East Quogue Fire District - Public Notice

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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 15, 2019 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 2020.

            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 28, 2019

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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July 2019 Meeting Minutes

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

JULY 9, 2019

 

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 7:35 p.m. Present were Commissioners Allyn Jackson, James Schaefer and Stephen Gregory, Second Assistant Chief Ted Jankowski, First Responder Amit Patel (left at 8:30 p.m.), Firehouse Attendant David Schaffauer (left 8:05 p.m.), Acting Treasurer Colleen Pearsall and Secretary Lorraine Gregory.

 

 

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

  1. Permission given for purchase of new paper towel machine for Station 2.
  1. Note: As of July 15, 2019, Pine Edge had not submitted a proposal addressing the problem with the two 9/11 trees. On July 14, 2019, Steve Cea, a member of the Department and a horticulturist, re-staked the trees with bamboo stakes and watered them very well. According to him, the issue with the trees is that they were lacking water and suggested a daily watering.

Mr. Schaffauer advised the Board that he will be replacing the moldy ceiling tiles in the Chiefs’ Office.

EMS REPORT

See attached report.

STAFF REPORT

  1. Noted.
  1. A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, to remove Nicholas Knoebal from the On Call First Responder Rolls, effective immediately, and to notify him in writing. Approved 3-0. (Note: Mr. Patel will make the notification.)

EQUIPMENT AND SUPPLIES

  1. A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of the medical supplies requested, at a total cost of $1,772.40 (Bound Tree – 1,359.20, Hammer Medical - $413.20). Approved 3-0.
  1. A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of three (3) file cabinets for the EMS Room from Staples, at an approximate cost of $769.57. Approved 3-0.
  1. A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, authorizing the purchase of one (1) Maglite for 7-6-80 from Amazon, at a cost of $84.06. Approved 3-0.

MAINTENANCE REPORT

Work Order Report dated 6/6/19 to 7/9/19 was submitted to the Board.

In addition to the written report:

  1. Fully Involved will be coming out to take care of the minor issues on 7-6-1 that are not part of the warranty.
  1. The winch on 7-6-2 needs to be cleaned or replaced.
  1. Preventive Maintenance on 7-6-7 has been completed.

Mr. Schaffauer advised the Board that Michael’s in Riverhead quoted a price of approximately $800.00 to frame the maps at Station 2. Permission was given for Mr. Schaffauer to mount the maps on plywood and then cover them with Plexiglas which would be less expensive.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of two (2) 60 Minute Scott Cylinders, Air Tools and Bags from South Shore, at an approximate cost of $2,370.00. Approved 3-0.

Request 2. - A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, authorizing the purchase of one (1) ½” to 1” Reducer from Firematic, at an approximate cost of $17.99. Approved 3-0.

Request 3. - A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of one (1) 1” Nozzle from Firematic, at an approximate cost of $367.20. Approved 3-0.

Request 4. - A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, granting permission for Bill Potter to use the Meeting Room on August 17, 2019 for an engagement party. Approved 3-0.

ITEMS FOR DISCUSSION

  1. To be discussed at the July Workshop.
  1. A meeting will be scheduled with Red Alert. (Note: Conference call scheduled for Wednesday, July 17, 2019 at 1:00 p.m. between Commissioner Gregory, Second Assistant Chief Jankowski and Red Alert.)
  1. Commissioner Jankowski will design the box and then meet with the vendor.
  1. The Department By-Law change regarding the Class C+ classification will be brought up again at the Department meeting in August and voted on in September.
  1. Commissioner Gregory will present Second Assistant Chief Jankowski’s alarm workup (last three years) to the Hampton Bays Fire District Board of Fire Commissioners so that they can come up with a cost calculation for their dispatchers dispatching the East Quogue Fire District’s alarms.
  1. Second Assistant Chief Jankowski has been reviewing membership drive signs used by other Fire Districts.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

Commissioner Jackson spoke with Mr. Glass regarding the warranty on 7-6-1. Mr. Glass will review the paperwork and forward a letter to RVI/Seagrave.

Commissioner Jackson requested the Secretary to start a Warranty Log Book. Commissioner Gregory will work with her on this project.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, accepting the Minutes of the June 6, 2019 Regular Monthly Meeting. Approved 3-0.

TREASURER'S REPORT

Mrs. Pearsall advised the Board that the Final Audit Report must be forwarded to the State Comptroller and the Town Clerk ASAP.

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

 

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the Town of Southampton regarding LIPA Payments in Lieu of Taxes 2018-2019, a thank you from the Suffolk County Fire District Officers Association for the District’s hosting of the May 16, 2019 meeting and a letter from the Town of Southampton regarding the Monteverdi-Lot Line Modification.

OLD BUSINESS

Commissioner Jackson advised the Board of the following:

  1. Quinlan Electric will be doing the work on the cooler by the end of next week. An electronic lock will be installed to limit key fob access. The old cooler will be cut up for scrap and the compressor parts might be able to be used, or it can be sold.
  1. The roof repairs have been completed. There is a one year warranty on the patches and a three year warranty on the new section (membrane and seals).
  1. The Bay Constable is interested in the Zodiac boat if the District is willing to donate it. The Board prefers to sell the boat rather than donate it.
  1. In the process of getting prices for the EMS Room counter top and floor.
  1. Need to get an architect to draw up plans for a metal storage building at Station 2. The District would be exempt from some of the Town codes. Commissioner Schaefer will contact the Westhampton Beach Fire District for information on the architect that they used for their new building.
  1. Electronic sign is not a priority right now.

Commissioner Gregory advised the Board that the siren project is underway and that it should take about two months to complete. He will contact Sullivan Electric for the electrical work needed.

Commissioner Schaefer suggested getting rid of the excess building materials left over from the Firemen’s Room renovation.

NEW BUSINESS

Commissioner Jackson advised the Board that the Inspection Dinner for 2020 is scheduled for April 11 at the Suffolk Theater in Riverhead. The cost is $97.00 per person which includes all service charges and tips (20%). The cost does not include alcohol ($8,400.00 open bar). There is a 150 person minimum which equals $14,550.00. There is also an optional entertainment production fee of $2,000.00 and, since it is the 100th Anniversary of the Department, we may choose to have photos, video and other memorabilia on view on a stage screen. The 2020 cost is close to the 2019 budget. Mr. Glass advised Commissioner Jackson that the NYS Comptroller has stated that the District may pay for a portion of the alcohol bill, or all of it, since it is associated with an Annual Dinner. Mr. Glass advised that, prior to the event, the Annual Inspection Dinner Policy should be updated regarding the alcohol. Mr. Glass also advised that a deposit may be given in advance and the bill paid in full 10 days prior.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing that the District contract with the Suffolk Theater in Riverhead for the April 11, 2010 Annual Inspection Dinner with a minimum attendance of 150 persons, at a cost of $97.00 per person (not including the cost of alcohol) and that a $4,000.00 deposit be given to Suffolk Theater at this time. Approved 3-0.

At the request of Commissioner Schaefer, a motion was made by Commissioner Jackson, seconded by Commissioner Gregory, authorizing the purchase of Heart Saver CPR material for the Ladies Auxiliary training program on July 25, 2019, at a cost not to exceed $500.00. Approved 3-0.

Commissioner Jackson reminded the Board that the LOSAP Program issue needs to be further explained to the Department members and that he is willing to address the Department at an upcoming meeting.

ABSTRACT OF BILLS

A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, approving the June Abstract of Bills for the General Fund consisting of 44 checks totaling $55,074.55. Approved 3-0. (Note: The June Abstract of Bills was not available for the meeting. However, a transfer of $100,000.00 was approved at the June 6, 2019 meeting.)

A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, approving the July Abstract of Bills for the General Fund consisting of 33 checks totaling $103,950.75 and to authorize the transfer of $100,000.00 from the Money Market to the Checking Account. Approved 3-0.

At 9:20 p.m., there being no further business, a motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, to adjourn the meeting. Approved 3-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   Lorraine Gregory, Secretary

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Budget Workshop August 28, 2019

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 Wednesday, August 28, 2019, at 7:30 p.m., to discuss the 2020 Fire District Budget.

Dated: August 5, 2019

                                                             

 

 

                                                                       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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June Monthly Meeting Minutes 2019

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

JUNE 6, 2019

 

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 7:30 p.m. Present were Commissioners Allyn Jackson, James Schaefer, Stephen Gregory, Jennifer Davonski and Michael Mattera, Chief Scott Flynn, Second Assistant Chief Ted Jankowski, First Responder Amit Patel (left at 8:22 p.m.), Firehouse Attendant David Schaffauer (left 7:50 p.m.), Acting Treasurer Colleen Pearsall and Secretary Lorraine Gregory.

 

 

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

Commissioner Jackson will contact RVI and request that, when taking a vehicle “out-of-service”, they notify the Chiefs ahead of time so that they can remove necessary items prior to the vehicle being picked up and taken off the premises.

Mr. Schaffauer advised the Board that the hose testing will be done tomorrow.

Commissioner Gregory was advised by RVI that 7-6-1, the new Seagrave, is no longer under warranty. Commissioner Gregory argued the fact that the vehicle was delivered just a little more than a year ago, not two years ago, and should still be covered under warranty. Commissioner Gregory will contact the Seagrave corporate office.

The Chief will get prices for new 60 minute bottles for the airbag system.

EMS REPORT

See attached report.

