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EAST QUOGUE FIRE DISTRICT
REGULAR MONTHLY MEETING
AUGUST 4, 2016
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 James Schaefer, Aaron Sacks and Allyn Jackson, Chief David Kohler, Second Assistant Chief David Rosante, Firehouse Attendant David Schaffauer, First Responder Amit Patel, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.
FIREHOUSE ATTENDANT REPORT
See attached report.
ITEMS FOR DISCUSSION
1. Approved.
A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, accepting the Firehouse Attendant Report as submitted. Approved 3-0.
Commissioner Jackson commended Mr. Schaffauer on his work improvement and the fact that he has also taken on additional responsibilities. The Board then approved, retroactive to July 1, 2016, the portion of Mr. Schaffauer’s January 1, 2016 pay increase that had been withheld.
At 7:45 p.m., Mr. Schaffauer left the meeting.
EMS REPORT
See attached report.
STAFF REPORT
Noted.
EQUIPMENT AND SUPPLIES
1. Permission given for the stair chairs to be professionally cleaned.
2. A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, authorizing the purchase of the medical supplies requested, at a total cost of $847.21 (Hammer Medical - $587.71, Moore Medical - $259.50). Approved 3-0.
3. Noted.
4. Noted. Board suggested Red Alert.
Mr. Patel left the meeting at 9:05 p.m.
A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson accepting the EMS Report as submitted. Approved 3-0.
MAINTENANCE REPORT
Commissioner Sacks presented the attached Work Order Report dated July 1, 2016 – July 31, 2016.
CHIEF'S REPORT
See attached report.
REQUESTS
Request 1. - Approved.
Request 2. - Tabled.
Requests 3-4. - A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, authorizing the purchase from Amazon of one (1) pop up tent, at a cost not to exceed $125.00 and eight (8) plastic folding chairs, at an approximate cost of $140.00 to be used for EMS rehab. Approved 3-0.
Request 5. - Tabled.
Request 6. - A motion was made by Commissioner Sacks, seconded by Schaefer, authorizing the purchase from Amazon of two (2) Radio Cases for Marine 1, at an approximate cost of $70.00. Approved 3-0.
ITEMS FOR DISCUSSION
1. Commissioner Erwin not in attendance. No information.
2. Commissioner Sacks requested a work order.
3. Commissioner Sacks will handle.
4. On order.
ATTORNEY DISCUSSION
Mr. Glass not in attendance.
MINUTES
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the Minutes of the July 7, 2016 Regular Monthly Meeting. Approved 3-0.
TREASURER'S REPORT
A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, 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 East Quogue Fire Department regarding the resignation of Jonathan Parsons and Jody Romeo and a booklet from the Association of Fire Districts of the State of New York regarding the Fall Workshop October 13-16, 2016, Saratoga Springs, New York.
OLD BUSINESS
After a brief discussion regarding The Hills, the Board approved sending a letter to Supervisor Schneiderman stating that the Board is in favor of The Hills project.
Commissioner Jackson stated that the bid for the boiler replacements was very high and he will contact the engineer. The Board agreed that the LED proposals were in line.
Commissioner Jackson advised the Board that the problem with the generator at Station 2 was a broken wire.
Commissioner Sacks stated that it was suggested to him that the District contact the Town Board and suggest that the Town pick up the $10,000.00 fee and annual maintenance for Red Alert.
Commissioner Jackson will follow up with the Town regarding the Burn Building Agreement.
NEW BUSINESS
A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, authorizing up to four members of the Board to attend the Association of Fire Districts of the State of New York Fall Workshop, October 13-16, 2016, Saratoga Springs, New York, at an approximate cost of $6,000.00. Approved 3-0.
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the resignations of Jonathan Parsons and Jody Romeo pending the return of all equipment and materials issued to them by the District. Approved 3-0.
ABSTRACT OF BILLS
A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, approving the Abstract of Bills for the General Fund consisting of 34 checks totaling $42,540.74 and the Building & Grounds Fund consisting of 1 check totaling $8,022.85 and to authorize the transfer of $60,000.00 from the Money Market to the Checking Account. Approved 3-0.
At 8:40 p.m., there being no further business, a motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, to adjourn the meeting. Approved 3-0.
Submitted by
Lorraine Gregory, Secretary
EAST QUOGUE FIRE DISTRICT
REPLACEMENT OIL FIRED BOILERS BID OPENING
LED LIGHTING RETROFIT PROPOSAL OPENING
AUGUST 4, 2016
The bid and proposal opening was called to order by Chairman Allyn Jackson at 7:00 p.m. Present were Commissioners Allyn Jackson, Aaron Sacks and James Schaefer, Treasurer Nancy Knotoff, Secretary Lorraine Gregory and a representative from each of the bidders.
Replacement Oil Fired Boilers
Two bids were submitted as follows:
Best Climate Control Corp. - $348,889.00
Premier Mechanical Services, Inc. - $339,700.00
LED Lighting Retrofit
Two proposals were submitted as follows:
Main Firehouse Empire LED Solutions $22,367.00
Less Rebates/Incentives $ 6,036.00
Net Cost of Project $16,331.00
Station 2 Empire LED Solutions $ 2,834.00
Less Rebates/Incentives $ 816.00
Net Cost of Project $ 2,018.00
Main Firehouse Palace Electrical Contractors, Inc. $22,000.00
Less Estimated Rebate $ 4,200.00
Estimated Net Cost $17,800.00
Station 2 No bid submitted.
A Special Meeting is scheduled for Thursday, August 11, 2016, at 7:00 p.m. to award the bid and the proposal. However, with regard to the Replacement Oil Fired Boilers Bid, there was a major discrepancy between the cost estimated by the engineer and the bids submitted. There is a possibility that the bid may not be awarded.
At 7:15 p.m., a motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, to adjourn the meeting. Approved 3-0.
Submitted by:
Lorraine Gregory, Secretary
EAST QUOGUE FIRE DISTRICT
REPLACEMENT OIL FIRED BOILERS BID AWARD
LED LIGHTING RETROFIT PROPOSAL AWARD
AUGUST 11, 2016
The bid and proposal award was called to order by Chairman Allyn Jackson at 7:15 p.m. Present were Commissioners Allyn Jackson, Jonathan Erwin and James Schaefer, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.
LED Lighting Retrofit
A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, to reject the bid from Empire LED Solutions and the bid from Palace Electrical Contractors, Inc. for the LED Lighting Retrofit. Approved 3-0.
Replacement of Two Oil Fired Boilers
A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, rejecting the bid from Best Climate Control Corp. and the bid from Premier Mechanical Services, Inc. for the Replacement of Two Oil Fired Boiler. Approved 3-0.
At 7:35 p.m., a motion was made by Commissioner Jackson, seconded by Commissioner Erwin, to adjourn the meeting.
Submitted by:
Lorraine Gregory, Secretary
PUBLIC NOTICE
The Board of Fire Commissioners of the East Quogue Fire District will be holding a Special Meeting, Thursday, August 11, 2016, at 7:00 p.m. The purpose of the Special Meeting will be to award the bids for Two Oil Fired Boilers and the LED Lighting Retrofit.
Dated: July 29, 2016
BY ORDER OF THE BOARD OF
FIRE COMMISSIONERS OF
THE EAST QUOGUE FIRE DISTRICT
_____________________________
By: LORRAINE GREGORY
Fire District Secretary
EAST QUOGUE FIRE DISTRICT
REGULAR MONTHLY MEETING
JUNE 5, 2016
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 4:05 p.m. Present were Commissioners James Schaefer, Aaron Sacks, Jonathan Erwin, Jennifer Davonski and Allyn Jackson, Chief David Kohler, Second Assistant Chief David Rosante, Treasurer Nancy Knotoff and Secretary Lorraine Gregory. (Note: The meeting originally scheduled for Thursday, June 2, 2016 was cancelled due to the fact that there was no quorum.)
FIREHOUSE ATTENDANT REPORT
See attached report.
ITEMS FOR DISCUSSION
1. Noted.
3.
