EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

MARCH 4, 2021

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 7:30 p.m. Present were Commissioners Allyn Jackson, Michael Mattera, James Schaefer, Robert Holley and Stephen Gregory, Chief Ted Jankowski, Secretary Lorraine Gregory and Treasurer Colleen Pearsall.

FIRE DISTRICT FACILITIES SUPERVISOR REPORT

See attached report.

ITEMS FOR DISCUSSION

1. Approved last month.

2. Mr. Schaffauer will be asked to get proposals for a new machine.

EMS REPORT

See attached report.

STAFF REPORT

1. Commissioner Jackson stated that, before Erin Thomas is terminated, we should find out why she did not call in and could not be contacted.

2. Noted.

EQUIPMENT AND SUPPLIES

1. A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of the medical supplies requested, at a total cost of $1,284.41 (Hammer Medical - $270.90, BoundTree Medical - $584.51, McKesson - $3344.18, Zoll Medical - $308.72). Approved 5-0.

2. A motion was made by Commissioner Schaefer, seconded by Commissioner Holley, authorizing the renewal of the ESO Software from ESO Solutions, Inc., at a cost of $4,606.61. Approved 5-0.

3. Noted.

4. Chief Jankowski requested that preventive maintenance be performed on the Stryker stretchers.

MAINTENANCE REPORT

Work Order Report dated 2/1/21 to 3/4/21 was submitted to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

1. Progress. A motion was made by Commissioner Holley, seconded by Commissioner Gregory, authorizing the purchase of Mobil Data Software from Red Alert, at an approximate cost of $1,000.00. Approved 5-0.

2. Not possible to have done. A portable charger and radio will be installed.

3. The list of all members having access to the Knox Box System will be updated.

4. A motion was made by Commissioner Gregory, seconded by Commissioner Holley, authorizing the purchase of one (1) M18 Fuel Combo Kit Drill/Drive from Westhampton True Value, at a cost of $429.00. Approved 5-0.

5., 7. and 9. A motion was made by Commissioner Holley, seconded by Commissioner Gregory, authorizing the purchase of one (1) Can Harness, one (1) Fire Vulcan LED Light, one (1) 20” Mini Pro Bar and four (4) Magnetic Mic Conversion Kits from Firematic Supply, at a total cost of $420.29. Approved 5-0.

6. Approved.

8. Tabled.

10. A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, granting permission for the Blood Drive to be held in the Steel Building, Monday, March 22, 2021, from 2:00 p.m. to 8:00 p.m. Approved 5-0.

11. A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of the necessary EMS CPR items, at an approximate cost of $1,400.00. Approved 5-0.

ITEMS FOR DISCUSSION

1. Tabled. The Treasurer is following up on this project with the grant writer.

2. Right now, this is not economically feasible.

3. The District will alert neighboring Districts when we have no Paid First Responder coverage.

4. and 5. To be discussed at an upcoming Workshop.

6. Commissioner Gregory advised the Board and the Chief that a surge protector is being installed at Station 2. The problem is that, when the generator goes on, it effects the reader.

The Chief advised the Board that he has spoken to members who have been delinquent in alarm responses.

Commissioner Jackson advised the Chief that first line units should not be taken out of the District for parades and other events.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, accepting the Minutes of the February 4, 2021 Regular Monthly Meeting. Approved 5-0.

TREASURER'S REPORT

Mrs. Pearsall advised the Board that the Jones & Little 2020 audit went well.

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

ABSTRACT OF BILLS

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, approving the Abstract of Bills for the General Fund consisting of 32 checks totaling $92,826.97 and to authorize the transfer of $90,000.00 from the Money Market to the Checking Account. Approved 5-0.

COMMUNICATIONS AND CORRESPONDENCE

A letter was received from the Department regarding the probationary membership of Kevin Jennerich, Jennifer Mitchel and Mynor Martinez.

OLD BUSINESS

Commissioner Holley will follow up on the computers.

Commissioner Mattera will have the “Hero” sign, which is now posted on the outside of the building, used to replace the one on the north side of Montauk Highway and Jones Road that was damaged by the snowplow. Martin’s will do the installation.

