July's Meeting Minutes 2017

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

JULY 6, 2017

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, Aaron Sacks, Jonathan Erwin and Jennifer Davonski, Chief Scott Davonski, 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.

ITEMS FOR DISCUSSION

No discussion.

EMS REPORT

See attached report.

STAFF REPORT

  1. Noted.
  1. 2017-25.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept the resignation of Alex Mullins and to remove him from the On Call First Responder Rolls.

            A motion was made by Commissioner Davonski, seconded by Commissioner Erwin, accepting adoption of Resolution 2017-25.  Approved 5-0.

EQUIPMENT AND SUPPLIES

  1. A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, authorizing the purchase of the medical supplies requested, at a total cost of $862.64 (BoundTree Medical - $189.92, Moore Medical - $53.97, Zoll Medical - $618.75).  Approved 5-0.
  1. Noted.
  1. Commissioner Sacks stated that there was membership concern regarding transporting to hospitals outside the local area.  Responding members are tied up for hours on calls involving out of area transports.

Mr. Patel left the meeting at 9:30 p.m.

MAINTENANCE REPORT

Commissioner Sacks advised the Board that the boat is in need of repair and that he is waiting for a response from a vendor.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1.  -  A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, authorizing up to six members to attend the Firehouse Expo, in Nashville, Tennessee, October 17-21, 2017, at an estimated cost of $3,000.00 per member to be paid from the Firefighter Training Account.  Approved 5-0.  (Note:  Commissioner Erwin and Firefighter Faith Erwin will be going and the Chief will check further with the membership.)

Ms. Knotoff reminded the Board that the budget hearing is scheduled for October 17, 2017 and, as stated in the June/July 2017 edition of “Fire District Affairs” (copy attached), a quorum of the Board should be in attendance.

Request 2.  -  Tabled.

ITEMS FOR DISCUSSION

  1. Commissioner Sacks advised the Board that a dedicated computer was needed to handle the key fob system.  A motion was made by Commissioner Jackson, seconded by Commissioner Sacks, approving the purchase of a dedicated computer for the key fob system, at a cost not to exceed $1,400.00.  Approved 5-0.
  1. A motion was made by Commissioner Jackson, seconded by Commissioner Sacks, approving that a letter be sent to the Town by Commissioner Jackson supporting the Chief’s request for a medevac landing zone at the former Turtle Bay property.  Approved 5-0.
  1. Commissioner Sacks advised the Chief that progress is being made with the final items needed for the Firemen’s Room.  Commissioner Jackson advised the Chief that the Department will be responsible for the cost of some of the items.
  1. Tabled.  Ms. Knotoff will contact Mr. Marmorale for information and the dollar amount.  A question arose regarding whether or not to consider additional money for LOSAP 2 to be considered in the 2018 budget.  Ms. Knotoff stated that we cannot figure the money into the budget when the item has not yet been put to a vote and the vote won’t be held until December 2017, if the Board decides to pursue this.
  1. Commissioner Jackson stated that the District should be responsible for some of the expenses incurred for the 100th Anniversary celebration.
  1. The Chief advised the Board of the following (names withheld):

One member changed his classification;

One member cannot get cleared by his own doctor and is out on medical leave with    Class C status;

Two members suspended for not taking their physical – One of the members did take their physical and is off suspension; and

                        One made an Honorary Life Member.

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                    

ATTORNEY DISCUSSION

Mr. Glass was not in attendance.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the Minutes of the June 1, 2017 Regular Monthly Meeting.  Approved 4-0.  Abstain 1.  (Commissioner Erwin was not in attendance at the June 1, 2017 meeting.)

With regard to the May 4, 2017 Minutes, the Board had previously approved the Minutes.  After the fact, the Secretary realized that the motion made regarding the NDI wording was a policy change and should have been a resolution.  Therefore, the motion was changed to Resolution 2017-20 with the Board’s approval of the wording.  Commissioner Sacks will revise the Policy and Procedures Manual.

TREASURER'S REPORT

The following motions were made after the fact:

A motion was made by Commissioner Davonski, seconded by Commissioner Erwin, authorizing the purchase and installation of new emergency lights on the new Ford Passenger Van, at a cost of $4,893.00.  Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing payment for the new Ford Passenger Van, at a cost of $40,058.00.  Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing Commissioner Sacks and Truck Committee members Ken Rousell and Anthony Danowski to travel to Wisconsin to inspect the new pumper, at a total cost of $2,378.30 (Transportation to/from Airport $150.00, Hotel - $397.80, Meals - $576.00, Airfare - $1,220.88, Cab Fare - $33.62).  Approved 5-0.

Ms. Knotoff advised the Board that expenditures must be approved by the Board before the money is spent, not after the fact.  The above three expenditures were not previously approved by the Board.

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

2017-26.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to transfer the sum of $35,000.00 from the Money Market Account to the Checking Account to pay for the new van.

2017-27.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to transfer the sum of $10,000.00 from VFBL – 640-001 to Repairs to Firematic Equipment – 200-001.

2017-28.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolves to transfer the sum of $5,000.00 from Firematic Maintenance/Supplies – 230-001 to Repairs to Firematic Equipment – 200-001.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, approving adoption of Resolutions 2017-26, 2017-27 and 2017-28.  Approved 5-0.

Ms. Knotoff advised the Board that there was a correction to the Firematic Purchase Order for the CO2 Meter.  The total cost was $235.00, not $100.00 as previously approved.  The cost of the item was more than anticipated and there were also shipping charges.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, approving the additional cost of $135.00 in regard to the purchase of the CO2 Meter from Firematic.  Approved 5-0.

The Budget Workshop was scheduled for July 26, 2017 at 7:30 p.m.

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

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the East Quogue Fire Department regarding the request of Mark Ryckman to become an Honorary Life Member, a letter from the Department regarding the probationary membership of Danielle Tasso, a letter from the Town of Southampton regarding East Quogue Development, LLC, Subdivision,

a letter from the Town of Southampton regarding the Monteverdi Subdivision and a letter from Mark D. Gregory requesting the Board to explain their findings in his personnel file (to be discussed in Executive Session).  The Secretary advised the Board that FOIL requests were received from Gemini Investigation Services and from Mark D. Gregory.

OLD BUSINESS

Commissioner Sacks presented a proposal from Arenz Heating & Air Conditioning for a heating and air conditioning system in the EMS Room and Radio Room.  A motion was made by Commissioner Davonski, seconded by Commissioner Erwin, accepting the proposal from Arenz for the installation of a dual zone heat pump and outdoor AC unit for the EMS Room and the Radio Room, at a total cost of $8,874.00.  Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the expenditure of up to $2,000.00 for the construction of a platform (labor only) and installation of a generator shield (Norske, Inc. - platform labor - $1,500.00, Celi Electric - Generac 7080 Display Shell - $393.45).  Approved 5-0.

Commissioner Sacks presented 13 pages of additions/deletions regarding the new pumper.  The additions/deletions amount to an additional $19,349.70 which Commissioner Jackson calculates is approximately 3+% over the original cost.  Two items could be deleted - the LED map light display ($1,699.00) and light strips down both sides of the cabin ($1,800.00).  Commissioner Erwin stated that the Board agreed on a stock item from a cooperative bid service and now three people have decided on items that is now making the truck a custom item.  His question - How far can we go with spec changes before Pierce or another supplier finds out what changes have been made to the stock vehicle?  Commissioner Jackson will contact Mr. Glass regarding the 3+% overage.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, approving the additions/deletions for the new pumper, pending the recommendation of the District’s attorney, William Glass.  Approved 5-0.

NEW BUSINESS

Commissioner Davonski advised the Board that it should consider hiring another full time First Responder and that this hiring would have an impact on the 2018 budget.

The Board reviewed the Monteverdi Subdivision and had no recommendations to make at this time.  With regard to the East Quogue Development Subdivision, Commissioner Jackson preferred to hold the response until a future date.  The Secretary reminded him that the letter was received prior to the July meeting and should be addressed.  The response deadline is July 13, 2017 and the Board must respond in a timely manner.  If the Board did not respond by the 13th, it would have no right to protest items that it did not agree with.  After review of the site plan, the Board had no recommendations to make at this time.  The Secretary will respond to both Subdivision letters with the usual letter enclosing the District’s List of General Requirements.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, regarding the membership of Danielle Tasso into the Department.  Approved 2-3.

Commissioner Jackson – Nay

Commissioner Sacks - Yay

Commissioner Schaefer – Nay

Commissioner Davonski - Yay

Commissioner Erwin - Nay

Commissioner Jackson will discuss this with Mr. Glass regarding the letter of response to the Department and Danielle Tasso.

A motion was made by Commissioner Davonski, seconded by Commissioner Sacks, tabling the decision on Danielle Tasso, pending advice from Mr. Glass.  Approved 5-0.

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 36 checks totaling $55,116.40 and the Apparatus Fund consisting of 3 checks totaling $1,532.28 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., a motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, calling the meeting into Executive Session to discuss disciplinary matters.  Approved 5-0.

At this point, Mr. Patel, First Assistant Chief Scott Flynn and Second Assistant Chief left the meeting room.  Ms. Knotoff and Mrs. Gregory were instructed by Commissioner Jackson to go home.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

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August Meeting Teleconference 2017

PUBLIC NOTICE

Please be advised that the Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District scheduled for Thursday, August 3, 2017, at 7:30 p.m. will be teleconferenced from Cross Timbers Marina at Skiatak Lake, Oklahoma.  The teleconferenced meeting is open to the general public.

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June's monthly meeting minutes

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

JUNE 1, 2017

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, Aaron Sacks and Jennifer Davonski, Chief Scott Davonski, 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. Tabled.  Commissioner Jackson will handle.
  1. Tabled.
  1. Commissioner Sacks will review the Minitor V Pager inventory.  A decision will be made at a later date as to whether or not the pagers will be sold to the Quogue Fire Department.

Mr. Schaffauer left the meeting at 7:50 p.m.

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

  1. A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the purchase of the medical supplies requested, at a total cost of $849.40 (Hammer Medical - $523.22, Moore Medical - $281.55, Zoll Medical - $44.63).  Approved 4-0.
  1. Noted.
  1. Commissioner Sacks will seek proposals for a combination AC/heater.

Mr. Patel left the meeting at 8:30 p.m.

MAINTENANCE REPORT

Commissioner Sacks advised the Board that the boat can be used in an emergency, but that it should not be left in the water.

Commissioner Jackson advised the Board that 7-6-11 is out of service.

Mr. Schaffauer suggested installation of diamond plate on the back step of 7-6-8.