STAFF REPORT

  1. Noted.

EQUIPMENT AND SUPPLIES

  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 $744.04 (Hammer Medical - $402.14, McKesson - $341.90). Approved 5-0.
  1. A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of one (1) LUCA CPR device from Physio Control, at a total cost of $12,076.20 ($17,301.00 minus Annual Preventive Maintenance of $4,324.80). Approved 5-0.
  1. A motion was made by Commissioner Gregory, seconded by Commissioner Mattera, authorizing the purchase and installation of new flooring in the EMS Room, at a cost not to exceed $2,500.00. Approved 5-0.

MAINTENANCE REPORT

Work Order Report dated 5/1/19 to 5/31/19 was submitted to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - A motion was made by Commissioner Jackson, seconded by Commissioner Gregory, authorizing the purchase of one (1) E-Drolics Tool Set and Mounting from Firematic, at an approximate cost of $29,473.00. Approved 5-0.

Request 2. - A motion was made by Commissioner Davonski, seconded by Commissioner Gregory, authorizing the purchase of two (2) Collapsible Indian Cans from Amazon, at an approximate cost of $189.00 each. Approved 5-0.

Request 3. - A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of one (1) Air Bag Protection Cover, at an approximate cost of $980.00. Approved 5-0.

Request 4. - A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, authorizing the purchase of one (1) one gallon of Hurst Tool Fluid, at an approximate cost of $130.00. Approved 5-0.

ITEMS FOR DISCUSSION

  1. Noted.
  1. After a brief discussion regarding updating the Red Alert System, a resolution was drawn up and states as follows:

2019-24. 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 $50,000.00 be expended from the Communications Reserve Fund of said Fire District for the upgrading of the Red Alert Communications System between the Radio Room at the Main Firehouse and all of the emergency apparatus, as well as improving the accountability system for the Firefighter Service Award Program, 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 Davonski, seconded by Commissioner Gregory, accepting adoption of Resolution 2019-24. Approved 5-0.

Note: A portion of the Red Alert Update which includes the purchase, installation, customization of software and training for an FOB Finger Reader Application, a Reader Kiosk, GIS Mapping System, Responder System and GEO File (Premise and Property) will be done at this time, at an approximate cost of $18,000.00. The remainder of the funds will be used when the project is at its next level.

  1. Commissioner Jackson advised the Chief that the new vehicle may be ready by July and the Chief’s vehicle will have to be taken to the dealer for a trade-in value.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, accepting the Minutes of the May 6, 2019 Regular Monthly Meeting. Approved 4-0. Abstain -1 (Commissioner Davonski did not attend the May 6, 2019 meeting.)

TREASURER'S REPORT

Mrs. Pearsall advised the Board that there were still some issues with the accounting system and that Dennis (EDP) is willing to come out to help solve the problems.

Mrs. Pearsall also advised the Board that she is still unable to get on to the NYS Retirement System.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, approving the Treasurer’s Report as submitted.

 

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including an e-mail from the Hampton Point Association requesting use of the Meeting Room and two letters from SCWA regarding backflow testing at the Main Firehouse and Station 2.

OLD BUSINESS

Commissioner Mattera advised the Board that the cooler was ordered on May 1and that there is a 4-6 week delivery period.

Commissioner Gregory presented the updated proposal (dated May 6, 2019) from Integrated Wireless Technologies LLC, in the amount of $18,610.00, for the purchase and installation of the new electronic siren being mounted on the existing tower as part of the communications update. A resolution was drawn up and states as follows:

2019-25. 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 $30,000.00 be expended from the Communications Reserve Fund of said Fire District for the purchase and installation of a complete Federal Signal Wide Area Alerting System MOD3012, including Ultra Voice Controller, Amplifier and Speakers, 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 Gregory, accepting adoption of Resolution 2019-25. Approved 5-0.

Commissioner Gregory asked the Chief about the status of membership recruitment. Second Assistant Chief Jankowski suggested that two Commissioners meet with the Committee to get an idea of what the Committee’s plan is.

Second Assistant Chief Jankowski advised the Board that he was meeting with the Department’s Board of Directors to rewrite the Class B Firefighter classification.

Commissioner Gregory requested that the Chief remind the Department members that we have a Social Media Policy that needs to be adhered to.

Commissioner Gregory also requested the Chief to remind Department members that they must complete the Leave Request Form when taking personal or military leave.

Commissioner Jackson advised the Board that the Inspection Dinner went well and came in under budget.

With regard to the Treasurer’s position, a resolution was drawn up and states as follows:

2019-26. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to appoint Colleen Pearsall as Acting Treasurer until December 31, 2019, with an hourly pay rate of $24.00.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, accepting adoption of Resolution 2019-26. Approved 5-0.

NEW BUSINESS

Commissioner Jackson brought up for review the present Employee Paid Holiday Schedule. After a brief discussion, the following schedule was set-up:

 

EMPLOYEE PAID HOLIDAY SCHEDULE AS OF JUNE 6, 2019

 

Full Time First Responders              Part Time First Responders        Firehouse Attendant

New Year’s Day                                 New Year’s Day                            New Year’s Day

Presidents’ Day                                                                                      Presidents’ Day

Easter Sunday                                   Easter Sunday                             Good Friday

Memorial Day                                    Memorial Day                               Memorial Day

July 4th                                               July 4th                                         July 4th

Labor Day                                         Labor Day                                     Labor Day

Columbus Day                                                                                        Columbus Day

Veterans’ Day                                   Veterans’ Day                                Veterans’ Day

Thanksgiving Day                             Thanksgiving Day                          Thanksgiving Day

Day After Thanksgiving                                                                            Day After Thanksgiving

Christmas Eve Day                                                                                  Christmas Eve Day

Christmas Day                                 Christmas Day                                 Christmas Day

New Year’s Eve Day                                                                                 New Year’s Eve Day

 

The Secretary suggested that this schedule be incorporated into the Policy Book or an Employee Handbook (when one is composed).

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the expenditure of up to $1,200.00 to update the CPR instruction materials. Approved 5-0.

Commissioner Jackson scheduled a workshop for Wednesday, June 26, 2019, at 7:30 p.m.

ABSTRACT OF BILLS

The June Abstract of Bills will be forthcoming.

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the transfer of $100,000.00 from the Money Market to the Checking Account. Approved 5-0.

At 9:10 p.m., there being no further business, a motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, 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 June 6, 2019 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 $30,000.00 be expended from the Communications Reserve Fund of said Fire District for the purchase and installation of a complete Federal Signal Wide Area Alerting System MOD3012, including Ultra Voice Controller, Amplifier and Speakers, 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: June 6, 2019

 

 

 

                                                            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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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 June 6, 2019 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 $50,000.00 be expended from the Communications Reserve Fund of said Fire District for the upgrading of the Red Alert Communications System between the Radio Room at the Main Firehouse and all of the emergency apparatus, as well as improving the accountability system for the Firefighter Service Award Program, 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: June 6, 2019

                                                            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 May 2019

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

MAY 6, 2019

 

 

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 7:38 p.m. Present were Commissioners Allyn Jackson, James Schaefer, Stephen Gregory and Michael Mattera, Chief Scott Flynn, Second Assistant Chief Ted Jankowski, First Responder Amit Patel (left at 8:55 p.m.) and Secretary Lorraine Gregory.

Secretary Lorraine Gregory requested that the Minutes of the May 6, 2019 Regular Monthly Meeting be dedicated in loving memory to Nancy Knotoff, Treasurer of the East Quogue Fire District. So be it.

 

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

  1. A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, authorizing the purchase of a battery powered string trimmer ($199.99) and spare battery ($49.99) from Westhampton True Value, at an approximate cost of $249.98. Approved 4-0.

EMS REPORT

See attached report.

STAFF REPORT

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

     2019-21. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain James Moltzen as an On Call First Responder with an hourly pay rate of $22.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, approving adoption of Resolution 2019-21. Approved 4-0.

EQUIPMENT AND SUPPLIES

  1. A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of the medical supplies requested, at a total cost of $455.08 (Hammer Medical - $408.30, McKesson - $46.78). Approved 4-0.
  1. Mr. Schaffauer will be requested to order the AED signs.
  1. Mr. Schaffauer will be requested to purchase a clock from Westhampton True Value.
  1. Noted.

MAINTENANCE REPORT

Work Order Report dated 4/1/19 to 4/30/19 was submitted to the Board.

7-6-11 will be back in service in about two weeks.

Mr. Schaffauer will be requested to call RVI and give them the list of warranty repairs for 7-6-1.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - The Chief will pick them up tomorrow from Ricco’s.

Request 2. - Noted.

Request 3. - Approved.

Request 4. - A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, authorizing the emergency purchase of a Multi Meter, at an approximate cost of $1,800.00. Approved 4-0.

Request 5. - Tabled until next month. Approximate cost is $29,437.00. Chief Flynn will see if the item is on State bid.

ITEMS FOR DISCUSSION

  1. No discussion.
  1. No discussion.
  1. Second Assistant Chief Jankowski will handle.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

Commissioner Jackson advised the Board that, at the recent AFDSNY conference, he and Commissioner Schaefer spoke with Mr. Glass regarding LOSAP. The law states that a member receives LOSAP credit of 10% for up to 500 (50 points). More than 500 is 7.5%. Chief Flynn suggested doing a power point presentation to the members regarding LOSAP. Commissioner Schaefer advised the Board and the Chiefs that, over the years, the LOSAP rules have changed and presently, to his knowledge, it is 10% across the Board. Commissioner Schaefer requested that the Chief include him in the preparation of the presentation.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, approving the Minutes of the April 4, 2019 Regular Monthly Meeting. Approved 4-0.

TREASURER'S REPORT

Due to the unexpected death of Treasurer Nancy Knotoff, the Treasurer’s Report was not available.

