaint of sexual harassment in a timely and confidential manner as outlined below, and advise me of the results of the investigation.

 

 

Signature: _______________________________ Date: _______________________

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting adoption of Resolution 2018-32. Approved 5-0.

The Secretary presented to the Board the resolution prepared by Mr. Glass to be voted upon by the Board regarding the Treasurer’s position being changed from elected to appointed, as well as the public notice and ballot form.

AT A MEETING OF THE BOARD OF FIRE COMMISSIONERS

OF THE EAST QUOGUE FIRE DISTRICT

OF THE TOWN OF SOUTHAMPTON, COUNTY OF SUFFOLK,

STATE OF NEW YORK

RESOLUTION TO MAKE FIRE DISTRICT TREASURER APPOINTIVE

2018- 33. WHEREAS, the state comptroller has prepared a uniform system of accounts for fire districts, and

WHEREAS, such system of accounts should be maintained by a person familiar with accounting procedures, and

WHEREAS, the present procedure of electing a treasurer does not necessarily result in the selection of a person so qualified, and

WHEREAS, subdivision 2-a of Town Law, §176 authorizes a board of fire commissioners to provide by resolution that a proposition shall be submitted at any annual fire district election, other than one at which a fire district treasurer is required to be elected, determining that the office of fire district treasurer shall be an appointive office, and

WHEREAS, a treasurer is not required to be elected at the annual fire district election to be held on the 11th day of December, 2018.

NOW, THEREFORE, pursuant to the authority contained in such law,

BE IT RESOLVED that the question "Shall the office of Treasurer of the East Quogue Fire District be appointive" shall be submitted to the voters qualified to vote upon a proposition at the annual election of the East Quogue Fire District to be held on the 11th day of December, 2018, and

BE IT FURTHER RESOLVED, that, if such proposition is approved, the office of Treasurer of the East Quogue Fire District shall be appointive beginning at the expiration of the term of office of the incumbent elected treasurer, such date being January 1, 2020.

Motion made by Commissioner Schaefer, Seconded by Commissioner Davonski and adopted by the following vote:

Ayes:   Commissioner Sacks

            Commissioner Jackson

            Commissioner Schaefer

            Commissioner Davonski

            Commissioner Mattera

Nays:   None

 

 

ANNUAL ELECTION OF

East Quogue FIRE DISTRICT

DECEMBER 11, 2018

 

 

            PLEASE TAKE NOTICE that the Annual Election of the East Quogue Fire District will take place on December 11, 2018, between the hours of 5:30 PM and 9:00 PM at the East Quogue Firehouse located at Montauk Highway and Bay Avenue, East Quogue, New York for the purposes of electing one Commissioner for a five year term commencing on January 1, 2019 and ending on December 31, 2023.

            Candidates for District Office shall file a petition signed by at least twenty-five (25) registered voters of the Fire District, which petition must be filed with the Secretary of the Fire District no later than November 21, 2018. Petition Forms may be obtained from the Fire District Secretary.

 

            NOTICE is further given that the following proposition shall be presented to the qualified voters of the Fire District at said Annual Election:

PROPOSITION

Effective January 1, 2020, shall the office of Treasurer of the East Quogue Fire District be appointive?

            All residents of the Fire District duly registered with the Suffolk County Board of Elections as of November 19, 2018 shall be eligible to vote.

            Please be advised that the Board of Elections of the Fire District shall meet on December 6, 2018 from 6:30 p.m. to 7:30 p.m. at the firehouse for the purpose of preparing the rolls of the registered voters of the Fire District.

           

Dated: November ___, 2018

                                                            BY ORDER OF THE BOARD OF FIRE

                                                            COMMISSIONERS OF THE

                                                            East Quogue FIRE DISTRICT

                                                            Town of Southampton, Suffolk County, New York

                                                            _________________________________________

                                                            By: LORRAINE GREGORY

                                                                   Fire District Secretary

2018-33. Whereas, Section 175-a of the Town Law, as amended, provides for a system of registration of Fire District elections; and

            Whereas, a register of eligible Fire District voters must be prepared prior to the Fire District election: and

            Now therefore, be it resolved that three resident election inspectors of the East Quogue Fire District, namely, Faith Erwin, Stephen M. Gregory, Jr. and Patricia Densieski be appointed to constitute the East Quogue Fire District Board of Elections for the 2018 Annual Fire District Election;

            And be it further resolved, that in case any of the members appointed therein are unable to assume or perform the duties required of them, the Board of Fire Commissioners will appoint alternates who are resident electors, namely, Linda DeRosa, Patricia Despres and Theresa Gregory;

            And be it further resolved, that the Chairman, Election Inspector and Poll Clerk be compensated in the amount of $50.00 for their services and attendance at the annual election which shall take place during the hours of 5:30 p.m. and 9:00 p.m.;

            And be it further resolved, that if clerical help is deemed necessary, this Board of Fire Commissioners will consider the appointment of such clerical persons upon the request of the Chairman of the Fire District Board of Elections.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting adoption of Resolution 2018-33. Approved 5-0.

NEW BUSINESS

A decision on cellular back up costing $1,671.26, plus monthly fee was tabled.

Commissioner Sacks advised the Board that Integrated Wireless had sent in the 2019 Service Contract. The cost will be $4,366.20.

ABSTRACT OF BILLS

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, approving the Abstract of Bills for the General Fund consisting of 43 checks totaling $54,714.13 and to authorize the transfer of $25,000.00 from the Money Market to the Checking Account. Approved 5-0. (Note: As mentioned in the Treasurer’s Report, a duplicate $50,000.00 transfer was made during an Internet transaction.)

At 8:30 p.m., there being no further business, a motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, to adjourn the meeting. Approved 5-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                    Lorraine Gregory, Secretary

 

[1] A non-employee is someone who is (or is employed by) a contractor, subcontractor, vendor, consultant, or anyone providing services in the workplace. Protected non-employees include persons commonly referred to as independent contractors, “gig” workers and temporary workers. Also included are persons providing equipment repair, cleaning services or any other services provided pursuant to a contract with the employer.

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2018 Proposed Budget Hearing

EAST QUOGUE FIRE DISTRICT

2018 PROPOSED BUDGET HEARING

OCTOBER 17, 2017

 

 

A Public Hearing was held for the purpose of reviewing the Proposed 2018 Budget for the East Quogue Fire District. The Hearing was called to order by Chairman Allyn Jackson at 7:00 p.m. Present were Commissioners James Schaefer and Allyn Jackson, Treasurer Nancy Knotoff, and Secretary Lorraine Gregory.

No one from the public attended the meeting to comment on the Proposed 2018 Budget.

Since there was no quorum, the Proposed 2018 Budget will be voted upon at the November 2, 2017 Regular Monthly Meeting.

At 7:20 p.m., there being no further business, a motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, to adjourn the meeting.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                           Lorraine Gregory, Secretary

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September Monthly Meeting Minutes 2018

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

SEPTEMBER 6, 2018

 

 

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Aaron Sacks at 7:30 p.m. Present were Commissioners Aaron Sacks, Allyn Jackson, James Schaefer, Jennifer Davonski and Michael Mattera, Chief Scott Davonski, First Assistant Chief Scott Flynn, Second Assistant Chief David Rosante, Firehouse Attendant David Schaffauer (left at 8:08 p.m.), First Responder Amit Patel (left at 8:00 p.m.), Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

 

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

A brief discussion ensued regarding the new phone system. Commissioner Jackson advised the Board that, according to the Fire Marshall, under Town Law, we cannot use Optimum (Cablevision) lines for alarms and that Optimum will not certify alarm lines. Commissioner Sacks will contact the Optimum representative for more information and suggested that we contact the Fire Marshall to see what documentation is required from Optimum.

Commissioner Sacks gave Mr. Schaffauer permission to purchase the Leaf Catcher Shoot and the Electric Power Washer.

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

  1. A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the purchase of the medical supplies requested, at a total cost of $1,653.93 (Hammer Medical - $438.31, Stryker - $950.00, Moore Medical - $178.10, Iron Duck - $87.55). Approved 5-0.

            After a brief discussion, a motion was made by Commissioner Jackson, seconded by Commissioner Mattera, authorizing the purchase of one (1) Stryker/McGrath Laryngoscope from Physio Control, Inc., at a cost of $2,745.50. Approved 5-0.

  1. Noted.
  2. Noted.
  1. A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, to reimburse Mr. Patel $175.00 for his ACLS Certification. Approved 5-0.
  1. A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing paid First Responder Amit Patel and Lieutenant Keith Phillips to attend the EMS World Expo Conference, in Nashville, Tennessee, October 29-November 2, 2018, at an approximate total cost of $6,500.00. Approved 5-0.
  1. On order.

MAINTENANCE REPORT

Work Order Report dated 8/1/18 to 9/6/18 was submitted to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - Approved above.

Requests 2.–3. - A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, granting permission for Sean McDermott to use the Meeting Room on November 10, 2018 and January 12, 2019 for Baby Showers. Approved 5-0.