Commissioner Gregory advised the Board that the siren is still not working properly and that e-mails have been forwarded to ELI. He also advised the Board that he is holding ELI’s final check. Mr. Kantor will contact ELI and advise them that, if they do not complete the work satisfactorily, another contractor will be called in to solve the problem and the funds that are being held back will be used to pay the new contractor.

Commissioner Jackson advised the Board that the property on Old Country Road/Lewis Road has been sold and that the real estate agent has two five-acre parcels on Old Country Road, closer to the Montauk Highway intersection, available for sale. The Board and the Chief agreed that this location would not be suitable. Commissioner Jackson also advised the Board that he had spoken with Jonathan Erwin regarding using the “old Turtle Bay” property for the helicopter landing site.

Commissioner Jackson presented a new proposal from Araiys Design for the monument project. After being reviewed by the Board, a motion was made by Commissioner Jackson, seconded by Commissioner Holley, accepting the updated proposal from Araiys Design for the monument project, at a cost of $5,000.00. Approved 5-0.

Commissioner Jackson advised the Board and the Chief that the Inspection Dinner has been cancelled and will request that the Suffolk Theater (venue) refund the $7,000.00 deposit rather than holding it on account.

NEW BUSINESS

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, accepting the probationary membership in the Department of Kevin Jennerich, Jennifer Mitchell and Mynor Martinez. Approved 5-0.

A workshop was scheduled for Thursday, March 25, at 7:00 p.m.

At 8:50 p.m., there being no further business, a motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, to adjourn the meeting. Approved 5-0.

Submitted by

                                                                                                                                                                                                                                                                                                                                                                                                                                                             Lorraine Gregory, Secretary

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

FEBRUARY 4, 2021

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 7:30 p.m. Present were Commissioners Allyn Jackson, Michael Mattera, James Schaefer and Stephen Gregory, Chief Ted Jankowski, Second Assistant Chief Keith Phillips, Secretary Lorraine Gregory and Treasurer Colleen Pearsall.

FIRE DISTRICT FACILITIES SUPERVISOR REPORT

See attached report.

ITEMS FOR DISCUSSION

Approved.

EMS REPORT

See attached report.

STAFF REPORT

1. Noted.

2. Noted.

EQUIPMENT AND SUPPLIES

1. A motion was made by Commissioner Jackson, seconded by Commissioner Mattera, authorizing the purchase of the medical supplies requested, at a total cost of $2,066.44 (BoundTree Medical - $41.49, Stryker - $1,900.00, True Value of Westhampton - $124.95). Approved 4-0.

MAINTENANCE REPORT

Work Order Report dated 1/1/21 to 2/4/21 was submitted to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

1. For the time being, Commissioner Jackson ordered one I-Pad.

2. A motion was made by Commissioner Jackson, seconded by Commissioner Gregory, authorizing the purchase of thirty (30) custom engraved 1-1/2” x 3” Heavy Duty Plastic ID Tags from On Scene Tags, at a total cost of $195.00. Approved 4-0.

3. Denied.

4. A motion was made by Commissioner Gregory, seconded by Commissioner Mattera, authorizing the purchase of fifty (50) Gaiter #4 Navy Blue Fleece Face Masks with Department Logo from ccTaylor Inc., at a total cost of $461.16. Approved 4-0.

5. A motion was made by Commissioner Jackson, seconded by Commissioner Gregory, authorizing the purchase of a Spanner Wrench w/Holder, Brackets for fittings and Strapping for 7-6-1 and 7-6-8 from Firematic Supply, at a total cost of $354.85. Approved 4-0.

6. Treasurer has paid the bill.

7. Approved.

8. A motion was made by Commissioner Jackson, seconded by Commissioner Mattera, authorizing the purchase of thirty-one (31) ID Sleeves for the Scott Paks from F.D. Company Identifiers, at an approximate cost of $1,100.00. Approved 4-0.