Work Order Report dated May 1, 2017 – June 1, 2017 was presented to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1.  -  A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase from Westhampton True Value Hardware of assorted hand tools and equipment for 7-6-7, at an estimated cost of $400.00.  Approved 4-0.

ITEMS FOR DISCUSSION

  1. To be discussed in Executive Session.
  1. To be discussed in Executive Session.
  1. To be discussed in Executive Session.
  1. Mr. Schaffauer will call JA Systems to have them update the system.
  1. Commissioner Sacks will request Arenz to do the yearly AC maintenance.

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                    

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, accepting the Minutes of the May 4, 2017 Regular Monthly Meeting.  Approved 3-0  Recused – 1.  (Note:  Commissioner Sacks was not in attendance at the May 4, 2017 meeting.

TREASURER'S REPORT

Ms. Knotoff presented the Management Letter and Report from Jones, Little & Co.  A notation was made about members properly signing in on the Point Sheet.

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

2017-23.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to transfer the sum of $5,000.00 from Ambulance Equipment – 160-002 to Repairs to Firematic Equipment – 200-001.

2017-24.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to transfer the sum of $5,000.00 from Firematic Equipment – 160-001 to Repairs to Firematic Equipment – 200-001.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, approving adoption of Resolutions 2017-23 and 2017-24.  Approved 4-0.

Ms. Knotoff asked the Board to review and update the outstanding Purchase Orders list.

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

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from SCWA regarding the backflow testing of the Main Firehouse and Station 2 (Note:  The Secretary will forward a letter to LA Water requesting them to do the testing.), an e-mail from the Hampton Point Association requesting use of the Meeting Room on July 29, 2017 and a letter from Appraisal Affiliates enclosing the Maintenance Service Report 1/1/16 – 12/31/16.

OLD BUSINESS

Commissioner Sacks advised the Board that the contract for the purchase of the new pumper contains misspellings.  The contract will be redone and forwarded to the Board.

Commissioner Jackson advised the Board that, after negotiations, EMTEC reduced the balance due to them from $8,600.00 to $6,000.00.

Commissioner Jackson also advised that there is no progress with the Town’s CAD System.  Commissioner Sacks advised that there are problems and about half have been solved.

Commissioner Jackson stated that Ed Seltenreich, the electrical underwriter, has not yet completed his inspection of Station 2 and will provide a complete report on both buildings, including photos, as soon as he is done.  A workshop will be held to discuss the work that needs to be done.

Commissioner Jackson also stated that the LED project is done and that the boiler project has not been done.

Commissioner Jackson reminded the Chief that an Unusual Occurrence Report must be submitted for motor vehicle accidents and slight mishaps.  Commissioner Schaefer advised the Board that he had completed one for the accident that he had on May 17, 2017 involving the ambulance.

Commissioner Jackson presented a proposal from Westhampton Tree Works for cleanup and shrubbery trim work at the Main Firehouse and Station 2.

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, accepting the proposal from Westhampton Tree Works for the cleanup and shrubbery trim work at the Main Firehouse, in the amount of $1,150.00 and Station 2, in the amount of $1,195.00.  Approved 3-0.  Recused – 1.  (Note:  Commissioner Sacks is a relative of the business owner.)

Commissioner Sacks advised the Board that he is waiting for additional proposals for the roof repair.

Commissioner Sacks also advised the Board that, with regard to the Firemen’s Room, there are a few items that need to be done and that there is approximately $3,000.00 left in the budget.

Commissioner Jackson stated that he is waiting for Commissioner Erwin’s response regarding prioritizing the work that needs to be done.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, approving the Audit Report as submitted by Jones, Little & Co.  Approved 4-0.

NEW BUSINESS

Commissioner Davonski requested that the paid staff receive two hours pay while taking the EPCR training.  Approved 4-0.

Commissioner Davonski advised the Board that the District’s ambulances passed Brian Sherwood’s inspection.

Commissioner Jackson advised the Board that he had prepared an outline of the projects that need to be done and would like the Board to review and prioritize.

ABSTRACT OF BILLS

A motion was made by Commissioner Davonski, seconded by Commissioner Sacks, approving the Abstract of Bills for the General Fund consisting of 41 checks totaling $60,395.33 and the Building & Grounds Fund consisting of 5 checks totaling $7,835.26 and to authorize the transfer of $85,000.00 from the Money Market to the Checking Account.  Approved 4-0.

At 8:30 p.m., a motion was made by Commissioner Sacks, seconded by Commissioner Davonski, calling the meeting into Executive Session to discuss disciplinary action.  Approved 4-0.

At this point, Mr. Patel and Ms. Knotoff left the building.  Mrs. Gregory went to her office.

At approximately 9:00 p.m., Commissioner Jackson advised Mrs. Gregory that the meeting was adjourned.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

Note:  At the conclusion of the Executive Session, the Secretary was not asked to rejoin the Regular Monthly Meeting to tape record and take notes regarding the motion to close the Executive Session, the motion regarding the action to be taken as a result of the Executive Session and the motion for adjournment of the Regular Monthly Meeting.

According to Commissioner Jackson, the results of the Executive Session were noted on a copy of the Chief’s Report as follows:

“Item # 1  Vote to agree with Chief request for suspension of time from incident to District meeting.  All reinstated letters to follow.

Item 2 & 3  to be handled by Chief no resolutions needed.”

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May's monthly meeting minutes 2017

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

MAY 4, 2017

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 7:46 p.m.  Present were Commissioners  Allyn Jackson, James Schaefer, Jonathan Erwin and Jennifer Davonski, Chief Scott Davonski, First Assistant Chief Scott Flynn, Second Assistant Chief David Rosante, First Responder Amit Patel, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.  (Note:  The meeting started late due to the fact that representatives from Hometown Insurance addressed the Board regarding the LOSAP program.)

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

Noted.

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, accepting the Firehouse Attendant Report as submitted.  Approved 4-0.

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

  1. A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the purchase of the medical supplies requested, at a total cost of $2,209.71 (Teleflex EZ IO Needles - $1,100.00, EMP - $609.84, BoundTree Medical - $499.87).  Approved 4-0.
  1. Commissioner Davonski gave Mr. Patel a meter that was on hand.
  1. Commissioner Davonski will follow up with Commissioner Sacks.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the EMS Report as submitted.  Approved 4-0.

Mr. Patel left the meeting at 8:58 p.m.

MAINTENANCE REPORT

Commissioner Erwin stated that the transmission for 7-6-11 is on order.

Work Order Report dated April 1, 2017 – May 4, 2017 was presented to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1.  -  Purchase is under $100.00.  Chief may purchase on his own.

Requests 2. and 3.  -  A motion was made by Commissioner Erwin, seconded by Commissioner Davonski, authorizing the purchase from Firematic of one (1) Rhyno 2 Windshield Cutter Kit, at a cost not to exceed $650.00 and one (1) MSA CO Meter, at an approximate cost of $200.00.  Approved 4-0.

ITEMS FOR DISCUSSION

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

2017-20.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to follow the guidelines and wording of NDI for the Classification of Firefighters Policy and to eliminate Class D.  The Classifications are as follows:

Class A – Cleared Medically:  ACTIVE – Able to perform ALL functions of Interior and Exterior Firefighting including the following:  Use of SCBA, Firefighting, Hurst Tool use, Rapid Intervention Team, EMS, Incident Command Management, Traffic Control and other strenuous work.  Driving all Department vehicles during emergency and non-emergency functions.  Members in this category must undergo an annual Mask Fit Test and also be SCBA qualified.

Class B+ - Medically Cleared:  ACTIVE – Able to perform ALL functions of Exterior Firefighting including the following:  EMS, Traffic Control and other strenuous work.  Driving all Department vehicles during emergency and non-emergency functions.  SCBA Qualified.

Class B – Cleared Medically:  ACTIVE – Able to perform ALL functions of Exterior Firefighting including the following:  EMS, Traffic Control and other strenuous work.  Driving all department vehicles during emergency and non-emergency functions.

Class C+ - Medically Cleared:  ACTIVE – Restricting from Classs A and B duties.  May drive Fire Police Vehicles and Car/SUV’s during emergency/non-emergency functions.  May perform committee work and administrative duties.  May function as traffic control/Fire Police.

Class C – RESTRICTED – Restricted from all Class A, B and C work.  May perform committee work administrative duties only.  May not drive Department vehicles.

A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, accepting adoption of Resolution 2017-20.  Approved 4-0.

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

2017-21.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to declare thirty (30) sets of Turnout Gear (pants and coats), as designated by Chief Scott Davonski, as surplus property and to authorize the Chief to donate the gear to the Alfred, New York Fire Department.

A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, accepting adoption of Resolution 2017-21.  Approved 4-0.

  1. Waiting for delivery of fobs.
  1. Repairs have been completed.
  1. Commissioner Jackson will speak with Commissioner Sacks regarding the renovations.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

Commissioner Jackson stated that Mr. Glass had advised him to wait until being contacted by EMTEC.

MINUTES

A motion was made by Commissioner Davonski, seconded by Commissioner Erwin, accepting the Minutes of the April 6, 2017 Regular Monthly Meeting.  Approved 4-0.

TREASURER'S REPORT

Ms. Knotoff reminded the Board that, according to the NYS Retirement System Regulation 315.4, participating employers are required to submit a Resolution to the New York State and Local Retirement System for all officials who are members within 180 days of the start of any new or subsequent term of office served on or after August 12, 2009.  Therefore, the Board needs to adopt a Standard Workday and Reporting Resolution regarding Ms. Knotoff’s work hours.  A copy of the Resolution and an Affidavit of Posting are required to be submitted to the New York State Comptroller’s Office.

2017-22.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve that for purposes of the New York State Retirement System (i) the standard work day for the elective position of Treasurer shall be six (6) hours per day part time; (ii) the expiration of the term of office is December 31, 2019; (iii) the East Quogue Fire District maintains an actual daily record of time worked by the Treasurer for three consecutive months and based on the current log, the Treasurer’s position required fifty four (54) hours per month and (iv) the position of Treasurer is a part time position with a monthly salary of $1,287.50; and

Be it further resolved, that the person elected to the position of Treasurer is Nancy Knotoff, NYS Retirement System Registration Number 0906710-9 and that her term of office began on January 1, 2017 and ends on December 31, 2019.

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, accepting adoption of Resolution 2017-22.  Approved 4-0.

A motion was made by Commissioner Erwin, seconded by Commissioner Davonski, 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 resignation of Mark Ford and the probationary membership of Taylor Tanis.

OLD BUSINESS

Commissioner Erwin stated that the new van will be delivered in a few weeks.