 

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including two e-mails from John Michalski of Hometown Insurance regarding the incorrect model year for 7-6-1 being on record and the endorsement adding “Illness” onto the Accident and Health policies with a $0 premium, a letter from SCWA regarding the rate increase and a letter from Fred Strohm, Appraisal Affiliates, enclosing the Maintenance Service Report – 1/1/18 – 12/31/18.

OLD BUSINESS

Commissioner Gregory advised the Board that he is waiting for a proposal regarding the siren.

Commissioner Mattera advised the Board that the slab is down and he is waiting for delivery of the cooler.

Commissioner Schaefer advised the Board that he did not receive a proposal from Zee Tree and, since Zee Tree recently applied fertilizer, he asked the Secretary to send Zee Tree a letter instructing them not to do any additional work on the properties. Commissioner Schaefer will also contact Zee Tree by phone. Commissioner Schaefer presented the following proposals from Pine Edge Landscaping (copies attached):

                        Main Firehouse - $5,121.00 (not including lawn cutting)

                        Station 2 - $6,081.00 (not including lawn cutting)

Note: The lawn cutting will be done by the Firehouse Attendant and the Part Time Custodian.

A motion was made by Commissioner Gregory, seconded by Commissioner Mattera, accepting the following proposals, minus the sales tax, from Pine Edge Landscaping:

Main Firehouse - $5,121.00 (not including lawn cutting)

                                    Station 2 - $6,081.00 (not including lawn cutting)

                                                                                                                                    Approved 4-0.

A brief discussion ensued regarding the Policy Book’s “Driver Training & Response Policy”. Commissioner Gregory will meet with the Chief to discuss the policy and to get his input. Note: After the meeting was adjourned, Commissioner Gregory and Chief Flynn reviewed the policy and made the minor changes.

With regard to maintaining the District’s On Call First Responder and their hourly pay rate, a resolution was drawn up and states as follows:

2019-22. - The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize that, beginning June 1, 2019, the hourly pay rate for newly hired On Call First Responders will be $24.00 per hour, the On Call First Responders already on the rolls will be given an increase of $2.00 per hour and that the Full Time First Responder, Amit Patel, will be given an hourly increase of $2.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, approving adoption of Resolution 2019-22. Approved 4-0.

With regard to the Zodiac boat, a resolution was drawn up and states as follows:

2019-23. - The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to declare the 2005 Zodiac Boat (7-6-M1), the motor and trailer as surplus property and to offer it for sale with a minimum bid of $6,000.00.

A motion was made by Commissioner Gregory, seconded by Commissioner Mattera, approving adoption of Resolution 2019-23. Approved 4-0.

With regard to membership recruitment, Commissioner Jackson advised the Board that a committee had been formed and made mention that all Districts are having recruitment issues.

NEW BUSINESS

No discussion.

ABSTRACT OF BILLS

Due to the unexpected death of Treasurer Nancy Knotoff the Abstract of Bills was not available.

Note: On May 15, 2019, Acting Treasurer Colleen Pearsall presented the Abstract of Bills for the General Fund consisting of 11 checks totaling $76,943.25.

At 9:20 p.m., there being no further business, a motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, to adjourn the meeting. Approved 4-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   Lorraine Gregory, Secretary

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Minutes for April 2019

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

APRIL 4, 2019

 

 

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 7:35 p.m. Present were Commissioners Allyn Jackson, James Schaefer and Michael Mattera, Chief Scott Flynn, Second Assistant Chief Ted Jankowski, First Responder Amit Patel and Treasurer Nancy Knotoff.

 

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

  1. A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of a desk chair for the Commissioner’s Office, at a cost not to exceed $200.00. Approved 3-0.
  1. Approval given for the John Deere mower to be taken to Loper’s for servicing.
  1. Tabled – product and pricing information requested.
  1. Landscape maintenance will be put out to bid. Lawn cutting will be done by Firehouse staff. Commissioners Schaefer and Mattera will prepare the bid.

EMS REPORT

See attached report.

STAFF REPORT

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

     2019-19. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain Thomas Fauteux as an On Call First Responder with an hourly pay rate of $22.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, approving adoption of Resolution 2019-19. Approved 3-0.

  1. Noted.
  1. A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, accepting the resignation of Michelle Feeley as an On Call First Responder. Approved 3-0.

EQUIPMENT AND SUPPLIES

  1. A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of the medical supplies requested, at a total cost of $413.00 (Hammer Medical - $325.30, McKesson - $87.70). Approved 3-0.
  1. A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, approving the Preventative Maintenance renewal for the Zoll X Series Monitor, at a cost of $3,953.25. Approved 3-0.
  1. Noted.
  1. Noted.
  1. Noted. (Note: Ms. Knotoff advised the Board that she prepared a check for $100.00 to be submitted with the Controlled Substance License Renewal. The check was needed prior to the meeting.)
  1. Noted.

With regard to the difficulty in getting On Call First Responders on the weekends, a resolution was drawn up and states as follows:

2019-20. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to increase the Saturday and Sunday hourly pay rate for the On Call First Responders to $25.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, approving adoption of Resolution 2019-20. Approved 3-0.

MAINTENANCE REPORT

Work Order Report dated 3/1/19 to 3/31/19 was submitted to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, granting permission for Amie Mazurkiewicz to use the Meeting Room on April 14, 2019 for a birthday party. Approved 3-0.

Request 2. - Commissioner Jackson suggested that the Chief ask Mr. Schaffauer to look for the frame on Amazon.

Request 3. - Commissioner Jackson advised the Chief that Brendan Dickson is a Benevolent Member and is not entitled to submit a request for use of the Meeting Room. Commissioner Jackson suggested that someone else submit the request on Brendan’s behalf.

Request 4. Sean McDermott will be asked to submit a written request.

ITEMS FOR DISCUSSION

  1. Chief Flynn is in the process of compiling numbers.
  1. Second Assistant Chief Jankowski gave Commissioner Jackson a new worksheet on the proposed Red Alert update (copy attached) and reminded the Board that the prices may increase the longer we wait.
  1. Commissioner Jackson will follow up.

Chief Flynn advised the Board that First Assistant Chief David Rosante will be back on April 12, 2019, unless there is a major incident, and that he is expected to spend a week with his family before returning to duty as First Assistant Chief.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

Commissioner Jackson advised the Board that he had spoken to Mr. Glass regarding the District providing 24/7 On Call First Responders. Commissioner Jackson was concerned that, if the District does not always offer paramedics, will it be held liable. Mr. Glass stated to Commissioner Jackson that it is up to the District to maintain the service it feels is appropriate. The District does not have to offer paramedics, EMT’s are sufficient. However, the District might be in a bind if it advertises or promotes the fact that it provides medical service 24/7.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, accepting the Minutes of the March 7, 2019 Regular Monthly Meeting, with noted correction. Approved 3-0.

TREASURER'S REPORT

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

 

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from Joyce Petkus asking the District to vote for her as Secretary/Treasurer in the upcoming AFDSNY election and a letter from the Town of Southampton regarding Res-2019-406 waiving the fee for the Memorial Day Parade.

OLD BUSINESS

Commissioner Jackson advised the Board that the new 7-6-14 truck will be here on Monday and that Mr. Schaffauer will install the lights.

A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, authorizing the trade-in of the old 7-6-14, 2004 GMC Utility Truck, minus the lights and siren, to North Shore Chevrolet/Smithtown. Approved 3-0. (Note #1: Without having seen and inspected the vehicle, the trade-in may range between $12,000.00 - $15,000.00). (Note #2: After physical inspection, the trade-in amount was $10,000.00.)

After a brief discussion regarding the new Chief’s vehicle (7-6-32), a motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of one (1) Command Box for the new 7-6-32 vehicle from North Shore Chevrolet/Smithtown (BOCES Bid), at a cost of $2,970.00. Approved 3-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase and installation of the light and radio packages, as well as the installation of the Command Box (BOCES Bid 16/17-008R), by North Shore Chevrolet/Smithtown, at a cost of $19,788.00. Approved 3-0.

A discussion regarding the Employee Handbook was tabled since Commissioner Davonski was not in attendance and she is in charge of the project.

Chief Flynn advised the Board that everything is in order for the Dinner Dance. Standby has been arranged and there will be one paid On Call First Responder on duty.

Commissioner Jackson reminded the Chief that May 31, 2019 is the physical deadline. Members who haven’t taken their physicals will be suspended and that includes social activities.

Commissioner Jackson also advised the Board that James Carter did not pass his physical. A letter will be forwarded to him advising him that his application for membership cannot be approved by the Board.

Commissioner Mattera advised the Board that the cooler project is all set to go.

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, accepting the renewal from Waterway for the Annual Hose Testing, at a cost of $2,745.00 and the NFPA Equipment Testing, at a cost of $1,520.10. Approved 3-0.

NEW BUSINESS

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the Board to vote for Joyce Petkus, candidate for the Secretary/Treasurer office for the ASDFNY.

Commissioner Mattera suggested that the District replace the outdoor sign with an electronic one.

Commissioner Jackson advised the Board that 7-6-11 is out-of-service and that RVI quoted repairs at approximately $49,790.00 and that Commissioner Gregory got a quote in the amount of $31,050.00 from Firematic for the same repairs. A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, accepting the proposal from Firematic to do the necessary repairs to 7-6-11, at a cost of $31,050.00. Approved 3-0.

Commissioner Jackson asked the Chiefs to form a Truck Committee and requested that at least one Commissioner be on the Committee. A decision needs to be made within a year regarding 7-6-11 and the rescue truck.