ITEMS FOR DISCUSSION

1. The Treasurer has been in contact with the grant writer and will follow through with her on the project.

2. Tabled.

3. According to Mr. Glass, Mr. Schaffauer, a volunteer firefighter in another Department, can be utilized as an ambulance driver while on duty as an employee for the District. He would be covered by VFBL. Mr. Schaffauer is willing to drive the ambulance. The Board is agreeable. Commissioner Jackson feels that, if Mr. Schaffauer drives when it is an emergency, there is no issue but, he would not want Department members relying solely on Mr. Schaffauer.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Mattera, seconded by Commissioner Jackson, accepting the Minutes of the January 7, 2021 Organizational Meeting and the January 7, 2021 Regular Monthly Meeting. Approved 4-0.

TREASURER'S REPORT

Mrs. Pearsall advised the Board that BNB is now Dime Bank and that she will be contacting the bank regarding interest and service charges.

Mrs. Pearsall also advised the Board that Jones & Little will begin the audit on February 16, 2021.

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

ABSTRACT OF BILLS

A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, approving the Abstract of Bills for the General Fund consisting of 30 checks totaling $114,031.09 and to authorize the transfer of $150,000.00 from the Money Market to the Checking Account. Approved 4-0.

COMMUNICATIONS AND CORRESPONDENCE

A letter was received from the Department regarding the probationary membership of Edward Crooke and Christopher Smith in the Department and the resignation of Dennis Chuppe from the Department and the Renewal Contracts from Waterway for the pump and hose testings.

OLD BUSINESS

Commissioner Mattera advised the Board that the “Hero” sign has been re-installed on the east side of Montauk Highway/Sunset Avenue.

Commissioner Schaefer advised the Board that the physical appointments are all done.

After a brief discussion regarding the present Procurement Policy No. DA-012, the Board decided to revise the policy as follows:

2021-17. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to revise the Procurement Policy No. DA-012 as follows:

Page 2, Section C should now read as follows:

Estimated Amount of Purchase Contract

$100 - $999                 Verbal – Board Decision

$1,000 - $4,999           Two Written Quotes

$5,000 - $19,999         Three Written/Fax Quotes or Written Requests for Proposals

$20,000                       Public Bid

Estimated Amount of Public Works Contract

$1 - $4,999                  One Written Quote

$5,000 - $19,999         Two Written Quotes

$20,000 - $34,999       Three Written/Fax Quotes or Written Requests for Proposals

$35,000                       Public Bid

E. The title of “Firehouse House Attendant” shall be changed to “Fire District Facilities Supervisor”.

The attachment listing “Verbal Quotes”, “Exemptions” and “Documentation” shall be deleted.

Commissioner Mattera raised the motion to approve, Commissioner Gregory seconded the motion, and upon roll call the vote of the Board was as follows:

Commissioner Allyn Jackson                        Aye

Commissioner James Schaffer                      Aye

Commissioner Stephen Gregory                   Aye

Commissioner Michael Mattera                   Aye

Commissioner Robert Holley                       Absent

The resolution was thereupon declared duly adopted.  

Dated: February 4, 2021

Commissioner Jackson advised the Board that he had spoken with the Real Estate Agent regarding the Lewis Road/Old County Road property and advised him that the District is definitely interested in purchasing the property. Commissioner Jackson also advised the Board that there is the possibility of the Community Preservation Committee being interested in partnering with the District. The Committee would require a letter from the District stating its intention and purpose for purchasing the property. Commissioner Jackson will continue to follow up.

A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, authorizing Mr. Glass to prepare a tentative agreement for the purchase of the property. Approved 4-0.

Commissioner Gregory will contact Sand Pebble regarding the project.

Chief Jankowski stated that the Department would be very much interested in the project. It has many positive benefits.

NEW BUSINESS

Commissioner Schaefer advised the Board that he has hired a new EMT.

A motion as made by Commissioner Gregory, seconded by Commissioner Schaefer, authorizing the purchase of six (6) Key Mailboxes (to be mounted in the Truck Room) from Amazon, at a cost of $33.00 each. Approved 4-0.

Commissioner Jackson would like to have the Department Seal made up and mounted above the mailboxes.

