East Quogue Fire District - Public Notice

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Monthly Meeting Minutes January 2017

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

JANUARY 5, 2017

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

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

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

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

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

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

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

2.         Noted.

3.         Tabled until February meeting.

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

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

MAINTENANCE REPORT

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

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

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1.  -  Commissioner Sacks will handle.

Request 2.  -  Secretary will supply.

Request 3.  -  Chief will order.

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

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

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

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

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

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

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

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

ITEMS FOR DISCUSSION

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

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

3.         Commissioner Sacks will seek prices for the racks.

4.         Commissioner Erwin will handle.

5.         Mr. Schaffauer with handle.

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

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

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

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

 Monday through Friday from 0600 hrs. to 1800 hrs.

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

Zone 1 Response: Quogue Fire Department

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

Zone 2 Response:  Hampton Bays Fire Department

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

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

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

Request 8.  -  Approved.

Request 9.  -  Progress.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

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

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

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

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

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

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

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

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

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

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

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

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

The resolution was put to a vote the results being:

      Chairman Jackson                               Aye

      Commissioner Davonski                     Aye

      Commissioner Erwin                           Aye

      Commissioner Sacks                           Aye

      Commissioner Schaefer                      Aye

The resolution was passed.

Dated:  January 5, 2017

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

                                                                                    ___________________________

                                                                                    LORRAINE GREGORY, Secretary

MINUTES

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

TREASURER'S REPORT

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

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

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the East Quogue Fire Department regarding the resignation of Max McLaughlin and the probationary membership of Alexa Klink and Hunter Meldman.

OLD BUSINESS

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

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

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

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

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

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

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

NEW BUSINESS

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

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

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

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

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

1.         Electrical inspection.

2.         Driver Refresher Course.

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

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

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

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

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

A motion was made by Commissioner Erwin, seconded by Commissioner Davonski, accepting the probationary membership of Hunter Meldman in the Department.  Approved 5-0.

ABSTRACT OF BILLS

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, approving the Abstract of Bills for the General Fund consisting of 23 checks totaling $14,861.57 and the Building & Grounds Fund consisting of 1 check totaling $7,306.00 and to authorize the transfer of $35,000.00 from the Money Market to the Checking Account.  Approved 5-0.

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

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

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ORGANIZATIONAL MEETING 2017

EAST QUOGUE FIRE DISTRICT

ORGANIZATIONAL MEETING

JANUARY 5, 2017

The Organizational Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Treasurer, Nancy Knotoff, at 7:00 p.m.  Present were Commissioners Allyn Jackson, Aaron Sacks, James Schaefer, Jonathan Erwin and Jennifer Davonski, Chief Scott Davonski, First Assistant Chief Scott Flynn, Second Assistant Chief David Rosante, Firehouse Attendant David Schaffauer, First Responder Amit Patel, Treasurer Nancy Knotoff and Secretary Lorraine Gregory.

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

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

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

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

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

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

Chairman Allyn Jackson took charge of the meeting and called for the appointment of Lorraine Gregory, as Secretary, with a monthly retainer of $1,133.00.

A resolution was drawn up and states as follows:

2017-01.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to appoint Lorraine Gregory as District Secretary with a monthly retainer of $1,133.00.

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

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

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

A resolution was drawn up and states as follows:

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

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

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

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

A resolution was drawn up and states as follows:

2017-03.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to appoint William F. Glass, Jr., Esq. as the Attorney for the District with an annual retainer of  $6,000.00 for services outlined in Schedule A  including attendance at one (1) monthly meeting – Legal Services Section I and II, an hourly rate of $250.00 (billed in ¼ hour increments) for services outlined in Schedule A – Legal Services Section III and reimbursement of no more than $250.00 which is 1/25 of his actual and necessary expenses in connection with his attendance at the two annual meetings of the AFDSNY, the annual meeting of the NFPA and the annual meeting of the National Volunteer Fire Council (NVFC).

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

A resolution was drawn up and states as follows:

2017-04.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept the “Southampton Press - Western Edition” as the official District newspaper.

A motion was made by Commissioner Sacks, seconded by Commissioner Davonski, accepting HSBC, Capital One and Suffolk County National Bank as depositories for the District and that Nancy Knotoff, as Treasurer, be designated as the sole official to sign checks for the District.  Approved 5-0.

A resolution was drawn up and states as follows:

2017-05.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept HSBC, Capital One and Suffolk County National Bank as depositories for the District and that Nancy Knotoff, as Treasurer, be designated as the sole official to sign checks for the District.

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

A resolution was drawn up and states as follows:

2017-06.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize that checks written for payments in the amount of $5,000.00 or more be signed by both the Treasurer, Nancy Knotoff, and the Chairman of the Board, Allyn Jackson, and in the Chairman’s absence, by Vice-Chairman James Schaefer.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, designating that the 2017 Monthly Meetings of the Fire District be held at the East Quogue Firehouse on the first Thursday of the month, at 7:30 p.m.  The Budget Hearing will be held on Tuesday, October 17, 2017, at 7:00 p.m.  Immediately following the Budget Hearing, there will be a Special Meeting to adopt the 2018 Budget.  The Year-End Meeting will be held on Tuesday, December 26, 2017, at 7:00 p.m.  Workshops will be held, as needed, on the fourth Wednesday of each month at 7:30 p.m.  Approved 5-0.