Commissioner Jackson advised the Board that the underwriter’s electrical inspection was done and there are only minor issues, nothing major.  The written report will be reviewed at a Workshop.

NEW BUSINESS

The Board agreed that the vehicles should all be detailed.

Commissioner Jackson advised the Board that he had prepared an outline of the projects that need to be done and would like the Board to review and prioritize.

Commissioner Jackson also advised the Chief that an account had been opened with the new Coastal gas station.

Commissioner Schaefer stated that the basement is more organized with the new shelving system, but there are still items that need to be discarded.

After a brief discussion regarding landscaping maintenance of the Main Firehouse and Station 2, the Board decided to seek proposals for the work to be done by professionals.  By doing this, it will free up Dave to concentrate on the Radio Room activities and paperwork.  Jack will also have more time for building maintenance.

The Secretary advised the Board that, after the Treasurer had reviewed the life insurance bill from Hometown, she found several discrepancies regarding the membership list and beneficiaries.  Commissioner Schaefer will contact Hometown to discuss the discrepancies.

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 47 checks totaling $53,350.05 and the Building & Grounds Fund consisting of 1 check totaling $220.00 and to authorize the transfer of $85,000.00 from the Money Market to the Checking Account.  Approved 4-0.

At 8:58 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

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Treasurer's Standard 2017

2017-21.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve that for purposes of the New York State Retirement System (i) the standard work day for the elective position of Treasurer shall be six (6) hours per day part time; (ii) the expiration of the term of office is December 31, 2019; (iii) the East Quogue Fire District maintains an actual daily record of time worked by the Treasurer for three consecutive months and based on the current log, the Treasurer’s position required fifty four (54) hours per month and (iv) the position of Treasurer is a part time position with a monthly salary of $1,287.50; and

Be it further resolved, that the person elected to the position of Treasurer is Nancy Knotoff, NYS Retirement System Registration Number 0906710-9 and that her term of office began on January 1, 2017 and ends on December 31, 2019.

I, Lorraine Gregory, Secretary of the East Quogue Fire District, Suffolk County, State of New York, do hereby certify that the above Resolution 2017-21 was adopted by the East Quogue Board of Fire Commissioners at the Regular Monthly Meeting held on May 4, 2017.

_____________________________________ 

Lorraine Gregory

Secretary

East Quogue Fire District

County of Suffolk

State of New York

Dated: May 8, 2017

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April's Meeting Minutes 2017

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

APRIL 6, 2017

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 Aaron Sacks, Allyn Jackson, James Schaefer, Jonathan Erwin and Jennifer Davonski, Chief Scott Davonski, First Responder Amit Patel, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

Commissioner Jackson will order boots ($50.00), a winter shirt and a summer shirt ($100.00) for Mr. Schaffauer from Rico’s, at an approximate cost of $150.00.

A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, accepting the Firehouse Attendant Report as submitted.  Approved 5-0.

EMS REPORT

See attached report.

STAFF REPORT

Noted.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the hiring of two On Call First Responders.  Approved 5-0.

EQUIPMENT AND SUPPLIES

  1. A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the purchase of the medical supplies requested, at a total cost of $2,546.29 (Teleflex EZ IO Needles - $550.00, Hammer Medical - $1,638.32, BoundTree - $479.95).  Approved 5-0.
  1. Ms. Knotoff will release the check.
  1. A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the extension of the Zoll warranty contract for all four monitors, at a cost of $4,183.25.  Approved 5-0.
  1. Noted.

A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, accepting the EMS Report as submitted.  Approved 5-0.

Commissioner Davonski presented a resignation letter from On Call First Responder, Brandon McAlary.  A resolution was drawn up and states as follows:

2017-18.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolves to remove Brandon McAlary from the On Call First Responder Rolls.

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, approving adoption of Resolution 2017-18.  Approved 5-0.

Mr. Patel left the meeting at 9:07 p.m.

MAINTENANCE REPORT

Work Order Report dated March 1, 2017 – April 6, 2017 was presented to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1.  -  A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, authorizing the purchase of a new Department flag and bases from All Flags & Flagpoles, Inc., at a cost not to exceed $750.00.  Approved 5-0.

Request 2.  -  A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing the purchase of two (2) Knox Key Secure Boxes ($579.00 each) and the Admin Software ($245.00) to be installed in 7-6-5 and 7-6-2, plus $40.00 shipping, at an approximate cost of $1,443.00.  Approved 5-0.

ITEMS FOR DISCUSSION

  1. A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, approving use of the parking lot by the East Quogue PTA for the 6th grade Car Wash on April 22, 2017.  Approved 5-0.
  1. A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, approving use of the Meeting Room by Michael Algozzino for a birthday party on May 13, 2017.  Approved 5-0.                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                
  1. Commissioner Jackson will contact Hi-Tech Fire & Safety.
  1. A motion was made by Commissioner Davonski, seconded by Commissioner Sacks, extending the deadline to May 31, 2017 for the physical exams to be taken by the eight members who have not yet done so.  Approved 4-1 (Disapproved - Commissioner Schaefer).
  1. A motion was made by Commissioner Davonski, seconded by Commissioner Sacks, approving the purchase of six (6) polo shirts for the Juniors, at an approximate cost of $40.00 each.  Approved 5-0.
  1. Noted.
  1. Commissioner Sacks will handle.
  1. A professional carpenter will be hired to install the bulletin board.
  1. Commissioner Erwin will handle.

Commissioner Jackson advised the Board that Cub Scout Pak 261 has requested use of the Meeting Room on May 19, 2017 for the Blue & Gold Awards Banquet.  A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, granting permission for the East Quogue Cub Scout Pak 261 to use the Meeting Room on May 19, 2017 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.

Commissioner Jackson also advised the Board that the Southampton Pines Homeowners Association would like to use the Meeting Room on May 27, 2017.  A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, granting permission for the Southampton Pines Homeowners Association to use the Meeting Room on May 27, 2017.  Approved 5-0.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the Minutes of the March 2, 2017 Regular Monthly Meeting.  Approved 5-0.

TREASURER'S REPORT

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

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a copy of the response letter sent by Mr. Glass to Edward A. Tini, Esq., attorney for General Utilities/General Bangston LLC, a letter from the Town of Southampton regarding the Town’s Resolution 2017-315 and a letter from the Town of Southampton Planning Board regarding the John Picone River Edge, LLC Subdivision.

OLD BUSINESS

Commissioner Jackson will contact Sound Engineering for information and cost factors regarding the installation of a traffic light outside the front ramp.

Commissioner Erwin advised the Board that the van is on order.  The Board agreed that the lettering will be standard regulation with the Department logo on the doors.

After a brief discussion regarding the purchase of a new pumper, a resolution was drawn up and states as follows:

2017-19.  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 $600,000.00 be expended from the Apparatus & Equipment Reserve Fund of said Fire District for the purchase of one (1) Seagrave Model TB50CA, Marauder II with associated equipment, 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 Davonski, accepting adoption of Resolution 2017-19.  Approved 5-0.

Commissioner Sacks advised the Board that he had spoken with Lt. Zaro (Southampton Town Police) regarding Securis’ software.  Lt. Zaro stated that he is not satisfied with Securis.  The District will not make any payments until the software issue is resolved.

Commissioner Sacks also advised the Board that the Firemen’s Room is almost complete.

Commissioner Jackson stated that he will reschedule the meeting with EMTEC.

NEW BUSINESS

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the proposal from Rich Warno Ltd. for the purchase of one (1) cooler compressor unit, at a cost of $551.00 and for one (1) walk-in cooler compressor, at a cost of $1,848.00.  Approved 5-0.

Commissioner Sacks advised the Board that he had inspected the roof and that it is in need of major repairs.

Commissioner Schaefer reminded the Board that, before payment is made to a vendor having performed work on the premises or provided a service, the Board should make an inspection and agree that the work/service has been done to satisfaction and, if the Board is not satisfied, payment should be withheld.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the proposal from Barboy Hampton Bays for the purchase of shelving for the walk in cooler, corporation storage area, chiefs’ storage area and basement storage area, at a total cost of $1,739.04.  Approved 5-0.

Commissioner Jackson advised the Board that he had completed his Annual District Report and would like to send it to the “Southampton Press” for publication.

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 55 checks totaling $131,056.14 and the Building & Grounds Fund consisting of 3 checks totaling $16,986.25 and to authorize the transfer of $160,000.00 from the Money Market to the Checking Account.  Approved 5-0.

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

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

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Permissive referendum

NOTICE OF RESOLUTION

ADOPTED SUBJECT TO

PERMISSIVE REFERENDUM

            NOTICE IS HEREBY GIVEN that the Board of Fire Commissioners of the East Quogue Fire District, at a regular meeting thereof, held on April 6, 2017 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 $600,000.00 be expended from the Apparatus & Equipment Reserve Fund of said Fire District for the purchase of one (1) Seagrave Model TB50CA, Marauder II with associated equipment, 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 10, 2017

BY ORDER OF THE BOARD OF FIRE

COMMISSIONERS OF THE

EAST QUOGUE FIRE DISTRICT

Town of Southampton, Suffolk County, New York

_________________________________________

By:  LORRAINE GREGORY

                                                            Fire District Secretary

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March's Meeting Minutes

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

MARCH 2, 2017

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 Aaron Sacks, Allyn Jackson, James Schaefer, Jonathan Erwin and Jennifer Davonski, Chief Scott Davonski, First Assistant Chief Scott Flynn and Second Assistant Chief David Rosante, First Responder Amit Patel, Firehouse Attendant David Schaffauer, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

None.

Commissioner Sacks thanked Mr. Schaffauer for the improvement in his job performance.

A motion was made by Commissioner Erwin, seconded by Commissioner Jackson, accepting the Firehouse Attendant Report as submitted.  Approved 5-0.

Mr. Schaffauer left the meeting at 8:14 p.m.

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

1.         A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, authorizing the purchase of the medical supplies requested, at a total cost of $866.79 (Moore Medical - $112.15, Hammer Medical - $269.17, BoundTree - $485.47).  Approved 5-0.

2.         Noted.

3.         Commissioner Davonski advised the Board that the ePCR hardware was purchased from MooringTech, at a total cost of $9,870.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the EMS Report as submitted.  Approved 5-0.

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, approving that an On Call First Responder be hired for coverage for the Inspection Dinner from 1900 hours on May 5, 2017 to 0600 hours on May 6, 2017.  Approved 5-0.

Mr. Patel left the meeting at 8:35 p.m.

MAINTENANCE REPORT

Work Order Report dated February 1, 2017 – March 2, 2017 was presented to the Board.

The Board decided not to include AM/FM radios in the emergency vehicles.