Commissioner Schaefer asked the Chief to follow up with Thomas Peyton regarding his military status.

Commissioner Jackson reminded the Board and the Chiefs that the Board will be holding a building and apparatus inspection on March 7, 2021, at 9:00 a.m.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, accepting the probationary membership in the Department of Edward Crooke and Christopher Smith and the resignation of Dennis Chuppe from the active rolls and to remain a Life Member of the Department as an Ex-Chief.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, accepting the proposal from Waterway for the annual hose testing in the amount of $3,073.80, apparatus flow testing, including nozzles and appliances, in the amount of $1,610.00 and NFPA reports in the amount of $900.00. Approved 4-0.

The Board decided not to attend the upcoming AFDSNY meeting.

A workshop was scheduled for Thursday, February 26, at 7:00 p.m.

At 8:50 p.m., there being no further business, a motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, to adjourn the meeting. Approved 4-0.

Submitted by

                                                                                                                                                                                                                                                                                                                                                                                                                                                            Lorraine Gregory, Secretary

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

JANUARY 7, 2021

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 7:30 p.m. Present were Commissioners Allyn Jackson, Michael Mattera, James Schaefer and Stephen Gregory, Chief Ted Jankowski, First Assistant Chief Paul Sulzinski, Second Assistant Chief Keith Phillips, Fire District Facilities Supervisor David Schaffauer (left 7:55 p.m.), First Responder Amit Patel (left 7:55 p.m.), Secretary Lorraine Gregory and Treasurer Colleen Pearsall.

FIRE DISTRICT FACILITIES SUPERVISOR REPORT

See attached report.

Purchase of APX and HT1250 batteries tabled pending exact amount and price.

Commissioner Jackson advised the Board that replacing the antenna, wire and connections will cost approximately $15,000.00.

After a brief discussion regarding the antenna’s signal strength, the Board decided to table the provisional installation of a pre-amplifier by Dennis Kentor.

Mr. Schaffauer advised the Board that Fluid Imagery is doing an upgrade of the computer system.

Mr. Schaffauer also advised the Board that 7-6-11 will be out-of-service for at least two weeks in mid-January so that a computer module can be replaced and the step repaired.

A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, authorizing the purchase and installation of a new water heater in the Main Firehouse from Arenz Heating and Air Conditioning, at a cost of $1,682.00. Approved 4-0.

A motion was made by Commissioner Jackson, seconded by Commissioner Gregory, authorizing the purchase of two (2) Cellular Modems for both ambulances, from Long Island Communications & Electronic Services, Inc., at a total cost of $3,554.00, not including a monthly fee of $40.00 to the cell phone service provider. Approved 4-0. (Note: Mr. Schaffauer will do the installation.)

ITEMS FOR DISCUSSION

No items for discussion.

EMS REPORT

See attached report.

STAFF REPORT

1. Noted.

EQUIPMENT AND SUPPLIES

1. A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, authorizing the purchase of the medical supplies requested, at a total cost of $1,503.73 (Hammer Medical - $926.05, BoundTree - $172.23, Zoll Medical - $405.05). Approved 4-0.

Mr. Patel advised the Board that the COVID-19 supplies now “on hand” are adequate.

On behalf of Commissioner Holley, Commissioner Jackson advised the Board that, out of 55 active members, 29 have completed the COVID-19 form, 16 have not responded, 21 have received their first injection or, are on the schedule to be vaccinated, 8 have declined, 4 paid employees have been vaccinated and the Ladies Auxiliary are up to date.

MAINTENANCE REPORT

Work Order Report dated 12/1/20 to 12/31/20 was submitted to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

1. The Board agreed to install, on a trial basis, tablets in the Chief ‘s car and 7-6-80.

2. Mr. Schaffauer is in charge of this project.

3. Commissioner Jackson spoke with NDI regarding adding the COVID-19 antibody test to the yearly physical agenda. The test will cost $100.00 per member and NDI suggested that members protect themselves by getting the vaccine.