A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, accepting the Firehouse Attendant Report as submitted. Approved 5-0.
EMS REPORT
See attached report presented by Commissioner Davonski.
STAFF REPORT
1. A resolution was drawn up and states as follows:
2016-20. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain Kevin H. Zajac and Brandon McAlary as On Call First Responders, at an hourly pay rate of $20.00.
A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, accepting adoption of Resolution 2016-20. Approved 5-0.
2. Noted.
3. A resolution was drawn up and states as follows:
2016-21. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to remove Christopher Guszack from the On Call First Responder Rolls.
A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting adoption of Resolution 2016-21. Approved 5-0. (Note: The Secretary will forward a letter to Mr. Guszack advising him of his termination and will request that District property in his possession be returned to the District.)
EQUIPMENT AND SUPPLIES
1. A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of the EMS Medical Supplies requested, at a total cost not to exceed $1,420.04 (Hammer Medical - $1,364.15, Moore Medical - $55.89). Approved 5-0.
2. Commissioners Erwin or Sacks will handle.
3. Noted.
4. Noted.
5. A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, granting permission for Amit Patel to participate in the Check & Inject NY Pilot Program for BLS Providers and to authorize the purchase of the initial five kits and two training kits, at a total cost of $445.00. Approved 5-0.
A motion was made by Commissioner Erwin, seconded by Commissioner Jackson accepting the EMS Report as submitted. Approved 5-0.
MAINTENANCE REPORT
No written report submitted.
Commissioner Erwin advised the Board of the following:
1. 7-6-8 Serviced. Vehicle has a chronic air leak.
2. 7-6-9 Oil and filters changed.
3. 7-6-12 Front wheel repaired.
4. 7-6-31 Bumper is on order.
A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, accepting the Maintenance Report as submitted. Approved 5-0.
At 4:30 p.m., a motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, calling the meeting into Executive Session to discuss insurance liability. Approved 5-0.
At 4:36 p.m., a motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, calling the meeting out of Executive Session. Approved 5-0.
CHIEF'S REPORT
See attached report.
REQUESTS
Request 1. - A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing the purchase of twenty (20) pairs of white gloves, at an approximate cost of $200.00 and four (4) packages of mourning bands, at an approximate cost of $40.00. Approved 5-0.
Request 2. - Secretary will handle.
Request 3. - A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, approving the Rescue Swimmer Course for up to seven (7) members, at a cost of $200.00 per member. Approved 5-0. (Note: Second Assistant Chief Rosante will provide the Board with a written agreement.)
Request 4. - A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of five (5) Radio Holders and two (2) straps, at an approximate cost of $245.00. Approved.
Request 5. - A motion was made by Commissioner Schaefer, seconded by Erwin, authorizing the purchase of EMS Gear for Garrett Benham (jacket, pants, helmet and boots), at an approximate cost of $1,200.00. Approved 5-0.
Request 6. - Commissioner Sacks will handle.
Request 7. - Commissioner Sacks will handle.
Request 8. - A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, authorizing On Call First Responder coverage for the Seafood Party from 9:00 p.m. on August 13, 2016 to 5:00 a.m. on August 14, 2016. Approved 5-0.
ITEMS FOR DISCUSSION
1. Chief will contact Bob Holley. Greg Celi and Mark Rist suspended. Greg King on medical leave and will supply a doctor’s note.
2. Delivery date not available.
3. Meeting set for Thursday at 4:00 p.m.
4. Department Best Practices given to Commissioner Jackson.
ATTORNEY DISCUSSION
Mr. Glass not in attendance.
MINUTES
A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, accepting the Minutes of the May 5, 2016 Regular Monthly Meeting, with noted correction. Approved 5-0.
TREASURER'S REPORT
Ms. Knotoff advised the Board that, in May, she had made an additional transfer of $20,000.00 to pay for the Inspection Dinner.
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, approving the Treasurer’s Report as submitted. Approved 5-0.
COMMUNICATIONS AND CORRESPONDENCE
Miscellaneous correspondence was presented to the Board including a letter from the East Quogue Fire Department regarding the resignation of Dan Bennett and the swearing in of Kevin Quinn, a Certificate of Compliance from the Town of Southampton regarding the Antenna, an e-mail from the Hampton Point Association cancelling their use of the Meeting Room and requests from SCWA for the testing of the backflow prevention devices.
OLD BUSINESS
Commissioner Sacks presented the new FCC License. (The Secretary will forward letters to the Town of Southampton Police Department and Suffolk County Fire Rescue advising them of the new Call Letters.)
After a brief discussion, the Board tabled the proposal from Securus Technologies for hookup to the Town’s CAD Dispatch System.
Commissioner Sacks presented the following proposals for replacement of the AC units in the meeting room:
Arenz Heating & Air Conditioning - $18,930.00
Weber & Grahn - $23,200.00
A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the proposal from Arenz Heating & Air Conditioning, in the amount of $18,930.00. Approved 5-0.
After a brief discussion regarding replacement of the boilers, a resolution was drawn up and states as follows:
2016-22. 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 $90,000.00 be expended from the Buildings and Grounds Reserve Fund of said Fire District for the purchase of two (2) New Oil Fired Boilers to be installed at the Main Firehouse as well as other incidental items that may be associated with this project, including but not limited to the removal of asbestos, 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 Sacks, seconded by Commissioner Schaefer, accepting adoption of Resolution 2016-22. Approved 5-0.
NEW BUSINESS
Commissioner Sacks presented a proposal from Jack Ryckman, in the amount of $2,800.00, for the installation of a sprinkler system on the east side of the property.
A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, accepting the proposal from Jack Ryckman for the installation of a sprinkler system on the east side of the property, at a cost of $2,800.00. Approved 5-0.
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the resignation of Dan Bennett from the Department, pending the return of all District property issued to him. Approved.
2016-23. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to remove all District postings from the website after a period of ninety (90) days from the date of posting.
A motion was made by Commissioner Erwin, seconded by Commissioner Sacks, accepting the adoption of Resolution 2016-23. Approved 5-0.
ABSTRACT OF BILLS
A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, approving the Abstract of Bills for the General Fund consisting of 39 checks totaling $22,143.81 and to authorize the transfer of $30,000.00 from the Money Market to the Checking Account. Approved 5-0.
At 5:52 p.m., there being no further business, a motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, to adjourn the meeting. Approved 5-0.
Submitted by
Lorraine Gregory, Secretary
EAST QUOGUE FIRE DISTRICT
REGULAR MONTHLY MEETING
MAY 5, 2016
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 James Schaefer, Aaron Sacks, Jonathan Erwin, Jennifer Davonski and Allyn Jackson, Chief David Kohler, First Assistant Chief Scott Flynn, Second Assistant Chief David Rosante, Firehouse Attendant David Schaffauer, First Responder Amit Patel, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.
FIREHOUSE ATTENDANT REPORT
See attached report.
ITEMS FOR DISCUSSION
1. Approved.
2.-3. Since the mulch and fertilizer will each cost $100.00 or less, the purchases may be made in accordance with the Procurement Policy.
A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, accepting the Firehouse Attendant Report as submitted. Approved 5-0.
At 7:45 p.m., Mr. Schaffauer left the meeting.
EMS REPORT
See attached report.
STAFF REPORT
1. Noted.
2. Approved.
3. Commissioners Schaefer and Davonski will handle.
A motion was made by Commissioner Jackson, seconded by Commissioner Sacks, authorizing Commissioners Schaefer and Davonski to interview candidates for the position of On Call First Responder and to authorize them to hire up to three new On Call First Responders. Approved 5-0.
EQUIPMENT AND SUPPLIES
1. Noted.
2. A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of the EMS Medical Supplies requested, at a total cost not to exceed $775.04 (Boundtree - $440.29, Moore Medical - $166.00, Zoll Medical - $168.75). Approved 5-0.
3. Commissioners Davonski and Schaefer decided on the following uniforms:
Full Time Paid First Responder - 2 overshirts, 2 pair of pants, 2 short sleeve dark shirts, 1 pair of shoes and 1 all-weather jacket.