Commissioner Erwin advised the Board that the coolant line in 7-6-30 was replaced and that Jim Fenton will be working on 7-6-81 tomorrow.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1.  -  Noted.

Request 2.  -  A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase from Amazon of one (1) 96” Enclosed Bulletin Board for the lobby, at a cost not to exceed $1,177.00.  Approved 5-0.

Request 3.  -  A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, authorizing the purchase of one (1) ICOM M34 Marine Radio Replacement Battery ($65.97) for the Chief’s vehicle (7-6-30) and two (2) Chargers ($36.37 each), one for 7-6-30 and one for 7-6-32 from Amazon, at a total cost of $138.71.  Approved 5-0.

Request 4.  -  A motion was made by Commissioner Erwin, seconded by Commissioner Davonski, approving Fire Police Captain Tom Mendenhall to attend the VFPASNY Annual Conference, May 14, 2017, in Lake Placid, New York, at a total cost of $450.15 for the conference, meals and lodging.  Approved 5-0.

ITEMS FOR DISCUSSION

1.         A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, approving use of the Meeting Room by Scott Flynn on March 12, 2017 for a birthday party.  Approved 5-0.

2.         Commissioner Sacks will check with Fluid Imagery to see if there is an additional licensing fee.

3.         Approval given for the Ladies Auxiliary to use the Meeting Room for their monthly meetings and events.

4.         Commissioner Sacks advised the Chief that 7-6-4 is properly balanced.

5.         Commissioner Sacks stated that the renovation is almost complete.

Commissioner Sacks advised the Board and the Chiefs that five (5) Scott Pak bottles will be going out of service this year.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

Commissioner Jackson advised the Board that he and Mr. Glass have not received further communication from General.

MINUTES

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the Minutes of the February 2, 2017 Regular Monthly Meeting.  Approved 5-0.

TREASURER'S REPORT

Ms. Knotoff advised the Board that the Annual Report had been filed with the State.

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 East Quogue Fire Department regarding the resignation of Bridget Hintze, the probationary membership of Seth Peyton and the notification that Jennifer Davonski had been sworn in as a probationary member, a letter from Stanley E. Orzechowski, Esq., attorney for the Hampton Bays Fire District, regarding the East Quogue Fire District EQFD Automatic Mutual Aid Policy and a letter from Fully Involved regarding an increase in their labor rate to $110.00 per hour.

OLD BUSINESS

A motion was made by Commissioner Erwin, seconded by Commissioner Sacks, authorizing the purchase of one (1) 2017 15 Passenger Ford Van 350XL from Chastang Ford (State Bid), at a cost of $40,068.00 which includes a $500.00 courtesy delivery fee to Firematic.  Approved 5-0.

Commissioner Sacks advised the Board that the Truck Committee will be reviewing the truck specs at the March 29, 2017 workshop.

Commissioner Jackson advised the Board that EMTEC cancelled their scheduled meeting.  He also advised the Board that he had no definite information regarding the Town’s radio system.

With regard to the Town’s CAD System, Commissioner Sacks advised the Board that the Town is willing to pay for the installation of the software.  The District will be responsible for payment of the annual maintenance fee of approximately $2,000.00.  The software can be used by multiple departments.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, approving the District’s participation in the Town of Southampton’s CAD Radio System and agrees to pay the annual support maintenance fee of approximately $1,999.20 to Securis Technologies.  Approved 5-0.

NEW BUSINESS

Commissioner Erwin advised the Board that the annual testing of the ground ladders and 7-6-11 will be done by Testing Unlimited on March 7 and 8, 2017.

Commissioner Schaefer advised the Board that his Chase credit card had been compromised and he had been issued a new card.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, approving the installation by JA Systems of a key fob system on the Room Committee closet in Firemen’s Room, the AV closet in Meeting Room, the back bar cabinet in Firemen’s Room and the First Floor Chiefs’ closet, at an approximate cost of $7,675.00.  Approved 5-0.

Commissioner Jackson advised the Board that the remaining boiler (#2), water heater and chimney liners will have to be replaced and would prefer to continue with Arenz due to the fact that the Board was very much satisfied with the work done in replacing boiler #1 and that the boiler #2 should be of the same quality.  Commissioner Jackson emphasized the fact that the original bids were all above $300,000.00 for the boiler replacements.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, accepting the proposal from Arenz Heating & Air Conditioning to replace the remaining boiler with a high efficiency oil fired model, at a cost of $31,249.00.  Approved 5-0.

At 8:35 p.m., a motion was made by Commissioner Jackson, seconded by Commissioner Sacks, calling the meeting into Executive Session to discuss a real estate matter.  Approved 5-0.

At 8:45 p.m., a motion was made by Commissioner Jackson, seconded by Commissioner Sacks, calling the meeting out of Executive Session.  Approved 5-0.

 

ABSTRACT OF BILLS

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, approving the Abstract of Bills for the General Fund consisting of 47 checks totaling $108,831.39, the Building & Grounds Fund consisting of 1 check totaling $9,692.44 and the Communications Fund consisting of 1 check totaling $3,000.00 and to authorize the transfer of $125,000.00 from the Money Market to the Checking Account.  Approved 5-0.

At 8:55 p.m., there being no further business, a motion was made by Commissioner Davonski, seconded by Commissioner Erwin, to adjourn the meeting.  Approved 5-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

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February's Monthly Meeting Minutes

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

FEBRUARY 2, 2017

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 Aaron Sacks (8:05 p.m.), Allyn Jackson, James Schaefer, Jonathan Erwin and Jennifer Davonski, Chief Scott Davonski, First Assistant Chief Scott Flynn and Second Assistant Chief David Rosante, First Responder Amit Patel, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

Noted.

A motion was made by Commissioner Erwin, seconded by Commissioner Davonski, accepting the Firehouse Attendant Report as submitted.  Approved 5-0.

Mr. Schaffauer left the meeting at 7:50 p.m.

EMS REPORT

See attached report.

STAFF REPORT

Noted.

2017-16.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to remove Erik Corneille from the On Call First Responder Rolls.

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, approving adoption of Resolution 2017-16.  Approved 4-0.  (Commissioner Sacks had not yet arrived.)

EQUIPMENT AND SUPPLIES

1.         A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of the medical supplies requested, at a total cost of $1,685.95 (Moore Medical - $245.59, EMP - $831.31, Zoll Medical - $509.05, Home Depot - $100.00).  Approved 4-0.

2.         A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the purchase from OCI Software, Suffolk County Bid, software for the ePCR Program, at a cost of $6,530.00 and three (3) Panasonic Toughbook Tablets, State Bid, at a cost of $9,600.00.  Approved 4-0.

3.         A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, approving the purchase from Amazon of one (1) printer for the EMS Room, at an approximate cost of $250.00.  Approved 5-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the EMS Report as submitted.  Approved 5-0.

Mr. Patel left the meeting at 9:10 p.m.

MAINTENANCE REPORT

Work Order Report dated January 1, 2017 – February 2, 2017 was presented to the Board.

Commissioner Erwin advised the Board that the stream lights have been installed on 7-6-2.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1.  -  A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, authorizing the purchase from Grainger of ten (10) road cones for 7-6-4 and 7-6-9, at a total cost of $378.50.  Approved 5-0.

Request 2.  -  A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, authorizing the purchase from Grainger of one (1) Standard Flammable Storage Cabinet, at an approximate cost of $599.00, plus shipping.  Approved 5-0.

Request 3.  -  A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, authorizing the upgrades to the Brush Truck, 7-6-12, by GA Chivas, as discussed at the January 25, 2017 Work Session, at an approximate cost of $13,625.00.  Approved 5-0.

ITEMS FOR DISCUSSION

1.         Chief Davonski advised the Board that he plans to use 7-6-81as a BLS type of vehicle and there is no need for additional equipment.

2.         Commissioner Jackson advised the Board that he had discussed the Juniors Ride Along Policy with Mr. Glass.  Mr. Glass reviewed the Policy and found no issues.

3.         Approval given for the Chiefs to use an area in the rear building for storage.

4.         A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing the purchase from Firematic of two (2) sets of gear racks, at an approximate cost of $2,200.00.  Approved 5-0.

5.         Secretary will handle.

6.         A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, granting permission for the Meeting Room to be used on March 18, 2017 by Matt Atkins for a birthday party.  Approved 5-0.

7.         Noted.

8.         Noted.

9.         Noted.

10.       A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, granting permission for the Meeting Room to be used for the Comedy Night Fundraiser on Saturday, March 25, 2017.  Approved 5-0.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the Minutes of the January 5, 2017 Organizational Meeting and the January 5, 2017 Regular Monthly Meeting.  Approved 5-0.

TREASURER'S REPORT

Ms. Knotoff advised the Board that the audit went well and that the accountant advised that the funds received from the Town of Southampton for false alarms should be recorded as other revenue.

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

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including proposals from Waterway for the Annual Hose Testing and NFPA Equipment Testing, a letter from the East Quogue Fire Department regarding Linda DeRosa leaving the active rolls and becoming Fireman Emeritus, the probationary membership of Jennifer Davonski and the fact that Alexa Klink withdrew her application for membership in the Department and a notice from the Association of Fire Districts State of New York regarding the upcoming conference in Albany, New York, April 20-23, 2017.

OLD BUSINESS

Commissioner Erwin advised the Board that the two new Chiefs’ vehicles are in service.

Commissioner Davonski advised the Board that the physicals will have to be done in the Commissioners’ Room, since the Meeting Room will be used for training.

Commissioner Schaefer reminded the Chief that the Ladies Auxiliary had not submitted a letter regarding use of the Meeting Room for their meetings.

Commissioner Sacks advised the Board that installation of the ceiling in the Firemen’s Room is expected to begin on Monday.  Progress is being made.  Commissioner Sacks also advised the Board that he is satisfied with the contractor.  Construction delays were caused by problems with materials availability.

Commissioner Sacks also advised the Board that a key entry for the Room Committee Closet will cost approximately $2,400.00.

Commissioner Jackson stated that the second phase of the boiler replacement and replacement of the water heater and chimney liner should begin in the Spring, if funds are available.

Commissioner Jackson advised the Board that he is meeting with EMTEC on February 9, 2017 to discuss the invoice balance.

Commissioner Erwin suggested replacing the outdoor lights with new LED lights, as needed.

Commissioner Jackson also advised the Board that there is a possibility that the Town of Southampton will be approving the CAD $10,000.00 and that the District will be responsible for the difference.

Buildings inspection was scheduled for April 9, 2017 at 9:30 a.m.