Request 4. - A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of the fire prevention materials requested, at a total cost of $4,632.40 (Crown Awards - $269.54, Alert All Corp. - $4,362.86). Approved 5-0.

ITEMS FOR DISCUSSION

  1. Chief Davonski advised the Board that the Department had received the $1,500.00 grant for Wildland gear and equipment from the NYS DECA. However, the grant will be given only if the gear/equipment cost is more than $3,000.00, which it is. A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the District to reimburse the Department $2,000.00 to cover the cost of the gear/equipment requested as part of the NYS DECA grant. Approved 5-0.
  1. Progress.
  1. Commissioner Sacks advised the Chief to use the Red Alert System to input additional     7-6-1 maintenance issues so that they can be passed on to Fully Involved.

 

 

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, accepting the Minutes of the August 2, 2018 Regular Monthly Meeting. Approved 5-0.

TREASURER'S REPORT

A motion was made by Commissioner Davonski, seconded by Commissioner Mattera, adopting the Proposed 2019 Budget in the amount of $1,470,000.00 which is under the 2% Tax Cap. Approved 5-0.

A motion was made by Commissioner Mattera, seconded by Commissioner Jackson, authorizing the Treasurer, Nancy Knotoff, to make transfers from the Money Market Account to the Checking Account via the Internet and to provide Commissioner Schaefer with printed confirmations. Approved 5-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, approving the Treasurer’s Report as submitted. Approved 5-0.

 

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board.

OLD BUSINESS

Commissioner Mattera advised the Board that the fences will be replaced by the end of the month.

Commissioner Davonski advised the Board and the Chiefs that the Intercom System has been installed in 7-6-16.

Commissioner Jackson advised the Board that the East Quogue School is in favor of the shelter and that a meeting should be scheduled at the firehouse with all involved agencies.

Commissioner Jackson also advised the Board that he had called Commander to discuss the numerous invoices received regarding the generator repairs. As yet, he has not received a return call.

Commissioner Jackson asked Commissioner Sacks if there was any progress with the Town’s Radio System. Commissioner Sacks will follow up on this project.

Commissioner Sacks advised the Board that Command Fire Apparatus has made an offer to purchase 7-6-5 for $15,000.00. A resolution was drawn up and states as follows:

2018-31. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept the offer from Command Fire Apparatus to purchase the 1993 Seagrave 1250 GPM Pumper - 7-6-5, as is, with no equipment included, for $15,000.00.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting adoption of Resolution 2018-31. Approved 5-0.

NEW BUSINESS

A motion was made by Commissioner Jackson, seconded by Commissioner Mattera, granting permission for Commissioners Schaefer and Davonski to hire two additional On Call First Responders. Approved 5-0.

Commissioner Jackson stated that the Board should consider updating the Radio Room. This project may cost as much as $100,000.00 and, perhaps, the Board should consider hiring a grant writer and applying for a grant. Chief Flynn stated that the other alternative would be going with Hampton Bays for radio coverage. Commissioner Schaefer stated that the cost may be as much as $26,000.00 a year.

At 8:30 p.m., a motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, calling the meeting into Executive Session to discuss the proposed acquisition of real property, increasing paid staff and changing the Treasurer’s position from elected to appointed. Approved 5-0. (Note: At this point, the Chiefs left the meeting.)

At 8:55 p.m., a motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, calling the meeting out of Executive Session. Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Mattera, to put to vote in conjunction with the December 11, 2018 Commissioner’s Election that, effective January 1, 2019, the position of Treasurer shall be an appointed position rather than an elected one. Approved 5-0. (Note: Mr. Glass will be asked to prepare the necessary paperwork.)

ABSTRACT OF BILLS

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, approving the Abstract of Bills for the General Fund consisting of 32 checks totaling $21,715.65 and to authorize the transfer of $50,000.00 from the Money Market to the Checking Account. Approved 5-0.

At 8:58 p.m., there being no further business, a motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, to adjourn the meeting. Approved 5-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   Lorraine Gregory, Secretary

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2019 Proposed Budget

Please click on the link and then click view to see 2019 budget information

2019 Budget Summary

2019 Budget Worksheet

2019 Budget Worksheet Appropriations pg3

2019 Budget Worksheet Appropriations pg4

Addendum to the 2019 Proposed Budget

 

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Monthly Meeting Minutes August 2018

EAST QUOGUE FIRE DISTRICT
REGULAR MONTHLY MEETING
AUGUST 2, 2018

 

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Aaron Sacks at 7:30 p.m. Present were Commissioners Aaron Sacks, Allyn Jackson, James Schaefer and Michael Mattera, First Assistant Chief Scott Flynn, Firehouse Attendant David Schaffauer (left at 7:50 p.m.), Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

 

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

1. Commissioner Sacks stated that there may be a trade value and will check further.

2. A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing the purchase of one (1) Leaf Catcher Shoot for the John Deere mower, at a cost not to exceed $150.00. Approved 4-0.

3. A motion was made by Commissioner Jackson, seconded by Commissioner Mattera, authorizing the purchase of one (1) Electric Power Washer, at a cost not to exceed $360.00. Approved 4-0.

4. Noted.

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing the purchase of the medical supplies requested from Hammer Medical, at a total cost of $415.98. Approved 4-0. (Note: The request for the Stryker Laryngoscope was tabled until further clarification. The Stryker Stretcher Battery is categorized as Maintenance.)

MAINTENANCE REPORT

Work Order Report dated 7/5/18 to 8/2/18 was submitted to the Board.

Mr. Schaffauer advised the Board that Commander will be coming out again to fix the generator. They have been here several times and the problem has not yet been corrected. Ms. Knotoff advised the Board that she has not paid any of the bills received and that the District has a Service Contract and should not have been billed.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - Tabled.

Request 2. - Meter on hand and given to First Assistant Chief Flynn.

ITEMS FOR DISCUSSION

1. A motion was made by Commissioner Mattera, seconded by Commissioner Jackson, granting permission for Brian Franks to prepare a grant for Wildland gear and equipment from the NYS DEC and that the Board agrees to match the fee of up to $1,500.00 for the grant writer if the Department receives the grant. Approved 4-0.

2. Progress.

3. Commissioner Sacks stated that the Chiefs and the Officers should provide the Board with the reasons why a boat is needed. Commissioner Jackson expressed his opinion that there is no need for a boat.

4. Commissioner Sacks stated that Chief Davonski should check with Commissioner Davonski regarding the status of the intercom system for 7-6-16.

A motion was made by Commissioner Sacks, seconded by Commissioner Mattera, authorizing the purchase of ten (10) pairs (assorted sizes) of Wildfire Firefighter Gloves, at a cost not to exceed $500.00. Approved 4-0.

Commissioner Sacks suggested that the purchase of new brush truck helmets might also be included in the grant.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, accepting the Minutes of the July 5, 2018 Regular Monthly Meeting, with noted corrections. Approved 4-0.

TREASURER'S REPORT

After a brief discussion regarding time cards, Ms. Knotoff will contact Mr. Glass for clarification. Commissioner Sacks suggested that, after Mr. Glass makes his comments, Mr. Patel forward a memo to the On Call First Responders outlining Mr. Glass’ comments and that the On Call First Responders be required to confirm receipt of the memo.

Ms. Knotoff advised the Board that she will leave the Capital One bank accounts open until the new accounts with Bridgehampton National Bank are fully established.

A 2019 budget workshop was scheduled for August 23, 2018, at 7:30 p.m.

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, approving the Treasurer’s Report as submitted. Approved 4-0.

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including an order form from Looseleaf Law Publications for the 2019 EMS & Fire Personnel Updates.

OLD BUSINESS

Commissioner Schaefer presented a County Contract #FFFIR-062416 proposal from RFC (Residential Fences Corp.) for the replacement of the fences on the East and South sides of the property as follows:

Perimeter 6’ Fence – North Property Line $3,787.00 (East side of property)
Perimeter 4’ Fence – East Property Line $5,905.00 (South side of property) or
Perimeter 6’ Fence – East Property Line $7,815.00

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, accepting the County Contract #FFFIR-062416 proposals from RFC (Residential Fences Corp.) for the replacement of the fences as follows: Perimeter 6’ Fence – North Property Line - $3,787.00, Perimeter 4’ Fence – East Property Line - $5,905.00 or Perimeter 6’ Fence – East Property Line - $7,815.00. Approved 4-0. (Note: Commissioner Mattera will contact the homeowner on the East Property Line to see if they would prefer a 4’ or 6’ fence.)

Commissioner Jackson advised the Board that he had met with the Town’s representative, Stephen Troyd (Code Enforcement), regarding the emergency shelter at the East Quogue School. The Town is in favor of the shelter. Mr. Troyd has been in contact with the Red Cross, but Commissioner Jackson has no word as to what transpired. The school has not responded to Commissioner Jackson’s letter.

At 8:25 p.m., a motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, calling the meeting into Executive Session to discuss the proposed acquisition of real property. Approved 4-0.