On Call Paid First Responder - 1 polo shirt, 1 overshirt and 1 all-weather jacket.
Commissioner Sacks suggested the use of photo ID badges for the First Responders and EMS personnel. A punch ($16.00) and hangers ($10.00) will be purchased and the badges made on site.
A motion was made by Commissioner Erwin, seconded by Commissioner Jackson accepting the EMS Report as submitted. Approved 5-0.
MAINTENANCE REPORT
No written report submitted.
Commissioner Erwin advised the Board of the following:
1. Two of the Chiefs’ cars were serviced.
2. The antenna was removed from the van and installed on the new Fire Police vehicle.
3. 7-6-16’s suction will be repaired tomorrow.
A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, accepting the Maintenance Report as submitted. Approved 5-0.
CHIEF'S REPORT
See attached report.
REQUESTS
Requests 1. - A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, authorizing the purchase of five (5) Class A PPE (coat, helmet, pants, boots) and one (1) Class B PPE (coat, helmet, pants, boots), at a cost not to exceed $3,000.00 per set. Approved 5-0.
Request 2. - Commissioner Sacks will arrange.
Request 3. - A motion was made by Commissioner Erwin, seconded by Commissioner Sacks, authorizing the purchase of one (1) MSA CO Meter, at a cost not to exceed $250.00. Approved 5-0.
Request 4. - Approved.
Request 5. - Commissioner Erwin will handle.
ITEMS FOR DISCUSSION
1. Delivery date unknown.
2. To be discussed under Old Business.
The Board advised the Chiefs that the Department SOG’s should be renamed “Best Practices”.
ATTORNEY DISCUSSION
Mr. Glass not in attendance.
MINUTES
A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the Minutes of the April 7, 2016 Regular Monthly Meeting. Approved 5-0.
TREASURER'S REPORT
Ms. Knotoff advised the Board that a Workers’ Compensation Audit has been scheduled for May 11, 2016.
A motion was made by Commissioner Jackson, seconded by Commissioner Sacks, 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 Fire Department regarding the resignation of Mike Smith, William Swasey’s Emeritus status, the swearing in of Jody Romeo and the probationary membership of Kevin Quinn, a letter from the Town of Southampton regarding Res-2016-423 and a request from the Hampton Point Association to use the Meeting Room.
OLD BUSINESS
Commissioner Sacks presented a proposal from Waterway for the annual testing of the apparatus nozzles and appliances.
A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the proposal from Waterway for the annual testing of the apparatus nozzles and appliances, in the amount of $1,362.00. Approved 5-0.
A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the proposal from Motorola for the purchase of new pagers and portable radios for use by the Department in accordance with Resolution 2016-18, at a cost of $99,947.62 and accepting the proposal from Integrated Wireless Technologies, LLC for the engraving of the pagers and radios in accordance with Resolution 2016-18, at a cost of $1,275.00, at a total expenditure of $101,598.87. Approved 5-0.
At 8:50 p.m., Mr. Patel left the meeting.
Commissioner Sacks presented the following labor only proposals for the renovation of the Firemen’s Room:
1. Norske, Inc. - $32,150.00
2. O’Neil Builders, LLC - $32,800.00
3. Rist Builders, Inc. - $41,000.00
A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, accepting the labor only proposal from Norske, Inc. for the renovation of the Firemen’s Room, in the amount of $32,150.00. Approved 5-0.
A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, allotting the sum of $15,000.00 for materials to be purchased from various suppliers for the renovation of the Firemen’s Room. Approved 5-0.
Commissioner Jackson advised the Board that he is still waiting for an additional bid for the boilers and the LED lights.
Commissioner Jackson also advised the Board that, since the job was easier than expected, J&M Construction and Masonry issued a $400.00 credit to the District with regard to the installation of the yellow safety tile strips in the truck bays.
NEW BUSINESS
A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing that a letter of recommendation be prepared for On Call First Responder, Amanda Paparatto. Approved 5-0.
A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting the proposal from JJ Johnson for the detailing of all the fire apparatus vehicles, at a cost of $3,050.00. Approved 5-0.
A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting the resignation of Mike Smith from the Department, pending his return to the District of all District property issued to him. Approved 5-0.
The Secretary will notify Hometown Insurance of William Swasey’s Emeritus status.
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the probationary membership of Kevin Quinn in the Department. Approved 5-0.
ABSTRACT OF BILLS
A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, approving the Abstract of Bills for the General Fund consisting of 46 checks totaling $50,168.42 and to authorize the transfer of $75,000.00 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 Schaefer, seconded by Commissioner Davonski, to adjourn the meeting. Approved 5-0.
Submitted by
Lorraine Gregory, Secretary
EAST QUOGUE FIRE DISTRICT
REGULAR MONTHLY MEETING
APRIL 7, 2016
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 James Schaefer, Aaron Sacks, Jonathan Erwin, Jennifer Davonski and Allyn Jackson, Chief David Kohler, First Assistant Chief Scott Flynn, Second Assistant Chief David Rosante, Firehouse Attendant David Schaffauer, First Responder Amit Patel, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.
FIREHOUSE ATTENDANT REPORT
See attached report.
ITEMS FOR DISCUSSION
1. Noted.
2. District does not have any of the Quogue Village Police’s manikins. The manikins on hand are the ones that were recently ordered by the District.
A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, accepting the Firehouse Attendant Report as submitted. Approved 5-0.
At 7:37 p.m., Mr. Schaffauer left the meeting.
EMS REPORT
See attached report.
STAFF REPORT
1. Noted.
2. Board agreed.
2016-16. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to remove Jonathan Boutet from the On Call First Responder Rolls.
A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting adoption of Resolution 2016-16. Approved 5-0.
3. Resignation accepted.
2016-17. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept the resignation of Aubrie Andenmatten, as of April 6, 2016.
A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting adoption of Resolution 2016-17. Approved 5-0.
4. Commissioners Schaefer and Davonski will conduct interviews for three additional On Call First Responders.
5. Commissioner Jackson signed the form.
EQUIPMENT AND SUPPLIES
1. A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the purchase from Zoll of a One (1) Year Preventive Maintenance Contract Per X Series, 4/1/16 – 3/31/17, at a cost of $920.00 and a One (1) Year Extended Warranty Zoll X Series, 4/1/16 – 3/31/17, at a cost of $3,263.25 (Total - $4,183.25). Approved 5-0.
2. A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of the EMS Medical Supplies requested, at a total cost of $368.96 (Hammer Medical - $301.76, Moore Medical - $67.20). Approved 5-0.
3. A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing the purchase of Weather Tech FH-F11307 Semi Custom Vinyl Front and Rear Black Floor Mats from Amazon, at an approximate cost of $179.00. Approved 5-0.
4. A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the purchase of two (2) Waterproof Phone Cases and Permanent Mounts for the cell phones used in the ambulances from Amazon, at an approximate cost of $125.00. Approved 5-0.
5. Commissioners Schaefer and Davonski are working on a standard uniform.
6. Jury Duty beginning April 8, 2016. Further discussed under Treasurer’s Report.
A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski accepting the EMS Report as submitted. Approved 5-0.
MAINTENANCE REPORT
No written report submitted.
7-6-2 Preventive maintenance performed.
7-6-5 Preventive maintenance performed. Ladder straps need to be installed to prevent the ladder from falling off.
7-6-11 Inspected. Fully Involved will be instructed to make the repairs as indicated.
A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, accepting the Maintenance Report as submitted. Approved 5-0.
CHIEF'S REPORT
See attached report.
REQUESTS
Requests 1. - A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, granting permission for the East Quogue Cub Scout Pak 261 to use the Meeting Room on May 21, 2016 for the Blue & Gold Awards Banquet and requiring a Security Deposit of $100.00 together with a Certificate of Insurance and, in lieu of a room charge, the Board will pay Mr. Schaffauer to be on duty. Approved 5-0.
Request 2. - No vote required.
Request 3. - Noted.
Requests 4. - Tips Class may be done on line.