After a brief discussion regarding the Fire District’s Revised Policy and Procedures Manual, a resolution was drawn up and states as follows:

2017-17.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to reaffirm the East Quogue Fire District Policy and Procedures Manual, as revised February 2, 2017, containing the following:

                                    Distribution of Alcohol

                                    Public Access to Records

                                    Military Leave

                                    Driver Standards Vehicle Operations

                                    District Cell Phone

                                    Code of Ethics

                                    Credit Card

                                    Conduct of Elections

                                    Social Media

                                    Classification of Firefighters

                                    Medical Leave

                                    Procurement

                                    Progressive Discipline

                                    Public Comment at a Meeting

                                    Travel Expense

                                    Workplace Harassment

                                    Investments

                                    Fixed Assets

                                    Inspection Dinner

                                    Use of Chief’s Vehicle

                                    Meals and Reimbursement

                                    Bidding

                                    Indemnification Fire District Officers

                                    Records Retention

                                    Substance Abuse

                                    Seat Belt Use

                                    Fund Balance

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, approving adoption of Resolution 2017-17.  Approved 5-0.

NEW BUSINESS

Commissioner Erwin advised the Board that it will cost approximately $50,000.00, not including add-ons, to replace the van with a Ford E350.

Commissioner Davonski advised the Board that she had a conversation with Alex Mullin regarding his lack of shift coverage and requested Mr. Patel to limit Mr. Mullin’s work schedule.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, accepting the proposal from Deny’s Designs, Inc. to fabricate and install two (2) lighted signs to replace the existing ones on the front and side of the Main Firehouse, at a cost of $2,300.00, plus labor at $120.00 per hour.  Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the expenditure of $135.00 per person, up to 140 people, including gratuities ($135.00 x 140 = $18,900.00) for the Annual Inspection Dinner, at Docker’s, May 6, 2017.  The District will also pay for the band, at a cost of $2,700.00 and up to $1,500.00 for the gifts.  Approved 5-0.  (Note:  The Department will be responsible to pay for any persons over the District limit of 140.)

 

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, authorizing five (5) Board members to attend the upcoming Association of Fire Districts of the State of New York Annual Meeting and Workshop, in Albany, New York, April 19-22, 2017, at an approximate cost of $5,000.00.  Approved 5-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting the proposal from Waterway for the Annual Hose Testing Renewal, at a cost of $2,410.00 and the proposal for the NFPA Equipment Testing Renewal, at a cost of $1,335.75.  Approved 5-0.

A motion was made by Commissioner Erwin, seconded by Commissioner Sacks, acknowledging the request of Linda DeRosa to enter Emeritus Status.  Approved 5-0.

A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, accepting the probationary membership of Jennifer Davonski in the Department.  Approved 4-0 (Recused – Commissioner Davonski)

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, acknowledging the withdrawal of Alexa Klink’s application from the Department.  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 41 checks totaling $170,882.43 and the Building & Grounds Fund consisting of 5 checks totaling $82,770.29 and to authorize the transfer of $200,000.00 from the Money Market to the Checking Account.  Approved 5-0.

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

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

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Monthly Meeting Minutes January 2017

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

JANUARY 5, 2017

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 Aaron Sacks, Allyn Jackson, James Schaefer, Jonathan Erwin and Jennifer Davonski, Chief Scott Davonski, First Assistant Chief Scott Flynn and 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

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the proposal from Taurus Custom Painting Inc. for the painting of the first floor hallway, including prep work and paint ($1,400.00) and for the painting of the second floor hallway ($700.00) and railings ($450.00), including prep and paint, at a total cost of $2,550.00.  Approved 5-0.

A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, accepting the Firehouse Attendant Report as submitted.  Approved 5-0.

At 7:50 p.m., Mr. Schaffauer left the meeting.

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

1.         A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, authorizing the purchase of the medical supplies requested, at a total cost of $2,341.24 (Hammer Medical - $1,842.19, Moore Medical - $146.64, EMP - $257.42, Bound Tree Medical - $94.99).  Approved 5-0.

2.         Noted.

3.         Tabled until February meeting.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski accepting the EMS Report as submitted.  Approved 5-0.

Mr. Patel left the meeting at 9:07 p.m.

MAINTENANCE REPORT

Work Order Report dated December 1, 2016 – December 31, 2016 was presented to the Board.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing the purchase of five (5) Fire Vulcan Rechargeable LED Streamlights, at an approximate cost of $150.00 each.  Approved 5-0.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1.  -  Commissioner Sacks will handle.

Request 2.  -  Secretary will supply.

Request 3.  -  Chief will order.

Request 4.  -  A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, authorizing the purchase of eleven (11) SCBA 30 Minute Cylinders ($769.00, with or without labels) from the Town of Babylon Contract, at a total cost of $8,459.00.  Approved 5-0.

Request 5.  -  A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing the purchase of two (2) SCBA 45 Minute Cylinders ($916.00, with or without labels) from the Town of Babylon Contract, at a total cost of $1,832.00.  Approved 5-0.

Request 6.  -  A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of one (1) SCBA from the New York State Contract (Coastal Fire Systems, Inc.), at a cost of $5,644.80.  Approved 5-0.

Request 7.  -  A motion was made by Commissioner Davonski, seconded by Commissioner Sacks, authorizing the purchase from Firematic Supply of two (2) 5” x 25’ lengths of hose ($269.00 each) and two (2) 5” x 10’ lengths of hose ($210.00 each) for 7-6-5- and 7-6-8, at a total cost of $970.00.  Approved 5-0.

Request 8.  -  A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, authorizing the purchase from Firematic Supply of two (2) Fire Hooks Cbt-20MM 14” Carbide 30 Teeth Rotary Saw Blades, at a total cost of $214.00.  Approved 5-0.

Request 9.  -  A motion was made by Commissioner Davonski, seconded by Commissioner Sacks, authorizing the purchase from Rico’s Clothing of one (1) High Vis Parka with lettering and Velcro panel for Chief Davonski, at an approximate cost of $329.95.  Approved 5-0.

Request 10.  -  A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing the purchase from Granger of ten (10) High Visibility Vests, at a total cost of $559.50.  Approved 5-0.

Request 11.  -  A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, authorizing the purchase from Firematic of one (1) Personal MSA CO Meter for Assistant Chief Rosante, at an approximate cost of $250.00.  Approved 5-0.

ITEMS FOR DISCUSSION

1.         A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the Chief to hold a Suffolk County Fire Academy “Principles of Instruction” course in accordance with NFPA 1041Standards, at a cost of $2,875.00.  Approved 5-0.

2.         A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing Chief Davonski to use his Chief’s vehicle as a means of transportation to his employment at Brookhaven National Lab – Upton, New York which is outside the township of Southampton Town.  Approved 5-0.

3.         Commissioner Sacks will seek prices for the racks.

4.         Commissioner Erwin will handle.

5.         Mr. Schaffauer with handle.

6.         Board agreed with Chief Davonski’s plans for the storage of the vehicles.

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

2017-14.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to adopt the following Mutual Aid Policy:

E.Q.F.D. Automatic Mutual Aid Policy

 Monday through Friday from 0600 hrs. to 1800 hrs.

  • The purpose of this policy is to supply sufficient manpower to the fire ground so that an effective interior fire attack can commence in accordance with NFPA 1720.
  • This policy is in effect for any phoned in reported structure fire (69-D-1 through 69-D-5 and all 69-E’s).
  • This policy will be active Monday through Friday from 0600 hrs. to 1800 hrs.
  • The East Quogue Fire District shall be split into 2 zones for mutual aid response.
  • The automatic mutual aid request will be for one engine only to respond to the scene. This request can be modified by the incident commander (IC). IC consists of an East Quogue Chief, Line Officer or Fire Apparatus Acting Officer.
  • The responding mutual aid apparatus shall transmit and maintain communications on East Quogue FD “Command” high band frequency.
  • The mutual aid engine will continue to the scene unless the IC gives the incoming apparatus a signal 5. 
  • Other than an East Quogue Chief, no signal 5 will be given to any incoming apparatus unless one of the other designated IC’s are on the scene of the incident.

Zone 1 Response: Quogue Fire Department

  • Any activation as stated above west of and including Vail Avenue.  Any activation as stated above on Dune Road west of Triton Lane.

Zone 2 Response:  Hampton Bays Fire Department

  • Any activation as stated above east of Vail Avenue.  Any activation as stated above on Dune Road east of Triton Lane.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, accepting adoption of Resolution 2017-14.  Approved 5-0.

The Secretary will forward a letter to the Board of Fire Commissioners of the Hampton Bays Fire District and to Thomas Gorman, Chief of Department, enclosing a copy of Resolution 2017-14.

Request 8.  -  Approved.

Request 9.  -  Progress.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

Commissioner Jackson advised the Board that the Secretary had received a letter from Bangston General regarding its awarding of the 2017 Fuel Bid to Mendenhall Fuel.  The letter was forwarded to Mr. Glass for his review and comment.  Mr. Glass advised that, due to the fact that the cost of the fuel used is well below the $20,000.00 bid threshold, the process is changed from bid to price quote.  He prepared a resolution regarding same and, once the resolution is adopted by the Board, he will forward a response to Bangston General.  A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, stating that the following resolution be adopted, effective immediately:

2017-15.  WHEREAS, Article 5-a of the General Municipal Law of the State of New York, sets legal standards for the purchase of goods and materials by municipalities in the State of New York; and

            WHEREAS, the East Quogue Fire District must comply with the provisions of these laws, including Section 103 of the General Municipal Law (hereinafter “§ 103”) and Section 104-b of the General Municipal Law (hereinafter “§ 104-b”; and

            WHEREAS, Section 103 provides that the District must publicly advertise for bids for the purchase of goods and materials when the expected threshold amount exceeds $20,000.00 per annum; and

            WHEREAS, Section 104-b provides that the District must adopt a Procurement Policy to provide for the purchase of goods and services which are not required by law to be competitively bid and the Board of Fire Commissioners has adopted such a policy; and

            WHEREAS, the District advertised for a competitive bid for fuel oil to be opened on December 1, 2016; and

            WHEREAS, after the bid opening was conducted the Board did initially make an award of bid; and

            WHEREAS, it was subsequently noted by the Board that the estimated annual cost for fuel oil will not exceed $20,000.00; and

            WHEREAS, the Board had already effectively solicited three written price quotes for fuel oil for 2017 as is required under its Procurement Policy;

            NOW THEREFORE, BE IT RESOLVED that the Board of Fire Commissioners of the East Quogue Fire District that:

  1. The initial award of bid for fuel oil for 2017 and all findings associated therewith is hereby rescinded as void and unnecessary; and

  1. The Fire District, pursuant to its Procurement Policy hereby awards the contract for fuel oil for 2017 to Mendenhall Fuel, the basis for such award being its competitive price, the proximity of its facility, and the District’s satisfaction with its past service.