Commissioner Jackson recommended that the District sell the Zodiac boat and the funds could then be used to offset the cost of repairs to 7-6-11. A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, to offer the Zodiac boat, engine, trailer and radios for sale. Approved 3-0. Commissioner Jackson will get a value on the items. Chief Flynn suggested keeping the boat slip. (Note: The wet suits, life jackets and Mustang suits will be kept.)

Commissioner Jackson reminded the Board that the District is hosting the Suffolk County Fire District Officers Meeting on May 16, 2019.

ABSTRACT OF BILLS

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, approving the Abstract of Bills for the General Fund consisting of 34 checks totaling $29,757.65 and to authorize the transfer of $60,000.00 from the Money Market to the Checking Account. Approved 3-0.

At 8:50 p.m., a motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, calling the meeting into Executive Session to discuss the diversion of certain positions within the District. Approved 3-0.

At 9:20 p.m., a motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, calling the meeting out of Executive Session. Approved 3-0.

A workshop was scheduled for Wednesday, April 24, 2019, at 7:30 p.m.

At 9:21 p.m., there being no further business, a motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, to adjourn the meeting. Approved 3-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   Lorraine Gregory, Secretary

Notes and recording taken by Treasurer, Nancy Knotoff

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Monthly Meeting Minutes For March 2019

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

MARCH 7, 2019

 

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

 

 

FIREHOUSE ATTENDANT REPORT

See attached report.

Mr. Schaffauer advised the Board that there is a problem with a compartment door magnet on

7-6-1. He will contact RVI to correct the problem.

With regard to the DEF fluid, Commissioner Jackson stated that the fluid should be replaced when the light goes on. Second Assistant Chief Jankowski suggested topping the fluid off every even month.

ITEMS FOR DISCUSSION

None.

EMS REPORT (Presented by Commissioner Schaefer)

See attached report.

STAFF REPORT

  1. Noted.
  1. Amanda Lessard’s resignation noted. Permission given for Commissioner Schaefer to hire two On Call First Responders.

EQUIPMENT AND SUPPLIES

  1. A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of the medical supplies requested, at a total cost of $296.46 (McKesson - $60.21, Hammer Medical - $236.25). Approved 4-0.

MAINTENANCE REPORT

Work Order Report dated 2/1/19 to 2/28/19 was submitted to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of Years of Service patches – 25 each of 5-20 years (set up - $120.00, patches - $300.00), at a total cost of $420.00. Approved 4-0.

Request 2. - A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing one (1) On Call First Responder to be on duty for the upcoming Inspection Dinner. Approved 4-0. (Note: The Board is requiring that a member be on duty as a second responder. If no one steps up, then a second On Call First Responder will be hired.)

Request 3. - A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the use of the Meeting Room on March 17, 2019 by Kate Westra for a birthday party. Approved 4-0.

ITEMS FOR DISCUSSION

  1. Second Assistant Chief Jankowski brought up for discussion a Medic Pilot Program requiring the hiring of 24/7 On Call First Responders during the busiest months of May through September. Chief Jankowski also stated that the District has a problem keeping On Call First Responders on staff because the pay scale is not equal to what is being paid by other Districts - $24.00-$28.00. The On Call staff is basically happy working for the District, but the wage is not enticing. Commissioner Gregory stated that the pay scale was one of the topics discussed at the recent Commissioners’ Training Class that he attended. Most Districts are paying $24.00 plus. The Chief also suggested adopting an Associate Program. The program would not involve offering LOSAP or other perks and there would be no minimum requirements. The Department has 55 members, 9 are EMT’s. Perhaps the Juniors Program could be extended into the Fire Police and residents who are college students home for the summer could be used to volunteer for non-firefighting and EMT work. Commissioner Schaefer stated that there would be a cost factor in outfitting associates with gear and protective equipment. A brief discussion also ensued regarding increasing the membership rolls and the steps that might be taken. Further discussion at the upcoming Workshop scheduled for March 27.
  1. Second Assistant Chief Jankowski presented information on the Red Alert system and will present an itemized list of costs next month. The program may cost as much as $30,000.00.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, accepting the Minutes of the February 7, 2019 Regular Monthly Meeting, with noted correction. Approved 4-0.

TREASURER'S REPORT

Ms. Knotoff advised the Board of the following:

  1. Transfer of $3,000.00 made to the General Fund Checking Account for Payroll.
  1. Arenz did not receive their check. Ms. Knotoff will wait a few days before putting a “stop payment”.
  1. Capital Plan needs to be established.
  1. Annual Financial Report for the fiscal year ended 12/31/18 was filed.
  1. Purchase Order 2019-1 (Coastal) will be voided.

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 a letter from the East Quogue Fire Department regarding the status of Michael Kohler from Active to Fireman Emeritus, a thank you letter from Golden Glow Volunteer Fire Company, a letter from Waterway enclosing the Annual Hose Testing Renewal in the amount of $2,745.00, as well as the NFPA Equipment Testing Renewal in the amount of $1,520.10 and letters from the Town of Southampton Planning Board regarding Ashley & Nicole Madsen, Subdivision, Michele Kirschbaum, Subdivision and the Daniel Edward Warner, Subdivision.

OLD BUSINESS

Commissioner Gregory advised the Board that he had met with the representative from

GT Power Systems regarding the generator issues. The problem is the switch in the basement causing the generator not to go on properly on test days.

After a brief discussion regarding the purchase of a Chief’s car and utility vehicle, motions were made as follows:

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, approving the purchase of one (1) 2019 White Chevrolet Tahoe (BOCES Bid) from Chevrolet of Smithtown ($37,794.36) with an EDAP System ($620.00), at a cost of $38,434.36. Approved 4-0. (Note: The Command Box and Light Package will be purchased separately.)

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, approving the purchase of one (1) White 2019 Chevrolet Silverado (BOCES Bid 16/17-00BR Ext #2) 4x4 Pick Up Truck with Double Cab, plow, ice melt spreader, lift gate, bed liner and Maxon C2 Light Package installed, at a cost of $42,839.20. Approved 4-0.

After a brief discussion regarding the cooler, motions were made as follows:

A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, authorizing the purchase and installation of a concrete slab for the walk-in cooler from Northeast Masonry & Landscaping, Inc., at a cost of $2,280.00. Approved 4-0.

A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, authorizing the installation of electrical wiring for the walk-in cooler from Quinlan Electric, at a cost of $1,800.00. Approved 4-0.

A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, authorizing the purchase and installation of a walk-in cooler from Four Star Refrigeration, at a cost of $15,000.00. Approved 4-0.

Commissioner Gregory advised the Board of the following:

  1. If the siren were to be moved to the new pole, an engineering study would have to be done and the arm may have to be modified. He suggested going with an electronic siren, basically because of the cost factor and the fact that there is no real difference between either siren.
  1. He is still waiting to hear from Coastal regarding the Fire Police gear and that, if the price is higher than previously quoted, Coastal will absorb the difference.
  1. The paramedic shirts were taken to Rico’s. The incorrect patches will be removed and replaced with the correct one. The “Paramedic” patch is on order from California and will be applied to the back of the shirts. The words “East Quogue Fire District” will be printed on the front of the shirt.
  1. He is looking to get a lesser price for the sweatshirts from another vendor.

Commissioner Schaefer suggested getting the two Commissioner badges made at Fox and gave a sample to Commissioner Gregory.

Approval of the probationary membership of James Carter was tabled until April.

With reference to the CPAP Masks, a resolution was drawn up and states as follows:

2019-18. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to declare the old CPAC Masks as surplus property and to discard them.

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, approving the adoption of Resolution 2019-18. Approved 4-0.

NEW BUSINESS

After a brief discussion regarding increasing the deductible on the apparatus and vehicles for a total savings of $1,400.00, a motion was made by Commissioner Schaefer, seconded by Commissioner Mattera authorizing the increase of the insurance deductibles to $1,000.00. Approved 4-0. (Note: Increasing the comprehensive to $500 would be a savings of $178.00 and the collision to $1,000.00 would be a $450.00 savings.)

ABSTRACT OF BILLS

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, approving the Abstract of Bills for the General Fund consisting of 40 checks totaling $30,589.56 and to authorize the transfer of $60,000.00 from the Money Market to the Checking Account. Approved 4-0.

At 9:45 p.m., there being no further business, a motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, to adjourn the meeting. Approved 4-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   Lorraine Gregory, Secretary

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February Meeting Minutes 2019

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

FEBRUARY 7, 2019

 

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 7:30 p.m. Present were Commissioners Allyn Jackson, James Schaefer, Jennifer Davonski, Stephen Gregory and Michael Mattera, Chief Scott Flynn, Second Assistant Chief Ted Jankowski, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

 

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

None.

EMS REPORT (Presented by Commissioner Davonski)

See attached report.

STAFF REPORT

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

2019-16. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to increase the hourly pay rate of Danielle Mohr and Andrew Schultze to $22.66 (3% = 66 cents) for their exceptional work as On Call First Responders. Approved 5-0.

A motion was made by Commissioner Gregory, seconded by Commissioner Mattera, approving adoption of Resolution 2019-16. Approved 5-0.

  1. Amanda Zilnicki’s resignation noted. Approval given to hire a replacement.

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 $1,010.05 (McKesson - $79.50, Zoll Medical - $265.50, Hammer Medical - $366.05, Teleflex - $299.00). Approved 5-0.
  1. A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the renewal of the AmbuPro ePCR software yearly renewal, at a cost of $3,600.00. Approved 5-0.

MAINTENANCE REPORT

Work Order Report dated 1/1/19 to 1/31/19 was submitted to the Board.