ITEMS FOR DISCUSSION
1. Commissioner Sacks advised that the boat will be back tomorrow and that there is a problem with the GPS and VHF radio.
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase of one (1) Garman 7607 GPS System and Antenna, at an approximate cost of $1,600.00 and one (1) Matrix VHF Radio and Microphone, at an approximate cost of $500.00, for the Zodiac boat with installation to be done by Mr. Schaffauer. Approved 5-0.
2. Commissioner Sacks advised the Board that the Fire Police vehicle will be back from Pennsylvania by April 15.
3. To be discussed under Old Business.
4. The Board stated that nowhere in the By-Laws is it noted that a member must have a driver’s license. It is up to the member to fulfill their commitment to the Department whether or not they have a driver’s license.
5. A motion was made by Commissioner Davonski, seconded by Commissioner Sacks, approving that an On Call First Responder be hired for coverage for the Installation Dinner from 1900 hours on May 14, 2016 to 0600 hours on May 15, 2016. 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 March 3, 2016 Regular Monthly Meeting. Approved 5-0.
TREASURER'S REPORT
Ms. Knotoff asked for the status of the new computer. Commissioner Sacks advised that the computer just needs to be updated.
After a brief discussion regarding payment of Mr. Patel’s salary while on Jury Duty, a motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, that Mr. Patel would be paid his regular pay for his Monday, Tuesday and Wednesday schedule if he was required to report to Jury Duty on his regularly scheduled shifts. Approved 5-0.
A motion was made by Commissioner Davonski, seconded by Commissioner Sacks, 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 Fire Department regarding the probationary membership of Jody A. Romeo, a renewal notice from Avaya, a letter from Appraisal Affiliates regarding the Maintenance Service Report and service fee and (under separate cover) two copies of the Maintenance Service Report 1/1/15 – 12/31/15.
OLD BUSINESS
Commissioner Erwin advised the Board that the new Chief’s vehicle is in production.
Commissioner Sacks presented a proposal from Integrated Wireless Technologies for a Real Time Cross Band, including material and labor, in the amount of $3,080.50 and a proposal from Motorola Solutions, for portable radios, charges and misc. equipment, in the amount of $99,947.62.
Commissioner Sacks stated that he is seeking additional proposals for the work to be done in the Firemen’s Room.
Commissioner Sacks presented a proposal from Lisa Klemons, Design Partners, regarding service fees in connection with the renovation of the Firemen’s Room.
A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the proposal from Lisa Klemons, Design Partners, for an estimated ten (10) hours of consultation, at a cost of $150.00 per hour. Approved 5-0.
Commissioner Jackson presented the following two proposals from Empire LED Solutions for the updating of the light fixtures to LED:
Station 2 - $2,834.00 less rebate = $2,018.00
Main Firehouse - $22,600.00 less rebate = $16,331.00
After further discussion regarding the purchase of radio pagers, portable radios, renovations to the Firemen’s Room and the installation of LED lighting at the Main Firehouse and Station 2, subject to Permissive Referendum, a resolution was drawn up and states as follows:
2016-18. 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 $105,000.00 be expended from the Communications Reserve Fund of said Fire District for the purchase of new radio pagers and portable radios, for the use of the Fire Department of said Fire District, and be it
FURTHER 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 $125,000.00 be expended from the Buildings & Grounds Reserve Fund of said Fire District for renovations to the Firemen’s Room and the installation of new LED lighting at the Main Firehouse and Station 2 of said Fire District, 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 Sacks, seconded by Commissioner Erwin, accepting adoption of Resolution 2016-18. Approved 5-0.
Commissioner Sacks advised the Board that the Red Alert module has been installed. However, there is no mobile paging in the system.
A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, accepting the proposal from Alpine Software for the purchase of one (1) Paging System: Non Dispatch System, in the amount of $525.00. Approved 5-0.
The Board agreed that The Hills project should definitely identify the acreage that they have agreed to donate to the District and that the Town should be made aware of the location. The property must be accessible to main roads and not in the back hills. Commissioner Sacks will contact The Hills.
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the payment of $557.78 to RAB Construction for the installation of the changing stations in the restrooms, the re-milling and installation of the picture support rail, and the sanding and staining of the oak picture support rail. Approved 5-0.
At 8:50 p.m., Mr. Patel left the meeting.
A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, authorizing the purchase of one (1) Apple Hot Spot TV, at a cost of $149.00. Approved 5-0.
Commissioner Jackson advised the Board that he had received a request from the Shinnecock Shores Community to intercede with SCWA regarding the extension of the water mains to the end of the streets. As stated to the Community in the past, the water mains are extended far enough for firefighting protection and there is sufficient water pressure. If the Community wants to extend the mains it will be at their own cost.
NEW BUSINESS
A motion was made by Commissioner Jackson, seconded by Commissioner Sacks, accepting the proposal from Waterway for the annual hose testing, in the amount of $2,410.00. Approved 5-0.
2019-19. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to declare sixteen (16) AV-2000 Scott Facepieces surplus property and to donate them to the Suffolk County Fire Academy.
A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, accepting adoption of Resolution 2019-19. Approved 5-0.
Commissioner Jackson advised the Board that Mr. Glass’ only comment regarding the Ladies Auxiliary By-Laws is to use the term “local resident” instead of “citizen”. Commissioner Jackson also advised the Chief that the approval of the By-Laws is up to the Chiefs’ Department.
A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, approving the addition of the Ladies Auxiliary to the VFBL Insurance Policy, at an additional premium of $230.00 and insuring the Benevolent Association Members for liability, at no additional premium. Approved 5-0.
A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the probationary membership in the Department of Jody A. Romeo. Approved 5-0.
ABSTRACT OF BILLS
A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, approving the Abstract of Bills for the General Fund consisting of 47 checks totaling $101,580.40 and to authorize the transfer of $120,000.00 from the Money Market to the Checking Account. Approved 5-0.
At 9:40 p.m., there being no further business, a motion was made by Commissioner Jackson, seconded by Commissioner Sacks, to adjourn the meeting. Approved 5-0.
Submitted by
Lorraine Gregory, Secretary
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 April 7, 2016, 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 $105,000.00 be expended from the Communications Reserve Fund of said Fire District for the purchase of new radio pagers and portable radios, for the use of the Fire Department of said Fire District, and be it
FURTHER 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 $125,000.00 be expended from the Buildings & Grounds Reserve Fund of said Fire District for renovations to the Firemen’s Room and the installation of new LED lighting at the Main Firehouse and Station 2 of said Fire District, 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: April 9, 2016
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
EAST QUOGUE FIRE DISTRICT
REGULAR MONTHLY MEETING
MARCH 3, 2016
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 James Schaefer, Aaron Sacks and Allyn Jackson, Chief David Kohler, Second Assistant Chief David Rosante, Firehouse Attendant David Schaffauer, First Responder Amit Patel, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.
FIREHOUSE ATTENDANT REPORT
See attached report.
ITEMS FOR DISCUSSION
1. To be discussed under New Business.
2. To be discussed under New Business.
3. Noted.
A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, accepting the Firehouse Attendant Report as submitted. Approved 3-0.
At 7:45 p.m., Mr. Schaffauer left the meeting.
EMS REPORT
See attached report.
STAFF REPORT
1. Noted.
2. Noted.
3. Noted.
EQUIPMENT AND SUPPLIES
1. A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, authorizing the purchase of the medical supplies requested, in the total amount of $1,136.28 (Boundtree - $189.31, Hammer Medical - $946.97). Approved 3-0.
2. Commissioner Schaefer will discuss further with Mr. Patel.
A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, accepting the EMS Report as submitted. Approved 3-0.
MAINTENANCE REPORT
Commissioner Erwin not in attendance. No written report submitted.
Commissioner Jackson advised the Board that the insurance settlement with Hometown for 7-6-30’s vehicle (2012 Chevrolet Tahoe) will be $30,000.00 and that he needs to supply Hometown with the original Title which, at this time, cannot be located and will have to be replaced. All of the equipment will be removed and kept in inventory.