At 8:30 p.m., a motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, calling the meeting out of Executive Session. Approved 4-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, accepting the proposal from RVI (Rescue Vehicles, Inc.) for custom shelving, a tray for the ram, pac mounts and securing of the portable pump for 7-6-7, at a total cost of $5,125.00. Approved 4-0.

Commissioner Jackson advised the Board that he had followed up on the project of replacing the old siren and mounting a new siren on the antenna. An electronic siren would cost approximately $15,000.00 – $17,000.00 and, in his opinion, was not as reliable as the mechanical. Federal makes two mechanical sirens and they cost much less than the electronic. Commissioner Jackson’s opinion is that the Board consider replacing the siren.

Commissioner Sacks advised the Board that he had been in contact with two wholesalers regarding the sale of 7-6-5. Neither of them have come out to see the vehicle. Commissioner Sacks sent information to one and was quoted a price of $12,000.00 to $20,000.00 depending on what equipment was on the vehicle. No equipment is included. The vehicle will be offered for sale to the wholesalers and advertised on Craig’s List.

A resolution was drawn up and states as follows:

2018-30. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to declare the 1993 Seagrave1250 GPM Pumper, 7-6-5, as surplus property and to offer it for sale with a minimum offer of $15,000.00.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, accepting adoption of Resolution 2018-30.

At 8:45 p.m., a motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, calling the meeting into Executive Session to discuss the proposed sale of equipment. Approved 4-0.

At 8:47 p.m., a motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, calling the meeting out of Executive Session. Approved 4-0.

NEW BUSINESS

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the proposal from Firefighters Equipment of N.Y. for the annual turnout gear (coat and pants) inspection, at a cost of $11.00 per set. Approved 4-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, approving the purchase of two (2) 2019 EMS & Fire Personnel Legal Guide to NYS Town Law Updates, at a total cost of $72.35. Approved 4-0.

 

 

ABSTRACT OF BILLS

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, approving the July 25, 2018 Abstract of Bills for the Apparatus Reserve Fund consisting of 1 check amounting to $50,000.00, the Abstract of Bills for the General Fund consisting of 33 checks totaling $37,613.14, the Abstract of Bills for the Apparatus Reserve Fund consisting of 1 check amounting to $29,098.00 and the Abstract of Bills for the Communications Reserve Fund consisting of 1 check amounting to $22,145.00 and to authorize the transfer of $50,000.00 from the Money Market to the Checking Account. Approved 4-0.

At 9:05 p.m., there being no further business, a motion was made by Commissioner Mattera, seconded by Commissioner Jackson, to adjourn the meeting. Approved 4-0.

 

Submitted by
Lorraine Gregory, Secretary

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Notice of Public Hearing

NOTICE OF PUBLIC HEARING

EAST QUOGUE FIRE DISTRICT

 

 

            PLEASE TAKE NOTICE that a Public Hearing will be held on October 16, 2018 at 7:00 p.m. (prevailing time) at the main firehouse located at Montauk Highway and Bay Avenue, East Quogue, New York.

            The purpose of the Public Hearing will be to permit public review of the proposed budget for the East Quogue Fire District for fiscal year 2019.

            PLEASE TAKE FURTHER NOTICE that a copy of the proposed budget has been filed with the Town Clerk and is available for review at that office and is also available for review at the Office of the Board of Fire Commissioners, Monday through Friday, between the hours of 9:00 a.m. and 4:00 p.m.

Dated: September 27, 2018

BY ORDER OF THE BOARD

OF FIRE COMMISSIONERS OF THE

EAST QUOGUE FIRE DISTRICT

Town of Southampton

Suffolk County, New York

By: Lorraine Gregory

       Fire District Secretary

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Monthly meeting minutes for July 2018

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

JULY 5, 2018

 

 

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Aaron Sacks at 7:30 p.m. Present were Commissioners Aaron Sacks, Allyn Jackson and Jennifer Davonski, Chief Scott Davonski, Firehouse Attendant David Schaffauer (left at 8:11 p.m.), Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

 

 

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

  1. 1. Commissioner Sacks stated that there may be a trade value and will check further.
  1. 2. Noted.
  1. 3. Noted.

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

  1. 1. A motion was made by Commissioner Davonski, seconded by Commissioner Jackson, authorizing the purchase of the medical supplies requested, at a total cost of $2,345.82 (Hammer Medical - $177.17, Zoll Medical - $1,706.25, BoundTree Medical - $462.40). Approved 3-0.
  1. 2. Noted.
  1. 3. Noted.
  1. 4. A resolution was drawn up and states as follows:

            2018-28. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to declare the outdated ambulance safes as surplus property and to dispose of them.

A motion was made by Commissioner Davonski, seconded by Commissioner Jackson, accepting adoption of Resolution 2018-28. Approved 3-0.

  1. 5. A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, approving the purchase of Work T-Shirts for the Firehouse Attendant and the On Call First Responders, at a cost of up to $500.00. Approved 3-0.

MAINTENANCE REPORT

Work Order Report dated 5/3/18 to 7/5/18 was submitted to the Board.

With regard to the light bar on 7-6-7, Commissioner Sacks will review the light bar with the Chief and will then make a determination as to whether it can be repaired or replaced.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, authorizing the purchase of one (1) 18V Milwaukee Band Saw to replace the one in the Man vs. Machine Kit on 7-6-11, from True Value Hardware, at an approximate cost of $599.00. Approved 3-0.

Request 2. - A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, granting permission for the Department to hold the EMT Classes in the Meeting Room. Approved 3-0.

ITEMS FOR DISCUSSION

  1. 1. Expected to be in service by July 13, 2018.
  1. 2. The Board will discuss further at a future meeting or workshop.
  1. 3. Commissioner Davonski presented the following proposals for an intercom system for 7-6-16:

Specialty Fleet Services, LLC. - $1,028.25

(Intercom and Installation)

Integrated Wireless Technologies - $$1,093.00

(Intercom)

A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, accepting the proposal from Specialty Fleet Services, LLC. for the purchase and installation of an intercom system on 7-6-16, in the amount of $1,028.25. Approved 3-0.

  1. 4. Commissioner Sacks stated that Mr. Glass had advised him that District funds may not be used to pay for a physical fitness program for the Ladies Auxiliary members. (Note: Several years ago, this question was posed to Mr. Glass and his advice was the same.)
  1. 5. Discussed under Maintenance.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

With regard to the Civil Service/On Call First Responder issue, Commissioner Jackson will discuss this with other Districts at the upcoming Suffolk County Fire Districts Meeting to see if they are having this problem with Suffolk County Civil Service.

MINUTES

A motion was made by Commissioner Davonski, seconded by Commissioner Jackson, accepting the Minutes of the June 7, 2018 Regular Monthly Meeting. Approved 3-0.

TREASURER'S REPORT

Ms. Knotoff advised the Board that the Audit Report had been filed and that the Secretary will be posting the Public Notice in the “Southampton Press – Western Edition”.

Ms. Knotoff also advised the Board that she spoke with representatives from Empire Bank (closest branch is in Shirley) and Bridgehampton National Bank (BNB) (local). After a brief discussion a resolution was drawn up and states as follows:

2018-29. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept Bridgehampton National Bank (BNB) as a depository for the District and that Nancy Knotoff, as Treasurer, be designated as the sole official to sign checks for the District and that checks amounting to more than $5,000.00 be signed by Nancy Knotoff, as Treasurer, and either Aaron Sacks, as Chairman, or Allyn Jackson, as Commissioner.

A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, accepting adoption of Resolution 2018-29. Approved 3-0.

Ms. Knotoff brought up for discussion the upcoming conference of the Association of Fire Districts of the State of New York. After a brief discussion, a motion was made by Commissioner Jackson, seconded by Commissioner Davonski, granting permission for four (4) members of the Board to attend the upcoming Association of Fire Districts of the State of New York Annual Conference, in Saratoga Springs, New York, October 12-14, 2018, at an approximate total cost of $1,500.00 per member. Approved 3-0.

A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, approving the Treasurer’s Report as submitted. Approved 3-0.

 

 

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board. The Secretary advised the Board that a FOIL Request was received from OSHA regarding the recent fire at Loper’s.

OLD BUSINESS

Commissioner Jackson advised the Board that the storage cages in the basement are finished and suggested that the Department review the items presently stored in the basement and discard what is no longer needed.

Commissioner Sacks advised the Board that the new phone system installation is complete. Chief Davonski will notify all concerned regarding the new system.

NEW BUSINESS

After a brief discussion regarding allowing 7-6-11 to be used in Quogue to correct a problem the Quogue Fire Department is having with their siren, the Board unanimously decided not to loan the vehicle out because of the liability issue.

The Secretary will post a Public Notice in the “Southampton Press – Western Edition” regarding the 2019 Budget Workshop scheduled for July 25, 2018 and the possibility of a second workshop scheduled for August 22, 2018.

Commissioner Jackson reminded the Chief that it should be the goal to keep the On Call First Responders in the District, whenever possible, and not to send them out to neighboring districts if they were not needed. The Chief will handle.

At 8:40 p.m., a motion was made by Commissioner Sacks, seconded by Commissioner Davonski, calling the meeting into Executive Session to discuss the proposed acquisition of real property. Approved 3-0.