The resolution was put to a vote the results being:

      Chairman Jackson                               Aye

      Commissioner Davonski                     Aye

      Commissioner Erwin                           Aye

      Commissioner Sacks                           Aye

      Commissioner Schaefer                      Aye

The resolution was passed.

Dated:  January 5, 2017

By Order of the Board of Fire Commissioners of the East Quogue Fire District

                                                                                    ___________________________

                                                                                    LORRAINE GREGORY, Secretary

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting the Minutes of the December 26, 2016 Year End Meeting.  Approved 5-0.

TREASURER'S REPORT

Ms. Knotoff advised the Board that the auditor is scheduled for January 28, 2017.

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 Max McLaughlin and the probationary membership of Alexa Klink and Hunter Meldman.

OLD BUSINESS

Commissioner Erwin advised the Board that the new 7-6-32 vehicle is in service.

After a brief discussion regarding the purchase of the polo shirts and work shirts, a motion was made by Commissioner Davonski, seconded by Commissioner Erwin, authorizing the purchase of

fifteen (15) polo shirts, at a cost of $35.00 each and fifteen (15) work shirts, at a cost of $70.00 each for the paid On Call First Responders and seventy-five (75) polo shirts, at a cost of $35.00 each for the membership as part of their Class A uniform.  Approved 5-0.

Commissioner Sacks advised the Board that no progress has been made with the Town regarding the CAD System.

Commissioner Jackson advised the Board that there is no progress with the Hills.  He also advised the Board that he would like to speak with Arenz regarding Phase 2 of the boiler project (boiler, water heater, digital thermostats).

Commissioner Jackson stated that EMTEC has not yet responded to his letter.

Commissioner Jackson requested the Board members to review the District’s Revised Policy and Procedures Manual so that it can be adopted at the February 2017 meeting.

NEW BUSINESS

A motion was made by Commissioner Erwin, seconded by Commissioner Davonski, accepting the proposal from Sagamore Lights, Inc. NYS Contract RFB-RC-2012032 for the installation of a Liberty II WC Light Bar on the new Chevy Tahoe Chief’s Vehicle, at a cost of $9,100.81.  Approved 5-0.

The Board decided to salvage the cage from the old vehicle.

A building inspection was scheduled for Saturday, January 14, 2017, at 10:00 a.m.

The physicals and FIT testing was scheduled for Saturday, February 18, 2017 at 9:30 a.m. and at the March Department Meeting.

Commissioner Jackson requested that the following be done, as suggested in the Risk Management Report:

1.         Electrical inspection.

2.         Driver Refresher Course.

3.         Installation of storage compartments on vehicles so that members’ personal items can be safely stored when responding to alarms.

Commissioner Jackson also suggested a workshop to discuss a policy for the paid personnel regarding vacation, comp time, time carryover, etc.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the East Quogue Fire Department Suggested Operating Procedures and Guidelines updated 1/5/17.  Approved 5-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting the resignation of Max McLaughlin pending return of all District property issued to him.  Approved 5-0.

A motion was made by Commissioner Erwin, seconded by Commissioner Sacks, accepting the probationary membership of Alexa Klink in the Department.  Approved 4-1.  (Commissioner Jackson)

A motion was made by Commissioner Erwin, seconded by Commissioner Davonski, accepting the probationary membership of Hunter Meldman in the Department.  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 23 checks totaling $14,861.57 and the Building & Grounds Fund consisting of 1 check totaling $7,306.00 and to authorize the transfer of $35,000.00 from the Money Market to the Checking Account.  Approved 5-0.

At 9:47 p.m., there being no further business, a motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, to adjourn the meeting.  Approved 5-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

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ORGANIZATIONAL MEETING 2017

EAST QUOGUE FIRE DISTRICT

ORGANIZATIONAL MEETING

JANUARY 5, 2017

The Organizational Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Treasurer, Nancy Knotoff, at 7:00 p.m.  Present were Commissioners Allyn Jackson, Aaron Sacks, James Schaefer, Jonathan Erwin and Jennifer Davonski, Chief Scott Davonski, 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.

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

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

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

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

Re-elected Commissioner Allyn Jackson, was sworn in by the Treasurer, Nancy Knotoff.

Chief Scott Davonski, 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 $1,133.00.

A resolution was drawn up and states as follows:

2017-01.  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 $1,133.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, accepting adoption of Resolution 2017-01.  Approved 5-0.

Mrs. Gregory was sworn in by the Treasurer, Nancy Knotoff.

The monthly retainer of $1,287.50 was set for the Treasurer, Nancy Knotoff.

A resolution was drawn up and states as follows:

2017-02.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve that the District Treasurer receive a monthly retainer of $1,287.50.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, accepting adoption of Resolution 2017-02.  Approved 5-0.

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

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

A resolution was drawn up and states as follows:

2017-03.  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 5-0.

A resolution was drawn up and states as follows:

2017-04.  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 Sacks, seconded by Commissioner Davonski, 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 5-0.

A resolution was drawn up and states as follows:

2017-05.  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.

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 5-0.

A resolution was drawn up and states as follows:

2017-06.  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 2017 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 17, 2017, at 7:00 p.m.  Immediately following the Budget Hearing, there will be a Special Meeting to adopt the 2018 Budget.  The Year-End Meeting will be held on Tuesday, December 26, 2017, at 7:00 p.m.  Workshops will be held, as needed, on the fourth Wednesday of each month at 7:30 p.m.  Approved 5-0.

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

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

Association of Fire Districts State of New York

FDIC

International Chiefs Association

New York State Chiefs Association

Southampton Town Fire District Association

Suffolk County Fire Districts Association                                                     Approved 5-0.

A motion was made by Commissioner Sacks, 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 5-0.

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

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

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 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, to retain David Schaffauer as Firehouse Attendant, at an hourly rate of $25.61.  Approved 5-0.

A resolution was drawn up and states as follows:

2017-07.  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 $25.61.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, to retain John C. Ryckman as Part Time Custodian, at an hourly rate of $16.20.  Approved 5-0.

A resolution was drawn up and states as follows:

2017-08.  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 $16.20.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, to retain First Responder, Amit Patel, at an hourly rate of $26.78.  Approved 5-0.

A resolution was drawn up and states as follows:

2017-09.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain First Responder, Amit Patel, at an hourly rate of $26.78.

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, to retain the On Call First Responders, at an hourly rate of $20.60.  Approved 5-0.

A resolution was drawn up and states as follows:

2017-10.  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 $20.60.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, to retain On Call First Responder, Amanda Paparatto, at an hourly rate of $21.12.  Approved 5-0.

A resolution was drawn up and states as follows:

2017-11.  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 $21.12.  Approved 5-0.

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, 2017) and to submit same to the Board.

A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, to reaffirm at the February 2, 2017 Regular Monthly Meeting the District’s revised and amended Policy and Procedures after being further reviewed and discussed by the Board.  Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, reestablishing the Capital Reserve Funds.  Approved 5-0.

A resolution was drawn up and states as follows:

2017-12.  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 Sacks, seconded by Commissioner Davonski, reaffirming the Financial Reporting Requirements of Governmental Accounting Standards Board (GASB) Statement 54.  Approved 5-0.

A resolution was drawn up and states as follows:

2017.13.  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 7:29 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 5-0.

Submitted by:

Lorraine Gregory, Secretary

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2017 Meeting Notice

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 2017 at the East Quogue Firehouse, 465 Montauk Highway, East Quogue, New York on the first Thursday of the month, at 7:30 p.m.  The Budget Hearing will be held on Tuesday, October 17, 2017, at 7:00 p.m.  Immediately following the Budget Hearing, there will be a Special Meeting to adopt the 2018 Budget.  The Year-End Meeting will be held on Tuesday, December 26, 2017, at 7:00 p.m.  Workshops will be held, as needed, on the fourth Wednesday of each month at 7:30 p.m.  All meetings of the East Quogue Fire District are open to the public. This notification is being given to the news media pursuant to the provisions of Section 94 of the Public Officers Law of the State of New York.  By order of the Board of Fire Commissioners of the East Quogue Fire District.

Dated:  January 7, 2017

Lorraine Gregory

Secretary

Board of Fire Commissioners

East Quogue Fire District

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Year End Meeting 2016

EAST QUOGUE FIRE DISTRICT

SPECIAL MEETING

DECEMBER 26, 2016

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, Jonathan Erwin and Jennifer Davonski, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

FIRE HOUSE ATTENDANT REPORT

Mr. Schaffauer was not requested to attend the meeting.

EMS REPORT

Mr. Patel was not requested to attend the meeting.

MAINTENANCE REPORT

No report submitted.

CHIEF'S REPORT

The Chiefs were not requested to attend the meeting.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, to accept the Minutes of the December 1, 2016 Fuel Bid Opening and the Regular Monthly Meeting.  Approved 5-0.

TREASURER'S REPORT

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

2016-49.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $822.26 from Fuel/Gas Buildings - 290-001 to Building Maintenance/Supplies - 250-001.

2016-50.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $233.05 from Association Dues - 360-001 to Medical Examinations - 340-001.

2016-51.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $1,293.92 from Public Liability Insurance – 400-001 to Office/Computer Maintenance/Supplies – 450-001.

2016-52.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $14,312.00 from Employers NYS Retirement - 600-001 to Service Awards Program - 620-001.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the adoption of Resolutions 2016-49 through 2016-52.  Approved 5-0.

2016-53.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of the balance remaining in all 2016 budget codes amounting to $218,390.91 to Fund Transfers - 900-001.

2016-54.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $210,000.00 from Fund Transfers - 900-001 to the Apparatus Reserve Fund.

2016-55.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $70,000.00 from Fund Transfers - 900-001 to the Building Reserve Fund.

2016-56.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $33,000.00 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 2016-53 through 2016-56.  Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, to accept the Treasurer's Report as submitted.  Approved 5-0.

COMMUNICATIONS AND CORRESPONDENCE

No correspondence presented.

OLD BUSINESS

No discussion.

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 3 in the amount of $419,700.19, consisting of 37 checks

Abstract #3 of 3 in the amount of $10,561.81, consisting of 5 checks

and authorizing the transfer of $380,000.00 from the Money Market Account to the Checking Account.  Approved 5-0.

At 7:15 p.m., there being no further business, a motion was made by Commissioner Erwin, seconded by Commissioner Davonski, to adjourn the meeting.  Approved 5-0.