CHIEF'S REPORT
See attached report.
REQUESTS
Requests 1. - The Meeting Room is already taken that day.
Request 2. - A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, granting permission for the premises to be used for the Blood Drive on June 13, 2016. Approved 3-0.
Request 3. - A motion was made by Commissioner Jackson seconded by Commissioner Schaefer, granting permission for the Meeting Room to be used for the Suffolk County Fools Meeting on March 25, 2016. Approved 3-0.
Requests 4. - A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing two members to attend the NYS Association of Fire Chaplains Conference, April 17-20, 2016, in Tonawanda, New York, at a cost of $350.00 per person, plus mileage. Approved 3-0.
Request 5. - Tabled.
Request 6. - Commissioner Sacks will handle.
Request 7. - A motion was made by Commissioner Sacks, Seconded by Commissioner Schaefer, authorizing the purchase of one (1) Altair 5x CO2 Meter MSA-10116925 from Firematic, at a cost of $2,271.00. Approved 3-0.
ITEMS FOR DISCUSSION
1. Commissioner Sacks advised that the cap will be ready in approximately three weeks.
2. Commissioner Sacks will be taking the boat to Hampton Watercraft.
ATTORNEY DISCUSSION
Mr. Glass not in attendance.
MINUTES
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the Minutes of the February 4, 2016 2005 Ford Expedition Bid Opening and the February 4, 2016 Regular Monthly Meeting. Approved 3-0.
TREASURER'S REPORT
Ms. Knotoff advised the Board that she had filed the 2015 Annual Financial Report with the State Comptroller’s Office.
A motion was made by Commissioner Jackson, 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 the Town of Southampton regarding the William Polikoff Subdivision, a letter from the Town of Southampton enclosing a copy of Resolution 2016-240, an e-mail from LI Telecommunications regarding the Radio Evaluation and letters from the East Quogue Fire Department regarding the probationary memberships of Brian Frank and Dennis Chuppe.
OLD BUSINESS
Commissioner Sacks reported on the meeting with Long Island Telecommunications regarding the Radio Evaluation and the following motions were made:
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the renewal of the FCC License for the low band frequencies on the District’s behalf by Long Island Telecommunications and Electronic Services, Inc., at an approximate cost of $3,500.00. Approved 3-0.
A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, authorizing Long Island Telecommunications and Electronic Services, Inc. to arrange for the upgrading of the information (height and power) on the current UHF License, at an approximate cost of $1,000.00. Approved 3-0.
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase from GSA Advantage of two (2) UPS Units CR15G, at a cost of $196.49 each, plus shipping and one (1) UPS Unit SMT2200, at a cost of $786.17, plus shipping. Approved 3-0.
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase of twelve (12) 7.4 Volt Batteries for the Portable Radios from Amazon, at a cost of $62.99 each. Approved 3-0.
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the publication of a Public Notice regarding a permissive referendum to allocate funds from the Communications Reserve Fund amounting to $100,000.00 for the upgrading of the portable radios and pagers. Approved 3-0. (Note: Commissioner Jackson will contact Mr. Glass for guidance on this matter.)
After a brief discussion regarding work orders, a motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase and installation of a Red Alert Work Order Module, including two hours of training, from WO Management Systems, at a cost of $1,590.50. Approved 3-0.
At 9:00 p.m., Mr. Patel left the meeting.
Commissioner Sacks advised the Board that he had received a proposal for the Firemen’s Room from Norsic in the amount of $34,150.00 (labor only) and approximately $14,000.00 for materials. The cost for LED lighting was not included. Commissioner Sacks will seek additional proposals and will meet with a design consultant.
Commissioner Jackson advised the Board that he is waiting for proposals (propane and oil) regarding the boiler replacement.
Commissioner Jackson reminded the Chief that members have sixty (60) days to complete their physicals or face suspension.
A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, authorizing the purchase of 24” x 60” yellow safety tile strips from HD Supply for installation in the truck room, at a cost of $2,734.00. Approved 3-0.
A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, authorizing the masonry work to be done in order to true up the floor and to install the yellow safety tile strips by J&M Construction and Masonry, at a cost of $4,400.00. Approved 3-0.
NEW BUSINESS
A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, authorizing the purchase of 10 (ten) Heart Saver CPR/AED Workbooks from Channing Bete, at a total cost of $152.06 and the purchase of materials for the CPR training class for the department members, at an approximate cost of $250.00. Approved 3-0.
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase of one (1) TIF8800X Combustible Gas Detector from Amazon, at a cost of $190.03. Approved 3-0.
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the probationary membership of Brian Frank and Dennis Chuppe. Approved 3-0.
With regard to the William Polikoff Subdivision, the Board has no requirements at this time. The Secretary will so advise the Town Planning Board.
A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing the purchase of one (1) HON 4684LP Lateral File Cabinet, at a cost of $784.49 and one (1) set of HON File Cabinet Dividers, at a cost of $33.99. Approved 3-0.
ABSTRACT OF BILLS
A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, approving the Abstract of Bills for the General Fund consisting of 46 checks totaling $97,492.16 and to authorize the transfer of $110,000.00 from the Money Market to the Checking Account. Approved 3-0.
At 9:37 p.m., there being no further business, a motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, to adjourn the meeting. Approved 3-0.
Submitted by
Lorraine Gregory, Secretary
EAST QUOGUE FIRE DISTRICT
BID OPENING – 2005 FORD EXPEDITION
FEBRUARY 4, 2016
The bid opening was called to order by Chairman Allyn Jackson at 7:15 p.m. Present were Commissioners Allyn Jackson, Jonathan Erwin, James Schaefer and Aaron Sacks, Chief David Kohler, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.
One bid was received – Shaun T. Enright in the amount of $2,107.00
The Board accepted the bid. A resolution was drawn up and states as follows:
2016-15. The Board of Fire Commissioners of the East Quogue District hereby resolve to accept the bid from Shaun T. Enright, in the amount of $2,107.00, for the 2005 Ford Expedition VIN #1FMPU1650LA66397 (7-6-10) in “as is” condition.
A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, accepting adoption of Resolution 2016-15. Approved 4-0.
At 7:20 p.m., the bid opening was adjourned.
Submitted by:
Lorraine Gregory, Secretary
EAST QUOGUE FIRE DISTRICT
REGULAR MONTHLY MEETING
FEBRUARY 4, 2016
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 James Schaefer, Jonathan Erwin, Aaron Sacks and Allyn Jackson, Chief David Kohler, First Assistant Chief Scott Flynn, Second Assistant Chief David Rosante, First Responder Amit Patel, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.
FIREHOUSE ATTENDANT REPORT
See attached report.
Commissioner Sacks requested that the sidewalk on Montauk Highway also be cleared of snow. Commissioner Jackson will speak to Mr. Schaffauer.
ITEMS FOR DISCUSSION
1. Vacation approved.
A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, accepting the Firehouse Attendant Report as submitted. Approved 4-0.
EMS REPORT
At 7:50 p.m., Mr. Patel joined the meeting.
STAFF REPORT
See attached report.
EQUIPMENT AND SUPPLIES
1. A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, authorizing the purchase of the medical supplies requested, in the total amount of $1,794.97. Approved 4-0.
2. No comment.
3. Mr. Patel took care of the PCR issue.
A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, accepting the EMS Report as submitted. Approved 4-0.
At this point, Mr. Patel left the meeting.
MAINTENANCE REPORT
No written report submitted.
Commissioner Erwin will include the Assistant Chiefs in the group texting for vehicle repair notices.
CHIEF'S REPORT
See attached report.
REQUESTS
Requests 1-2. - Invoices should be given to the Treasurer for payment.
Request 3. - A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing the purchase of three (3) complete black helmets (one for Scott Montgomery), at a cost not to exceed $300.00 each. Approved 4-0.
Requests 4-7. - A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, granting permission for use of the Meeting Room as follows:
Amanda VanBorkulo, May 22, 2016, Baptism
Brendan Dickson, March 20, 2016, Baby Shower
Mark Gregory (Juniors), March 4, 2016, Fundraiser
Greg Celi, April 2, 2016, Fundraiser
Request 8. - Tabled.