4. A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing the Department’s use of the “When To Work” Computer Program for setting up the squad duty schedule, at a cost of $350.00 for 30-60 members. Approved 4-0. (Note: The program administrator will not be a Chief.)

5. Commissioner Gregory handled.

6. Department members will be notified.

ITEMS FOR DISCUSSION

1. Commissioner Jackson had previously discussed the radio grant with Commission Holley and they both agreed that the system we now have with Hampton Bays dispatching is working very well. If the County continues to be the only function that sends automatic alarms to us, we don’t need a lot of radios to communicate with them. Tabled at this time. The Chief suggested that the Board consider radios for the Chiefs’ cars only.

2. Mr. Schaffauer will be asked to handle.

Commissioner Schaefer advised the Chiefs that physicals will be held on February 13 and March 8, 2021. The sign up sheet has 5 different time slots with 10 members in each slot. There is a total of 90 time slots available for 55 Department members.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, accepting the Minutes of the December 30, 2020 Year End - Special Meeting. Approved 4-0.

TREASURER'S REPORT

Mrs. Pearsall presented the proposal from Jones, Little & Co. for the 2020 audit, for an amount not to exceed $8,100.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, accepting the proposal from Jones, Little & Co. for the 2020 audit, for an amount not to exceed $8,100.00. Approved 4-0.

Mrs. Pearsall advised the Board that a check was received from the Town of Southampton, in the amount of $408,049.43, for the 2021 budget.

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

ABSTRACT OF BILLS

A motion was made by Commissioner Mattera, seconded by Commissioner Jackson, approving the Abstract of Bills for the General Fund consisting of 20 checks totaling $25,588.49 and to authorize the transfer of $60,000.00 from the Money Market to the Checking Account. Approved 4-0.

COMMUNICATIONS AND CORRESPONDENCE

None.

OLD BUSINESS

Commissioner Jackson advised the Board that he spoke with Mr. Glass and Alex Gregor regarding the removal of the “Hero” sign at Sunset Avenue/ Montauk Highway. The Board decided not to pursue this further and to re-install the sign closer to the Quogue borderline.

Commissioner Jackson advised Araiys Design that the Board would like to downscale the memorial design.

After a brief discussion, the Board decided to terminate the Monthly Maintenance Contract with Integrated Wireless Technologies, LLC. The Secretary will forward a letter of termination. The Board then agreed to accept the proposal from Long Island Telecommunications & Electronic Services, Inc.

A motion was made by Commissioner Gregory, seconded by Commissioner Jackson, accepting the Communications Preventative Maintenance Agreement from Long Island Telecommunications & Electronic Services, Inc., effective January 2021 through December 31, 2021, in the amount of $3,600.00, not including Non-Maintenance Work and After Hours Emergencies and additional billing. Approved 4-0.

Commissioner Jackson advised the Chiefs that the Board is considering the purchase of 12 acres of land on Lewis Road/Old Country Road for the future possibility of building a new firehouse and helicopter pad. The Board would like to inform the Department members and community organizations, in writing, of the plans and, eventually, hold a public hearing.

After a brief discussion regarding sick time for the full time and part time staff (excluding the Secretary and Treasurer) a resolution was drawn up and states as follows:

2021-15. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve the following regarding sick time for part time First Responders Working Set Shifts and Custodial Staff:

Part Time First Responders Working Set Shifts

Sick time will consist of up to four (4) eight (8) hour shifts per year.

If going sick, staff is required to call in and notify Supervisor prior to shift.

Unused sick time will be paid at the end of the year at a rate of one half (1/2) the hours remaining.

Sick time will not carryover.

Proof of illness not required.

Abuse of the policy will cause the policy to be rescinded.

The Board will evaluate the policy each year as to whether it should be continued or terminated.

Park Time Custodial Staff

Sick time will consist of up to four (4) five (5) hour shifts per year.

If going sick, staff is required to call in and notify Supervisor prior to shift.

Unused sick time will be paid at the end of the year at a rate of one half (1/2) the hours remaining.

Sick time will not carryover.

Proof of illness not required.

Abuse of the policy will cause the policy to be rescinded.