At 8:45 p.m., a motion was made by Commissioner Davonski, seconded by Commissioner Jackson, calling the meeting out of Executive Session. Approved 3-0.

ABSTRACT OF BILLS

A motion was made by Commissioner Davonski, seconded by Commissioner Jackson, approving the Abstract of Bills for the General Fund consisting of 41 checks totaling $37,911.58 and the Abstract of Bills for the Apparatus Reserve Fund consisting of 1 check amounting to $7,350.00 and to authorize the transfer of $60,000.00 from the Money Market to the Checking Account. Approved 3-0.

At 9:45 p.m., there being no further business, a motion was made by Commissioner Davonski, seconded by Commissioner Jackson, to adjourn the meeting. Approved 3-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   Lorraine Gregory, Secretary

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Monthly Meeting Minutes June 2018

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

JUNE 7, 2018

 

 

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Aaron Sacks at 7:30 p.m. Present were Commissioners Aaron Sacks, Allyn Jackson, James Schaefer, Jennifer Davonski and Michael Mattera, Chief Scott Davonski, First Assistant Chief Scott Flynn, Firehouse Attendant David Schaffauer (left at 8:00 p.m.), Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

  1. 1. Noted.

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

  1. 1. A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, authorizing the purchase of the medical supplies requested, at a total cost of $1,114.60 (Hammer Medical - $569.86, Moore Medical - $500.74, BoundTree Medical - $44.00). Approved 5-0.
  1. 2. A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the renewal of the Zoll Extended Warranty on the 3X Series Monitors, in the amount of $3,953.25. Approved 5-0.
  1. 3. Noted.

MAINTENANCE REPORT

Work Order Report dated 5/1/18 to 6/6/18 was submitted to the Board.

Commissioner Jackson advised the Board that he had no updated information on the new 7-6-16’s AC issue. Commissioner Sacks advised that Ford came in and did a retro fit.

Mr. Schaffauer advised the Board that there is still a problem with Marine 1 regarding water coming into the boat.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - A motion was made by Commissioner Mattera, seconded by Commissioner Davonski, authorizing the purchase of seven (7) sets of Member badges and pins, at an approximate total cost of $225.00 per set. Approved 5-0.

Request 2. - A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, authorizing the purchase of twenty (20) Ties and White Gloves, at a total approximate cost of $300.00. Approved 5-0.

Request 3. - Removed from Chief’s Report.

Request 4. - A motion was made by Commissioner Davonski, seconded by Commissioner Mattera, granting permission for Bill Potter to use the Meeting Room on July 11, 2018 for the Red Knights 25 monthly meeting. Approved 5-0.

ITEMS FOR DISCUSSION

  1. 1. Available the second week in July.
  1. 2. Mr. Schaffauer is monitoring.
  1. 3. Commissioner Davonski is waiting for price quotes.
  1. 4. Commissioner Jackson will discuss with Mr. Glass.
  1. 5. Physicals:

a.) Eric Rosante and David Rosante have not yet taken their physicals.

b.) If, after coming off of Military Leave, Eric Rosante has not had his physical, he will be considered a Class C firefighter and will have 30 days to complete his physical in order to be classified as an “A”. If he does not comply, he will be suspended.

           

c.) A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing Chief Davonski to suspend Second Assistant Chief David Rosante for not having taken his physical in a timely manner and to also suspend his use of the District’s vehicle.

            d.) Mark Rist and Lance Mion will be resigning from the Department.

At 8:05 p.m., a motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, calling the meeting into Executive Session to discuss a discipline matter. Approved 5-0.

At 8:18 p.m., a motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, calling the meeting out of Executive Session. Approved 5-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, stating that it is the Board’s opinion that Andrew Pisaneschi has served time for his suspension and that the Chairman will notify him, in writing, that his driving privileges are suspended until he has completed an EVOC course. Approved 5-0.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

With regard to Mr. Glass’ e-mail, Commissioner Sacks advised the Board that the Driver Training & Response Policy is already part of the District’s Policy and Procedures Manual.

MINUTES

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, accepting the Minutes of the May 3, 2018 Bid Opening – Stryker Power Loading System and Stretcher Upfit Kit and the May 3, 2018 Regular Monthly Meeting. Approved 5-0.

TREASURER'S REPORT

Ms. Knotoff asked the Board if the District would be willing to host a Retirement Workshop – all agreed.

Ms. Knotoff advised the Board that, because of banking rules, bank charges and the lack of interest on the accounts at the District’s present depository, she would like to research a more consumer friendly bank and, perhaps, consider transferring funds to that bank.

Ms. Knotoff also advised the Board that a transfer would have to be made. A resolution was drawn up and states as follows:

2018-26. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $2,308.54 from VFBL – 640-001 to Public Liability Insurance – 400-001.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, accepting adoption of Resolution 2018-26. Approved 5-0.

Ms. Knotoff also reminded the Board that she had advised them, via e-mail, regarding the transfer of $2,500.00 to the Checking Account to cover Payroll.

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, approving the Treasurer’s Report as submitted. Approved 5-0.

 

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the SCWA regarding the testing of the backflow devices at the Main Firehouse and Station 2 and a letter from the East Quogue Fire Department regarding the resignation of Garrett Benham from the Department.

OLD BUSINESS

Commissioner Schaefer advised the Board that he has not yet received proposals from the fence company.

If convenient for all, a meeting will be scheduled for Wednesday, June 20, 2018 with Hometown and the investment representatives. Commissioner Schaefer will coordinate the meeting.

Commissioner Jackson advised the Board that he will formulate letters to the School Board and the Town Board regarding setting up an emergency shelter at the school.

Commissioner Sacks advised the Board that the Cancer Care insurance premium would cost between $18,000.00 and $20,000.00.

After a brief discussion regarding the proposal from DJJ Technologies for the upgrading of the phone system, a resolution was drawn up and states as follows:

2018-27. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept the proposal from DJJ Technologies for the upgrading of the phone system at the Main Firehouse and Station 2, at a total cost of $22,145.00.

A motion was made by Commissioner Davonski, seconded by Commissioner Jackson, accepting adoption of Resolution 2018-27. Approved 5-0.

A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, accepting the proposal from Touchboards for one (1) Sharp PN-C703BPKG2 70” Interactive Display Bundle with PC and Cart, at a cost of $5,032.56. Approved 5-0.

Commissioner Sacks advised the Board that the Town’s Police Department Red Alert updates may be available by July.

Commissioner Sacks also advised the Board that Waterway will be doing the annual hose testing.

NEW BUSINESS

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, accepting the resignation of Garrett Benham from the Department, pending the return of all of the equipment and materials issued to him by the District. Approved 5-0.

ABSTRACT OF BILLS

A motion was made by Commissioner Mattera, seconded by Commissioner Sacks, approving the Abstract of Bills for the General Fund consisting of 43 checks totaling $37,702.16 and to authorize the transfer of $65,000.00 from the Money Market to the Checking Account. Approved 5-0.

At 9:20 p.m., there being no further business, a motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, to adjourn the meeting. Approved 5-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   Lorraine Gregory, Secretary

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Audit by the independent public accountant

PUBLIC NOTICE

 

 

 

            NOTICE IS HEREBY GIVEN that the fiscal affairs of the East Quogue Fire District for the period beginning on January 1, 2017 and ending on December 31, 2017, have been examined by an independent public accountant, and that the report of the external audit by the independent public accountant has been filed in my office where it is available as a public record for inspection by all interested persons. Pursuant to section 181-b of the Town Law, the Board of Fire Commissioners of the East Quogue Fire District shall prepare a corrective action plan in response to any findings contained in the annual external audit report within ninety days of receipt of such report and such response shall be filed in my office as a public record for inspection by all interested persons.

Dated: July 5, 2018

                                                                        BY ORDER OF THE BOARD OF

                                                                        FIRE COMMISSIONERS OF THE

                                                                        EAST QUOGUE FIRE DISTRICT

                                                                        Town of Southampton, County of Suffolk,

                                                                        State of New York

                                                                        _______________________________

                                                                        By: LORRAINE GREGORY

                                                                        Fire District Secretary

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2019 Budget Workshop

PUBLIC NOTICE

 

 

NOTICE IS HEREBY GIVEN that the Board of Fire Commissioners will be holding a Workshop at the Main Firehouse, 465 Montauk Highway, East Quogue, New York on July 25, 2018, at 7:30 p.m., to discuss the 2019 Fire District Budget. If necessary, a workshop will also be scheduled for August 22, 2018, at 7:30 p.m.