Submitted by:

Lorraine Gregory, Secretary

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Organizational Meeting 2017

PUBLIC NOTICE

Please take notice that the Organizational Meeting of the East Quogue Fire District of the Town of Southampton, County of Suffolk, New York, for the year 2017 will be held on Thursday, January 5, 2017, at 7:00 P.M., at the East Quogue Firehouse, Montauk Highway, East Quogue, New York.

Dated:  December 13, 2016

Lorraine Gregory

Secretary

Board of Fire Commissioners

East Quogue Fire District

Drawer 860, East Quogue, NY 11942

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Meeting Minutes for December 2016

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

DECEMBER 1, 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 Aaron Sacks, Allyn Jackson, Jonathan Erwin and Jennifer Davonski, Chief David Kohler, Second Assistant Chief David Rosante, First Assistant Chief Scott Flynn, Firehouse Attendant David Schaffauer, First Responder Amit Patel, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

None.

Commissioner Sacks commended Mr. Schaffauer on the improvement of his work performance.

A motion was made by Commissioner Erwin, seconded by Commissioner Davonski, accepting the Firehouse Attendant Report as submitted.  Approved 4-0.

At 7:50 p.m., Mr. Schaffauer left the meeting.

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

1.         A motion was made by Commissioner Davonski, seconded by Commissioner Sacks, authorizing the purchase of the medical supplies requested, at a total cost of $990.60 (Zoll Medical - $742.50, Moore Medical - $175.90, EMP - $72.20).  Approved 4-0.

2.         Noted.

3.         Noted.

A motion was made by Commissioner Jackson, seconded by Commissioner Davonski accepting the EMS Report as submitted.  Approved 4-0.

Mr. Patel left the meeting at 8:35 p.m.

MAINTENANCE REPORT

Work Order Report dated November 1, 2016 – December 1, 2016 was presented to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1.  -  Commissioner Sacks will handle.

Request 2.  -  Tabled.

Request 3.  -  A motion was made by Commissioner Davonski, seconded by Commissioner Sacks, authorizing the purchase of one (1) Bar Code Scanner from Amazon, at an approximate cost of $250.00.  Approved 4-0.

ITEMS FOR DISCUSSION

1.         Commissioner Erwin advised that he ordered two white Chevrolet Tahoes off the State mini-bid, at a cost of $37,317.04 per vehicle, not including the emergency light and radio packages.  Delivery is expected to be this coming Monday.

2.         Commissioner Sacks reported that progress is being made on the Firemen’s Room renovations and that the couches are due to be delivered on December 6.

The Board requested the Chiefs to include a copy of a new member’s driver’s license with their membership application.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, accepting the Minutes of the November 3, 2016 Regular Monthly Meeting.  Approved 4-0.

TREASURER'S REPORT

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

2016-43.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to transfer the sum of $6,000.00 from Fuel/Gas Buildings – 290-001 to Repairs/Buildings & Grounds – 220-001.

2016-44.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $1,500.00 from Ambulance Maintenance/Supplies – 240-001 to Firematic Maintenance/Supplies – 230-001.

2016-45.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $1,000.00 from Fuel/Gas Buildings – 290-001 to Building Maintenance/Supplies – 250-001.

2016-46.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $500.00 from Lights – 280-001 to Telephone – 270-001.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, accepting the adoption of Resolutions 2016-43, 2016-44, 2016-45 and 2016-46.  Approved 4-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, 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 resignation of Meghan Magee and the probationary membership of Ryan Horowitz and a letter/agreement from Bill Glass regarding his Proposed 2017 Legal Representation.

OLD BUSINESS

After a discussion, it was decided to table the purchase of the polo shirts and job shirts for the membership and the On Call First Responders pending further information.

Commissioner Sacks advised the Board that the Truck Committee is making progress.  Bid specs were given to the mechanic for review and a decision should be made by January.

Commissioner Jackson advised the Board of the following:

1.         Attended the recent Hills meeting at the school and expressed the opinion of the Board to be in favor of the project as described.

2.         Asbestos removal completed.

3.         Doors are done.

4.         LED lighting project to begin in January.

5.         Have not yet spoken to the Town Supervisor regarding the Radio System.

NEW BUSINESS

Commissioner Jackson suggested a dedication for the Firemen’s Room.

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

2016-47.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to

accept the 2017 Fuel Oil Bid (January 1, 2017 to December 31, 2017) submitted by Mendenhall Fuel, Inc.  The price is based on the Northville Holding Corp. Tank Car Consumer Price at the Holtsville Terminal on the day of delivery, plus an overage of 12.8 cents per gallon (.128) which includes the NYS Oil Spill Fee, LUST Fee and the Nora Assessment Fee; and

Be it further resolved, to accept the Heating Service Contract in the amount of $525.00.

A motion was made by Commissioner Erwin, seconded by Commissioner Sacks, accepting adoption of Resolution 2016-47.  Approved 4-0.

Commissioner Jackson advised the Board that called EMTEC several times and received no response from them.  He also advised that he spoke with Mr. Glass regarding EMTEC.  Mr. Glass suggested firing them and withholding payment of the balance due.

Mr. Jackson presented a proposal from Arenz Heating & Air Conditioning, in the amount of $32,203.00, for the installation of a new boiler to replace the one that is leaking.

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

2016-48.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept the proposal from Arenz Heating & Air Conditioning for the emergency installation of a new high efficiency oil fired model to replace the boiler that is now leaking, at a cost of $32,203.00.  Approved 4-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the adoption of Resolution 2016-48.  Approved 4-0

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the resignation of Meghan McGee pending return of all District property issued to her and the probationary membership of Ryan Horowitz in the Department.  Approved 4-0.

ABSTRACT OF BILLS

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, approving the Abstract of Bills for the General Fund consisting of 45 checks totaling $66,061.94 and the Building & Grounds Fund consisting of 3 checks totaling $5,153.56 and to authorize the transfer of $85,000.00 from the Money Market to the Checking Account.  Approved 4-0.

At 8:35 p.m., there being no further business, a motion was made by Commissioner Sacks, seconded by Commissioner Erwin, to adjourn the meeting.  Approved 4-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

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Fuel Bid Opening 2016

EAST QUOGUE FIRE DISTRICT

FUEL OIL BID OPENING

DECEMBER 1, 2016

The Fuel Oil Bid opening was called to order by Chairman Allyn Jackson at 7:00 p.m.  Present were Commissioners Allyn Jackson, Aaron Sacks, Jennifer Davonski and Jonathan Erwin and Secretary Lorraine Gregory.

The following bids were submitted based on the Northville Holding Corp. Rack Price L.I. Tank Car Consumer Price at the Holtsville Terminal on the day of delivery:

                        Mendenhall Fuel   -  12.8 cents per gallon, Service Contract - $525.00

                        Bangston General  -  10.9 cents per gallon, Service Contract - $525.00 

        Romeo Enterprises, Inc.  -  13.5 cents per gallon, Service Contract -$1,000.00

The Fuel Bid will be awarded at the Regular Monthly Meeting.

Submitted by:

Lorraine Gregory, Secretary

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Meeting Minutes for November 2016

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

NOVEMBER 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 Aaron Sacks, Allyn Jackson, Jonathan Erwin and James Schaefer, Chief David Kohler, Second Assistant Chief David Rosante, First Responder Amit Patel, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

None.

A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, accepting the Firehouse Attendant Report as submitted.  Approved 4-0.

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

1.         A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, authorizing the purchase of the medical supplies requested, at a total cost of $503.13 (Hammer Medical - $337.35, Moore Medical - $165.78).  Approved 4-0.

2.         Permission granted.

3.         A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase of three (3) Zoll AED Plus Units, at a cost of $4,178.73, less the trade-in of three (3) Physio LifePak 500BI amounting to $300.00, for a net cost of $3,878.73.  Approved 4-0.

4.         Noted.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer accepting the EMS Report as submitted.  Approved 4-0.

Mr. Patel left the meeting at 9:05 p.m.

Commissioner Schaefer advised the Board that he had conducted interviews for the hiring of additional On Call First Responders.  A resolution was drawn up and states as follows:

2016-39.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain On Call First Responders, Jennifer L. Lehmann, Erik Corneille and Jeffrey Matheson, at an hourly rate of $20.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, approving adoption of Resolution 2016-39.  Approved 4-0.

MAINTENANCE REPORT

Work Order Report dated October 1, 2016 – November 3, 2016 was presented to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

Requests 1.-2.  -  Chief was reminded to order minor items on his own when needed rather than waiting for Board approval.

Request 3.  -  A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, authorizing the purchase of a new Gas Meter (Sniffer) for 7-6-5, at an approximate cost of $133.85.  Approved 4-0.

Request 4.  -  Secretary will give the Chief supplies from inventory and will order items that are not on hand.

ITEMS FOR DISCUSSION

1.         Commissioner Erwin advised that he looked into a State mini-bid which allows local dealers to bid.  Delivery date for two white Chevrolet Tahoes, without the emergency light packages, is expected to be December 15, 2016.

2.         The outstanding Bar Boy bills are the responsibility of the Department.  Copies of the bills were forwarded to Art Little for payment.

3.         Firemen’s Room will not be available for several more weeks.  Commissioner Sacks suggested rearranging the Meeting Room so that it may be used for the upcoming Christmas events.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting the Minutes of the October 6, 2016 Regular Monthly Meeting and the October 18, 2016 Proposed Budget Hearing.  Approved 4-0.

TREASURER'S REPORT

Ms. Knotoff advised the Board that, while examining the recent bank statements, she noted and corrected a transfer mistake.  $50,000.00 had been transferred from the Building Reserve Fund instead of the General Fund Money Market.

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

2016-40.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to transfer the sum of $2,000.00 from Fuel/Gas Buildings – 290-001 to Repairs Building and Grounds – 220-001.

2016-41.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $1,500.00 from Lights – 280-001 to Telephone – 270-001.

2016-42.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $500.00 from Bank Charges – 460-001 to Office Computer Maintenance/Supplies – 450-001.

A motion was made by Commissioner Jackson, seconded by Commissioner Erwin, accepting the adoption of Resolutions 2016-40, 2016-41 and 2016-42.  Approved 4-0.

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 swearing in of Edward Ford.

OLD BUSINESS

Commissioner Schaefer advised the Board that at the recent AFDSNY Fall Workshop he learned that the plan for all Reserve Funds should be in writing and that it was recommended to have a Repair Reserve Fund.  Also, if not already part of the District’s Credit Card Policy, credit cards should not be allowed to be used at an ATM machine.

Commissioner Sacks presented proposals from Island Asphalt, Inc. for the sealing and striping of the Main Firehouse and Station 2 parking lots.