The Board will evaluate the policy each year as to whether it should be continued or terminated.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, accepting adoption of Resolution 2021-15. Approved 4-0.

After a brief discussion regarding LOSAP points during the COVID-19 shut down, a resolution was drawn up and states as follows:

2021-16. WHEREAS, the Fire District is the sponsor of a Length of Service Award Program (LOSAP) on behalf of the East Quogue Fire Department (Fire Department) in accordance with Article 11-A of the New York State General Municipal Law (GML); and

WHEREAS, during the COVID-19 pandemic and in response to the Governor’s Executive Order 202 of 2020, the Fire Department modified its emergency response protocols and cancelled many events during the period March 1, 2020 to May 31, 2020 (Period); and

WHEREAS, as a result of these modifications and cancellations, active volunteer firefighters will have fewer opportunities to earn points during calendar year 2020, making it more difficult to earn the required 50 points to earn the LOSAP benefit for calendar year 2020; and

WHEREAS, the GML has been amended to add § 217(p), which allows the Board of Fire Commissioners (Board) to award up to five (5) points per month during the Period, with a pro-rated amount awarded for a partial month, by resolution of the Board; and

WHEREAS, the § 217(p) requires the Board to adopt said resolution by April 30, 2021; and

WHEREAS, the Fire Department has provided the Board with documentation regarding the events that were cancelled and how response protocols were changed during the Period; and

WHEREAS, the Board has considered these factors and how they will impact active volunteer firefighters from earning 50 points in calendar year 2020; and

WHEREAS, the Board has determined it appropriate and necessary to award points for the Period; NOW, THEREFORE BE IT

            RESOLVED, that the Board of Fire Commissioners approves the granting of four (4) points for each complete month of the Period, pro-rated for any partial months; and be it further

RESOLVED, that based on the Period and the necessary pro-ration for the partial months, each active volunteer firefighter is to be awarded a total of four (4) points in 2020 in addition to any points earned by the active volunteer firefighter during calendar year 2020; and be it further

            RESOLVED, that the Board may modify this resolution by April 30, 2021 in the event that additional information is provided that would lead the Board to determine that additional points for the Period should be awarded.

Commissioner Mattera raised the motion to approve, Commissioner Gregory seconded the motion, and upon roll call the vote of the Board was as follows:

Commissioner Allyn Jackson                        Aye

Commissioner James Schaffer                      Aye

Commissioner Stephen Gregory                   Aye

Commissioner Michael Mattera                   Aye

Commissioner Robert Holley                       Absent

The resolution was thereupon declared duly adopted.  

Dated: January 7, 2021

NEW BUSINESS

A workshop was scheduled for Thursday, January 28, at 7:30 p.m.

At 8:55 p.m., there being no further business, a motion was made by Commissioner Mattera, seconded by Commissioner Gregory, to adjourn the meeting. Approved 4-0.

Submitted by

                                                                                                                                                                                                                                                                                                                                                                                                                                                                       Lorraine Gregory, Secretary

EAST QUOGUE FIRE DISTRICT

ORGANIZATIONAL MEETING

JANUARY 7, 2021

The Organizational Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Commissioner Allyn Jackson, at 7:00 p.m. Present were Commissioners Allyn Jackson, Stephen Gregory, James Schaefer and Michael Mattera, Chief Ted Jankowski, First Assistant Chief Paul Sulzinski and Second Assistant Chief Keith Phillips, Firehouse Attendant David Schaffauer, First Responder Amit Patel, Treasurer Colleen Pearsall and Secretary Lorraine Gregory.

Re-elected Commissioner James Schaefer was sworn in by Treasurer Colleen Pearsall.

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

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

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

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

Chairman Allyn Jackson took charge of the meeting and called for the appointment of Lorraine Gregory as District Secretary for the term of one (1) year with a monthly retainer of $1,324.67.

A resolution was drawn up and states as follows:

2021-01. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to appoint Lorraine Gregory as District Secretary for the term of one (1) year with a monthly retainer of $1,324.67.

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, accepting adoption of Resolution 2021-01. Approved 3-0. Recused 1 - Commissioner Gregory.