Dated: July 5, 2018

                                                                        BY ORDER OF THE BOARD OF

                                                                        FIRE COMMISSIONERS OF THE

                                                                        EAST QUOGUE FIRE DISTRICT

                                                                        Town of Southampton, County of Suffolk

                                                                        State of New York

                                                                        __________________________________

                                                                        By: LORRAINE GREGORY

                                                                        Fire District Secretary

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Bid Opening Stryker Power load system

EAST QUOGUE FIRE DISTRICT

BID OPENING – STRYKER POWER LOADING SYSTEM

AND STRETCHER UPFIT KIT

MAY 3, 2018

 

The bid opening was called to order by Chairman Aaron Sacks at 7:15 p.m. Present were Commissioners Aaron Sacks, Allyn Jackson, James Schaefer and Michael Mattera, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

The following bid was received:

                        Specialty Vehicles - Power Load                    $23,923.00

                                                           Power Load Upfit

                                                             on existing cot $ 3,500.00

                                                           Labor                            $ 1,675.00

                                                           Total                             $29,098.00

After a brief discussion, a resolution was drawn up and states as follows:

2018-24. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept the bid from Specialty Vehicles for the purchase and installation of a Stryker Power Load System and Stretcher Upfit Kit, in the total amount of $29,098.00.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, accepting the adoption of Resolution 2018-24. Approved 4-0.

At 7:20 p.m., a motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, to adjourn the bid opening.

Submitted by:

Lorraine Gregory, Secretary

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May's Meeting Minuets 2018

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

MAY 3, 2018

 

 

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Aaron Sacks at 7:30 p.m. Present were Commissioners Aaron Sacks, Allyn Jackson, James Schaefer and Michael Mattera, First Assistant Chief Scott Flynn, First Responder Amit Patel (left at 8:15 p.m.), Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, approving the purchase of a Model #20378 Toro 22” Variable Speed Self-Propelled Mower from Loper’s, at a cost of $319.00. Approved 4-0.

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

  1. 1. A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, authorizing the purchase of the medical supplies requested, at a total cost of $1,053.92 (BoundTree Medical - $684.89, Moore Medical - $369.03). Approved 4-0.
  1. 2. The MedixSafes are not available on State Bid and will be ordered from a supplier.

MAINTENANCE REPORT

Work Order Report dated 4/5/18 to 5/3/18 was submitted to the Board.

Commissioner Sacks advised the Board of the following:

7-6-8 - Progress.

7-6-11 - Back in service.

7-6-16 - Back from auto body shop. Out-of-service tomorrow to have AC repaired.

Marine 1 - Back in service by end of week or beginning of next week.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, authorizing the purchase of straps for the hose packs on 7-6-1 and 7-6-5/8 from Coastal Fire Systems, at a total cost of $223.00. Approved 4-0.

Request 2. - A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of fifty five (55) Lock Boxes for the gear racks from Firematic Supply, at a total cost of $1,925.00 ($35.00 each). Approved 4-0.

Request 3. - A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, granting permission for the Meeting Room and apparatus to be used for the East Quogue Elementary School Kindergarten Class visit on May 18, 2018. Approved 4-0.

Request 4. - A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, granting permission for Brianna Gladding to use the Meeting Room on June 10, 2018 for a birthday party. Approved 4-0.

ITEMS FOR DISCUSSION

  1. 1. Progress.
  1. 2. Bid from Specialty Vehicles previously approved.
  1. 3. Expected to be in service next week.

First Assistant Chief Flynn advised the Board that five members were sent e-mails regarding not having taken their physicals.

 

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

Commissioner Jackson brought up for discussion the clarification regarding the title for On Call First Responders. After a brief discussion, the Board decided to address the issue at the upcoming meeting of the Suffolk County Fire District Officers Association and to see if other Districts are experiencing the same problem with Civil Service. Depending on the outcome, the Association may be willing, on the part of the Districts, to forward a letter to Civil Service regarding the discrepancy. Ms. Knotoff advised the Board that when she submits paperwork to Civil Service and indicates “Call In” on the Civil Service form, the form is returned to her with “Call In” crossed out and “Part Time” written in.

MINUTES

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, accepting the Minutes of the April 5, 2018 Regular Monthly Meeting. Approved 4-0.

TREASURER'S REPORT

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, approving the Treasurer’s Report as submitted. Approved 4-0.

 

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a Meeting Room request from the Hampton Point Association, a copy of the letter sent by the Suffolk County Department of Civil Service to William Glass, Esq. regarding the On Call First Responder job classification and a letter from the East Quogue Fire Department regarding the resignation of Steve Mangusso from the Department.

OLD BUSINESS

Commissioner Mattera presented a lease proposal from EBS for a Sharp Interactive Whiteboard. No further discussion.

Commissioner Schaefer reminded the Board that the fences at the Main Firehouse and Station 2 are in need of repair.

Commissioner Sacks presented proposals from Westhampton Tree Works for landscaping work to be done at the Main Firehouse and Station 2.

A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, accepting the proposals from Westhampton Tree Works which include pruning, leaf clean up and five applications of lawn fertilization to the grounds at the Main Firehouse and Station 2, at a cost of $3,600.00. Approved 4-0. (Note: The Board chose not to include the tree removals in the acceptance of the proposals.)

Commissioner Jackson will get proposals for the detailing of the vehicles.

Commissioner Sacks presented a proposal from Avaya, in the amount of $20,705.00, for the upgrading of the phone system. After a brief discussion, a resolution was drawn up and states as follows:

2018-25. BE IT RESOLVED, pursuant to the provisions of the General Municipal Law and the Town Law of the State of New York, that a sum not to exceed $25,000.00 be expended from the Communications Reserve Fund of said Fire District for the replacement of the telephone systems at the Main Firehouse and the Substation, and be it

            FURTHER RESOLVED, that this resolution is adopted subject to a permissive referendum as provided in the General Municipal Law of the State of New York, and be it

            FURTHER RESOLVED, that the Secretary of the Fire District shall, within ten working days of the adoption of this resolution, publish a notice within the official newspaper of the Fire District setting forth the date of the adoption of the resolution and an abstract of the resolution concisely stating the purpose and effect thereof and that the resolution was adopted subject to a permissive referendum.

A motion was made by Commissioner Jackson, seconded by Commissioner Mattera, accepting adoption of Resolution 2018-25. Approved 4-0.

NEW BUSINESS

Commissioner Jackson suggested holding a drill with the Department members as an informational presentation as to what benefits are available to them as volunteers – Workers’ Compensation, LOSAP, gym membership, etc. A workshop was scheduled for May 23, 2018, at 7:00 p.m. for further discussion.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing the purchase and installation of a bronze plaque on 7-6-1, at an approximate cost of $500.00. Approved 4-0.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing the purchase of 100 key fobs from JA Systems, at a cost of $5.00 per fob. Approved 4-0.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, granting permission for the Hampton Point Association to use the Meeting Room for its Annual Meeting on July 21, 2018. Approved 4-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, accepting the resignation of Steve Mangusso, pending the return of all of the equipment and materials issued to him by the District. Approved 4-0.

ABSTRACT OF BILLS

A motion was made by Commissioner Mattera, seconded by Commissioner Jackson, approving the Abstract of Bills for the General Fund consisting of 37 checks totaling $77,503.78 and to authorize the transfer of $85,000.00 from the Money Market to the Checking Account. Approved 4-0.

At 8:53 p.m., there being no further business, a motion was made by Commissioner Mattera, seconded by Commissioner Jackson, to adjourn the meeting. Approved 4-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   Lorraine Gregory, Secretary

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April Monthly Meeting 2018

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

APRIL 5, 2018

 

 

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Aaron Sacks at 7:30 p.m. Present were Commissioners Aaron Sacks, Allyn Jackson, James Schaefer, Jennifer Davonski and Michael Mattera, Chief Scott Davonski, Firehouse Attendant David Schaffauer (left at 7:50 p.m.), First Responder Amit Patel (left at 8:00 p.m.), Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

  1. 1. Noted.
  1. 2. Noted.
  1. 3. Commissioner Sacks instructed Mr. Schaffauer to hire an electrician to install a new Panasonic fan.
  1. 4. No decision.

EMS REPORT

See attached report.

STAFF REPORT

  1. 1. Noted.
  1. 2. A resolution was drawn up and states as follows:

2018-23. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to remove Jeffrey Matheson from the On Call Fire Responder Rolls.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, approving adoption of Resolution 2018-23. Approved 5-0.

The Board will keep a total of ten On Call First Responders on the Roll and gave Commissioners Schaefer and Davonski the authority to hire additional personnel as needed.

EQUIPMENT AND SUPPLIES

  1. 1. A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of the medical supplies requested, at a total cost of $3,439.05 (Hammer Medical - $3,401.55, BoundTree Medical - $37.50). Approved 5-0.
  1. 2. A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the renewal of the Clinical Clean contract. Approved 5-0.
  1. 3. A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, approving the purchase of four (4) MedixSafe – MS2-HID Biometric Fingerprint TCP/IP Electronic Security Narcotics Cabinets (one with WiFi), at a total cost of $7,350.00. Approved 5-0.
  1. 4. A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase of a new recliner for the EMS Room, at a cost not to exceed $325.00. Approved 5-0.
  1. 5. Noted.
  1. 6. Noted.
  1. 7. Noted.
  1. 8. Commissioner Davonski advised the Board that, if 7-6-81 is used as an ALS vehicle, it will have to be certified, but if it is used only when the 80 car is out of service, it does not need to be certified.

