Fuel Oil Bid 2017

NOTICE TO BIDDERS

PLEASE TAKE NOTICE, that sealed bids for the provision of #2 fuel oil for the period beginning January 1, 2017 and ending December 31, 2017 will be received at the office of the Fire District, P.O. Box 860, 465 Montauk Highway, East Quogue, New York 11942 until 7:00 P.M. (prevailing time) on the first day of December 2016, at which time the bids will be opened and read aloud.

Bids will be submitted in sealed envelopes and shall bear on the face thereof the name and address of the bidder and be marked “Fuel Oil Bid”.  This bid is for approximately 8,000 gallons, more or less of No. 2 Fuel Oil, to be delivered to the Main Fire House, the Storage Building and Station 2 located on Head of Lots Road to be delivered on automatic delivery subject to the following conditions:  1. Contract may not be assigned without prior written consent of the Board of Fire Commissioners.  2. Bid price must be the delivery price and shall not include any Federal, State or Local taxes for which the contractor may claim exemption because of doing business with the East Quogue Fire District.  Bid price shall be quoted as “Northville Holding Corp. Rack Price, L.I. Tank Car Consumer Price at the Holtsville Terminal” on the day of delivery plus cents overage.  3. Bidders must have storage facilities within radius of 25 miles of the Village of East Quogue and must be prepared to make delivery on 5 hours notice.  4. All bidders shall submit a bid for service and must be able to answer any service request within a six hour period.  Service contract to include the service and repair of one (1) oil fired hot water heater and four (4) furnaces.

The contract for the above will be awarded by the Board of Fire Commissioners to the lowest responsible bidder.  In cases where two or more responsible bidders submit identical bids as to price, the Board of Fire Commissioners may award the contract to either of such bidders.

The Board of Fire Commissioners reserves the right to reject all bids and re-advertise for new bids in its discretion.  The Board of Fire Commissioners reserves the right to waive any and all irregularities in bid procedures so long as they are deemed immaterial in the sole discretion of the Board.

No bids may be withdrawn by any bidder for a period of forty-five (45) days from the date of bid opening.

Dated:  November 3, 2016

BY ORDER OF THE BOARD OF FIRE

COMMISSIONERS OF THE EAST QUOGUE FIRE DISTRICT

Town of Southampton, Suffolk County, New York

____________________________________

Lorraine Gregory

Fire District Secretary


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September 2016 Meeting Minutes

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

SEPTEMBER 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 7:35 p.m.  Present were Commissioners James Schaefer, Aaron Sacks, Allyn Jackson, Jennifer Davonski and Jonathan Erwin, Chief David Kohler, Second Assistant Chief David Rosante, Firehouse Attendant David Schaffauer, First Responder Amit Patel, Attorney William F. Glass, 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 Schaefer, seconded by Commissioner Jackson, accepting the Firehouse Attendant Report as submitted.  Approved 5-0.

Mr. Schaffauer presented the Work Order Report dated 8/1/16 – 8/31/16.

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 Sacks, seconded by Commissioner Schaefer, authorizing the purchase of the medical supplies requested, at a total cost of $1,307.30 (Zoll Medical - $878.85, Hammer Medical - $428.45).  Approved 5-0.

2.         Tabled.

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 8:19 p.m.

MAINTENANCE REPORT

Work Order Report dated August 1, 2016 – August 31, 2016 presented earlier by Mr. Schaffauer.

Commissioner Erwin advised the Board that repairs on 7-6-31’s vehicle have been completed and that the bumper on 7-6-80 has been replaced.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1.  -  A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing the purchase of nine (9) Streamlight Survivor C4 LED Flashlights, at a cost of $83.00 each ($747.00) and nine (9) Bank Chargers, at a cost of $23.49 each ($450.00), for a total cost of $1,197.00.  Approved 5-0.

Request 2.  -  Tabled.

Request 3.  -  A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, authorizing the purchase of one (1) pair of boots for Ed Seltenreich, at an approximate cost of $300.00.  Approved 5-0.

ITEMS FOR DISCUSSION

1.         Commissioner Erwin stated that he had placed a new order for the two Chiefs’ cars and is in the process of finalizing the cost of the lights.

2.         Commissioner Schaefer will arrange for the Defensive Driving Course.

3.         Commissioner Jackson will handle.

At 8:20 p.m., a motion was made by Commissioner Jackson, seconded by Commissioner Davonski, calling the meeting into Executive Session to discuss personnel matters.  Approved 4-0.  Abstain – Commissioner Schaefer.  (Note:  Commissioner Schaefer left the room.)

At 8:50 p.m., a motion was made by Commissioner Davonski, seconded by Commissioner Sacks, calling the meeting out of Executive Session.  Approved 4-0.

At this point, Commissioner Schaefer joined the Board.

A motion was made by Commissioner Jackson, seconded by Commissioner Sacks, imposing a forty-five (45) day suspension on members Edmund Densieski, Denise Flynn and James Schaefer beginning Sunday, August 14, 2016 and ending 12:01 a.m. on September 28, 2016 due to their conduct following a Department function on August 13, 2016.  Approved 4-0.  Abstain – Commissioner Schaefer.  (Note:  The District will notify the individuals via Certified Mail – Return Receipt Requested.)

ATTORNEY DISCUSSION

Mr. Glass advised the Board that there has been a change to the Move Over Law which includes moving over for a blue light vehicle parked at an emergency scene.

MINUTES

A motion was made by Commissioner Davonski, seconded by Commissioner Sacks, accepting the Minutes of the August 4, 2016 Replacement Oil Fired Boilers Bid Opening and the LED Lighting Retrofit Proposal Opening, the August 4, 2016 Regular Monthly Meeting and the August 11, 2016 Replacement Oil Fired Boilers Bid Award and LED Lighting Retrofit Proposal Award.  Approved 5-0.

TREASURER'S REPORT

A motion was made by Commissioner Jackson, seconded by Commissioner Sacks, adopting the Proposed 2017 Budget in the amount of $1,364,000.00 which is under the 2% Tax Cap.  Approved 5-0.

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

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the East Quogue Fire Department regarding the resignation of Chaplain Patricia Intermaggio and an order form from Looseleaf Law.

OLD BUSINESS

Commissioner Schaefer advised the Board that the District’s Service Award Plan does not prohibit a new member who physically made 50 points within their first year, even if it was not a full calendar year, from getting credit for that year.  Mr. Glass advised the Board that, if the Plan document does not forbid it, then you have to do it.

Commissioner Schaefer presented the following suggested list of clothing to be supplied by the District to full time and part time employees:

Full Time Firehouse Attendant and First Responder

2          Pair Boots  -  $40.00

2          Pair Shorts (except First Responder)  -  $48.00 (Rico’s)

2          Short Sleeve Shirts  -  $32.00

2          Overshirts (1/4 zip, fleece)  -  $31.00

1          Three Season Jacket  -  $40.00

1          Belt  -  $15.00

Part Time Custodian and Per Diem First Responders

1          Short Sleeve Shirt  -  $32.00

1          Overshirt (1/4 zip, fleece)  -  $31.00

All clothing to have District logo on front.  First Responders to have their logo across the back.

Prices are from current Gall’s catalog, except where noted.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the Clothing List for the Full Time Firehouse Attendant and First Responder and for the Part Time Custodian and On Call First Responders.  Approved 5-1.  (Opposed - Commissioner Sacks).

Commissioner Sacks advised the Board that the new windows have been installed in the Firemen’s Room and that progress is now being made in the renovation.

The Board suggested that, for safety purposes, temporary lighting should be installed in the Firemen’s Room.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing the expenditure of $10,000.00 from the Permissive Referendum Fund for the Firemen’s Room cabinetry, Corian, woodwork and barn style doors.  Approved 5-0.

Commissioner Sacks also advised the Board that the programming for the portable radios has been updated and that Andrew was waiting to hear from Chief Pierce and FRES regarding being paged out on local government.

Commissioner Jackson advised the Board that the parcel of land on Lewis Road that the District would accept from the Hills has been sold to another purchaser.

Commissioner Jackson also advised the Board that the DVR has been installed at Station 2 and that the back door has been delivered and it will be two weeks before the Mason can do the job.

The Board decided to table the boiler replacement project.

After a brief discussion regarding the proposals for the LED Lighting, it was decided that, since the bid specs did include Station 2 and Palace Electrical Contractors, Inc. failed to bid on that part of the project, the proposal from Empire LED Solutions was accepted.