Request 9. - A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, authorizing the purchase of three (3) Hi-Band Pagers, at an approximate total cost of $1,800.00. Approved 4-0.
Request 10. - Tabled.
ITEMS FOR DISCUSSION
1. Commissioner Sacks advised the Board that he will be meeting with a contractor tomorrow.
2. Tabled. Commissioner Jackson advised the Chiefs that they must approve and make changes, if necessary. The By-Laws may then be presented to the membership for review, then reviewed by Mr. Glass and finally, reviewed by the Board.
3. Commissioner Erwin advised that the exact delivery date is not available.
4. Noted.
Commissioner Sacks advised that he is still looking for a survivor suit supplier.
ATTORNEY DISCUSSION
Mr. Glass not in attendance.
MINUTES
A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting the Minutes of the January 7, 2016 Organizational Meeting and the January 7, 2016 Regular Monthly Meeting. Approved 4-0.
TREASURER'S REPORT
A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, approving the Treasurer’s Report as submitted. Approved 4-0.
COMMUNICATIONS AND CORRESPONDENCE
Miscellaneous correspondence was presented to the Board including a notice from the Association of Fire Districts of the State of New York regarding the upcoming annual meeting.
OLD BUSINESS
Commissioner Schaefer suggested inspecting the monument for needed repairs and, if any are needed, to have them done before Memorial Day.
Commissioner Sacks will take the Zodiac to Hampton Watercraft for repairs.
Commissioner Sacks advised the Board that, next week, he will be meeting with a representative from Red Alert to review on line work orders and the I Am Responding program.
Commissioner Sacks presented a proposal from Fluid Imagery for a server replacement and upgrades in the amount of $8,132.97. (Note: The server was purchased in 2006.)
A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, accepting the proposal from Fluid Imagery for the server replacement and upgrades, at a total cost of $8,132.97. Approved 4-0.
Ms. Knotoff advised the Board that she is concerned about the technical issues she has been having with her computer. Commissioner Sacks advised the Board that the computer is five years old and out of warranty.
A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, authorizing the purchase of a new computer for the Treasurer, at a cost not to exceed $2,500.00. Approved 4-0.
Commissioner Sacks advised the Board that he had met with Arenz to review the AC system on the second floor. The AC system is in bad condition and should be replaced. Arenz’s proposal was $15,846.00 for the two rooms. Commissioner Sacks will seek another proposal.
A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, authorizing the expenditure of $120.00 per person, up to 170 people, including gratuities ($120.00 x 170 = $20,400.00), for the Annual Inspection Dinner, at Docker’s, May 14, 2016. Approved 4-0. (Note: If only 100 people attend and the cost is $12,000.00 ($120.00 x 100), the Department will not have the balance to spend.)
Commissioner Jackson presented a proposal from EMTEC regarding the replacement of the boilers.
A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, accepting the proposal from AMTEC to design and prepare bid documents and to include construction supervision regarding the purchase and installation of new boilers, for a fee of $16,000.00. Approved 4-0.
Commissioner Jackson advised the Board that progress has been made on the Policy and Procedures Manual and that it should be reviewed further at a Workshop. He also suggested reviewing the Department side of the Manual with the Chiefs.
With regard to the upcoming physicals, the Board reviewed the list from NDI and decided to include the DOT eye test.
NEW BUSINESS
Commissioner Jackson advised the Board that he met with a representative from a company that manufactures nonskid rubber strips that would be installed over the gap at the bottom of the doors. He will get a proposal for doing one area and testing it out before doing all areas.
Commissioner Jackson advised the Board that, at this time, there is no Fire Training Contract. After a discussion that came to no end, the Board decided to table the issue.
Commissioner Schaefer advised the Board that he had met with Dennis Cantor of Relay Communications and presented a proposal from Mr. Cantor regarding a review and evaluation of the radio system. A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, accepting the proposal from Relay Communications to provide, at an hourly rate of $125.00, a report detailing all of the District’s radios and systems in operation and that such report may not exceed $1,000.00. Approved 4-0.
A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, authorizing the purchase of a new key cabinet for the Commissioners’ Office rear storage room, at a cost of approximately $150.00. Approved 4-0.
A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing four members of the Board (Commissioners Jackson and Schaefer, Secretary and Treasurer) to attend the Association of Fire Districts of the State of New York Annual Workshop, April 28-May 1, 2016, in Albany, New York, at an approximate total cost of $5,800.00. Approved 4-0.
ABSTRACT OF BILLS
A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, approving the Abstract of Bills for the General Fund consisting of 32 checks totaling $27,234.71 and to authorize the transfer of $50,000.00 from the Money Market to the Checking Account. Approved 4-0.
At 9:15 p.m., there being no further business, a motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, to adjourn the meeting. Approved 4-0.
Submitted by
Lorraine Gregory, Secretary
EAST QUOGUE FIRE DISTRICT
ORGANIZATIONAL MEETING
JANUARY 7, 2016
The Organizational Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Treasurer, Nancy Knotoff, at 7:03 p.m. Present were Commissioners Allyn Jackson, Aaron Sacks, James Schaefer and Jennifer Davonski, Chief David Kohler, First Assistant Chief Scott Flynn, Second Assistant Chief David Rosante, Firehouse Attendant David Schaffauer, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.
Nominations for Chairman were called. Commissioner Allyn Jackson was nominated for Chairman by Commissioner Sacks, seconded by Commissioner Davonski. Approved 4-0.
There being no further nominations, a motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, closing the nominations. Approved 4-0.
Nominations for Vice-Chairman were called. Commissioner James Schaefer was nominated for Vice-Chairman by Commissioner Sacks, seconded by Commissioner Davonski. Approved 4-0.
There being no further nominations, a motion was made by Commissioner Davonski, seconded by Commissioner Sacks, closing the nominations. Approved 4-0.
Re-elected Commissioner James Schaefer, was sworn in by the Treasurer, Nancy Knotoff.
Chief David Kohler, First Assistant Scott Flynn and Second Assistant Chief David Rosante were sworn in by the Treasurer, Nancy Knotoff.
Chairman Allyn Jackson took charge of the meeting and called for the appointment of Lorraine Gregory, as Secretary, with a monthly retainer of $1,100.00.
A resolution was drawn up and states as follows:
2016-01. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to appoint Lorraine Gregory as District Secretary with a monthly retainer of $1,100.00.
A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting adoption of Resolution 2016-01. Approved 4-0.
Mrs. Gregory was sworn in by the Treasurer, Nancy Knotoff.
The monthly retainer of $1,250.00 was set for the Treasurer, Nancy Knotoff. 2
A resolution was drawn up and states as follows:
2016-02. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve that the District Treasurer receive a monthly retainer of $1,250.00.
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting adoption of Resolution 2016-02. Approved 4-0.
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 Schaefer, seconded by Commissioner Sacks, appointing William F. Glass, Jr., Esq., as the Attorney for the District. Approved 4-0.
A resolution was drawn up and states as follows:
2016-03. 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 $6,000.00 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 $250.00 which is 1/25 of his actual and necessary expenses in connection with his attendance at the two annual meetings of the AFDSNY, the annual meeting of the NFPA and the annual meeting of the National Volunteer Fire Council (NVFC).
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the "Southampton Press - Western Edition" as the official District newspaper. Approved 4-0.
A resolution was drawn up and states as follows:
2016-04. 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 Schaefer, seconded by Commissioner Sacks, accepting HSBC, Capital One and Suffolk County National Bank as depositories for the District and that Nancy Knotoff, as Treasurer, be designated as the sole official to sign checks for the District. Approved 4-0.
A resolution was drawn up and states as follows:
2016-05. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept HSBC, Capital One and Suffolk County National Bank as depositories for the District and that Nancy Knotoff, as Treasurer, be designated as the sole official to sign checks for the District. 3
A motion was made by Commissioner Sacks, 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 4-0.