MAINTENANCE REPORT

Work Order Report dated 3/1/18 to 4/5/18 was submitted to the Board.

Commissioner Jackson advised the Board of the following:

7-6-4   -   Shorting out. There may be a problem with the invertor.

7-6-2   -   Governor was replaced under warranty.

After a brief discussion regarding repairs to 7-6-11, a motion was made by Commissioner Jackson, seconded by Commissioner Davonski, accepting the evaluation/proposal submitted by RVI for the necessary repairs to 7-6-11, at an approximate cost of $28,627.73. Approved 5-0.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing the purchase of six (6) large SCVA Facepieces from Coastal Fire Systems, at a total cost of $1,806.00. Approved 5-0.

Request 2. - A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, authorizing an On Call First Responder to cover the overnight shift on the night of the Inspection Dinner (May 5 – May 6, 2018). Approved 5-0.

Request 3. - The Board approved storing the Mack pumper in Station 2 while 7-6-11 is out of service being repaired.

ITEMS FOR DISCUSSION

  1. 1. A motion was made by Commissioner Davonski, seconded by Commissioner Jackson, approving the purchase of two (2) new tri-pod lights for 7-6-7, at a cost of $3,492.00. Approved 5-0.
  1. 2. Progress.
  1. 3. The stretcher will be put out to bid next month.
  1. 4. Certain repairs will be done when the weather warms up.
  1. 5. Noted.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

At 8:42 p.m., a motion was made by Commissioner Jackson, seconded by Commissioner Sacks, calling the meeting into Executive Session to discuss a Civil Service issue and the proposed acquisition of real property. Approved 5-0.

At 8:56 p.m., a motion was made by Commissioner Mattera, seconded by Commissioner Jackson, calling the meeting out of Executive Session. Approved 5-0.

The Board will request Mr. Glass to attend the April Workshop.

MINUTES

A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, accepting the Minutes of the March 1, 2018 Regular Monthly Meeting. Approved 5-0.

TREASURER'S REPORT

Ms. Knotoff reminded the Board and the Chief that she needs copies of the State Contract for the items previously purchased off the contract.

Ms. Knotoff asked whether or not the Department members signed the Code of Ethics.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, approving the Treasurer’s Report as submitted. Approved 5-0.

 

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the East Quogue Fire Department regarding the application of Briana Gladding to rejoin the Department as a probationary member, a Meeting Room request from the Southampton Pines Homeowners’ Association and a letter from the Southampton Town Clerk regarding RES-2018-291.

OLD BUSINESS

Commissioner Schaefer reminded the Board about moving the cooler to the outside of the Steel Building.

The Chief advised the Board that, due to the fact that Butch Danowski will be receiving an award for 50 years of service, additional dignitaries were invited to the Inspection Dinner and that the Department acknowledges the fact that it will be responsible for the overage. Commissioner Jackson advised that the District will reimburse the Department for the band.

Commissioner Jackson reminded the Board that the fence needs to be replaced.

Commissioner Jackson asked the Chief if he had settled the Auto 24 situation. Chief Davonski will look into it.

Commissioner Sacks is awaiting proposals for a new phone system.

A motion was made by Commissioner Jackson, seconded by Commissioner Sacks, authorizing the Stryker Power Loading System and Stretcher Uplift Kit to be put out to bid and that the bid opening take place at 7:15 p.m. on May 3, 2018. Approved 5-0. (Note: A Bid Notice will be placed in the April 19, 2018 issue of the Southampton Press – Western Edition.)

NEW BUSINESS

Commissioner Jackson suggested having the East Quogue Elementary School as an emergency shelter and would like to speak with the School Superintendent, the Town and the Red Cross to see if this is feasible.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, granting permission for the Southampton Pines Homeowners’ Association to use the Meeting Room on June 2, 2018 for its Annual Meeting. Approved 5-0.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, approving the application of Briana Gladding to rejoin the Department as a probationary member. Approved 5-0.

ABSTRACT OF BILLS

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, approving the Abstract of Bills for the General Fund consisting of 1 check totaling $3,590.00 and a second Abstract of Bills for the General Fund consisting of 51 checks totaling $118,838.44 and to authorize the transfer of $130,000.00 from the Money Market to the Checking Account. Approved 5-0.

At 9:25 p.m., there being no further business, a motion was made by Commissioner Jackson, seconded by Commissioner Sacks, to adjourn the meeting. Approved 5-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   Lorraine Gregory, Secretary

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PERMISSIVE REFERENDUM  

NOTICE OF RESOLUTION

ADOPTED SUBJECT TO

PERMISSIVE REFERENDUM

 

            NOTICE IS HEREBY GIVEN that the Board of Fire Commissioners of the East Quogue Fire District, at a regular meeting thereof, held on May 3, 2018 duly adopted the following resolution:

BE IT RESOLVED, pursuant to the provisions of the General Municipal Law and the Town Law of the State of New York, that a sum not to exceed $25,000.00 be expended from the Communications Reserve Fund of said Fire District for the replacement of the telephone systems at the Main Firehouse and the Substation, and be it

FURTHER RESOLVED, that this resolution is adopted subject to a permissive referendum as provided in the General Municipal Law of the State of New York, and be it

FURTHER RESOLVED, that the Secretary of the Fire District shall, within ten working days of the adoption of this resolution, publish a notice within the official newspaper of the Fire District setting forth the date of the adoption of the resolution and an abstract of the resolution concisely stating the purpose and effect thereof and that the resolution was adopted subject to a permissive referendum.

Dated: May 3, 2018

 

 

                                                            BY ORDER OF THE BOARD OF FIRE

                                                            COMMISSIONERS OF THE

                                                            EAST QUOGUE FIRE DISTRICT

                                                            Town of Southampton, Suffolk County, New York

                                                            _________________________________________

                                                            By: LORRAINE GREGORY

                                                            Fire District Secretary

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March Meeting Minutes

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

MARCH 1, 2018

 

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Aaron Sacks at 7:30 p.m. Present were Commissioners Aaron Sacks, Allyn Jackson, James Schaefer, Jennifer Davonski and Michael Mattera, First Assistant Chief Scott Flynn, Firehouse Attendant David Schaffauer (left at 7:50 p.m.), First Responder Amit Patel (left at 8:20 p.m.), Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

  1. 1. Mr. Schaffauer will get a price for Halogen light heads.

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

  1. 1. A motion was made by Commissioner Davonski, seconded by Commissioner Jackson, authorizing the purchase of the medical supplies requested, at a total cost of $4,117.16 (Hammer Medical - $108.50, Moore Medical - $219.83, AmbuPro - $3,590.00, Zoll Medical - $198.83). Approved 5-0.
  1. 2. A motion was made by Commissioner Davonski, seconded by Commissioner Mattera, authorizing the renewal of the AmbuPro ePCR Software, at a cost of $3,450.00 and the AmbuPro eFax License Annual Fee, at a cost of $140.00. Approved 5-0.

MAINTENANCE REPORT

Work Order Report dated 2/1/18 to 3/1/18 was submitted to the Board.

Commissioner Jackson advised the Board that, in order to repair the Brush Truck leaks, parts had to be ordered from Memphis.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing the purchase of “Officers’ Tools” for 7-6-1 from Coastal Fire Systems, at an approximate cost of $243.75. Approved 5-0.

Request 2. - Tabled.

ITEMS FOR DISCUSSION

  1. 1. A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, granting permission for the Meeting Room to be used for Comedy Night, Saturday April 7, 2018, with an alcohol permit. Approved 5-0.
  1. 2. A motion was made by Commissioner Jackson, seconded by Commissioner Mattera, granting permission for Captain Mendenhall to use 7-6-6 for the NYS Fire Chaplains Association Meeting in Nassau County, April 15-18, 2018, and to also utilize the vehicle as a shuttle for the event. Approved 5-0.
  1. 3. A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing the budget of $23,500.00 for the Annual Inspection Dinner which includes a member/guest limitation of 140 persons, a meal cost ranging from $120.00 to $138.00 per person (together with full documentation) and the gifts. Approved 5-0. (Note: The band will be paid for by the Department and then vouchered to the District as long as the cost is within the $23,500.00 budget.)
  1. 4. To be discussed under Old Business.
  1. 5. Commissioner Davonski presented the following proposals for a Stryker Powerload:

                        a.) Hendrickson - $29,723.00

                        b.) Specialty Vehicles - $29,098.00

                        c.) Stryker - $29,366.55

            Given the cost of the item, it will have to be put out to bid and a Permissive Referendum will be required. A resolution was drawn up and states as follows:

2018-20. BE IT RESOLVED, pursuant to the provisions of the General Municipal Law and the Town Law of the State of New York, that a sum not to exceed $30,000.00 be expended from the Apparatus Reserve Fund of said Fire District for the purchase and installation of one (1) Stryker Power Load including Powerload Compatability Upgrade Kits and ProCare Upgrade of Existing Cots, and be it

            FURTHER RESOLVED, that this resolution is adopted subject to a permissive referendum as provided in the General Municipal Law of the State of New York, and be it

            FURTHER RESOLVED, that the Secretary of the Fire District shall, within ten working days of the adoption of this resolution, publish a notice within the official newspaper of the Fire District setting forth the date of the adoption of the resolution and an abstract of the resolution concisely stating the purpose and effect thereof and that the resolution was adopted subject to a permissive referendum.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, approving adoption of Resolution 2018-20. Approved 5-0.