A resolution was drawn up and states as follows:

2016-28.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept the proposal from Empire LED Solutions for the installation of LED Lighting at the Main Firehouse at a cost of $22,367.00 – minus rebates of $6,036.00 – not to exceed the net cost of $16,331.00 and at Station 2 at a cost of $2,834.00 – minus rebates of $816.00 – not to exceed the net cost of $2,018.00.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, accepting the adoption of Resolution 2016-28.  Approved 5-0.

NEW BUSINESS

A motion was made by Commissioner Erwin, seconded by Commissioner Davonski, approving the purchase of Fire Prevention materials from Positive Promotions in the amount of $4,750.00 and Crown Awards in the amount of $250.00.  Approved 5-0.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, allowing Commissioners Schaefer and Davonski to interview and hire three additional On Call First Responders.  Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the installation of the picture frame railing by Tony Bartano, at a cost of $830.00.  Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, granting permission for the FDNY343Ride participants to use the Main Firehouse as a stop off point during the September 7-11, 2016 Ride.  Approved 5-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, authorizing the purchase of two (2) copies of the Looseleaf Law EMS and Fire Personnel Legal Guide to NYS Law, at a cost of $70.10.  Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the resignation of Chaplain Patricia Intermaggio.  Approved 5-0.

With regard to the Suffolk County Ambulance Agreement, a resolution was drawn up and states as follows:

2016-29.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to approve the terms of the Suffolk County Ambulance Services Agreement.

A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, accepting adoption of Resolution 2016-29.  Approved 5-0.

ABSTRACT OF BILLS

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, approving the Abstract of Bills for the General Fund consisting of 34 checks totaling $24,262.34 and the Building & Grounds Fund consisting of 3 checks totaling $8,804.50 and to authorize the transfer of $40,000.00 from the Money Market to the Checking Account.  Approved 5-0.

At 10:10 p.m., there being no further business, a motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, to adjourn the meeting.  Approved 5-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

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2017 Budget Hearing Notice

NOTICE OF PUBLIC HEARING
EAST QUOGUE FIRE DISTRICT
 
PLEASE TAKE NOTICE that a Public Hearing will be held on October 18, 2016 at 7:00 p.m. (prevailing time) at the main firehouse located at Montauk Highway and Bay Avenue, East Quogue, New York.
The purpose of the Public Hearing will be to permit public review of the proposed budget for the East Quogue Fire District for fiscal year 2017.
PLEASE TAKE FURTHER NOTICE that a copy of the proposed budget has been filed with the Town Clerk and is available for review at that office and is also available for review at the Office of the Board of Fire Commissioners, Monday through Friday, between the hours of 9:00 a.m. and 4:00 p.m.
Dated: September 28, 2016
 
BY ORDER OF THE BOARD
OF FIRE COMMISSIONERS OF THE
EAST QUOGUE FIRE DISTRICT
Town of Southampton
Suffolk County, New York
By: Lorraine Gregory
Fire District Secretary
 
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2017 Budget Revenues

Please click the link.

 

2017 BUDGET REVENUES

 

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2017 Budget Worksheet for Appropriations

Please click the link

2017 Expenditures PG1

2017 Expenditures PG2

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2017 Addendum to the Proposed Budget

 

ADDENDUM TO THE 2017 ROPOSED BUDGET
 EAST QUOGUE FIRE DISTRICT
 
 
AS OF SEPTEMBER 1, 2016
 
GENERAL FUND ESTIMATED UNEXPENDED FUND BALANCE                               $ 38,549.10
 
APARATUS & EQUIPMENT RESERVE FUND                                                                  $ 891,149.57
 
COMMUNICATION REERVE FUND                                                                                     $ 55,704.59
 
BUILDINGS & GROUNDS RESERVE FUND                                                                     $ 445,910.16

 

 

 

 

 

2017 Addendum

 

 

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August 2016 Meeting Minutes

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

AUGUST 4, 2016

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

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

1.         Approved.

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

Commissioner Jackson commended Mr. Schaffauer on his work improvement and the fact that he has also taken on additional responsibilities.  The Board then approved, retroactive to July 1, 2016, the portion of Mr. Schaffauer’s January 1, 2016 pay increase that had been withheld.

At 7:45 p.m., Mr. Schaffauer left the meeting.

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

1.         Permission given for the stair chairs to be professionally cleaned.

2.         A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, authorizing the purchase of the medical supplies requested, at a total cost of $847.21 (Hammer Medical - $587.71, Moore Medical - $259.50).  Approved 3-0.

3.         Noted.

4.         Noted.  Board suggested Red Alert.

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

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

 

MAINTENANCE REPORT

Commissioner Sacks presented the attached Work Order Report dated July 1, 2016 – July 31, 2016.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1.  -  Approved.

Request 2.  -  Tabled.

Requests 3-4.  -  A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, authorizing the purchase from Amazon of one (1) pop up tent, at a cost not to exceed $125.00 and eight (8) plastic folding chairs, at an approximate cost of $140.00 to be used for EMS rehab.  Approved 3-0.

Request 5.  -  Tabled.

Request 6.  -  A motion was made by Commissioner Sacks, seconded by Schaefer, authorizing the purchase from Amazon of two (2) Radio Cases for Marine 1, at an approximate cost of $70.00.  Approved 3-0.

ITEMS FOR DISCUSSION

1.         Commissioner Erwin not in attendance.  No information.

2.         Commissioner Sacks requested a work order.

3.         Commissioner Sacks will handle.

4.         On order.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the Minutes of the July 7, 2016 Regular Monthly Meeting.  Approved 3-0.

TREASURER'S REPORT

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

 

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the East Quogue Fire Department regarding the resignation of Jonathan Parsons and Jody Romeo and a booklet from the Association of Fire Districts of the State of New York regarding the Fall Workshop October 13-16, 2016, Saratoga Springs, New York.

OLD BUSINESS

After a brief discussion regarding The Hills, the Board approved sending a letter to Supervisor Schneiderman stating that the Board is in favor of The Hills project.

Commissioner Jackson stated that the bid for the boiler replacements was very high and he will contact the engineer.  The Board agreed that the LED proposals were in line.

Commissioner Jackson advised the Board that the problem with the generator at Station 2 was a broken wire.

Commissioner Sacks stated that it was suggested to him that the District contact the Town Board and suggest that the Town pick up the $10,000.00 fee and annual maintenance for Red Alert.

Commissioner Jackson will follow up with the Town regarding the Burn Building Agreement.

NEW BUSINESS

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, authorizing up to four members of the Board to attend the Association of Fire Districts of the State of New York Fall Workshop, October 13-16, 2016, Saratoga Springs, New York, at an approximate cost of $6,000.00.  Approved 3-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the resignations of Jonathan Parsons and Jody Romeo pending the return of all equipment and materials issued to them by the District.  Approved 3-0.

ABSTRACT OF BILLS

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, approving the Abstract of Bills for the General Fund consisting of 34 checks totaling $42,540.74 and the Building & Grounds Fund consisting of 1 check totaling $8,022.85 and to authorize the transfer of $60,000.00 from the Money Market to the Checking Account.  Approved 3-0.

At 8:40 p.m., there being no further business, a motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, to adjourn the meeting.  Approved 3-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

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LED Lighting Retrofit and Oil Fired Boiler Bid Opening

EAST QUOGUE FIRE DISTRICT

REPLACEMENT OIL FIRED BOILERS BID OPENING

LED LIGHTING RETROFIT PROPOSAL OPENING

AUGUST 4, 2016

The bid and proposal opening was called to order by Chairman Allyn Jackson at 7:00 p.m. Present were Commissioners Allyn Jackson, Aaron Sacks and James Schaefer, Treasurer Nancy Knotoff, Secretary Lorraine Gregory and a representative from each of the bidders.

Replacement Oil Fired Boilers

Two bids were submitted as follows:

Best Climate Control Corp.  -  $348,889.00

Premier Mechanical Services, Inc.  -  $339,700.00

LED Lighting Retrofit

Two proposals were submitted as follows:

Main Firehouse           Empire LED Solutions                        $22,367.00

                                    Less Rebates/Incentives                      $  6,036.00

                                    Net Cost of Project                             $16,331.00

Station 2                      Empire LED Solutions                        $ 2,834.00

                                    Less Rebates/Incentives                      $    816.00

                                    Net Cost of Project                             $ 2,018.00

Main Firehouse           Palace Electrical Contractors, Inc.      $22,000.00

                                    Less Estimated Rebate                       $  4,200.00

                                    Estimated Net Cost                            $17,800.00

Station 2                      No bid submitted.