Chairman Allyn Jackson called for the appointment of Colleen Pearsall as District Treasurer for the term of one (1) year with a monthly retainer of $1,324.67.

A resolution was drawn up and states as follows:

2021-02. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to appoint Colleen Pearsall as District Treasurer for the term of one (1) year with a monthly retainer of $1,324.67.

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, accepting adoption of Resolution 2021-02. Approved 4-0.

Secretary Lorraine Gregory and Treasurer Colleen Pearsall were sworn in by Chairman Allyn Jackson.

Chief Ted Jankowski, First Assistant Chief Paul Sulzinski and Second Assistant Chief Keith Phillips were sworn in by Chairman Allyn Jackson.

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 Jackson, seconded by Commissioner Schaefer, appointing William F. Glass, Jr., Esq., as the Attorney for the District. Approved 4-0.

A resolution was drawn up and states as follows:

2021-03. 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 $6,300.00 for services outlined in Schedule A including attendance at one (1) monthly meeting – Legal Services Section I and II, an hourly rate of $300.00 (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 and the annual meeting of the NFPA.

A motion was made by Commissioner Jackson, seconded by Commissioner Gregory, accepting the “Southampton Press - Western Edition” as the official District newspaper. Approved 4-0.

A resolution was drawn up and states as follows:

2021-04. 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 Gregory, seconded by Commissioner Mattera, accepting BNB (Bridgehampton National Bank) as the depository for the District and that Colleen Pearsall, 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:

2021-05. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to accept BNB (Bridgehampton National Bank) as the depository for the District and that Colleen Pearsall, as Treasurer, be designated as the sole official to sign checks for the District.

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, authorizing that checks written for payments in the amount of $5,000.00 or more be signed by both the Treasurer, Colleen Pearsall, and in her absence, by the Secretary, Lorraine Gregory 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:

2021-06. 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, Colleen Pearsall, and in her absence, by the Secretary, Lorraine Gregory 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 Gregory, seconded by Commissioner Mattera, designating that the 2021 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 19, 2021, at 7:30 p.m. Immediately following the Budget Hearing, there will be a Special Meeting to adopt the 2022 Budget. The Year-End Meeting will be held on Wednesday, December 29, 2021, at 10:00 a.m. Workshops will be held, as needed, on the fourth Thursday of each month at 7:30 p.m. Approved 4-0.

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

Fire Chiefs Council of Suffolk County

New York State Chiefs Association

Southampton Town Chiefs Council

Southampton Town EMS

Suffolk County Fire Chiefs Association

South Fork Fire Police Association

Volunteer Police Association State of New York                                          Approved 4-0.

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

HOUSE

All Commissioners as listed.