After a brief discussion, a motion was made by Commissioner Sacks, seconded by Commissioner Erwin, accepting the proposal from Island Asphalt, Inc. for the sealing of the parking lots at the Main Firehouse and Station 2 with commercial grade Velvetop and the restriping of the lots, at a cost of $2,715.63 for the Main Firehouse and $1,303.50 for Station 2.  Approved 4-0.

Commissioner Sacks stated that the Firemen’s Room should be completed by the end of the year.  $80,000.00 of the budget has already been accounted for.  The remainder will be spent on furnishings, blinds, ceiling fans, etc.  The Benevolent may be asked to pay for items that may go over the $110,000.00 budget.

Commissioner Jackson advised the Board of the following:

1.         He will be following up with the Town of Southampton regarding the Town’s possible funding of the upgrades to the emergency paging and radio systems.

2.         Progress is being made on the back door.

3.         He will be attending The Hills meeting at the school next week and asked other Board members to attend.

4.         Replacing the outdoor lights with LED would cost about $12,000.00 to $16,000.00 with no rebate.

5.         The boiler is leaking again.  He will contact Bill Glass regarding the boiler issue.

6.         Installation of a traffic signal outside the Main Firehouse would cost between $50,000.00 to $60,000.00.

A brief discussion ensued regarding the Leave Request Form.  The form will be amended to read

“doctor’s note or Military Statement of Service” not “doctor’s note or military release documents”.

NEW BUSINESS

Commissioner Sacks presented a proposal from Norske, Inc. for the caulking of the windows and doors throughout the Main Firehouse, in the amount of $6,147.00.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the proposal from Norske, Inc. for the caulking of the windows and doors throughout the Main Firehouse, in the amount of $6,147.00.  Approved 4-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, authorizing the purchase of six hundred (600) Asset Tags, at a cost of $800.00.  Approved 4-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, accepting the proposal from Branch Services for the removal of the asbestos in the basement, in the amount of $12,885.00.  Approved 4-0.

The 2017 Fuel Oil Bid Opening is scheduled for December 3, 2016, at 7:00 p.m.

Commissioner Jackson reimbursed the District for the additional $168.41 charged to his cell phone bill.

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 37 checks totaling $34,599.31, the Building & Grounds Fund consisting of 3 checks totaling $4,521.93 and the Communications Fund consisting of 1 check totaling $1,275.00 and to authorize the transfer of $55,000.00 from the Money Market to the Checking Account.  Approved 4-0.

At 9:26 p.m., there being no further business, a motion was made by Commissioner Jackson, seconded by Commissioner Erwin, to adjourn the meeting.  Approved 4-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

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2016 Budget Hearing

EAST QUOGUE FIRE DISTRICT

2016 PROPOSED BUDGET HEARING

OCTOBER 20, 2015

A Public Hearing was held for the purpose of reviewing the Proposed 2016 Budget for the East Quogue Fire District.  The Hearing was called to order by Chairman Allyn Jackson at 7:00 p.m.  Present were Commissioners James Schaefer and Allyn Jackson, Treasurer Nancy Knotoff, and Secretary Lorraine Gregory.

No one from the public attended the meeting to comment on the Proposed 2016 Budget.  Since there was no quorum, the 2016 Budget will be adopted at the November 5, 2015 Regular Monthly Meeting.

At 7:20 p.m., there being no further business, the meeting was adjourned.

Submitted by                                                                                                                                                                                                                                                                                                                                                                                           Lorraine Gregory, Secretary

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October 2016 Meeting Minutes

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

OCTOBER 6, 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 Aaron Sacks, Allyn Jackson and Jennifer Davonski, Chief David Kohler, 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.         Noted.

3.         Noted.

A motion was made by Commissioner Davonski, seconded by Commissioner Jackson, accepting the Firehouse Attendant Report as submitted.  Approved 3-0.

Mr. Schaffauer presented the Work Order Report dated 8/1/16 – 9/30/16.

Mr. Schaffauer left the meeting at 8:00 p.m.

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

1.         A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing the purchase of the medical supplies requested, at a total cost of $929.82 (Hammer Medical - $524.72, Moore Medical - $285.05, EMP - $120.05).  Approved 3-0.

2.         Noted.

3.         Approved and will be charged to the credit card.

4.         Noted.

5.         Pants and work shoes may be purchased from Ricco’s.

A motion was made by Commissioner Jackson, seconded by Commissioner Davonski accepting the EMS Report as submitted.  Approved 3-0.

Mr. Patel left the meeting at 8:55 p.m.

MAINTENANCE REPORT

Commissioner Erwin not in attendance.  Work Order Report dated August 1, 2016 – September 30, 2016 presented earlier by Mr. Schaffauer.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1.  -  A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, granting permission for the Department to use the premises for the Christmas Tree Sale which is a fundraising event.  Approved 3-0.

Request 2.  -  A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, approving the purchase of a pump for Marine 1, at a cost of $29.99.  Approved 3-0.

Request 3.  -  Commissioner Sacks will arrange.

Request 4.  -  Tabled.

ITEMS FOR DISCUSSION

1.         Delivery date unknown.

2.         Commissioner Jackson will arrange for the flu shots to be given to Department members and the Ladies Auxiliary at the November meeting.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the Minutes of the September 1, 2016 Regular Monthly Meeting.  Approved 3-0.

TREASURER'S REPORT

Ms. Knotoff reminded the Board that the Budget Hearing is scheduled for Tuesday, October 18, 2016, at 7:00 p.m.

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

2016-30.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to transfer the sum of $1,500.00 from Repairs to Firematic Equipment – 200-001 to Building and Grounds – 220-001.

2016-31.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $5,000.00 from Public Drills and Inspections – 380-001 to Firematic Maintenance and Supplies – 230-001.

2016-32.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $1,000.00 from Hydrant Rental – 430-001 to Medical Exams – 340-001.

2016-33.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $1,500.00 from Hydrant Rental - 430-001 to Computer Maintenance and Supplies – 450-001.

A motion was made by Commissioner Jackson, seconded by Commissioner Sacks, accepting the adoption of Resolutions 2016-30, 2016-31, 2016-32 and 2016-33.  Approved 3-0.

A motion was made by Commissioner Davonski, 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 probationary membership of Edward Ford and the resignation of William Alex Gladding.

OLD BUSINESS

Commissioner Davonski advised the Board that progress is being made with the hiring of additional On Call First Responders.

Commissioner Sacks advised the Board that progress is being made with the renovation of the Firemen’s Room and with the Truck Committee.

Commissioner Sacks also advised the Board that he and Commissioner Jackson had discussed the Policy Book changes with Mr. Glass.

After a brief discussion, resolutions were drawn up and state as follows:

2016-34.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to adopt the revised Firefighter Classification Policy – Policy No. DA-010 (copy attached).

2016-35.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to adopt the revised Medical Leave Policy – Policy No. DA-011 (copy attached).

2016-36.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to adopt the revised Military Leave Policy – Policy No. DA-003 (copy attached).

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting adoption of Resolutions 2016-34, 2016-35 and 2016-36.  Approved 3-0.

The remainder of the Policy Book will be approved at the November 2016 meeting.

Commissioner Sacks presented a “draft” Leave Request Form to the Board.

Commissioner Sacks advised the Board that the Town did test burns at the facility in Hampton Bays and that there is an Incident Action Plan that must be followed.

A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, authorizing the Chief, with regard to doing test burns at the burn facility in Hampton Bays, to submit an Incident Action Plan to the Town and such plan to be in accordance with NFPA1403 Standards.  Approved 3-0.

Commissioner Jackson advised the Board that the parcel of land to be donated by the Hills is still unresolved.

Commissioner Jackson also advised the Board that the LED lighting project is expected to be started by the end of the month and suggested replacing the outdoor lights with LED.  He will seek proposals.

Commissioner Jackson stated that he had been approached by Randall Weisblott regarding his installation of a cell tower in the Spinney Hills area and he is willing to dedicate the top of the tower for use by the District.

NEW BUSINESS

Commissioner Davonski stated that the Suffolk County Department of Health Services has requested permission to use the premises for the EMT Refresher Course.  Permission granted as long as there is no conflict with the Chiefs’ schedules.

A motion was made by Commissioner Jackson, seconded by Commissioner Sacks, accepting the probationary membership of Edward Ford and the resignation of William Alex Gladding, pending return of all District equipment issued to him.

Commissioner Jackson stated that he had not decided about running for re-election in December.

Ms. Knotoff stated that she would be running for re-election in December.

With regard to the upcoming election, a resolution was drawn up and states as follows:

2016-37.  Whereas, Section 175-a of the Town Law, as amended, provides for a system of registration of Fire District elections; and

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

            Now therefore, be it resolved that three resident electors of the East Quogue Fire District be appointed to constitute the East Quogue Fire District Board of Elections for the 2016 Annual Fire District Election;

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

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

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

A motion was made by Commissioner Davonski, seconded by Commissioner Jackson, accepting the adoption of Resolution 2016-37.  Approved 3-0.

ABSTRACT OF BILLS

A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, approving the Abstract of Bills for the General Fund consisting of 45 checks totaling $30,342.15 and the Building & Grounds Fund consisting of 2 checks totaling $8,472.85 and to authorize the transfer of $50,000.00 from the Money Market to the Checking Account.  Approved 3-0.

At 9:00 p.m., there being no further business, a motion was made by Commissioner Jackson, seconded by Commissioner Davonski, to adjourn the meeting.  Approved 3-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

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Annual Election 2016

ANNUAL ELECTION OF THE EAST QUOGUE FIRE DISTRICT

DECEMBER 13, 2016

PLEASE TAKE NOTICE that the Annual Election of the East Quogue Fire District will take place on December 13, 2016, between the hours of 5:30 P.M. and 9:00 P.M. at the East Quogue Firehouse, located at Montauk Highway and Bay Avenue for the purpose of voting on one (1) Commissioner for a Five (5) Year Term, commencing on January 1, 2017 and one (1) Treasurer for a Three (3) Year Term, commencing on January 1, 2017.  All duly registered residents of the East Quogue Fire District shall be eligible to vote and must be registered with the Suffolk County Board of Elections by November 21, 2016.  Candidates for District Office shall file a petition signed by at least twenty-five (25) registered voters of the Fire District with the Secretary of the Fire District no later than November 23, 2016.  Petitions may be obtained at the East Quogue Firehouse, Monday through Friday beginning November 10, 2016, between the hours of 8:30 a.m. and 4:00 p.m.

Dated:  November 3, 2016

Lorraine Gregory

Secretary

Board of Fire Commissioners

East Quogue Fire District

PO Drawer 860, East Quogue, NY 11942

(631) 653-5101

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