A Special Meeting is scheduled for Thursday, August 11, 2016, at 7:00 p.m. to award the bid and the proposal.  However, with regard to the Replacement Oil Fired Boilers Bid, there was a major discrepancy between the cost estimated by the engineer and the bids submitted.  There is a possibility that the bid may not be awarded.

At 7:15 p.m., a motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, to adjourn the meeting.  Approved 3-0.

Submitted by:

Lorraine Gregory, Secretary

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LED and Oil Fire Boiler Bid Awards

EAST QUOGUE FIRE DISTRICT

REPLACEMENT OIL FIRED BOILERS BID AWARD

LED LIGHTING RETROFIT PROPOSAL AWARD

AUGUST 11, 2016

The bid and proposal award was called to order by Chairman Allyn Jackson at 7:15 p.m. Present were Commissioners Allyn Jackson, Jonathan Erwin and James Schaefer, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

LED Lighting Retrofit

A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, to reject the bid from Empire LED Solutions and the bid from Palace Electrical Contractors, Inc. for the LED Lighting Retrofit.  Approved 3-0.

Replacement of Two Oil Fired Boilers

A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, rejecting the bid from Best Climate Control Corp. and the bid from Premier Mechanical Services, Inc. for the Replacement of Two Oil Fired Boiler.  Approved 3-0.

At 7:35 p.m., a motion was made by Commissioner Jackson, seconded by Commissioner Erwin, to adjourn the meeting.

Submitted by:

Lorraine Gregory, Secretary

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Public Notice

 

PUBLIC NOTICE

 

 

 

The Board of Fire Commissioners of the East Quogue Fire District will be holding a Special Meeting, Thursday, August 11, 2016, at 7:00 p.m. The purpose of the Special Meeting will be to award the bids for Two Oil Fired Boilers and the LED Lighting Retrofit.

 

Dated:  July 29, 2016

 

 

BY ORDER OF THE BOARD OF

FIRE COMMISSIONERS OF

THE EAST QUOGUE FIRE DISTRICT

 

_____________________________

By:  LORRAINE GREGORY

Fire District Secretary 

 

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Notice To Bidders

REQUEST FOR PROPOSALS
 
PLEASE TAKE NOTICE that pursuant to a resolution of the Board of Fire Commissioners of the East Quogue Fire District, sealed proposals for an LED Lighting Retrofit for the East Quogue Fire District, located at 465 Montauk Highway, East Quogue, New York, will be accepted at the office of the Board of Fire Commissioners of the East Quogue Fire District, 465 Montauk Highway, P.O. Box 860, East Quogue, NY 11942 until 7:00 PM (prevailing time) on the 4th day of August, 2016 at which time they will be publicly opened and examined.
Proposals shall be submitted in sealed envelopes at the above address and shall bear on the face thereof the name and address of the proposer and the words: LED Lighting Retrofit – East Quogue Fire District.
Detailed specifications regarding bidding will be available electronically on regular business days commencing at 8:00 a.m., Friday, July 15, 2016. The contact for e-mail specifications is David Schaffauer, Firehouse Attendant, Cell Phone 631-466-0529, e-mail This email address is being protected from spambots. You need JavaScript enabled to view it..
A contract for the above work will be awarded by the Board of Fire Commissioners to the proposer providing the best overall proposal including the responsibility of the proposer. The Board of Fire Commissioners shall be the ultimate decision-maker. The Board of Fire Commissioners reserves the right to reject all proposals and/or to re-advertise for new proposals in its discretion.
No proposal may be withdrawn for a period of sixty (60) days from the date of opening.
Dated: July 7, 2016
 
 
BY ORDER OF THE BOARD
OF FIRE COMMISSIONERS
OF THE EAST QUOGUE FIRE DISTRICT
_____________________________
By: LORRAINE GREGORY
Fire District Secretary
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Notice to Bidders

NOTICE TO BIDDERS
 
PLEASE TAKE NOTICE that pursuant to a resolution of the Board of Fire Commissioners of the East Quogue Fire District, sealed bids for the replacement of two (2) Oil Fired Boilers for the East Quogue Fire District, located at 465 Montauk Highway, East Quogue, New York, will be accepted at the office of the Board of Fire Commissioners of the East Quogue Fire District, 465 Montauk Highway, P.O. Box 860, East Quogue, NY 11942 until 7:00 PM (prevailing time) on the 4th day of August, 2016 at which time they will be publicly opened and read aloud.
Bids shall be submitted in sealed envelopes at the above address and shall bear on the face thereof the name and address of the bidder and the words: Replacement Oil Fired Boilers – East Quogue Fire District.
Detailed specifications regarding bidding will be available electronically on regular business days commencing at 8:00 a.m., Friday, July 15, 2016. The contact for e-mail specifications is David Schaffauer, Firehouse Attendant, Cell Phone 631-466-0529, e-mail This email address is being protected from spambots. You need JavaScript enabled to view it..
A contract for the above work will be awarded by the Board of Fire Commissioners to the bidder providing the best overall bid including the responsibility of the bidder. The Board of Fire Commissioners shall be the ultimate decision-maker. The Board of Fire Commissioners reserves the right to reject all bids and/or to re-advertise for new bids in its discretion.
No bid may be withdrawn for a period of sixty (60) days from the date of opening.
Dated: July 7, 2016
 
 
BY ORDER OF THE BOARD
OF FIRECOMMISSIONERS
OF THE EAST QUOGUE FIRE DISTRICT
_____________________________
By: LORRAINE GREGORY
Fire District Secretary
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Meeting Minutes June 2016

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

JUNE 5, 2016

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 4:05 p.m. Present were Commissioners James Schaefer, Aaron Sacks, Jonathan Erwin, Jennifer Davonski and Allyn Jackson, Chief David Kohler, Second Assistant Chief David Rosante, Treasurer Nancy Knotoff and Secretary Lorraine Gregory. (Note: The meeting originally scheduled for Thursday, June 2, 2016 was cancelled due to the fact that there was no quorum.)

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

1.         Noted.    

3.        

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

EMS REPORT

See attached report presented by Commissioner Davonski.

STAFF REPORT

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

2016-20. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain Kevin H. Zajac and Brandon McAlary as On Call First Responders, at an hourly pay rate of $20.00.

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, accepting adoption of Resolution 2016-20. Approved 5-0.

2.         Noted.

3.         A resolution was drawn up and states as follows:

2016-21. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to remove Christopher Guszack from the On Call First Responder Rolls.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting adoption of Resolution 2016-21. Approved 5-0. (Note: The Secretary will forward a letter to Mr. Guszack advising him of his termination and will request that District property in his possession be returned to the District.)

EQUIPMENT AND SUPPLIES

1.         A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of the EMS Medical Supplies requested, at a total cost not to exceed $1,420.04 (Hammer Medical - $1,364.15, Moore Medical - $55.89). Approved 5-0.

2.         Commissioners Erwin or Sacks will handle.

3.         Noted.

4.         Noted.

5.         A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, granting permission for Amit Patel to participate in the Check & Inject NY Pilot Program for BLS Providers and to authorize the purchase of the initial five kits and two training kits, at a total cost of $445.00. Approved 5-0.

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

MAINTENANCE REPORT

No written report submitted.

Commissioner Erwin advised the Board of the following:

1.         7-6-8    Serviced. Vehicle has a chronic air leak.

2.         7-6-9    Oil and filters changed.

3.         7-6-12  Front wheel repaired.

4.         7-6-31  Bumper is on order.

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

At 4:30 p.m., a motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, calling the meeting into Executive Session to discuss insurance liability. Approved 5-0.

At 4:36 p.m., a motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, calling the meeting out of Executive Session. Approved 5-0.

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1. - A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing the purchase of twenty (20) pairs of white gloves, at an approximate cost of $200.00 and four (4) packages of mourning bands, at an approximate cost of $40.00. Approved 5-0.

Request 2. - Secretary will handle.

Request 3. - A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, approving the Rescue Swimmer Course for up to seven (7) members, at a cost of $200.00 per member. Approved 5-0. (Note: Second Assistant Chief Rosante will provide the Board with a written agreement.)

Request 4. - A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of five (5) Radio Holders and two (2) straps, at an approximate cost of $245.00. Approved.

Request 5. - A motion was made by Commissioner Schaefer, seconded by Erwin, authorizing the purchase of EMS Gear for Garrett Benham (jacket, pants, helmet and boots), at an approximate cost of $1,200.00. Approved 5-0.