  1. 6. Progress.
  1. 7. To be discussed in Executive Session.

At 8:20 p.m., a motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, calling the meeting into Executive Session to discuss the recent MVA and the driving privileges of the member involved. Approved 5-0.

At 8:30 p.m., a motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, calling the meeting out of Executive Session. Approved 5-0.

Commissioner Schaefer stated that, after hearing what had happened at the scene, the member should be allowed to resume his driving privileges and that he be made more familiar with the vehicle.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

Commissioner Jackson advised the Board that Mr. Glass is still delving into the Civil Service issue and that Mr. Glass has had no contact with the attorney handling the sale of the Montauk Highway property adjacent to the Main Firehouse.

MINUTES

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, accepting the Minutes of the February 1, 2018 Bid Opening – 2006 Ford E350 Van, the February 1, 2018 Minutes of the Bid Opening – 1998 Seagrave Pumper and the February 1, 2018 Regular Monthly Meeting. Approved 5-0.

TREASURER'S REPORT

Ms. Knotoff advised the Board that the Auditor’s Report had been filed with the State.

A motion was made by Commissioner Davonski, seconded by Commissioner Jackson, approving the Treasurer’s Report as submitted. Approved 5-0.

 

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the SCWA regarding the addition of six hydrants to the District’s hydrant rental bill, a memo from Suffolk County Fire Rescue regarding UHF Paging and a letter from the East Quogue Fire Department regarding the reinstatement of William Gladding as a probationary member.

OLD BUSINESS

A motion was made by Commissioner Jackson, seconded by Commissioner Mattera, granting permission for the Cub Scouts to use the Meeting Room on the evening of May 19, 2018 for the Blue Gold Dinner. Approved 5-0. (Note: No room rental fee. A $100.00 security deposit and Certificate of Insurance will be required.)

Commissioner Jackson advised the Board that Mr. Schaffauer had completed the Annual Report of Alarms. The report will be presented to the Board next month.

Commissioner Jackson also advised the Board that he and Mr. Schaffauer had inspected the electronics storage closet and it needs to be cleaned out. Commissioner Jackson suggested setting up a meeting with Greg Celi and department members who might be involved in using the electronics system and to have Greg Celi instruct all on the proper use of the system .

Commissioner Sacks advised the Board that he expects 7-6-1 to be put into service this week.

A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, authorizing the purchase of two (2) Low Slant 30 Degree Hurst Tool Brackets (SP555E2 and S700E2), at a cost of $528.00. Approved 5-0.

On the advice of Mr. Glass, the following Privacy Breach Notification Policy was adopted:

2018-21. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to adopt the following Privacy Breach Notification Policy:

Purpose: It is the intention of this policy to provide for the notification of New York residents whose computerized private information may have been compromised by electronic or other means. It is further intended to conform with the laws, rules, and regulations of New York State, particularly § 208 of the New York State Technology Law.

Authority: This Policy is adopted by the Board of Fire Commissioners of the East Quogue Fire District pursuant to its authority under New York State law.

Section 208 (8) of the New York Technology Law requires all “state entities” (including Fire Districts) to adopt and have in place a notification policy in case of the breach of private information.

Procedure: The Officers and employees of the East Quogue Fire District as well as all Department Officers and members shall carry out and obey all provisions of this Policy.

General Policy Statement and Definitions

Pursuant to New York State Technology Law § 208, notification is required to be given to certain individuals when there is a “breach of the security of the system” as it relates to “private information.” “Breach of the security of the system” is generally defined as meaning unauthorized acquisition of computer data which compromises the security, confidentiality, or integrity of personal information maintained by the entity. “Private information” is defined as personal information in combination with any one or more of the following data elements, when either the personal information or the data element is not encrypted or encrypted with an encryption key that has also been acquired: (1) social security number; (2) driver’s license number or non-driver identification card number; or (3) account number, credit or debit card number, in combination with any required security code, access code, or password which would permit access to an individual’s financial account.

Operation of Policy

The Fire District shall disclose to any resident of New York State any breach of the security of computerized data that includes private information from its computer system following discovery or notification of the breach.

This duty to disclose shall arise if such private information was, or is reasonably believed to have been, acquired by a person without valid authorization.

The disclosure shall be made in the most expedient time possible and without unreasonable delay, subject to the legitimate needs of law enforcement, or any measures necessary to determine the scope of the breach and restore the reasonable integrity of the data system. The notification required by this policy may be delayed if a law enforcement agency determines that such notification impedes a criminal investigation. The notification required by this section shall be made after such law enforcement agency determines that such notification does not compromise such investigation.

The Fire District shall consult with the New York State Office of Information Technology services to determine the scope of the breach and restoration measures.    

In the event that the Fire District maintains computerized data that includes private information which the District does not own, the District shall notify the owner or licensee of the information of any breach of the security of the system immediately following discovery, if the private information was, or is reasonably believed to have been, acquired by a person without valid authorization.    

The notice required by this policy shall be directly provided to the affected persons by one of the following methods: (a) written notice; (b) electronic notice, provided that the person to whom notice is required has expressly consented to receiving said notice in electronic form and a log of each such notification is kept by the Fire District; provided further, however, that in no case shall any person or business require a person to consent to accepting said notice in said form as a condition of establishing any business relationship or engaging in any transaction; (c) telephone notification provided that a log of each such notification is kept by the Fire District; or (d) Substitute notice, if the Fire District demonstrates to the State Attorney General that the cost of providing notice would exceed two hundred fifty thousand dollars, or that the affected class of subject persons to be notified exceeds five hundred thousand, or the District does not have sufficient contact information. Substitute notice shall consist of all of the following: (1) e-mail notice when the District has an e-mail address for the subject persons; (2) conspicuous posting of the notice on the Fire District’s web site page, if one is maintained; and (3) notification to major statewide media.    

Regardless of the method by which notice is provided, such notice shall include contact information for the Fire District making the notification and a description of the categories of information that were, or are reasonably believed to have been, acquired by a person without valid authorization, including specification of which of the elements of personal information and private information were, or are reasonably believed to have been, so acquired. A sample form notice is annexed hereto as Appendix A.

In the event that any New York residents are to be notified pursuant to this policy, the Fire District shall notify the State Attorney General, the Department of State and the State Office of Information Technology Services as to the timing, content and distribution of the notices and approximate number of affected persons. Such notice shall be made without delaying notice to affected New York residents.

In the event that more than five thousand New York residents are to be notified at one time, the Fire District shall also notify consumer reporting agencies as to the timing, content and distribution of the notices and approximate number of affected persons. Such notice shall be made without delaying notice to affected New York residents.

Appendix A

Sample Breach Notification Letter

[Date]

Dear [Name]

The East Quogue Fire District takes seriously its responsibility to protect information about the individuals it serves. I am writing to inform you of a concern regarding possible unauthorized access of your private information.

On [date], the Fire District discovered that [description of the issue/what occurred]. The records included [description of data].

We have determined that your data could have been viewed by an unauthorized person.

The [description of issue] was immediately corrected upon discovery.

We recommend that you take precautionary measures to protect yourself, such as accessing and monitoring your personal credit reports. Under federal law, you have the right to receive, at your request, a free copy of your credit report every 12 months from each of the three consumer credit reporting companies. A credit report can provide information regarding those who have received information about your credit history within a certain period of time. You may request a free credit report online at www.annualcreditreport.com or by telephone at 1-877-322-8228. When you receive your credit reports, check for any transactions or accounts that you do not recognize. If

you see anything you do not understand, call the telephone number listed on the credit report or visit the Federal Trade Commission’s Web site on identity theft at http://www.consumer.gov/idtheft/.

The East Quogue Fire District deeply regrets that this occurred and apologizes for any uneasiness and inconvenience this may cause you. If you have any questions, please contact [name, address, email, phone].

Yours truly,

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, approving adoption of Resolution 2018-21. Approved 5-0.

NEW BUSINESS

Commissioner Schaefer advised the Board that Sarah Powell declined the position of On Call First Responder and that Andrew Schultz accepted the position. A resolution was drawn up and states as follows:

2018-22. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain Andrew Schultz as an On Call First Responder, at an hourly rate of $22.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, approving adoption of Resolution 2018-22. Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase, installation and shipping cost of one (1) Electric Combi Lock for the Climate Unit in the new ambulance, at a cost of $230.00 and one (1) Swivel Radio Bracket for the new ambulance, at a cost of $198.00. Approved 5-0.

A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, accepting the reinstatement of probationary member William Gladding. Approved 5-0.

