March's Monthly Meeting 2020

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

MARCH 5, 2020

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, Michael Mattera and Robert Holley, First Assistant Chief Ted Jankowski, Firehouse Attendant David Schaffauer (left 8:20 p.m.), First Responder Amit Patel (left 8:20 p.m.), Treasurer Colleen Pearsall and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

No items to be discussed.

EMS REPORT

See attached report.

STAFF REPORT

1. Noted.

2. Noted.

EQUIPMENT AND SUPPLIES

1. A motion was made by Commissioner Schaefer, seconded by Commissioner Holley, authorizing the purchase of the medical supplies requested, at a total cost of $391.50 (Hammer Medical - $286.10, BoundTree - $105.40). Approved 5-0.

2. A motion was made by Commissioner Holley, seconded by Commissioner Schaefer, accepting the proposal from ESO, in the amount of $4,712.30, for a new Patient Care Report (PCR) computer program which is more user friendly than the one presently being used. Approved 5-0.

3. A motion was made by Commissioner Holley, seconded by Commissioner Schaefer, authorizing the purchase of one (1) iPad 12 with keypad for First Responder Amit Patel, from PC Richard & Son, at a cost not to exceed $1,100.00. Approved 5-0.

MAINTENANCE REPORT

Work Order Report dated 2/1/20 to 2/29/20 was submitted to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

1. A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of six (6) Scott 4.5 30 Min Cyl Paks from South Shore Fire & Safety, at an approximate cost of $6,572.16. Approved 5-0.

2. Commissioner Jackson will contact Mr. Glass regarding whether or not the law allows Districts to reward top responders with gift cards.

3. Tabled pending paperwork.

4. Permission granted for the flags to be hung on display in the stairwell/hallway.

ITEMS FOR DISCUSSION

1. No progress.

2. Tabled pending further discussion at a Workshop.

3. The Chiefs agree with Commissioner Jackson’s memorandum. Commissioner Schaefer advised the Board that it is very important that members take their physicals and do the Fit Testing. The Cancer Bill requires that there be five (5) years of documentation.

Commissioner Jackson advised the Board and the Chief that he was told by Hometown that the e-Training Module is already in our system and is not being used by the membership. Hometown would like to follow through with a committee regarding this program.

Commissioner Jackson also advised the Board and the Chief that the District and Department must be very careful about giving out information regarding alarms and that the new Bail Reform Bill has become an issue regarding witness information. Hometown suggests that, if information is FOILed, the firehouse address should be used for a member or members who may be involved in the alarm. Do not use personal home addresses. Commissioner Gregory stated that the taking of pictures is not allowed unless the Chief(s) need to document something for the record.

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 6, 2020 Regular Monthly Meeting. Approved 5-0.

TREASURER'S REPORT

Mrs. Pearsall advised the Board of the following:

1. 2019 Audit has been completed.

2. Reminded the Board to use State and County bids and to follow the Procurement Policy.

3. Annual Financial Report ending 12/31/19 received from Jones & Little and forwarded to the    State.

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

ABSTRACT OF BILLS

A motion was made by Commissioner Holley, seconded by Commissioner Gregory, approving the Abstract of Bills for the General Fund consisting of 36 checks totaling $79,559.85 and to authorize the transfer of $80,000.00 from the Money Market to the Checking Account. Approved 5-0.

COMMUNICATIONS AND CORRESPONDENCE

A letter was presented from the Department regarding the probationary membership of Devita Wooten and John Bonner and the resignation of Stephanie Kober.

OLD BUSINESS

Commissioner Holley advised the Board that David Collato, the person who will be handling the website, will not be able to start the project for at least six weeks or so. Commissioner Jackson stated that, at this time, Commissioner Holley and Dave Schaffauer are the only ones who should be making changes to the website. Commissioner Holley requested that, if the Chiefs and the Department have any changes and/or recommendations, they should be given to him.

Commissioner Gregory advised the Board of the following:

1. New office furniture is expected to be delivered by March 18, 2020.

2. Received an e-mail from Dennis Kenter regarding the siren installation. Dennis recommends putting the siren on the pole. The study will cost $2,200.00.

A motion was made by Commissioner Gregory, seconded by Commissioner Jackson, accepting the proposal from Dennis Kenter for the Pole Siren Study by Union Metal, at a cost of $2,200.00. Approved 5-0.

3. Camera proposals for updating the camera systems at the Main Firehouse and Station 2:

            a.) MTC – Main Firehouse - $1,964.95

            b.) MTC – Main Firehouse - $19,591.59

            c.) Transmit Plus – Main Firehouse/Station 2 - $15,439.06

            d.) Osprey Security Systems, Inc. – Main Firehouse - $12,956.00

            e.) Osprey Security Systems, Inc. – Station 2 - $3,405.00

After a brief discussion regarding the cameras and the dispatch and communications systems, a resolution was drawn up and states as follows:

2020-18. 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 $75,000.00 be expended from the Communications Reserve Fund of said Fire District for the upgrading of the Dispatch and Communications Systems for Fire and Emergency Medical Services, 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.

The matter was put to a vote with the results being:

Chairman Allyn Jackson - Aye

Commissioner James Schaefer - Aye

Commissioner Stephen Gregory - Aye

Commissioner Michael Mattera - Aye

Commissioner Robert Holley - Aye

Resolution 2020-18 was duly adopted.

A motion was made by Commissioner Jackson, seconded by Commissioner Gregory, accepting the proposal from Transmit Plus for the installation and upgrading of the camera system at the Main Firehouse and Station 2, at a total cost of $15,439.06, subject to Permissive Referendum. Approved 5-0.

Commissioner Schaefer presented the following proposals for the 2020 landscaping:

            1. Pine Edge - Main Firehouse - $5,121.00

                                       Station 2 - $6,081.00

            2. Hampton Woods Landscaping - Main Firehouse - $5,870.00

                                                                       Station 2 - $6.610.00

A motion was made by Commissioner Schaefer, seconded by Commissioner Holley, accepting the proposals from Pine Edge for the 2020 landscaping – Main Firehouse - $5,121.00 and Station 2 - $6,081.00. Approved 5-0.

NEW BUSINESS

Commissioner Jackson advised the Board and the Chief that the Juniors Program was being discontinued and that the insurance policy was not going to be renewed.

Commissioner Jackson also advised the Board that, by December, Hometown will furnish the District with a generic insurance spec sheet so that the Board can “shop around” for insurance proposals.

A motion was made by Commissioner Gregory, seconded by Commissioner Mattera, authorizing Tom Mendenhall to attend the Volunteer Fire/Police Association of the State of New York Annual Convention in Niagara Falls, New York, May 14-17, 2020, at an approximate cost of $750.00. Approved 5-0.

A motion was made by Commissioner Holley, seconded by Commissioner Gregory, approving the probationary membership of Devita Wooten and John Bonner in the Department and accepting the resignation of Stephanie Kober, pending return of all District property issued to her. Approved 5-0.

The Board decided, once again, to change the day of “as needed” workshops to the second Thursday of the month.

At 9:07 p.m., there being no further business, a motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, to adjourn the meeting. Approved 5-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                            Lorraine Gregory, Secretary