Request 6. - Commissioner Sacks will handle.

Request 7. - Commissioner Sacks will handle.

Request 8. - A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, authorizing On Call First Responder coverage for the Seafood Party from 9:00 p.m. on August 13, 2016 to 5:00 a.m. on August 14, 2016. Approved 5-0.

ITEMS FOR DISCUSSION

1.         Chief will contact Bob Holley. Greg Celi and Mark Rist suspended. Greg King on medical leave and will supply a doctor’s note.

2.         Delivery date not available.

3.         Meeting set for Thursday at 4:00 p.m.

4.         Department Best Practices given to Commissioner Jackson.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, accepting the Minutes of the May 5, 2016 Regular Monthly Meeting, with noted correction. Approved 5-0.

TREASURER'S REPORT

Ms. Knotoff advised the Board that, in May, she had made an additional transfer of $20,000.00 to pay for the Inspection Dinner.

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

 

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the East Quogue Fire Department regarding the resignation of Dan Bennett and the swearing in of Kevin Quinn, a Certificate of Compliance from the Town of Southampton regarding the Antenna, an e-mail from the Hampton Point Association cancelling their use of the Meeting Room and requests from SCWA for the testing of the backflow prevention devices.

OLD BUSINESS

Commissioner Sacks presented the new FCC License. (The Secretary will forward letters to the Town of Southampton Police Department and Suffolk County Fire Rescue advising them of the new Call Letters.)

After a brief discussion, the Board tabled the proposal from Securus Technologies for hookup to the Town’s CAD Dispatch System.

Commissioner Sacks presented the following proposals for replacement of the AC units in the meeting room:

                                    Arenz Heating & Air Conditioning - $18,930.00

                                    Weber & Grahn - $23,200.00

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the proposal from Arenz Heating & Air Conditioning, in the amount of $18,930.00. Approved 5-0.

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

2016-22. BE IT RESOLVED, pursuant to the provisions of the General Municipal Law and the Town Law of the State of New York, that a sum not to exceed $90,000.00 be expended from the Buildings and Grounds Reserve Fund of said Fire District for the purchase of two (2) New Oil Fired Boilers to be installed at the Main Firehouse as well as other incidental items that may be associated with this project, including but not limited to the removal of asbestos, and be it

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

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

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting adoption of Resolution 2016-22. Approved 5-0.

NEW BUSINESS

Commissioner Sacks presented a proposal from Jack Ryckman, in the amount of $2,800.00, for the installation of a sprinkler system on the east side of the property.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, accepting the proposal from Jack Ryckman for the installation of a sprinkler system on the east side of the property, at a cost of $2,800.00. Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the resignation of Dan Bennett from the Department, pending the return of all District property issued to him. Approved.

2016-23. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to remove all District postings from the website after a period of ninety (90) days from the date of posting.

A motion was made by Commissioner Erwin, seconded by Commissioner Sacks, accepting the adoption of Resolution 2016-23. Approved 5-0.

ABSTRACT OF BILLS

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, approving the Abstract of Bills for the General Fund consisting of 39 checks totaling $22,143.81 and to authorize the transfer of $30,000.00 from the Money Market to the Checking Account. Approved 5-0.

At 5:52 p.m., there being no further business, a motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, to adjourn the meeting. Approved 5-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                           Lorraine Gregory, Secretary

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Meeting Minutes for May 2016

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

MAY 5, 2016

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

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

1.         Approved.

2.-3.     Since the mulch and fertilizer will each cost $100.00 or less, the purchases may be made in accordance with the Procurement Policy.

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

At 7:45 p.m., Mr. Schaffauer left the meeting.

EMS REPORT

See attached report.

STAFF REPORT

1.         Noted.

2.         Approved.

3.         Commissioners Schaefer and Davonski will handle.

A motion was made by Commissioner Jackson, seconded by Commissioner Sacks, authorizing Commissioners Schaefer and Davonski to interview candidates for the position of On Call First Responder and to authorize them to hire up to three new On Call First Responders.  Approved 5-0.

EQUIPMENT AND SUPPLIES

1.         Noted.

2.         A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of the EMS Medical Supplies requested, at a total cost not to exceed $775.04 (Boundtree - $440.29, Moore Medical - $166.00, Zoll Medical - $168.75).  Approved 5-0.

3.         Commissioners Davonski and Schaefer decided on the following uniforms:

Full Time Paid First Responder  -  2 overshirts, 2 pair of pants, 2 short sleeve dark shirts, 1 pair of shoes and 1 all-weather jacket.

            On Call Paid First Responder  -  1 polo shirt, 1 overshirt and 1 all-weather jacket.

Commissioner Sacks suggested the use of photo ID badges for the First Responders and EMS personnel.  A punch ($16.00) and hangers ($10.00) will be purchased and the badges made on site.

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

MAINTENANCE REPORT

No written report submitted.

Commissioner Erwin advised the Board of the following:

1.         Two of the Chiefs’ cars were serviced.

2.         The antenna was removed from the van and installed on the new Fire Police vehicle.

3.         7-6-16’s suction will be repaired tomorrow.

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

CHIEF'S REPORT

See attached report.

REQUESTS

Requests 1.  -  A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, authorizing the purchase of five (5) Class A PPE (coat, helmet, pants, boots) and one (1) Class B PPE (coat, helmet, pants, boots), at a cost not to exceed $3,000.00 per set.  Approved 5-0.

Request 2.  -  Commissioner Sacks will arrange.

Request 3.  -  A motion was made by Commissioner Erwin, seconded by Commissioner Sacks, authorizing the purchase of one (1) MSA CO Meter, at a cost not to exceed $250.00.  Approved 5-0.

Request 4.  -  Approved.

Request 5.  -  Commissioner Erwin will handle.

ITEMS FOR DISCUSSION

1.         Delivery date unknown.

2.         To be discussed under Old Business.

The Board advised the Chiefs that the Department SOG’s should be renamed “Best Practices”.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the Minutes of the April 7, 2016 Regular Monthly Meeting.  Approved 5-0.

TREASURER'S REPORT

Ms. Knotoff advised the Board that a Workers’ Compensation Audit has been scheduled for May 11, 2016.

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

 

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the Fire Department regarding the resignation of Mike Smith, William Swasey’s Emeritus status, the swearing in of Jody Romeo and the probationary membership of Kevin Quinn, a letter from the Town of Southampton regarding Res-2016-423 and a request from the Hampton Point Association to use the Meeting Room.

OLD BUSINESS

Commissioner Sacks presented a proposal from Waterway for the annual testing of the apparatus nozzles and appliances.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the proposal from Waterway for the annual testing of the apparatus nozzles and appliances, in the amount of $1,362.00.  Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the proposal from Motorola for the purchase of new pagers and portable radios for use by the Department in accordance with Resolution 2016-18, at a cost of $99,947.62 and accepting the proposal from Integrated Wireless Technologies, LLC for the engraving of the pagers and radios in accordance with Resolution 2016-18, at a cost of $1,275.00, at a total expenditure of $101,598.87.  Approved 5-0.

At 8:50 p.m., Mr. Patel left the meeting.

Commissioner Sacks presented the following labor only proposals for the renovation of the Firemen’s Room:

                                    1.  Norske, Inc.  -  $32,150.00

                                    2.  O’Neil Builders, LLC  -  $32,800.00

                                    3.  Rist Builders, Inc.  -  $41,000.00

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, accepting the labor only proposal from Norske, Inc. for the renovation of the Firemen’s Room, in the amount of $32,150.00.  Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, allotting the sum of $15,000.00 for materials to be purchased from various suppliers for the renovation of the Firemen’s Room.  Approved 5-0.

Commissioner Jackson advised the Board that he is still waiting for an additional bid for the boilers and the LED lights.

Commissioner Jackson also advised the Board that, since the job was easier than expected, J&M Construction and Masonry issued a $400.00 credit to the District with regard to the installation of the yellow safety tile strips in the truck bays.

NEW BUSINESS

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing that a letter of recommendation be prepared for On Call First Responder, Amanda Paparatto.  Approved 5-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting the proposal from JJ Johnson for the detailing of all the fire apparatus vehicles, at a cost of $3,050.00.  Approved 5-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting the resignation of Mike Smith from the Department, pending his return to the District of all District property issued to him.  Approved 5-0.

The Secretary will notify Hometown Insurance of William Swasey’s Emeritus status.

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

ABSTRACT OF BILLS

A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, approving the Abstract of Bills for the General Fund consisting of 46 checks totaling $50,168.42 and to authorize the transfer of $75,000.00 from the Money Market to the Checking Account.  Approved 5-0.