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

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

Association of Fire Districts State of New York

FDIC

International Chiefs Association

New York State Chiefs Association

Southampton Town Fire District Association

Suffolk County Fire Districts Association                                                     Approved 5-0.

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

New York State Chiefs Association

Southampton Town Chiefs Council

Southampton Town EMS

Suffolk County Fire Chiefs Association

South Fork Fire Police Association                                                                Approved 5-0.

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

HOUSE

All Commissioners as listed.

Website  -  Aaron Sacks, Allyn Jackson

Key System  -  Jonathan Erwin, Aaron Sacks

Dinner Dance  -  Aaron Sacks, Allyn Jackson

ID Cards  -  Jonathan Erwin, Aaron Sacks

Room Requests  -  Allyn Jackson, James Schaefer

Juniors  -  Jennifer Davonski, Jonathan Erwin

PURCHASING

Firematic Equipment and Supplies  -  Jonathan Erwin, Aaron Sacks

Medical Equipment and Supplies  -  James Schaefer, Jennifer Davonski

Electronic Equipment and Supplies  -  Jonathan Erwin, Aaron Sacks

Uniforms  -  Aaron Sacks, Allyn Jackson

Misc. Supplies  -  Jonathan Erwin, Allyn Jackson

MAINTENANCE AND REPAIR

Apparatus and Automotive  -  Jonathan Erwin, Aaron Sacks

Firematic Equipment and Tools  -  Aaron Sacks, Jonathan Erwin

EMS Equipment  -  James Schaefer, Jennifer Davonski

Buildings  -  Allyn Jackson, Aaron Sacks

Grounds  -  Jonathan Erwin, James Schaefer

AUDITING

Allyn Jackson, Chairman

Nancy Knotoff, Treasurer

SERVICE AWARD PROGRAM

James Schaefer

Aaron Sacks

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

Aaron Sacks

Allyn Jackson

NEW APPARATUS PURCHASING

All Commissioners

FIREHOUSE ATTENDANT  -  Supervisory and Evaluation Review

Jonathan Erwin

Allyn Jackson

OFFICE PERSONNEL  -  Supervisory and Evaluation Review

Allyn Jackson

Aaron Sacks

FIRST RESPONDER PROGRAM  -  Supervisory and Evaluation Review

James Schaefer

Jennifer Davonski

MAJOR CONSTRUCTION

All Commissioners

JUNIORS LIASON WITH THE CHIEF

Jennifer Davonski

Jonathan Erwin                                                                                               Approved 5-0.

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

A resolution was drawn up and states as follows:

2017-07.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain David Schaffauer as Firehouse Attendant, at an hourly rate of $25.61.

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

A resolution was drawn up and states as follows:

2017-08.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain Jack Ryckman as Part Time Custodian, at an hourly rate of $16.20.

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

A resolution was drawn up and states as follows:

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

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

A resolution was drawn up and states as follows:

2017-10.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain the On Call First Responders, at an hourly rate of $20.60.

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

A resolution was drawn up and states as follows:

2017-11.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain On Call First Responder, Amanda Paparatto, at an hourly rate of $21.12.  Approved 5-0.

At this point, the Board authorized the Treasurer to file a copy of the Annual Report to the Department of Audit and Control within sixty (60) days after the end of the fiscal year (March 1, 2017) and to submit same to the Board.

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

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

A resolution was drawn up and states as follows:

2017-12.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to reestablish the following Capital Reserve Funds:

                        Building & Grounds Reserve Fund (Generic)

Apparatus & Equipment Reserve Fund (Generic)

                        Communications Reserve Fund (Generic)

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

A resolution was drawn up and states as follows:

2017.13.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to reaffirm the Financial Reporting Requirements of Governmental Accounting Standards Board (GASB) Statement 54 now in effect. 

At 7:29 p.m., there being no further business for the Organizational Meeting, a motion was made by Commissioner Sacks, seconded by Commissioner Davonski, to adjourn the meeting.  Approved 5-0.

Submitted by:

Lorraine Gregory, Secretary

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2017 Meeting Notice

PUBLIC NOTICE

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

Dated:  January 7, 2017

Lorraine Gregory

Secretary

Board of Fire Commissioners

East Quogue Fire District

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Year End Meeting 2016

EAST QUOGUE FIRE DISTRICT

SPECIAL MEETING

DECEMBER 26, 2016

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

FIRE HOUSE ATTENDANT REPORT

Mr. Schaffauer was not requested to attend the meeting.

EMS REPORT

Mr. Patel was not requested to attend the meeting.

MAINTENANCE REPORT

No report submitted.