A resolution was drawn up and states as follows:
2016-06. 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 Sacks, seconded by Commissioner Schaefer, designating that the 2016 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. The Budget Hearing will be held on Tuesday, October 18, 2016, at 7:00 p.m. Immediately following the Budget Hearing, there will be a Special Meeting to adopt the 2017 Budget. The Year-End Meeting will be held on Monday, December 26, 2016, at 7:00 p.m. Workshops will be held, as needed, on the fourth Wednesday of each month, with the exception of November, which will be the fifth Wednesday, at 7:00 p.m. Approved 4-0.
A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, approving the renewal of the Surety Bond covering the Treasurer in the amount of $975,000.00. Approved 4-0
A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, 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 4-0.
A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, approving Department membership in the following organizations:
New York State Chiefs Association
Southampton Town Chiefs Council
Southampton Town EMS
Suffolk County Fire Chiefs Association
South Fork Fire Police Association Approved 4-0.
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, that the following committees be in effect: 4
HOUSE
All Commissioners as listed.
Website - Aaron Sacks, Allyn Jackson
Key System - Jonathan Erwin, Aaron Sacks
Dinner Dance - Aaron Sacks, Allyn Jackson
ID Cards - Jonathan Erwin, Aaron Sacks
Room Requests - Allyn Jackson, James Schaefer
Juniors - Jennifer Davonski, Jonathan Erwin
PURCHASING
Firematic Equipment and Supplies - Jonathan Erwin, Aaron Sacks
Medical Equipment and Supplies - James Schaefer, Jennifer Davonski
Electronic Equipment and Supplies - Jonathan Erwin, Aaron Sacks
Uniforms - Aaron Sacks, Allyn Jackson
Misc. Supplies - Jonathan Erwin, Allyn Jackson
MAINTENANCE AND REPAIR
Apparatus and Automotive - Jonathan Erwin, Aaron Sacks
Firematic Equipment and Tools - Aaron Sacks, Jonathan Erwin
EMS Equipment - James Schaefer, Jennifer Davonski
Buildings - Allyn Jackson, Aaron Sacks
Grounds - Jonathan Erwin, James Schaefer
AUDITING
Allyn Jackson, Chairman
Nancy Knotoff, Treasurer
SERVICE AWARD PROGRAM
James Schaefer
Aaron Sacks
EMPLOYEE AND DEPARTMENT MEMBERSHIP WELFARE - Department Physicals, Physical Fitness Program, Workmen’s Compensation, VFBL
Aaron Sacks
Allyn Jackson
NEW APPARATUS PURCHASING
All Commissioners 5
FIREHOUSE ATTENDANT - Supervisory and Evaluation Review
Jonathan Erwin
Allyn Jackson
OFFICE PERSONNEL - Supervisory and Evaluation Review
Allyn Jackson
Aaron Sacks
FIRST RESPONDER PROGRAM - Supervisory and Evaluation Review
James Schaefer
Jennifer Davonski
MAJOR CONSTRUCTION
All Commissioners
JUNIORS LIASON WITH THE CHIEF
Jennifer Davonski
Jonathan Erwin Approved 4-0.
A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, to retain David Schaffauer as Firehouse Attendant, at an hourly rate of $24.86. Approved 4-0.
A resolution was drawn up and states as follows:
2016-07. 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 $24.86.
A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, to retain John C. Ryckman as Part Time Custodian, at an hourly rate of $15.73. Approved 4-0.
A resolution was drawn up and states as follows:
2016-08. 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 $15.73.
A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, to retain First Responder, Amit Patel, at an hourly rate of $26.00. Approved 4-0.
A resolution was drawn up and states as follows:
2016-09. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain First Responder, Amit Patel, at an hourly rate of $26.00. 6
A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, to retain the On Call First Responders, at an hourly rate of $20.00. Approved 4-0.
A resolution was drawn up and states as follows:
2016-10. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain the On Call First Responders, at an hourly rate of $20.00.
A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, to retain On Call First Responder, Amanda Paparatto, at an hourly rate of $20.50.
A resolution was drawn up and states as follows:
2016-11. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain On Call First Responder, Amanda Paparatto, at an hourly rate of $20.50. Approved 4-0.
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, 2016) and to submit same to the Board.
A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, reaffirm the following policies:
Cell Phone Policy (as amended)
Code of Ethics
Drug Policy
First Responder Policy
General Policy
Investment Policy
Media Policy
Procurement Policy (as amended)
Public Comments Policy
Reserve Funds Policy
Third Party Agreement
Travel Policy
Use of Chiefs’ Vehicles (as amended) Approved 4-0.
A resolution was drawn up and states as follows:
2016-12. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to reaffirm the following policies:
Cell Phone Policy (as amended)
Code of Ethics
Drug Policy
First Responder Policy
General Policy
Investment Policy 7
Media Policy
Procurement Policy (as amended)
Public Comments Policy
Reserve Funds Policy
Third Party Agreement
Travel Policy
Use of Chiefs’ Vehicles (as amended)
A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, reestablishing the Capital Reserve Funds. Approved 4-0.
A resolution was drawn up and states as follows:
2016-13. 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 Schaefer, seconded by Commissioner Davonski, reaffirming the Financial Reporting Requirements of Governmental Accounting Standards Board (GASB) Statement 54. Approved 4-0.
A resolution was drawn up and states as follows:
2016.14. 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 7:35 p.m., there being no further business for the Organizational Meeting, a motion was made by Commissioner Sacks, seconded by Commissioner Davonski, to adjourn the meeting. Approved 4-0.
Submitted by:
Lorraine Gregory, Secretary
EAST QUOGUE FIRE DISTRICT
REGULAR MONTHLY MEETING
JANUARY 7, 2016
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 7:37 p.m. Present were Commissioners James Schaefer, Jennifer Davonski, Aaron Sacks and Allyn Jackson, Chief David Kohler, First Assistant Chief Scott Flynn, Second Assistant Chief David Rosante, Firehouse Attendant David Schaffauer, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.
FIREHOUSE ATTENDANT REPORT
See attached report.
ITEMS FOR DISCUSSION
A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, approving Mr. Schaffauer’s vacation time from February 12-21, 2016 and to authorize Mr. Ryckman to work a 20 hour work week in Mr. Schaffauer’s absence. Approved 4-0.
A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, accepting the Firehouse Attendant Report as submitted. Approved 4-0.
At this point, Mr. Schaffauer left the meeting.
EMS REPORT
Presented by Commissioner Davonski in Mr. Patel’s absence.
STAFF REPORT
See attached report.
EQUIPMENT AND SUPPLIES
See attached report.
According to the new procedure regarding dollar amount purchases, Mr. Patel may order this item without prior Board approval. Commissioner Davonski will advise Mr. Patel.
A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting the EMS Report as submitted. Approved 4-0.
MAINTENANCE REPORT
No report submitted. Commissioner Erwin not in attendance. 2
CHIEF'S REPORT
See attached report.
REQUESTS
Request 1. - Chief Kohler will furnish the binder’s item number and the Secretary will order.
Request 2. - A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase, from Dive Rescue International, of the items necessary to update the Ice Rescue Suits, at a cost of $535.25. Approved 4-0.
Request 3. - A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, approving the purchase of a black helmet for Ex-Chief William Potter, at a cost not to exceed $250.00. Approved 4-0.
Request 4. - In inventory.
Requests 5 and 6. - New Business.
Request 7. - Commissioner Sacks will handle.
Requests 8 and 9. - New Business.
Request 10. A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing On Call First Responder Keith Phillips to attend the upcoming JEMS Conference, in Baltimore, Maryland, February 25-27, 2016, at a cost not to exceed $1,500.00. Approved 4-0. (Note: According to the District’s Travel Policy, if for some reason Mr. Phillips does not attend the conference, he will be responsible for reimbursing the District for the expenses incurred that are not refundable to the District.)
Request 11. - The Inspection Dinner is scheduled for May 14, 2016 at Docker’s.
Request 12. - A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, granting permission for Second Assistant Chief David Rosante to use the District vehicle to travel back and forth to work in Mastic/Shirley. Approved 4-0.