At 9:30 p.m., there being no further business, a motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, to adjourn the meeting.  Approved 5-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

 

Minutes for May 2016

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April meeting minutes 2016

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

APRIL 7, 2016

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

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

1.         Noted.

2.         District does not have any of the Quogue Village Police’s manikins.  The manikins on hand are the ones that were recently ordered by the District.

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

At 7:37 p.m., Mr. Schaffauer left the meeting.

EMS REPORT

See attached report.

STAFF REPORT

1.         Noted.

2.         Board agreed.

2016-16.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to remove Jonathan Boutet from the On Call First Responder Rolls.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting adoption of Resolution 2016-16.  Approved 5-0.

3.         Resignation accepted.

2016-17.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept the resignation of Aubrie Andenmatten, as of April 6, 2016.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting adoption of Resolution 2016-17.  Approved 5-0.

4.         Commissioners Schaefer and Davonski will conduct interviews for three additional On Call First Responders.

5.         Commissioner Jackson signed the form.

EQUIPMENT AND SUPPLIES

1.         A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the purchase from Zoll of a One (1) Year Preventive Maintenance Contract Per X Series, 4/1/16 – 3/31/17, at a cost of $920.00 and a One (1) Year Extended Warranty Zoll X Series, 4/1/16 – 3/31/17, at a cost of $3,263.25 (Total - $4,183.25).  Approved 5-0.

2.         A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, authorizing the purchase of the EMS Medical Supplies requested, at a total cost of $368.96 (Hammer Medical - $301.76, Moore Medical - $67.20).  Approved 5-0.

3.         A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing the purchase of Weather Tech FH-F11307 Semi Custom Vinyl Front and Rear Black Floor Mats from Amazon, at an approximate cost of $179.00.  Approved 5-0.

4.         A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, authorizing the purchase of two (2) Waterproof Phone Cases and Permanent Mounts for the cell phones used in the ambulances from Amazon, at an approximate cost of $125.00.  Approved 5-0.

5.         Commissioners Schaefer and Davonski are working on a standard uniform.

6.         Jury Duty beginning April 8, 2016.  Further discussed under Treasurer’s Report.

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

MAINTENANCE REPORT

No written report submitted.

7-6-2    Preventive maintenance performed.

7-6-5    Preventive maintenance performed.  Ladder straps need to be installed to prevent the ladder from falling off.

7-6-11  Inspected.  Fully Involved will be instructed to make the repairs as indicated.

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

CHIEF'S REPORT

See attached report.

REQUESTS

Requests 1.  -  A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, granting permission for the East Quogue Cub Scout Pak 261 to use the Meeting Room on May 21, 2016 for the Blue & Gold Awards Banquet and requiring a Security Deposit of $100.00 together with a Certificate of Insurance and, in lieu of a room charge, the Board will pay Mr. Schaffauer to be on duty.  Approved 5-0.

Request 2.  -  No vote required.

Request 3.  -  Noted.

Requests 4.  -  Tips Class may be done on line.

ITEMS FOR DISCUSSION

1.         Commissioner Sacks advised that the boat will be back tomorrow and that there is a problem with the GPS and VHF radio.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase of one (1) Garman 7607 GPS System and Antenna, at an approximate cost of $1,600.00 and one (1) Matrix VHF Radio and Microphone, at an approximate cost of $500.00, for the Zodiac boat with installation to be done by Mr. Schaffauer.  Approved 5-0.

2.         Commissioner Sacks advised the Board that the Fire Police vehicle will be back from Pennsylvania by April 15.

3.         To be discussed under Old Business.

4.         The Board stated that nowhere in the By-Laws is it noted that a member must have a driver’s license.  It is up to the member to fulfill their commitment to the Department whether or not they have a driver’s license.

5.         A motion was made by Commissioner Davonski, seconded by Commissioner Sacks, approving that an On Call First Responder be hired for coverage for the Installation Dinner from 1900 hours on May 14, 2016 to 0600 hours on May 15, 2016.  Approved 5-0.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the Minutes of the March 3, 2016 Regular Monthly Meeting.  Approved 5-0.

TREASURER'S REPORT

Ms. Knotoff asked for the status of the new computer.  Commissioner Sacks advised that the computer just needs to be updated.

After a brief discussion regarding payment of Mr. Patel’s salary while on Jury Duty, a motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, that Mr. Patel would be paid his regular pay for his Monday, Tuesday and Wednesday schedule if he was required to report to Jury Duty on his regularly scheduled shifts.  Approved 5-0.

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

 

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the Fire Department regarding the probationary membership of Jody A. Romeo, a renewal notice from Avaya, a letter from Appraisal Affiliates regarding the Maintenance Service Report and service fee and (under separate cover) two copies of the Maintenance Service Report 1/1/15 – 12/31/15.

OLD BUSINESS

Commissioner Erwin advised the Board that the new Chief’s vehicle is in production.

Commissioner Sacks presented a proposal from Integrated Wireless Technologies for a Real Time Cross Band, including material and labor, in the amount of $3,080.50 and a proposal from Motorola Solutions, for portable radios, charges and misc. equipment, in the amount of $99,947.62.

Commissioner Sacks stated that he is seeking additional proposals for the work to be done in the Firemen’s Room.

Commissioner Sacks presented a proposal from Lisa Klemons, Design Partners, regarding service fees in connection with the renovation of the Firemen’s Room.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting the proposal from Lisa Klemons, Design Partners, for an estimated ten (10) hours of consultation, at a cost of $150.00 per hour.  Approved 5-0.

Commissioner Jackson presented the following two proposals from Empire LED Solutions for the updating of the light fixtures to LED:

                        Station 2  -  $2,834.00 less rebate  =  $2,018.00

                        Main Firehouse  -  $22,600.00 less rebate  =  $16,331.00

After further discussion regarding the purchase of radio pagers, portable radios, renovations to the Firemen’s Room and the installation of LED lighting at the Main Firehouse and Station 2, subject to Permissive Referendum, a resolution was drawn up and states as follows:

2016-18.  BE IT RESOLVED, pursuant to the provisions of the General Municipal Law and the Town Law of the State of New York, that a sum not to exceed $105,000.00 be expended from the Communications Reserve Fund of said Fire District for the purchase of new radio pagers and portable radios, for the use of the Fire Department of said Fire District, and be it

            FURTHER RESOLVED, pursuant to the provisions of the General Municipal Law and the Town Law of the State of New York, that a sum not to exceed $125,000.00 be expended from the Buildings & Grounds Reserve Fund of said Fire District for renovations to the Firemen’s Room and the installation of new LED lighting at the Main Firehouse and Station 2 of said Fire District, and be it

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

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

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, accepting adoption of Resolution 2016-18.  Approved 5-0.

Commissioner Sacks advised the Board that the Red Alert module has been installed.  However, there is no mobile paging in the system.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, accepting the proposal from Alpine Software for the purchase of one (1) Paging System: Non Dispatch System, in the amount of $525.00.  Approved 5-0.

The Board agreed that The Hills project should definitely identify the acreage that they have agreed to donate to the District and that the Town should be made aware of the location.  The property must be accessible to main roads and not in the back hills.  Commissioner Sacks will contact The Hills.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the payment of $557.78 to RAB Construction for the installation of the changing stations in the restrooms, the re-milling and installation of the picture support rail, and the sanding and staining of the oak picture support rail.  Approved 5-0.

At 8:50 p.m., Mr. Patel left the meeting.

A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, authorizing the purchase of one (1) Apple Hot Spot TV, at a cost of $149.00.  Approved 5-0.

Commissioner Jackson advised the Board that he had received a request from the Shinnecock Shores Community to intercede with SCWA regarding the extension of the water mains to the end of the streets.  As stated to the Community in the past, the water mains are extended far enough for firefighting protection and there is sufficient water pressure.  If the Community wants to extend the mains it will be at their own cost.

NEW BUSINESS

A motion was made by Commissioner Jackson, seconded by Commissioner Sacks, accepting the proposal from Waterway for the annual hose testing, in the amount of $2,410.00.  Approved 5-0.

2019-19.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to declare sixteen (16) AV-2000 Scott Facepieces surplus property and to donate them to the Suffolk County Fire Academy.

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, accepting adoption of Resolution 2019-19.  Approved 5-0.