CHIEF'S REPORT

The Chiefs were not requested to attend the meeting.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

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

TREASURER'S REPORT

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

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

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

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

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

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

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

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

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

2016-56.  The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $33,000.00 from Fund Transfers - 900-001 to the Communication Reserve Fund.

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, accepting adoption of Resolutions 2016-53 through 2016-56.  Approved 5-0.

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

COMMUNICATIONS AND CORRESPONDENCE

No correspondence presented.

OLD BUSINESS

No discussion.

NEW BUSINESS

No discussion.

ABSTRACT OF BILLS:

A motion was made by Commissioner Sacks, seconded by Commissioner Schaefer, approving the following abstracts of bills for the General Fund:

Abstract #2 of 3 in the amount of $419,700.19, consisting of 37 checks

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

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

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

Submitted by:

Lorraine Gregory, Secretary

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Organizational Meeting 2017

PUBLIC NOTICE

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

Dated:  December 13, 2016

Lorraine Gregory

Secretary

Board of Fire Commissioners

East Quogue Fire District

Drawer 860, East Quogue, NY 11942

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Meeting Minutes for December 2016

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

DECEMBER 1, 2016

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

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

None.

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

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

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

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

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

2.         Noted.

3.         Noted.

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

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

MAINTENANCE REPORT

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

CHIEF'S REPORT

See attached report.

REQUESTS

Request 1.  -  Commissioner Sacks will handle.

Request 2.  -  Tabled.

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

ITEMS FOR DISCUSSION

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

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

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

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

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

TREASURER'S REPORT

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

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

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

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

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

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

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

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the East Quogue Fire Department regarding the resignation of Meghan Magee and the probationary membership of Ryan Horowitz and a letter/agreement from Bill Glass regarding his Proposed 2017 Legal Representation.

OLD BUSINESS

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

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

Commissioner Jackson advised the Board of the following:

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

2.         Asbestos removal completed.

3.         Doors are done.

4.         LED lighting project to begin in January.

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

NEW BUSINESS

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

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

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

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

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

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

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

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

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

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

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

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

ABSTRACT OF BILLS

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

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

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

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Fuel Bid Opening 2016

EAST QUOGUE FIRE DISTRICT

FUEL OIL BID OPENING

DECEMBER 1, 2016

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

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

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

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

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

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

Submitted by:

Lorraine Gregory, Secretary

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Meeting Minutes for November 2016

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

NOVEMBER 3, 2016

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

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

None.

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

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

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

2.         Permission granted.

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

4.         Noted.

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

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

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

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

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

MAINTENANCE REPORT

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

CHIEF'S REPORT

See attached report.

REQUESTS

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

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

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

ITEMS FOR DISCUSSION

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

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

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

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

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

TREASURER'S REPORT

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

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

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

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

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

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

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

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the East Quogue Fire Department regarding the swearing in of Edward Ford.

OLD BUSINESS

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

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

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

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

Commissioner Jackson advised the Board of the following:

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

2.         Progress is being made on the back door.

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

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

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

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

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

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

NEW BUSINESS

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

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

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

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

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

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

ABSTRACT OF BILLS

A motion was made by Commissioner Schaefer, seconded by Commissioner Erwin, approving the Abstract of Bills for the General Fund consisting of 37 checks totaling $34,599.31, the Building & Grounds Fund consisting of 3 checks totaling $4,521.93 and the Communications Fund consisting of 1 check totaling $1,275.00 and to authorize the transfer of $55,000.00 from the Money Market to the Checking Account.  Approved 4-0.

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

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

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2016 Budget Hearing

EAST QUOGUE FIRE DISTRICT

2016 PROPOSED BUDGET HEARING

OCTOBER 20, 2015

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

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

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

Submitted by                                                                                                                                                                                                                                                                                                                                                                                           Lorraine Gregory, Secretary

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October 2016 Meeting Minutes

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

OCTOBER 6, 2016

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

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

1.         Noted.

2.         Noted.

3.         Noted.

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

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

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

EMS REPORT

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

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

2.         Noted.

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

4.         Noted.

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

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

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

MAINTENANCE REPORT

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

CHIEF'S REPORT

See attached report.

REQUESTS

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

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

Request 3.  -  Commissioner Sacks will arrange.

Request 4.  -  Tabled.

ITEMS FOR DISCUSSION

1.         Delivery date unknown.

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

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

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

TREASURER'S REPORT

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

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

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

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

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

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

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

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

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous correspondence was presented to the Board including a letter from the East Quogue Fire Department regarding the probationary membership of Edward Ford and the resignation of William Alex Gladding.

OLD BUSINESS

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

NEW BUSINESS

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

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

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

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

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

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

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

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

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

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

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

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

ABSTRACT OF BILLS

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

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

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

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Annual Election 2016

ANNUAL ELECTION OF THE EAST QUOGUE FIRE DISTRICT

DECEMBER 13, 2016

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

Dated:  November 3, 2016

Lorraine Gregory

Secretary

Board of Fire Commissioners

East Quogue Fire District

PO Drawer 860, East Quogue, NY 11942

(631) 653-5101

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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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