After a brief discussion regarding the boat and its needed repairs, Chief Flynn advised the Board that he would like to discuss the boat with the other Chiefs and then report their findings to the Board.

 

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the purchase of three (3) 200A Multi-Function Jump Boxes from True Value Hardware, at a cost of $166.99 each. Approved 5-0.

Request 2. - A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of 600 (six hundred) Equipment ID Stickers from Signs of Fire.Com, at a cost of $324.45. Approved 5-0.

Request 3. - A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of five (5) 30-Minute Scott Cylinders from South Shore Fire & Safety (State contract), at a cost of $898.00 each. Approved 5-0.

Request 4. - A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of twelve (12) LED Fire Vulcan Lights from Firematic, at a cost of $149.95 each. Approved 5-0.

Request 5. - A motion was made by Commissioner Mattera, seconded by Commissioner Davonski, granting permission for Chief Scott Flynn to use the Meeting Room on February 16, 2019. Approved 4-0. Recused 1 - Commissioner Schaefer.

Request 6. - A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of three (3) AV-3000HT Large Face Pieces from South Shore Fire & Safety, at a total cost of $892.20. Approved 5-0.

Request 7. - A motion was made by Commissioner Davonski, seconded by Commissioner Gregory, authorizing the purchase of two (2) Little Anne QCPR Upgrade Kit from Laerdal, at a cost of $72.00 each. Approved 5-0.

ITEMS FOR DISCUSSION

  1. No discussion.
  1. Second Assistant Chief Jankowski met with dispatchers of the Hampton Bays and Eastport Fire Departments to discuss how they use the Red Alert system. Second Assistant Chief Jankowski advised the Board that the Chiefs would like to use a fingerprint system rather than a Point Sheet write-in when members respond to alarms. He also would like to have MBTs and IPads in the vehicles. Commissioner Jackson suggested that the Chiefs supply the Board with a list of the items needed to improve communications and response. The Board will then seek prices and, perhaps, a grant could be applied for.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, accepting the Minutes of the January 3, 2019 Organizational Meeting, with noted correction, and the Minutes of the January 3, 2019 Regular Monthly Meeting. Approved 5-0.

TREASURER'S REPORT

Ms. Knotoff advised the Board that the District received a 2012-2017 insurance premium refund from Arch Insurance Company in the amount of $11,046.40.

Since Commissioner Schaefer is now the Vice-Chairman and a signatory on the checks, Commissioner Mattera will have the authority to open the bank statements and compare them with the abstract.

Ms. Knotoff reported on the auditor’s review as follows:

  1. The Policy Book must be finalized.
  2. No Sexual Harassment Policy in the book.
  3. No Privacy Breach Notification Policy in the book
  4. With regard to the Travel Policy, the travel form must be filled out by the attendees. If the District no longer requires use of the form, then the wording must be taken out of the policy.
  5. A policy is required for making on-line bank transfers and the policy should state that a notification is to be made to the Chairman every time an on-line transfer is made.
  6. No Capital Plan available - must get it from Chairman.
  7. Recommended use of the fingerprinting or card system for Red Alert.

Ms. Knotoff advised the Board that she will contact Mr. Glass regarding Paid Family Leave.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, 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 probationary membership of James Carter and the resignations of Patricia Vonatski and Matthew Ravenhall, a letter from Fully Involved regarding an increase in labor rates from $110 to $115 per hour and a letter from Jones, Little & Co. outlining their audit services.

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, accepting the auditing services proposal from Jones, Little & Co. at their standard hourly rates which will not exceed $7,750.00. Approved 5-0.

OLD BUSINESS

Commissioner Jackson advised the Board that he has contracted with GT Power for the generator service and will contact Commander regarding their bill.

Commissioner Jackson also advised the Board of the following:

Chief’s Car                  Tahoe - $36,494.00

(BOCES Bid)             Tahoe w/Police Package - $46,694.00

                                    Suburban - $46,000.00

Truck                           Chevrolet FC2500 w/crew cab - $40,994.00

                                    Double cab, snow plow, spreader and lift gate are extra.

Commissioner Gregory suggested purchasing a pickup truck with cap so as to avoid passengers coming in contact with gear. Further discussion tabled until March.

Second Assistant Chief Jankowski requested permission to have a custom box made for his vehicle. According to NFPA Standards, gear must be stored separately.

Commissioner Jackson reminded the Board that they will have to decide what to look for in filling the positions of District Manager/Secretary and Treasurer and that the positions should be advertised by April.

Commissioner Jackson advised the Board that the buildings/grounds inspections are scheduled for Sunday, February 17, 2019 at 9:00 a.m.

Commissioner Jackson presented the Annual Report (alarms, EMS, mutual aid, etc.) to the Board and the Chief. A copy of the report was also forwarded to the Editor of the “Southampton Press Western Edition”.

Commissioners Jackson and Gregory will work together on updating the Policy Book.

Commissioner Jackson signed the dinner dance contract. Ms. Knotoff stated that she would prefer to pay the bill at the dinner for the number of attendees x $135.10. The budget is $23,500.00 and whatever is left over, after paying for gifts, will be put toward the cost of the band.

Commissioner Schaefer advised the Board that all of the LOSAP paperwork is done and that he will work with Commissioner Jackson regarding the Employee Handbook.

Commissioner Jackson reminded the Board that the insurance coverage should be re-bid.

Commissioner Gregory advised the Board that Mr. Schaffauer is meeting with a person regarding Quogue’s siren and that, at some point, he will meet with him as well.

Commissioner Gregory also advised the Board that he was waiting to hear from Rico’s regarding the First Responder shirts – having the wrong patches removed and replaced, adding the word “Paramedic” to the back of the shirts and adding East Quogue Fire District identification to the shirts.

Commissioner Davonski advised the Board that she will follow up with the evaluations.

Commissioner Jackson advised the Board that a workshop will be held with the agencies involved in making the school a shelter. The only drawback is that the school does not have a generator.

NEW BUSINESS

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

2019-17. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to donate the 2009 Dodge Durango 4-Door SUV VIN #1D8HB38P19F712576 “As Is”, minus radios and stickers, to the Golden Glow Volunteer Fire Company in Pine City, New York.

A motion was made by Commissioner Davonski, seconded by Commissioner Mattera, approving adoption of Resolution 2019-17. Approved 5-0.

After a brief discussion regarding attire for Commissioners Gregory and Mattera, a motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, authorizing the purchase from Rico’s of a blazer, slacks, shirt and tie for the two Commissioners, at an approximate total cost of $1,000.00. Approved 5-0. (Note: Commissioner Mattera’s Class A uniform will be passed on to a Department member(s).)

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of a new Swingline Shredder Model SX19-09 from Staples, at an approximate cost of $289.99. Approved 5-0.

Commissioner Gregory advised the Board that the old phones were thrown out and that Mr. Schaffauer will do the training on the new phone system.

Commissioner Gregory also advised the Board that the old computers in the back storage room will be discarded and that he and the Chief will be reviewing the unused items that are being stored in the Steel Building.

A vote on the membership of James Carter was tabled pending the results of his physical.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the resignations of Patricia Vonatski and Mathew Ravenhall, pending the return of all District property issued to them. 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 36 checks totaling $209,992.33 and to authorize the transfer of $225,000.00 from the Money Market to the Checking Account. Approved 5-0.

There will be no Workshop on February 27, 2019.

At 9:35 p.m., there being no further business, a motion was made by Commissioner Davonski, seconded by Commissioner Gregory, to adjourn the meeting. Approved 5-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                    Lorraine Gregory, Secretary

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ORGANIZATIONAL MEETING 2019

EAST QUOGUE FIRE DISTRICT

ORGANIZATIONAL MEETING

JANUARY 3, 2019

 

The Organizational Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Treasurer, Nancy Knotoff, at 7:02 p.m. Present were Commissioners Allyn Jackson, Stephen Gregory, James Schaefer, Michael Mattera and Jennifer Davonski, Chief Scott Flynn and Second Assistant Chief Ted Jankowski, Firehouse Attendant David Schaffauer, First Responder Amit Patel (7:35 p.m.), Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

 

Newly elected Commissioner Stephen Gregory was sworn in by the Treasurer, Nancy Knotoff.

Nominations for Chairman were called. Commissioner Allyn Jackson was nominated for Chairman by Commissioner Schaefer, seconded by Commissioner Davonski. Approved 5-0.

There being no further nominations, a motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, closing the nominations. Approved 5-0.

Nominations for Vice-Chairman were called. Commissioner James Schaefer was nominated for Vice-Chairman by Commissioner Jackson, seconded by Commissioner Davonski. Approved 5-0.

There being no further nominations, a motion was made by Commissioner Mattera, seconded by Commissioner Gregory, closing the nominations. Approved 5-0.

Commissioner Jackson took charge of the meeting and at 7:05 p.m., a motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, calling the meeting into Executive Session to discuss the diversion of certain positions within the District. Approved 5-0.

At this point, Commissioner Jackson asked Commissioner Stephen Gregory, Secretary Lorraine Gregory, Chief Scott Flynn, Second Assistant Chief Ted Jankowski and Firehouse Attendant David Schaffauer to leave the meeting room.

As per Commissioner Jackson, at 7:16 p.m., a motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, calling the meeting out of Executive Session. Approved 4-0.

The Treasurer then asked Commissioner Stephen Gregory, Secretary Lorraine Gregory, Chief Scott Flynn, Second Assistant Chief Ted Jankowski and Firehouse Attendant David Schaffauer to join the meeting.

The monthly retainer of $1,202.00 was set for the Secretary, Lorraine Gregory.