Commissioner Jackson advised the Board that Mr. Glass’ only comment regarding the Ladies Auxiliary By-Laws is to use the term “local resident” instead of “citizen”.  Commissioner Jackson also advised the Chief that the approval of the By-Laws is up to the Chiefs’ Department.

A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, approving the addition of the Ladies Auxiliary to the VFBL Insurance Policy, at an additional premium of $230.00 and insuring the Benevolent Association Members for liability, at no additional premium.  Approved 5-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting the probationary membership in the Department of Jody A. Romeo.  Approved 5-0.

ABSTRACT OF BILLS

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, approving the Abstract of Bills for the General Fund consisting of 47 checks totaling $101,580.40 and to authorize the transfer of $120,000.00 from the Money Market to the Checking Account.  Approved 5-0.

At 9:40 p.m., there being no further business, a motion was made by Commissioner Jackson, seconded by Commissioner Sacks, to adjourn the meeting.  Approved 5-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

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NOTICE OF 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 7, 2016, duly adopted the following resolution:

            BE IT RESOLVED, pursuant to the provisions of the General Municipal Law and the Town Law of the State of New York, that a sum not to exceed $105,000.00 be expended from the Communications Reserve Fund of said Fire District for the purchase of new radio pagers and portable radios, for the use of the Fire Department of said Fire District, and be it

            FURTHER RESOLVED, pursuant to the provisions of the General Municipal Law and the Town Law of the State of New York, that a sum not to exceed $125,000.00 be expended from the Buildings & Grounds Reserve Fund of said Fire District for renovations to the Firemen’s Room and the installation of new LED lighting at the Main Firehouse and Station 2 of said Fire District, and be it

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

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

Dated:  April 9, 2016

                                                            BY ORDER OF THE BOARD OF FIRE

                                                            COMMISSIONERS OF THE

                                                            EAST QUOGUE FIRE DISTRICT

                                                            Town of Southampton, Suffolk County, New York

                                                            _________________________________________

                                                            By:  LORRAINE GREGORY

                                                                    Fire District Secretary

 

PERMISSIVE REFERENDUM BUILDING RESERVE

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March 2016 Meeting Minutes

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

MARCH 3, 2016

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

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

1.         To be discussed under New Business.

2.         To be discussed under New Business.

3.         Noted.

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

At 7:45 p.m., Mr. Schaffauer left the meeting.

EMS REPORT

See attached report.

STAFF REPORT

1.         Noted.

2.         Noted.

3.         Noted.

EQUIPMENT AND SUPPLIES

1.         A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, authorizing the purchase of the medical supplies requested, in the total amount of $1,136.28 (Boundtree - $189.31, Hammer Medical - $946.97).  Approved 3-0.

2.         Commissioner Schaefer will discuss further with Mr. Patel.

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

MAINTENANCE REPORT

Commissioner Erwin not in attendance.  No written report submitted.

Commissioner Jackson advised the Board that the insurance settlement with Hometown for 7-6-30’s vehicle (2012 Chevrolet Tahoe) will be $30,000.00 and that he needs to supply Hometown with the original Title which, at this time, cannot be located and will have to be replaced.  All of the equipment will be removed and kept in inventory.

CHIEF'S REPORT

See attached report.

REQUESTS

Requests 1.  -  The Meeting Room is already taken that day.

Request 2.  -  A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, granting permission for the premises to be used for the Blood Drive on June 13, 2016.  Approved 3-0.

Request 3.  -  A motion was made by Commissioner Jackson seconded by Commissioner Schaefer, granting permission for the Meeting Room to be used for the Suffolk County Fools Meeting on March 25, 2016.  Approved 3-0.

Requests 4.  -  A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing two members to attend the NYS Association of Fire Chaplains Conference, April 17-20, 2016, in Tonawanda, New York, at a cost of $350.00 per person, plus mileage.  Approved 3-0.

Request 5.  -  Tabled.

Request 6.  -  Commissioner Sacks will handle.

Request 7.  -  A motion was made by Commissioner Sacks, Seconded by Commissioner Schaefer, authorizing the purchase of one (1) Altair 5x CO2  Meter MSA-10116925 from Firematic, at a cost of $2,271.00.  Approved 3-0.

ITEMS FOR DISCUSSION

1.         Commissioner Sacks advised that the cap will be ready in approximately three weeks.

2.         Commissioner Sacks will be taking the boat to Hampton Watercraft.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the Minutes of the February 4, 2016 2005 Ford Expedition Bid Opening  and the February 4, 2016 Regular Monthly Meeting.  Approved 3-0.

TREASURER'S REPORT

Ms. Knotoff advised the Board that she had filed the 2015 Annual Financial Report with the State Comptroller’s Office.

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

 

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the Town of Southampton regarding the William Polikoff Subdivision, a letter from the Town of Southampton enclosing a copy of Resolution 2016-240, an e-mail from LI Telecommunications regarding the Radio Evaluation and letters from the East Quogue Fire Department regarding the probationary memberships of Brian Frank and Dennis Chuppe.

OLD BUSINESS

Commissioner Sacks reported on the meeting with Long Island Telecommunications regarding the Radio Evaluation and the following motions were made:

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the renewal of the FCC License for the low band frequencies on the District’s behalf by Long Island Telecommunications and Electronic Services, Inc., at an approximate cost of $3,500.00.  Approved 3-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, authorizing Long Island Telecommunications and Electronic Services, Inc. to arrange for the upgrading of the information (height and power) on the current UHF License, at an approximate cost of $1,000.00.  Approved 3-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase from GSA Advantage of two (2) UPS Units CR15G, at a cost of $196.49 each, plus shipping and one (1) UPS Unit SMT2200, at a cost of $786.17, plus shipping. Approved 3-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase of twelve (12) 7.4 Volt Batteries for the Portable Radios from Amazon, at a cost of $62.99 each.  Approved 3-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the publication of a Public Notice regarding a permissive referendum to allocate funds from the Communications Reserve Fund amounting to $100,000.00 for the upgrading of the portable radios and pagers.  Approved 3-0.  (Note:  Commissioner Jackson will contact Mr. Glass for guidance on this matter.)

After a brief discussion regarding work orders, a motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase and installation of a Red Alert Work Order Module, including two hours of training, from WO Management Systems, at a cost of $1,590.50.  Approved 3-0.

At 9:00 p.m., Mr. Patel left the meeting.

Commissioner Sacks advised the Board that he had received a proposal for the Firemen’s Room from Norsic in the amount of $34,150.00 (labor only) and approximately $14,000.00 for materials.  The cost for LED lighting was not included.   Commissioner Sacks will seek additional proposals and will meet with a design consultant.

Commissioner Jackson advised the Board that he is waiting for proposals (propane and oil) regarding the boiler replacement.

Commissioner Jackson reminded the Chief that members have sixty (60) days to complete their physicals or face suspension.

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, authorizing the purchase of 24” x 60” yellow safety tile strips from HD Supply for installation in the truck room, at a cost of $2,734.00.  Approved 3-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, authorizing the masonry work to be done in order to true up the floor and to install the yellow safety tile strips by J&M Construction and Masonry, at a cost of $4,400.00.  Approved 3-0.

NEW BUSINESS

A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, authorizing the purchase of 10 (ten) Heart Saver CPR/AED Workbooks from Channing Bete, at a total cost of $152.06 and the purchase of materials for the CPR training class for the department members, at an approximate cost of $250.00.  Approved 3-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, authorizing the purchase of one (1) TIF8800X Combustible Gas Detector from Amazon, at a cost of $190.03.  Approved 3-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the probationary membership of Brian Frank and Dennis Chuppe.  Approved 3-0.

With regard to the William Polikoff Subdivision, the Board has no requirements at this time.  The Secretary will so advise the Town Planning Board.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing the purchase of one (1) HON 4684LP Lateral File Cabinet, at a cost of $784.49 and one (1) set of HON File Cabinet Dividers, at a cost of $33.99.  Approved 3-0.

ABSTRACT OF BILLS

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, approving the Abstract of Bills for the General Fund consisting of 46 checks totaling $97,492.16 and to authorize the transfer of $110,000.00 from the Money Market to the Checking Account.  Approved 3-0.

At 9:37 p.m., there being no further business, a motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, to adjourn the meeting.  Approved 3-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        Lorraine Gregory, Secretary

 

March 2016 Meeting Minutes

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Bid Opening, 2005 Ford

EAST QUOGUE FIRE DISTRICT

BID OPENING – 2005 FORD EXPEDITION 

FEBRUARY 4, 2016

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

One bid was received – Shaun T. Enright in the amount of $2,107.00

The Board accepted the bid.  A resolution was drawn up and states as follows:

2016-15.  The Board of Fire Commissioners of the East Quogue District hereby resolve to accept the bid from Shaun T. Enright, in the amount of $2,107.00, for the 2005 Ford Expedition VIN #1FMPU1650LA66397 (7-6-10) in “as is” condition.