ABSTRACT OF BILLS

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, approving the Abstract of Bills for the General Fund consisting of 43 checks totaling $214,935.78 and the Abstract of Bills for the Apparatus Reserve Fund consisting of 2 checks totaling $582,899.93 and to authorize the transfer of $250,000.00 from the Money Market to the Checking Account. Approved 5-0.

At 9:45 p.m., there being no further business, a motion was made by Commissioner Jackson, seconded by Commissioner Davonski, to adjourn the meeting. Approved 5-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   Lorraine Gregory, Secretary

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Stryker Power Loading System, and Stryker Up Fit Kit Bid

NOTICE TO BIDDERS 

 

Please take notice that sealed bids for the purchase and installation of a Stryker Power Loading System and Stretcher Upfit Kit will be accepted by the Board of Fire Commissioners until 7:15 p.m. (prevailing time) on Thursday, May 3, 2018, at which time the bids will be opened and read aloud. Specifications will be available for pick up from the Board of Fire Commissioners of the East Quogue Fire District, 465 Montauk Highway, East Quogue, New York 11942, Monday through Friday, between the hours of 9:00 a.m. to 4:00 p.m., beginning April 19, 2018, by first calling David Schaffauer, Firehouse Attendant, Cell Phone Number 631 466-0529 or alternate contact Commissioner Allyn Jackson, Cell Phone Number 516 318-2077. Bids should be presented in a sealed envelope marked “Bid – Stryker Power Loading System”. A Certificate of Non-Collusion shall accompany all bids. The Board of Fire Commissioners reserves the right to reject any and all bids and to re-advertise for new bids in its discretion.

Dated: April 10, 2018

BY ORDER OF THE BOARD OF FIRE

COMMISSIONERS OF THE EAST QUOGUE FIRE DISTRICT

_________________________________

Lorraine Gregory

Fire District Secretary

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Monthly Meeting Minutes For February 2018

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

FEBRUARY 1, 2018

 

 

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Aaron Sacks at 7:30 p.m. Present were Commissioners Aaron Sacks, Allyn Jackson, James Schaefer, Jennifer Davonski and Michael Mattera, Chief Scott Davonski, Firehouse Attendant David Schaffauer (left 7:50 p.m.), Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

Bob Donohue will do the basic building maintenance while Messrs. Schaffauer and Ryckman are on vacation.

Commissioner Sacks will work with Mr. Schaffauer in getting a tri-pod light for 7-6-7.

ITEMS FOR DISCUSSION

  1. 1. Noted.
  1. 2. Noted.

EMS REPORT

See attached report presented by Commissioner Davonski.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

  1. 1. A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of the medical supplies requested, at a total cost of $330.30 (Hammer Medical - $100.06, Moore Medical - $230.24). Approved 5-0.
  1. 2. Commissioner Jackson will handle.
  1. 3. Noted.
  1. 4. Noted.
  1. 5. Noted.
  1. 6. The Board decided that it would be cost effective to wait until a later date and purchase a new stretcher and power lift all at once.

MAINTENANCE REPORT

No report submitted.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - Tabled.

Requests 2, 3, 6 and 7. - A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, authorizing the purchase of one (1) “Ramfan” EX50Li Rechargeable Battery-Operating Exhaust Fan for 7-6-1 from Firematic Supply, costing $3,795.00, the purchase of one (1) Akron 125 GPM Foam Educator for 7-6-1 from Firematic Supply, costing $652.10 and one (1) Hi-Band Radio with Remote Head, six (6) Portable Radios and Chargers (State bid), costing $17,597.00, for a total cost of $22,044.43. Approved 5-0.

Request 4. - Tabled.

Request 5. - A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase of five (5) sets of Firefighter Turn Out Gear from Hi-Tech Fire & Safety (State bid), at an approximate cost of $16,000.00. Approved 5-0.

Request 6. - Tabled.

ITEMS FOR DISCUSSION

  1. 1. A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, granting permission for Raymond Boitano to use the Meeting Room on Sunday, February 11, 2018. Approved 5-0.
  1. 2. A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, to support Chief Davonski in removing Taylor Tanis from the Department rolls. Approved 5-0.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

Commissioner Sacks brought up for discussion Mr. Glass’ opinion on establishing a Repair Reserve Fund. The Board decided not to pursue the idea.

At 8:26 p.m., a motion was made by Commissioner Jackson, seconded by Commissioner Davonski, calling the meeting into Executive Session to discuss Civil Service issues. Approved 5-0.

At 8:36 p.m., a motion was made by Commissioner Sacks, seconded by Commissioner Jackson, calling the meeting out of Executive Session. Approved 5-0.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, to request Mr. Glass to prepare his opinion on the Civil Service issue. Approved 5-0.

MINUTES

A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, accepting the Minutes of the January 4, 2018 Organizational Meeting and the January 4, 2018 Regular Monthly Meeting. Approved 5-0.

TREASURER'S REPORT

Ms. Knotoff advised the Board that the auditor made note that the Board members had signed the Code of Ethics. However, she questioned whether or not the Department members signed the Code of Ethics.

Ms. Knotoff also advised the Board that the auditor stressed the fact that the District must have the required number of written quotes, documentation of verbal quotes and, when purchasing from State bid, copies of the State contracts and that the auditor also advised closing out purchase orders after three months.

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, approving the Treasurer’s Report as submitted. Approved 5-0.

 

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the Town of Southampton Planning Board regarding the Lewis Road PRD Subdivision - Pre-Application and a Meeting Room request from Thomas Mendenhall for the Blue and Gold Cub Scout Dinner on May 19, 2018.

OLD BUSINESS

Commissioner Schaefer reminded the Board that the fence needs to be repaired on all sides and that the Board should consider what needs to be done in the Steel Building.

Commissioner Jackson reminded the Board that the basement door and basement storage space needs to be addressed.

With regard to the sale of the Ford Van, the Chief will prepare an ad for Facebook.

After a brief discussion regarding the proposal from RVI, a resolution was drawn up and states as follows:

2018-19. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept the proposal from RVI – Rescue Vehicles, Inc. for the refurbishing of the 1998 Seagrave Pumper – 7-6-8, at a cost of $50,803.00.

A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, approving adoption of Resolution 2018-19. Approved 5-0.

Commissioner Sacks advised the Board that 7-6-1 had a few minor items that needed to be taken care of, including the seat belt adjustments (extra charge which the District will not be paying). The vehicle is now at RVI.

NEW BUSINESS

Commissioner Jackson suggested mounting the low band antenna around the hood area on the new ambulance to prevent it from being knocked off.

Commissioner Jackson advised the Board that he had been in contact with Avaya regarding the phone system. A new plan, replacing all of the old equipment, will cost about $130.00 per month for 60 months and, thereafter, a $102.00 monthly service fee. Commissioner Sacks suggested tabling a decision until after the upcoming conference to see what may be available from other vendors.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, approving up to six (6) (5 Board members and the Chief) to attend the Association of Fire Districts of the State of New York Spring Conference, April 18-21, 2018 in Albany, New York, at an approximate cost of $1,600.00 per person. Approved 5-0.

Commissioner Sacks will respond to the Town Planning Board regarding the Lewis Road PRD Subdivision – Pre-application.

The Secretary will notify Mr. Mendenhall that the Meeting Room is not available during the month of May. Availability would be in April or June.

ABSTRACT OF BILLS

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, approving the Abstract of Bills for the General Fund consisting of 37 checks totaling $33,739.87 and the Abstract of Bills for the Apparatus Reserve Fund consisting of 5 checks totaling $1,908.21 and to authorize the transfer of $75,000.00 from the Money Market to the Checking Account. Approved 5-0.

At 9:29 p.m., there being no further business, a motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, to adjourn the meeting. Approved 5-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                           Lorraine Gregory, Secretary

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Bid Opening, 2006 Ford E350 Van

EAST QUOGUE FIRE DISTRICT

BID OPENING – 2006 FORD E350 VAN

FEBRUARY 1, 2018

 

The bid opening was called to order by Chairman Aaron Sacks at 7:00 p.m. Present were Commissioners Aaron Sacks, Allyn Jackson, James Schaefer and Jennifer Davonski, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

The following bid was received:

                        Steven Zanazzi - $575.00

A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, rejecting the bid from Steven Zanazzi in the amount of $575.00 since it did not meet the minimum requirement of $4,500.00. Approved 4-0.

At 7:05 p.m., a motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, to adjourn the bid opening.

Submitted by:

Lorraine Gregory, Secretary

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Refurbishing 1998 Seagrave Pumper

EAST QUOGUE FIRE DISTRICT

BID OPENING – REFURBISHING 1998 SEAGRAVE PUMPER

FEBRUARY 1, 2018

The bid opening was called to order by Chairman Aaron Sacks at 7:15 p.m. Present were Commissioners Aaron Sacks, Allyn Jackson, James Schaefer, Michael Mattera and Jennifer Davonski, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

The following bid was received:

                        RVI – Rescue Vehicles, Inc. - $50,803.00

A decision will be made under Old Business at the Regular Monthly Meeting.

At 7:20 p.m., a motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, to adjourn the bid opening.

Submitted by:

Lorraine Gregory, Secretary

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