A resolution was drawn up and states as follows:

2019-01. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve that the 2019 monthly retainer for the District Secretary be set at $1,202.00.

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, accepting adoption of Resolution 2019-01. Approved 4-0. Recused 1 - Commissioner Gregory.

Chief Scott Flynn and Second Assistant Chief Ted Jankowski were sworn in by the Treasurer, Nancy Knotoff.

The monthly retainer of $1,365.91 was set for the Treasurer, Nancy Knotoff.

A resolution was drawn up and states as follows:

2019-02. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve that the District Treasurer receive a monthly retainer of $1,365.91.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting adoption of Resolution 2019-02. Approved 5-0.

Chairman Jackson placed in the Minutes of the Organizational Meeting the notification of the meeting sent to the media.

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, appointing William F. Glass, Jr., Esq., as the Attorney for the District. Approved 5-0.

A resolution was drawn up and states as follows:

2019-03. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to appoint William F. Glass, Jr., Esq. as the Attorney for the District with an annual retainer of $6,300.00 for services outlined in Schedule A including attendance at one (1) monthly meeting – Legal Services Section I and II, an hourly rate of $250.00 (billed in ¼ hour increments) for services outlined in Schedule A – Legal Services Section III and reimbursement of no more than $200.00 which is 1/25 of his actual and necessary expenses in connection with his attendance at the two annual meetings of the AFDSNY and the annual meeting of the NFPA.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, accepting the “Southampton Press - Western Edition” as the official District newspaper. Approved 5-0.

A resolution was drawn up and states as follows:

2019-04. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept the “Southampton Press - Western Edition” as the official District newspaper.

A motion was made by Commissioner Davonski, seconded by Commissioner Jackson, accepting HSBC, Bridgehampton National and Peoples United as depositories for the District and that Nancy Knotoff, as Treasurer, be designated as the sole official to sign checks for the District. Approved 5-0.

A resolution was drawn up and states as follows:

2019-05. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept HSBC, Bridgehampton National and Peoples United as depositories for the District and that Nancy Knotoff, as Treasurer, be designated as the sole official to sign checks for the District.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing that checks written for payments in the amount of $5,000.00 or more be signed by the Treasurer, Nancy Knotoff, and the Chairman of the Board, Allyn Jackson, and in the Chairman’s absence, by Vice-Chairman James Schaefer. Approved 5-0.

A resolution was drawn up and states as follows:

2019-06. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize that checks written for payments in the amount of $5,000.00 or more be signed by both the Treasurer, Nancy Knotoff, and the Chairman of the Board, Allyn Jackson, and in the Chairman’s absence, by Vice-Chairman James Schaefer.

A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, designating that the 2019 Monthly Meetings of the Fire District be held at the East Quogue Firehouse on the first Thursday of the month, at 7:30 p.m., with the exception of the May meeting which will be held on Monday, May 6, 2019 at 7:30 p.m. and the July meeting which will be held on Tuesday, July 9, 2019 at 7:30 p.m. The Budget Hearing will be held on Tuesday, October 15, 2019, at 7:30 p.m. Immediately following the Budget Hearing, there will be a Special Meeting to adopt the 2020 Budget. The Year-End Meeting will be held on Friday, December 27, 2019, at 7:30 p.m. Workshops will be held, as needed, on the fourth Wednesday of each month at 7:30 p.m. Approved 5-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, approving the renewal of the Surety Bond covering the Treasurer in the amount of $975,000.00. Approved 5-0

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, to participate in the membership of the following organizations:

Association of Fire Districts State of New York

FDIC

International Chiefs Association

New York State Chiefs Association

Southampton Town Fire District Association

Suffolk County Fire Districts Association                                                     Approved 5-0.

A motion was made by Commissioner Davonski, seconded by Commissioner Jackson, approving Department membership in the following organizations:

Fire Chiefs Council of Suffolk County

New York State Chiefs Association

Southampton Town Chiefs Council

Southampton Town EMS

Suffolk County Fire Chiefs Association

South Fork Fire Police Association

Volunteer Police Association State of New York                                          Approved 5-0.

A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, that the following committees be in effect:

HOUSE

All Commissioners as listed.

Website - Jennifer Davonski, Michael Mattera

Key System - Jennifer Davonski, James Schaefer

Dinner Dance - Allyn Jackson, James Schaefer

ID Cards - Jennifer Davonski, James Schaefer

Room Requests - Allyn Jackson, Stephen Gregory

Juniors - Jennifer Davonski, Michael Mattera

PURCHASING

Firematic Equipment and Supplies - James Schaefer, Stephen Gregory

Medical Equipment and Supplies - James Schaefer, Jennifer Davonski

Electronic Equipment and Supplies - Stephen Gregory, Jennifer Davonski

Uniforms - Jennifer Davonski, Michael Mattera

Misc. Supplies - Allyn Jackson, Stephen Gregory

MAINTENANCE AND REPAIR

Apparatus and Automotive - Allyn Jackson, James Schaefer

Firematic Equipment and Tools - Stephen Gregory, James Schaefer

EMS Equipment - James Schaefer, Jennifer Davonski

Buildings - Allyn Jackson, Stephen Gregory

Grounds - James Schaefer, Michael Mattera

AUDITING

Allyn Jackson, Chairman

Nancy Knotoff, Treasurer

SERVICE AWARD PROGRAM

James Schaefer

Allyn Jackson

Michael Mattera

EMPLOYEE AND DEPARTMENT MEMBERSHIP WELFARE - Department Physicals, Physical Fitness Program, Workmen’s Compensation, VFBL

James Schaefer

Allyn Jackson

Michael Mattera

NEW APPARATUS PURCHASING

All Commissioners

FIREHOUSE ATTENDANT - Supervisory and Evaluation Review

Stephen Gregory

Michael Mattera

OFFICE PERSONNEL - Supervisory and Evaluation Review

Allyn Jackson

James Schaefer

FIRST RESPONDER PROGRAM - Supervisory and Evaluation Review

James Schaefer

Jennifer Davonski

INSURANCE POLICY AND ACCIDENT CLAIMS

Allyn Jackson

Michael Mattera

MAJOR CONSTRUCTION

All Commissioners

JUNIORS LIASON WITH THE CHIEF

Jennifer Davonski

Michael Mattera                                                                                              Approved 5-0.

A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, to retain David Schaffauer as Firehouse Attendant, at an hourly rate of $27.27. Approved 5-0.

A resolution was drawn up and states as follows:

2019-07. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain David Schaffauer as Firehouse Attendant, at an hourly rate of $27.27.

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, to retain John C. Ryckman as Part Time Custodian, at an hourly rate of $17.19. Approved 5-0.

A resolution was drawn up and states as follows:

2019-08. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain Jack Ryckman as Part Time Custodian, at an hourly rate of $17.19.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, to retain First Responder, Amit Patel, at an hourly rate of $28.41 which includes disability insurance. Approved 5-0.

A resolution was drawn up and states as follows:

2019-09. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain First Responder, Amit Patel, at an hourly rate of $28.41 which includes disability insurance.

A motion was made by Commissioner Davonski, seconded by Commissioner Jackson, to retain all On Call First Responders, at an hourly rate of $22.00. Approved 5-0.

A resolution was drawn up and states as follows:

2019-10. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain all On Call First Responders, at an hourly rate of $22.00.

A motion was made by Commissioner Davonski, seconded by Commissioner Gregory, to retain part time labor for the performance of miscellaneous incidental work, at an hourly rate of $15.00 and miscellaneous mechanical work, at an hourly rate of $20.00. Approved 5-0.

A resolution was drawn up and states as follows:

2019-11. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain part time labor for the performance of miscellaneous incidental work, at an hourly rate of $15.00 and miscellaneous mechanical work, at an hourly rate of $20.00.

At this point, the Board authorized the Treasurer to file a copy of the Annual Report to the Department of Audit and Control within sixty (60) days after the end of the fiscal year (March 1, 2019) and to submit same to the Board.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, to reaffirm the East Quogue Fire District Policy and Procedures Manual, as revised February 2, 2017, containing the following:

Distribution of Alcohol

                                    Public Access to Records

                                    Military Leave

                                    Driver Standards Vehicle Operations

                                    District Cell Phone

                                    Code of Ethics

                                    Credit Card

                                    Conduct of Elections

                                    Social Media

                                    Classification of Firefighters

                                    Medical Leave

                                    Procurement

                                    Progressive Discipline

                                    Public Comment at a Meeting

                                    Travel Expense

                                    Workplace Harassment

                                    Investments

                                    Fixed Assets

                                    Inspection Dinner

                                    Use of Chief’s Vehicle

                                    Meals and Reimbursement

                                    Bidding

                                    Indemnification Fire District Officers

                                    Records Retention

                                    Substance Abuse

                                    Seat Belt Use

                                    Fund Balance

                                    Sexual Harassment

                                    Privacy Breach Notification Policy

                                                                                                            Approved 5-0.

2019-12. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to reaffirm the East Quogue Fire District Policy and Procedures Manual, as revised February 2, 2017, containing the following:

                                    Distribution of Alcohol

                                    Public Access to Records

                                    Military Leave

                                    Driver Standards Vehicle Operations

                                    District Cell Phone

                                    Code of Ethics

                                    Credit Card

                                    Conduct of Elections

                                    Social Media

                                    Classification of Firefighters

                                    Medical Leave

                                    Procurement

                                    Progressive Discipline

                                    Public Comment at a Meeting

                                    Travel Expense

                                    Workplace Harassment

                                    Investments

                                    Fixed Assets

                                    Inspection Dinner

                                    Use of Chief’s Vehicle

                                    Meals and Reimbursement

                                    Bidding

                                    Indemnification Fire District Officers

                                    Records Retention

                                    Substance Abuse

                                    Seat Belt Use

                                    Fund Balance 

Sexual Harassment

                                    Privacy Breach Notification Policy

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, reestablishing the following Capital Reserve Funds:

Building & Grounds Reserve Fund (Generic)

Apparatus & Equipment Reserve Fund (Generic)

                        Communications Reserve Fund (Generic)

                                                                                                            Approved 5-0.