A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, accepting adoption of Resolution 2016-15.  Approved 4-0.

At 7:20 p.m., the bid opening was adjourned.

Submitted by:

Lorraine Gregory, Secretary

 

2005 Ford Meeting

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Meeting Minutes for February 2016

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

FEBRUARY 4, 2016

 

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

FIREHOUSE ATTENDANT REPORT

See attached report.

Commissioner Sacks requested that the sidewalk on Montauk Highway also be cleared of snow.  Commissioner Jackson will speak to Mr. Schaffauer.

ITEMS FOR DISCUSSION

1.         Vacation approved.

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

EMS REPORT

At 7:50 p.m., Mr. Patel joined the meeting.

STAFF REPORT

See attached report.

EQUIPMENT AND SUPPLIES

1.         A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, authorizing the purchase of the medical supplies requested, in the total amount of $1,794.97.  Approved 4-0.

2.         No comment.

3.         Mr. Patel took care of the PCR issue.

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

At this point, Mr. Patel left the meeting.

 

MAINTENANCE REPORT

No written report submitted.

Commissioner Erwin will include the Assistant Chiefs in the group texting for vehicle repair notices.

CHIEF'S REPORT

See attached report.

REQUESTS

Requests 1-2.  -  Invoices should be given to the Treasurer for payment.

Request 3.  -  A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing the purchase of three (3) complete black helmets (one for Scott Montgomery), at a cost not to exceed $300.00 each.  Approved 4-0.

Requests 4-7.  -  A motion was made by Commissioner Erwin, seconded by Commissioner Schaefer, granting permission for use of the Meeting Room as follows:

                        Amanda VanBorkulo, May 22, 2016, Baptism

                        Brendan Dickson, March 20, 2016, Baby Shower

                        Mark Gregory (Juniors), March 4, 2016, Fundraiser

                        Greg Celi, April 2, 2016, Fundraiser

Request 8.  -  Tabled.

Request 9.  -  A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, authorizing the purchase of three (3) Hi-Band Pagers, at an approximate total cost of $1,800.00.  Approved 4-0.

Request 10.  -  Tabled.

ITEMS FOR DISCUSSION

1.         Commissioner Sacks advised the Board that he will be meeting with a contractor tomorrow.

2.         Tabled.  Commissioner Jackson advised the Chiefs that they must approve and make changes, if necessary.  The By-Laws may then be presented to the membership for review, then reviewed by Mr. Glass and finally, reviewed by the Board.

3.         Commissioner Erwin advised that the exact delivery date is not available.

4.         Noted.

Commissioner Sacks advised that he is still looking for a survivor suit supplier.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting the Minutes of the January 7, 2016 Organizational Meeting and the January 7, 2016 Regular Monthly Meeting.  Approved 4-0.

TREASURER'S REPORT

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

 

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a notice from the Association of Fire Districts of the State of New York regarding the upcoming annual meeting.

OLD BUSINESS

Commissioner Schaefer suggested inspecting the monument for needed repairs and, if any are needed, to have them done before Memorial Day.

Commissioner Sacks will take the Zodiac to Hampton Watercraft for repairs.

Commissioner Sacks advised the Board that, next week, he will be meeting with a representative from Red Alert to review on line work orders and the I Am Responding program.

Commissioner Sacks presented a proposal from Fluid Imagery for a server replacement and upgrades in the amount of $8,132.97.  (Note:  The server was purchased in 2006.)

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, accepting the proposal from Fluid Imagery for the server replacement and upgrades, at a total cost of $8,132.97.  Approved 4-0.

Ms. Knotoff advised the Board that she is concerned about the technical issues she has been having with her computer.  Commissioner Sacks advised the Board that the computer is five years old and out of warranty.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, authorizing the purchase of a new computer for the Treasurer, at a cost not to exceed $2,500.00.  Approved 4-0.

Commissioner Sacks advised the Board that he had met with Arenz to review the AC system on the second floor.  The AC system is in bad condition and should be replaced.  Arenz’s proposal was $15,846.00 for the two rooms.  Commissioner Sacks will seek another proposal.

A motion was made by Commissioner Sacks, seconded by Commissioner Erwin, authorizing the expenditure of $120.00 per person, up to 170 people, including gratuities ($120.00 x 170 = $20,400.00), for the Annual Inspection Dinner, at Docker’s, May 14, 2016.  Approved 4-0.  (Note:  If only 100 people attend and the cost is $12,000.00 ($120.00 x 100), the Department will not have the balance to spend.)

Commissioner Jackson presented a proposal from EMTEC regarding the replacement of the boilers.

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, accepting the proposal from AMTEC to design and prepare bid documents and to include construction supervision regarding the purchase and installation of new boilers, for a fee of $16,000.00.  Approved 4-0.

Commissioner Jackson advised the Board that progress has been made on the Policy and Procedures Manual and that it should be reviewed further at a Workshop.  He also suggested reviewing the Department side of the Manual with the Chiefs.

With regard to the upcoming physicals, the Board reviewed the list from NDI and decided to include the DOT eye test.

NEW BUSINESS

Commissioner Jackson advised the Board that he met with a representative from a company that manufactures nonskid rubber strips that would be installed over the gap at the bottom of the doors.  He will get a proposal for doing one area and testing it out before doing all areas.

Commissioner Jackson advised the Board that, at this time, there is no Fire Training Contract.  After a discussion that came to no end, the Board decided to table the issue.

Commissioner Schaefer advised the Board that he had met with Dennis Cantor of Relay Communications and presented a proposal from Mr. Cantor regarding a review and evaluation of the radio system.  A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, accepting the proposal from Relay Communications to provide, at an hourly rate of $125.00, a report detailing all of the District’s radios and systems in operation and that such report may not exceed $1,000.00.  Approved 4-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, authorizing the purchase of a new key cabinet for the Commissioners’ Office rear storage room, at a cost of approximately $150.00.  Approved 4-0.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing four members of the Board (Commissioners Jackson and Schaefer, Secretary and Treasurer) to attend the Association of Fire Districts of the State of New York Annual Workshop, April 28-May 1, 2016, in Albany, New York, at an approximate total cost of $5,800.00.  Approved 4-0.

ABSTRACT OF BILLS

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, approving the Abstract of Bills for the General Fund consisting of 32 checks totaling $27,234.71 and to authorize the transfer of $50,000.00 from the Money Market to the Checking Account.  Approved 4-0.

At 9:15 p.m., there being no further business, a motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, to adjourn the meeting.  Approved 4-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

 

Minutes for February 2016

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Organizational Meeting Minutes 2016

EAST QUOGUE FIRE DISTRICT

ORGANIZATIONAL MEETING

JANUARY 7, 2016

The Organizational Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Treasurer, Nancy Knotoff, at 7:03 p.m. Present were Commissioners Allyn Jackson, Aaron Sacks, James Schaefer and Jennifer Davonski, Chief David Kohler, First Assistant Chief Scott Flynn, Second Assistant Chief David Rosante, Firehouse Attendant David Schaffauer, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

Nominations for Chairman were called. Commissioner Allyn Jackson was nominated for Chairman by Commissioner Sacks, seconded by Commissioner Davonski. Approved 4-0.

There being no further nominations, a motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, closing the nominations. Approved 4-0.

Nominations for Vice-Chairman were called. Commissioner James Schaefer was nominated for Vice-Chairman by Commissioner Sacks, seconded by Commissioner Davonski. Approved 4-0.

There being no further nominations, a motion was made by Commissioner Davonski, seconded by Commissioner Sacks, closing the nominations. Approved 4-0.

Re-elected Commissioner James Schaefer, was sworn in by the Treasurer, Nancy Knotoff.

Chief David Kohler, First Assistant Scott Flynn and Second Assistant Chief David Rosante were sworn in by the Treasurer, Nancy Knotoff.

Chairman Allyn Jackson took charge of the meeting and called for the appointment of Lorraine Gregory, as Secretary, with a monthly retainer of $1,100.00.

A resolution was drawn up and states as follows:

2016-01. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to appoint Lorraine Gregory as District Secretary with a monthly retainer of $1,100.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, accepting adoption of Resolution 2016-01. Approved 4-0.