ITEMS FOR DISCUSSION
1. Commissioner Sacks stated that the cap will be ready in approximately 6 weeks.
2. The Board suggested forming a Truck Committee.
ATTORNEY DISCUSSION
Mr. Glass not in attendance. 3
MINUTES
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the Minutes of the December 28, 2015 Year End Meeting. Approved 4-0.
TREASURER'S REPORT
A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, 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 probationary membership of Max McLaughlin and an e-mail from Jessica Insalaco regarding an update on The Hills.
OLD BUSINESS
Commissioner Jackson advised the Board that Commissioner Erwin advised him that a new vehicle for the Chief is on order through State bid.
Commissioner Davonski is still working on the On Call First Responder evaluations with Mr. Patel.
Commissioner Schaefer advised the Board that the bed liner for the Fire Police Vehicle had been installed and that he was still waiting to hear from Relay Communications.
The Secretary advised the Board that she will be placing the public notice regarding the sale of the 2005 Ford Expedition in the January 14, 2016 issue of the Southampton Press – Western Edition.
NEW BUSINESS
Commissioner Jackson advised the Board that physical exams are scheduled for the third Saturday in February and the March meeting. Fit testing will be done by an independent company.
A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, approving the probationary membership of Max McLaughlin. Approved 4-0.
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, approving use of the meeting room on January 31, 2106 by David Rosante for a birthday party. Approved 4-0.
A motion was made by Commissioner Jackson, seconded by Commissioner Davonski, approving use of the meeting room on February 19, 2016 by Gregory Celi (Red Knights MC Club) for a general meeting. Approved 4-0.
A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, approving use of the meeting room on March 13, 2016 by the East Quogue Cub Scout Pak 261 for the 2016 Blue and Gold Awards Banquet, with a room rental fee of $120.00. Approved 4-0. (Note: Mr. 4
Luhmer will be reminded to leave the room and the kitchen in clean condition and will be responsible for any damages that might occur.)
A motion was made by Commissioner Jackson, seconded by Commissioner Sacks, approving use of the meeting room on February 13, 2016 by David Kohler for a baby shower. Approved 4-0.
At 8:37 p.m., a motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, calling the meeting into Executive Session to discuss a departmental matter. Approved 4-0.
At 8:45 p.m., a motion was made by Commissioner Jackson, seconded by Commissioner Sacks, calling the meeting out of Executive Session. Approved 4-0.
A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, to reinstate Chief David Kohler driving privileges. Approved 4-0.
ABSTRACT OF BILLS
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, approving the abstract of bills for the General Fund consisting of 23 checks totaling $123,046.12 and to authorize the transfer of $130,000.00 from the Money Market to the Checking Account. Approved 4-0.
At 8:50 p.m., there being no further business, a motion was made by Commissioner Sacks, seconded by Commissioner Davonski, to adjourn the meeting. Approved 4-0.
Submitted by Lorraine Gregory, Secretary
NOTICE TO BIDDERS
Please take notice that sealed bids for the sale of one (1) Pre-owned, "As Is", 2005 Ford Expedition 4 Wheel Drive, White Body with Red Side Stripe, mileage 84,932.8, VIN #1FMPU1650LA66397 will be received by the Board of Fire Commissioners of the East Quogue Fire District, P.O. Box 860, 465 Montauk Highway, East Quogue, New York 11942 until 7:15 P.M. (prevailing time) on February 4, 2016, at which time the bids will be opened and read aloud. Bids will be presented in a sealed envelope marked "Bid – 2005 Ford Expedition". The minimum bid is $1,500.00. The Board of Fire Commissioners reserves the right to reject any and all bids and to re-advertise for new bids in its discretion.
Dated: January 8, 2016
BY ORDER OF THE BOARD OF FIRE
COMMISSIONERS OF THE EAST QUOGUE FIRE DISTRICT
_________________________________
Lorraine Gregory
PUBLIC NOTICE
Please take notice that the East Quogue Fire District of the Town of Southampton, County of Suffolk, New York, will hold its regular monthly meetings for the year 2016 on the first Thursday of each month at 7:30 p.m., at the East Quogue Fire House, Montauk Highway, East Quogue, New York. The Budget Hearing will be held on Tuesday, October 18, 2016, at 7:00 p.m. Immediately following the Budget Hearing, there will be a Special Meeting to adopt the 2017 Budget. The Year-End Meeting will be held on Monday, December 26, 2016, at 7:00 p.m. Workshops will be held, as needed, on the fourth Wednesday of each month, with the exception of November, which will be the fifth Wednesday of the month, at 7:00 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 8, 2016
Lorraine Gregory
Secretary
Board of Fire Commissioners
East Quogue Fire District
EAST QUOGUE FIRE DISTRICT
SPECIAL MEETING
DECEMBER 28, 2015
The Special Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson, at 7:00 p.m. Present were Commissioners Allyn Jackson, Aaron Sacks, 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
Commissioner Erwin not in attendance.
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 3, 2015 Fuel Bid Opening and the Regular Monthly Meeting. Approved 4-0.
TREASURER'S REPORT
A review was made of the Outstanding Purchase Orders for 2015. A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, amending Purchase Order #2015-70 to read $2,073.06 instead of $2,000.00 and to Void 2014-2. Approved 4-0. 2
Ms. Knotoff stated that certain transfers would have to be made. Resolutions were drawn up and state as follows:
2015-49. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $32.12 from Ambulance Repair - 210-001 to Ambulance Maintenance/Supplies - 240-001.
2015-50. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $144.79 from Voting Machines - 440-001 to Office Computer Maintenance/Supplies - 450-001.
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the adoption of Resolutions 2015-49 and 2015-50. Approved 4-0.
2015-51. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of the balance remaining in all 2015 budget codes amounting to $273,994.82 to Fund Transfers - 900-001.
2015-52. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $190,000.00 from Fund Transfers - 900-001 to the Apparatus Reserve Fund.
2015-53. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $155,000.00 from Fund Transfers - 900-001 to the Building Reserve Fund.
2015-54. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $23,994.82 from Fund Transfers - 900-001 to the Communication Reserve Fund.
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting adoption of Resolutions 2015-51 through 2015-54. Approved 4-0.
A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, to accept the Treasurer's Report as submitted. Approved 4-0.
COMMUNICATIONS AND CORRESPONDENCE
Miscellaneous correspondence was presented to the Board.
OLD BUSINESS
Commissioner Schaefer presented the following two proposals for the bed liner for 7-6-9 Fire Police Vehicle:
Broken Arrow Industries, Inc. - $475,00
Otis Ford - $500.00 3
A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the proposal from Broken Arrow Industries, Inc. for the bed liner for 7-6-9 Fire Police Vehicle, at a cost of $475.00. Approved 4-0.
After a brief discussion regarding the 2007 Ford Expedition 7-6-10, a resolution was drawn up and states as follows:
2015-55. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to declare the 2005 Ford Expedition 7-6-10 as surplus property and to offer it up for sale in "as is" condition and to accept a bid for no less than $1,500.00.
A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting adoption of Resolution 2015-55. Approved 4-0.
The Secretary advised the Board that Commissioner Sacks had made the final $100.00 payment owed to the District regarding his not attending the 2014 Fall Workshop of the Association of Fire Districts of the State of New York.
NEW BUSINESS
No discussion.
ABSTRACT OF BILLS:
A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, approving the following abstracts of bills for the General Fund:
Abstract #2 of 4 in the amount of $25,391.72, consisting of 32 checks
Abstract #3 of 4 in the amount of $368,652.61, consisting of 3 checks
Abstract #4 of 4 in the amount of $1,616.94, consisting of 1 check
and authorizing the transfer of $400,000.00 from the Checking Account to the Money Market Account. Approved 5-0.
At 8:00 p.m., there being no further business, a motion was made by Commissioner Sacks, seconded by Commissioner Davonski, to adjourn the meeting. Approved 4-0.
Submitted by:
Lorraine Gregory, Secretary