A resolution was drawn up and states as follows:

2019-13. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to reestablish the following Capital Reserve Funds:

                        Building & Grounds Reserve Fund (Generic)

Apparatus & Equipment Reserve Fund (Generic)

                        Communications Reserve Fund (Generic)

A motion was made by Commissioner Davonski, seconded by Commissioner Gregory, reaffirming the Financial Reporting Requirements of Governmental Accounting Standards Board (GASB) Statement 54. Approved 5-0.

A resolution was drawn up and states as follows:

2019.14. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to reaffirm the Financial Reporting Requirements of Governmental Accounting Standards Board (GASB) Statement 54 now in effect.

At 7:49 p.m., there being no further business for the Organizational Meeting, 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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January's Monthly Meeting Minutes 2019

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

JANUARY 3, 2019

 

 

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 7:52 p.m. Present were Commissioners Allyn Jackson, James Schaefer, Jennifer Davonski, Stephen Gregory and Michael Mattera, Chief Scott Flynn, Second Assistant Chief Ted Jankowski, First Responder Amit Patel (left 8:17 p.m.), Firehouse Attendant David Schaffauer (left 8:17 p.m.), Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

 

FIREHOUSE ATTENDANT REPORT

See attached report.

Mr. Schaffauer was instructed to call Arenz regarding the problem with the climate control in the Chiefs’ office.

The Red Alert System updates were done and the system is on board.

The battery was replaced in 7-6-17 and there are no more power problems.

The Board instructed Mr. Schaffauer to install Plexiglas over the vent opening at the top of the elevator shaft. For safety reasons, Mr. Schaffauer will use the tower ladder, 7-6-11, instead of a standard ladder.

ITEMS FOR DISCUSSION

None.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of five (5) Fire Police reflective jacket/parkas and pants from Coastal Fire Systems, Inc., at an approximate cost of $1,999.00. Approved 5-0.

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 $2,015.01 (McKesson - $452.20, Zoll Medical - $1,292.91.36, BoundTree - $269.95). Approved 5-0.
  1. Noted. Included in the purchase listed above from Zoll Medical.
  1. Noted.

MAINTENANCE REPORT

Work Order Report dated 12/1/18 to 12/31/18 was submitted to the Board.

Chief Flynn advised the Board that he is not aware of any major repairs that need attention.

 

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the purchase of two (2) Ramfan Battery Ventilation Fans, one for 7-6-1 and one for Station 2, at a cost of $3,795.00 each. Approved 5-0.

Request 2. - A motion was made by Commissioner Mattera, seconded by Commissioner Gregory, authorizing the purchase of ten sets (10) of Fireman’s Badges from Fox Jewelers, at a total cost of $1,266.00. Approved 5-0.

Requests 3, 4 and 5. - Secretary will order the supplies requested.

Request 6. - Since the amount is less than $100.00, the Chief has the authority to place the order himself.

ITEMS FOR DISCUSSION

  1. A brief discussion ensued regarding 24/7 paid First Responders. Commissioner Jackson stated that the District/Department should look at neighboring Fire Districts to help with our responses as we do for them. Second Assistant Chief Jankowski asked that, if the 24/7 First Responder Program needs to be started soon and the money has not been budgeted for 2019, can the funds be taken from elsewhere? Commissioner Jackson responded, “yes”. Second Assistant Chief Jankowski suggested that funds especially be available during the busy months of June, July and August when the response workload is even greater. Commissioner Jackson suggested that the Chiefs confer with the First Responder Program committee members.
  1. Chief Flynn advised the Board that he, not ex-Commissioner Sacks, spoke with Andrew Pisaneschi and that Andrew sent him a letter of apology and advised the Chief that he had taken an on-line EVOC course.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, reinstating Andrew Pisaneschi’s driving privileges as supervised by the Chief. Approved 5-0.

The Chief also advised the Board that Vincent Alliegro has not yet taken his physical with NDI and has not supplied paperwork from his own personal physician stating that he has had a physical.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the Chief to remove Vincent Alliegro from the Department rolls as of January 5, 2019, due to the fact that he has not completed a mandatory physical with NDI, or his personal physician, and that he be required to return all equipment and materials issued to him by the District. Approved 5-0.

  1. Tabled. The Chief will provide pricing.
  1. The same vendors as used in the past will be doing the testing.
  1. Discussed above in the Firehouse Attendant Report.
  1. Rolodex will not be updated. An MDT will be used in conjunction with the Red Alert System.
  1. Noted.
  1. See item 6.
  1. A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, authorizing that an account be set up with Strebel’s Car Wash in Westhampton, in addition to Tortorella Car Wash in Hampton Bays. Approved 5-0.

 

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the Minutes of the December 26, 2018 Special Meeting, with noted addition of Resolution 2018-46. Approved 4-0. Abstain 1 - Commissioner Gregory. (Note: Newly elected Commissioner Gregory’s term did not begin until January 1, 2019.)

TREASURER'S REPORT

Ms. Knotoff advised the Board that the 2019 IRS mileage rate is 58 cents.

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, 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 results of the Chiefs’ election, a letter from Medpro regarding price increases and a letter/Rider Benefits from Guardian regarding NY Paid Family Leave.

OLD BUSINESS

Commissioners Mattera and Schaefer will stake out the exact location for the cooler.

Commissioner Schaefer advised the Board that Brianna and Alex Gladding were handling the 2019 Dinner Dance. Commissioners Schaefer and Jackson will meet with them to discuss the plans and, perhaps, choose another venue. The District has not signed any contracts.

Commissioner Jackson presented a list of Outstanding Items to the Board and suggested that the items be divided among the Board members for follow through. He also reminded the Board that the purchase of the Chief’s vehicle needs to be finalized.

Commissioner Jackson stated that a date(s) should be set for the inspection of the buildings, grounds and vehicles. The inspection was tentatively scheduled for the end of January, beginning of February.

Commissioner Jackson requested Chief Flynn to schedule a date for the review of the new hydrant installations in the District.

Commissioner Schaefer advised the Board that on December 31, 2018 he mailed in the paperwork for the Cancer Bill.

After a brief discussion regarding the Durango SUV, a resolution was drawn up and states as follows:

2019-15. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to declare the 2009 Dodge Durango SUV as surplus property.

A motion was made by Commissioner Mattera, seconded by Commissioner Davonski, accepting adoption of Resolution 2019-15. Approved 5-0.

NEW BUSINESS

The Secretary advised the Board that the Association of Fire Districts of the State of New York will be holding its Annual Meeting on May 2-4, 2019, at the Marriott Hotel, Albany, New York. A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, authorizing five (5) members of the Board (Commissioners Jackson, Gregory and Schaefer, Treasurer, Nancy Knotoff and Secretary Lorraine Gregory) to attend the Annual Meeting of the Fire Districts of the State of New York, May 2-4, 2019, in Albany, New York, at a total approximate cost of $5,000.00. Approved 5-0.

Note: The 2019 Regular Monthly Meeting Schedule was adjusted to accommodate Board members attending the upcoming AFDSNY Annual Meeting. The May meeting was changed from Thursday, May 2, 2019 to Monday, May 6, 2019.

ABSTRACT OF BILLS

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, approving the Abstract of Bills for the General Fund consisting of 23 checks totaling $26,810.87 and to authorize the transfer of $50,000.00 from the Money Market to the Checking Account. Approved 5-0.

At 9:30 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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2018 Special Budget Meeting

PUBLIC NOTICE

 

 

The 2019 Monthly Meetings of the East Quogue Fire District will be held at the East Quogue Firehouse on the first Thursday of the month, at 7:30 p.m., with the exception of the May meeting which will be held on Monday, May 6, 2019 at 7:30 p.m. and the July meeting which will be held on Tuesday, July 9, 2019 at 7:30 p.m. The Budget Hearing will be held on Tuesday, October 15, 2019, at 7:30 p.m. Immediately following the Budget Hearing, there will be a Special Meeting to adopt the 2020 Budget. The Year-End Meeting will be held on Friday, December 27, 2019, at 7:30 p.m. Workshops will be held, as needed, on the fourth Wednesday of each month at 7:30 p.m. All meetings of the East Quogue Fire District are open to the public. This notification is being given to the news media pursuant to the provisions of Section 94 of the Public Officers Law of the State of New York. By order of the Board of Fire Commissioners of the East Quogue Fire District.

Dated: January 4, 2019

Lorraine Gregory

Secretary

Board of Fire Commissioners

East Quogue Fire District

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Year End Meeting 2018

EAST QUOGUE FIRE DISTRICT

SPECIAL MEETING

DECEMBER 26, 2018

The Special Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Vice Chairman Allyn Jackson, at 7:00 p.m. Present were Commissioners Allyn Jackson, Michael Mattera, James Schaefer and Jennifer Davonski, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

 

 

FIRE HOUSE ATTENDANT REPORT

Mr. Schaffauer was not requested to attend the meeting.

EMS REPORT

Mr. Patel was not requested to attend the meeting.

MAINTENANCE REPORT

No report submitted.