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

The monthly retainer of $1,250.00 was set for the Treasurer, Nancy Knotoff. 2

A resolution was drawn up and states as follows:

2016-02. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve that the District Treasurer receive a monthly retainer of $1,250.00.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting adoption of Resolution 2016-02. Approved 4-0.

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

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, appointing William F. Glass, Jr., Esq., as the Attorney for the District. Approved 4-0.

A resolution was drawn up and states as follows:

2016-03. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to appoint William F. Glass, Jr., Esq. as the Attorney for the District with an annual retainer of $6,000.00 for services outlined in Schedule A including attendance at one (1) monthly meeting – Legal Services Section I and II, an hourly rate of $250.00 (billed in ¼ hour increments) for services outlined in Schedule A – Legal Services Section III and reimbursement of no more than $250.00 which is 1/25 of his actual and necessary expenses in connection with his attendance at the two annual meetings of the AFDSNY, the annual meeting of the NFPA and the annual meeting of the National Volunteer Fire Council (NVFC).

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting the "Southampton Press - Western Edition" as the official District newspaper. Approved 4-0.

A resolution was drawn up and states as follows:

2016-04. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept the "Southampton Press - Western Edition" as the official District newspaper.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, accepting HSBC, Capital One and Suffolk County National Bank as depositories for the District and that Nancy Knotoff, as Treasurer, be designated as the sole official to sign checks for the District. Approved 4-0.

A resolution was drawn up and states as follows:

2016-05. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept HSBC, Capital One and Suffolk County National Bank as depositories for the District and that Nancy Knotoff, as Treasurer, be designated as the sole official to sign checks for the District. 3

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, authorizing that checks written for payments in the amount of $5,000.00 or more be signed by the Treasurer, Nancy Knotoff, and the Chairman of the Board, Allyn Jackson, and in the Chairman’s absence, by Vice-Chairman James Schaefer. Approved 4-0.

A resolution was drawn up and states as follows:

2016-06. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize that checks written for payments in the amount of $5,000.00 or more be signed by both the Treasurer, Nancy Knotoff, and the Chairman of the Board, Allyn Jackson, and in the Chairman’s absence, by Vice-Chairman James Schaefer.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, designating that the 2016 Monthly Meetings of the Fire District be held at the East Quogue Firehouse on the first Thursday of the month, at 7:30 p.m. The Budget Hearing will be held on Tuesday, October 18, 2016, at 7:00 p.m. Immediately following the Budget Hearing, there will be a Special Meeting to adopt the 2017 Budget. The Year-End Meeting will be held on Monday, December 26, 2016, at 7:00 p.m. Workshops will be held, as needed, on the fourth Wednesday of each month, with the exception of November, which will be the fifth Wednesday, at 7:00 p.m. Approved 4-0.

A motion was made by Commissioner Davonski, seconded by Commissioner Schaefer, approving the renewal of the Surety Bond covering the Treasurer in the amount of $975,000.00. Approved 4-0

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

Association of Fire Districts State of New York

FDIC

International Chiefs Association

New York State Chiefs Association

Southampton Town Fire District Association

Suffolk County Fire Districts Association Approved 4-0.

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

New York State Chiefs Association

Southampton Town Chiefs Council

Southampton Town EMS

Suffolk County Fire Chiefs Association

South Fork Fire Police Association Approved 4-0.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, that the following committees be in effect: 4

HOUSE

All Commissioners as listed.

Website - Aaron Sacks, Allyn Jackson

Key System - Jonathan Erwin, Aaron Sacks

Dinner Dance - Aaron Sacks, Allyn Jackson

ID Cards - Jonathan Erwin, Aaron Sacks

Room Requests - Allyn Jackson, James Schaefer

Juniors - Jennifer Davonski, Jonathan Erwin

PURCHASING

Firematic Equipment and Supplies - Jonathan Erwin, Aaron Sacks

Medical Equipment and Supplies - James Schaefer, Jennifer Davonski

Electronic Equipment and Supplies - Jonathan Erwin, Aaron Sacks

Uniforms - Aaron Sacks, Allyn Jackson

Misc. Supplies - Jonathan Erwin, Allyn Jackson

MAINTENANCE AND REPAIR

Apparatus and Automotive - Jonathan Erwin, Aaron Sacks

Firematic Equipment and Tools - Aaron Sacks, Jonathan Erwin

EMS Equipment - James Schaefer, Jennifer Davonski

Buildings - Allyn Jackson, Aaron Sacks

Grounds - Jonathan Erwin, James Schaefer

AUDITING

Allyn Jackson, Chairman

Nancy Knotoff, Treasurer

SERVICE AWARD PROGRAM

James Schaefer

Aaron Sacks

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

Aaron Sacks

Allyn Jackson

NEW APPARATUS PURCHASING

All Commissioners 5

FIREHOUSE ATTENDANT - Supervisory and Evaluation Review

Jonathan Erwin

Allyn Jackson

OFFICE PERSONNEL - Supervisory and Evaluation Review

Allyn Jackson

Aaron Sacks

FIRST RESPONDER PROGRAM - Supervisory and Evaluation Review

James Schaefer

Jennifer Davonski

MAJOR CONSTRUCTION

All Commissioners

JUNIORS LIASON WITH THE CHIEF

Jennifer Davonski

Jonathan Erwin Approved 4-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, to retain David Schaffauer as Firehouse Attendant, at an hourly rate of $24.86. Approved 4-0.

A resolution was drawn up and states as follows:

2016-07. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain David Schaffauer as Firehouse Attendant, at an hourly rate of $24.86.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, to retain John C. Ryckman as Part Time Custodian, at an hourly rate of $15.73. Approved 4-0.

A resolution was drawn up and states as follows:

2016-08. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain Jack Ryckman as Part Time Custodian, at an hourly rate of $15.73.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, to retain First Responder, Amit Patel, at an hourly rate of $26.00. Approved 4-0.

A resolution was drawn up and states as follows:

2016-09. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain First Responder, Amit Patel, at an hourly rate of $26.00. 6

A motion was made by Commissioner Schaefer, seconded by Commissioner Sacks, to retain the On Call First Responders, at an hourly rate of $20.00. Approved 4-0.

A resolution was drawn up and states as follows:

2016-10. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain the On Call First Responders, at an hourly rate of $20.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, to retain On Call First Responder, Amanda Paparatto, at an hourly rate of $20.50.

A resolution was drawn up and states as follows:

2016-11. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain On Call First Responder, Amanda Paparatto, at an hourly rate of $20.50. Approved 4-0.

At this point, the Board authorized the Treasurer to file a copy of the Annual Report to the Department of Audit and Control within sixty (60) days after the end of the fiscal year (March 1, 2016) and to submit same to the Board.

A motion was made by Commissioner Sacks, seconded by Commissioner Jackson, reaffirm the following policies:

Cell Phone Policy (as amended)

Code of Ethics

Drug Policy

First Responder Policy

General Policy

Investment Policy

Media Policy

Procurement Policy (as amended)

Public Comments Policy

Reserve Funds Policy

Third Party Agreement

Travel Policy

Use of Chiefs’ Vehicles (as amended) Approved 4-0.

A resolution was drawn up and states as follows:

2016-12. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to reaffirm the following policies:

Cell Phone Policy (as amended)

Code of Ethics

Drug Policy

First Responder Policy

General Policy

Investment Policy 7

Media Policy

Procurement Policy (as amended)

Public Comments Policy

Reserve Funds Policy

Third Party Agreement

Travel Policy

Use of Chiefs’ Vehicles (as amended)

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, reestablishing the Capital Reserve Funds. Approved 4-0.

A resolution was drawn up and states as follows:

2016-13. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to reestablish the following Capital Reserve Funds:

Building & Grounds Reserve Fund (Generic)

Apparatus & Equipment Reserve Fund (Generic)

Communications Reserve Fund (Generic)

A motion was made by Commissioner Schaefer, seconded by Commissioner Davonski, reaffirming the Financial Reporting Requirements of Governmental Accounting Standards Board (GASB) Statement 54. Approved 4-0.

A resolution was drawn up and states as follows:

2016.14. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to reaffirm the Financial Reporting Requirements of Governmental Accounting Standards Board (GASB) Statement 54 now in effect.

At 7:35 p.m., there being no further business for the Organizational Meeting, a motion was made by Commissioner Sacks, seconded by Commissioner Davonski, to adjourn the meeting. Approved 4-0.

Submitted by:

Lorraine Gregory, Secretary

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