CHIEF'S REPORT

The Chiefs were not requested to attend the meeting.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, to accept the Minutes of the December 6, 2018 Regular Monthly Meeting. Approved 4-0.

TREASURER'S REPORT

Ms. Knotoff stated that certain transfers would have to be made. Resolutions were drawn up and state as follows:

2018-41. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $10,000.00 from the General Fund Money Market to the General Fund Checking to pay bills.

2018-42. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $299,976.19 the balance remaining in all codes in the 2018 Budget to the General Fund Code for transfer to Reserve Funds.

2018-43. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $100,000.00 from the General Fund to the Communications Reserve Fund.

2018-44. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $147,963.10 from the General Fund to the Apparatus Reserve Fund.

2018-45. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $147.963.09 from the General Fund to the Building and Grounds Reserve Fund.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the adoption of Resolutions 2018-41 through 2018-45. Approved 4-0.

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, voiding Purchase Order #2018-64 to Coastal and to reinstate it in January 2019. Approved 4-0.

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 a letter from the Golden Glow Volunteer Fire Company requesting that the District keep them in mind when excessing an SUV and a fuel oil bid and heating service contract from Mendenhall Fuel, Inc. (Note: Fuel bid was not required. The Secretary so advised Mr. Flannery.)

OLD BUSINESS

The Secretary advised the Board that the proposition was approved (Resolution 2018-33) regarding the office of Treasurer of the East Quogue Fire District being appointive beginning January 1, 2020.

Commissioner Jackson advised the Board of items taken care of by ex-Commissioner Sacks – phone, passwords, contact list, credit cards, etc.

Commissioner Jackson presented a list of 2018 Outstanding Issues.

Commissioner Schaefer advised the Board that he met with Mr. Marmorale and discussed the Cancer Bill insurance. Mr. Marmorale recommended Hartford and stated that the premium would be approximately $200.00 per firefighter. After a brief discussion, a motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, approving the recommendation of Mr. Marmorale to go with Hartford for the Cancer Bill insurance. Approved 4-0.

Commissioner Jackson advised the Board that 7-6-5 was sold to Greg Celi. A resolution was drawn up and states as follows:

2018-46. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to dissolve Resolution 2018-31 (September 2018) and to accept the offer from Celi Electrical LTG IN., in the amount of $5,000.00, for the purchase of the 1993 Seagrave 1250 GPM Pumper – 7-6-5, as is, with no equipment included.

A motion was made by Commissioner Mattera, seconded by Commissioner Davonski, accepting adoption of Resolution 2018-46. Approved 4-0.

NEW BUSINESS

A brief discussion ensued regarding the nomination of Chairman of the Board for 2019.

Commissioner Schaefer will advise First Assistant Chief David Rosante to be sworn in before he leaves for deployment.

ABSTRACT OF BILLS:

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, approving the Abstract of Bills for the General Fund consisting of 20 checks totaling $9,100.45. Approved 4-0.

At 7:30 p.m., there being no further business, a motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, to adjourn the meeting. Approved 4-0.

Submitted by:

Lorraine Gregory, Secretary

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December 2018 Meeting Minutes

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

DECEMBER 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, First Responder Amit Patel (left 8:00 p.m.), Firehouse Attendant David Schaffauer (left 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

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the purchase of the medical supplies requested, at a total cost of $956.96 (Hammer Medical - $773.60, Zoll Medical - $183.36). Approved 5-0.

Commissioner Davonski advised the Board that the new CPAP masks will cost $200.00 each as opposed to $60.00 for the old masks. The Board decided that it would declare the old masks as surplus property and donate them.

MAINTENANCE REPORT

Work Order Report dated 11/1/18 to 11/30/18 was submitted to the Board.

Commissioner Sacks advised the Board of the following: 7-6-M1 will be winterized, the brush truck is out being serviced and all of the work has not been completed on 7-6-1.

 

 

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - Tabled until January.

Request 2. - A motion was made by Commissioner Davonski, seconded by Commissioner Mattera, authorizing the purchase of three (3) Altair CO Meters from Firematic Supply, at a cost of $239.00 each. Approved 5-0.

Request 3. - A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of one (1) High Visibility Chief’s Jacket with associated lettering for Assistant Chief-Elect Ted Jankowski, at a cost of $200.00. Approved 5-0.

Request 4. - A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of Chief’s uniform attire (including a hat) for Assistant Chief-Elect Ted Jankowski, at an approximate cost of $695.00 and an Ex-Chief’s Hat for Chief Davonski, at an approximate cost of $75.00. Approved 5-0.

Request 5. - A motion was made by Commissioner Davonski, seconded by Commissioner Mattera, granting permission for Aimee Mazurkiewicz to use the Meeting Room on December 23, 2018. Approved 5-0.

Request 6. - A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of a Chief’s helmet for Assistant Chief-Elect Ted Jankowski, at a cost not to exceed $375.00. Approved 5-0.

ITEMS FOR DISCUSSION

  1. A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, to repair and update the gold leaf on 7-6-8, at an approximate cost of $1,450.00. Approved 5-0.
  1. The Board needs to look into 24/7 ALS coverage further and will take this into consideration in August when planning the 2020 budget.
  1. At 8:00 p.m., a motion was made by Commissioner Davonski, seconded by Commissioner Mattera, calling the meeting into Executive Session to discuss a discipline matter. Approved 5-0.

At 8:09 p.m., a motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, calling the meeting out of Executive Session. Approved 5-0.

  1. Chief Davonski advised the Board that the grant received was $1,500.00 and that the total amount spent on equipment was $3,496.98. The District will reimburse the Department for the balance.

 

 

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

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

TREASURER'S REPORT

Ms. Knotoff advised the Board that she transferred an additional $5,000.00 to cover the payroll.

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

2018-52 - RVI          Amount approved - $5,125.00            Amount charged - $6,244.31

Ms. Knotoff advised the Board that certain transfers would have to be made. Resolutions were drawn up and state as follows:

2018-38. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $1,000.00 from Lights – 280-001 to Telephone – 270-001.

2018-39. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $1,000.00 from Lights – 280-001 to Office/Computer Supplies – 450-001.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, accepting the adoption of Resolutions 2018-38 and 2018-39. Approved 5-0.

Ms. Knotoff also advised the Board of the following: the IRS waived the penalty on the tax deposit and Avaya was issuing a credit refund of $349.70.

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 SCWA regarding water main installations, a letter from William F. Glass, Jr., Esq. regarding the NYS Cancer Law Coverage and a letter from the East Quogue Fire Department regarding the probationary membership of Kevin Brennan.

OLD BUSINESS

Commissioner Mattera advised the Board that he had received a proposal, in the amount of $3,500.00, from MGM for the walk-in cooler electrical work and that he expected the slab to cost between $1,000.00 to $1,200.00. Tabled – additional proposals are required.

Commissioner Schaefer advised the Board that the flu shots were given and that the physicals are scheduled for Saturday, February 2, 2019 at 9:30 a.m. and Monday, March 11, 2019 at 6:30 p.m.

Commissioner Schaefer presented a questionnaire regarding the Cancer Bill. Basically, we have to cover all active firemen who were prior Class A for 5 years. The cost factor will be brought down because the EMS people would not be included. The Chief and Bob Holley will work on reviewing the membership records.

Commissioner Schaefer advised the Board that the On Call First Responder positions have been filled.

Commissioner Sacks advised the Board that Commissioner Jackson was going to contact an architect regarding the roof and that Hampton Bays had recommended GC Power for generator repairs/service.

Commissioner Sacks also advised the Board of the following: Red Truck was not interested in 7-6-5, Command Fire Apparatus did not come out to see the truck and that Greg Celi is interested in purchasing 7-6-5 for $5,000.00. Commissioner Jackson had suggested to Commissioner Sacks that he contact Red Truck and Command Truck, once again, and if they do not respond by Wednesday, December 12, 2019, to sell the truck to Greg Celi.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, that, if a signed agreement to purchase 7-6-5 was not made by December 12, 2018 with either Red Truck or Command Truck, the Board would accept the offer of $5,000.00 from Greg Celi. Approved 5-0.

NEW BUSINESS

A brief discussion ensued regarding the purchase of a new Chief’s car and a pick-up truck. A resolution was drawn up and states as follows:

2018-40. 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 $65,000.00 be expended from the Apparatus Reserve Fund of said Fire District for the purchase of one (1) Chief’s Vehicle, 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 Sacks, accepting adoption of Resolution 2018-40. Approved 5-0.

The funds for the pick-up truck will be taken from the budget.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the probationary membership of Kevin Brennan in the Department. Approved 5-0.

ABSTRACT OF BILLS

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, approving the Abstract of Bills for the General Fund consisting of 36 checks totaling $61,679.99 and to authorize the transfer of $85,000.00 from the Money Market to the Checking Account. Approved 5-0.

At 9:00 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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Organizational Meeting 2019

PUBLIC NOTICE

 

 

Please take notice that the Organizational Meeting of the East Quogue Fire District of the Town of Southampton, County of Suffolk, New York, for the year 2019 will be held on Thursday, January 3, 2019, at 7:00 P.M., at the East Quogue Firehouse, Montauk Highway, East Quogue, New York and that the Regular Monthly Meeting of the Board of Fire Commissioners will follow at 7:30 p.m.

 

Dated: December 15, 2018

Lorraine Gregory

Secretary

Board of Fire Commissioners

East Quogue Fire District

Drawer 860, East Quogue, NY 11942

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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 December 6, 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 $65,000.00 be expended from the Apparatus Reserve Fund of said Fire District for the purchase of one (1) Chief’s Vehicle, 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: December 6, 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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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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