Website - Robert Holley, Michael Mattera

Key System - Robert Holley, James Schaefer

Dinner Dance - Allyn Jackson, James Schaefer

ID Cards - Robert Holley, James Schaefer

Room Requests - Allyn Jackson, Stephen Gregory

Juniors - Allyn Jackson, Michael Mattera

PURCHASING

Firematic Equipment and Supplies - James Schaefer, Stephen Gregory

Medical Equipment and Supplies - James Schaefer, Robert Holley

Electronic Equipment and Supplies - Stephen Gregory, Robert Holley

Uniforms - Stephen Gregory, Michael Mattera

Misc. Supplies - Allyn Jackson, Stephen Gregory

MAINTENANCE AND REPAIR

Apparatus and Automotive - Allyn Jackson, James Schaefer

Firematic Equipment and Tools - Stephen Gregory, James Schaefer

EMS Equipment - James Schaefer, Robert Holley

Buildings - Allyn Jackson, Stephen Gregory

Grounds - James Schaefer, Michael Mattera

AUDITING

Allyn Jackson, Chairman

Colleen Pearsall, Treasurer

Michael Mattera, Commissioner

SERVICE AWARD PROGRAM

James Schaefer

Allyn Jackson

Michael Mattera

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

James Schaefer

Allyn Jackson

Michael Mattera

NEW APPARATUS PURCHASING

All Commissioners

Two Commissioners on the Truck Committee

FIREHOUSE ATTENDANT - Supervisory and Evaluation Review

Stephen Gregory

Michael Mattera

OFFICE PERSONNEL - Supervisory and Evaluation Review

Allyn Jackson

James Schaefer

FIRST RESPONDER PROGRAM - Supervisory and Evaluation Review

James Schaefer

Robert Holley

Amit Patel

INSURANCE POLICY AND ACCIDENT CLAIMS

Allyn Jackson

Michael Mattera

Robert Holley

MAJOR CONSTRUCTION

Allyn Jackson

Stephen Gregory

JUNIORS LIASON WITH THE CHIEF

Allyn Jackson

Michael Mattera                                                                                             Approved 4-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, to retain David Schaffauer with a new title, Fire District Facilities Supervisor, at an hourly rate of $30.00. Approved 4-0.

A resolution was drawn up and states as follows:

2021-07. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain David Schaffauer as Fire District Facilities Supervisor, at an hourly rate of $30.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, to retain John C. Ryckman as Part Time Custodian, at an hourly rate of $20.00. Approved 4-0.

A resolution was drawn up and states as follows:

2021-08. 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 $20.00.

A motion was made by Commissioner Mattera, seconded by Commissioner Gregory, to retain Amit Patel with a new title, Full Time Medical Coordinator, at an hourly rate of $33.00 which includes disability insurance. Approved 4-0.

A resolution was drawn up and states as follows:

2021-09. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain Amit Patel as Full Time Medical Coordinator, at an hourly rate of $33.00 which includes disability insurance.

A motion was made by Commissioner Schaefer, seconded by Commissioner Jackson, to retain all On Call First Responders, at an hourly rate of $25.00, with the exception of Danielle Mohr and Andrew Schultze (longevity of service), at an hourly rate of $26.66 and Hector Feliciano, James Moltzen, Jaime Defeo and Peter Sulzinski, at an hourly rate of $26.00. Approved 4-0.

A resolution was drawn up and states as follows:

2021-10. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain all On Call First Responders, at an hourly rate of $25.00, with the exception of Danielle Mohr and Andrew Schultze (longevity of service), at an hourly rate of $26.66 and Hector Feliciano, James Moltzen, Jaime Defeo and Peter Sulzinski, at an hourly rate of $26.00.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, to retain part time labor for the performance of miscellaneous incidental work, at an hourly rate of $25.00. Approved 4-0.

A resolution was drawn up and states as follows:

2021-11. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain part time labor for the performance of miscellaneous incidental work, at an hourly rate of $25.00.

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, 2021) and to submit same to the Board.

A motion was made by Commissioner Mattera, seconded by Commissioner Schaefer, to reaffirm the East Quogue Fire District Policy and Procedures Manual, as revised January 2, 2020, containing the following:

DISTRICT ADMINISTRATION

            DA-001           Alcohol Policy (Use and Distribution of)

            DA-002           Public Access to Records (FOIL)      

            DA-003           Military Leave Policy

            DA-004           Driver Training and Response Policy (formerly DO-012)

            DA-005           Cell Phone Policy (Issuance and Use of)

            DA-006           Code of Ethics

            DA-007           Credit Card Policy

            DA-008           Conduct of Elections Policy

            DA-009           Social Media Policy

            DA-010           Classification of Firefighters Policy

            DA-011           Medical Leave Policy

            DA-012           Procurement Policy

            DA-013           Progressive Discipline Policy

            DA-014           Public Comment at Meetings Policy

            DA-015           Travel Expense Policy

            DA-016           Workplace Harassment Policy

            DA-017           Investment Policy

            DA-018           Fixed Assets Policy

            DA-019           Inspection Dinner Policy

            DA-020           Use of Chiefs’ Vehicles Policy

            DA-021           Meals and Refreshments Policy

DA-022           Uniform Guidelines For Determining The Responsibility of            Bidders

            DA-023           Defense and Indemnification of Fire District Officers Policy

            DA-024           Records Retention Policy

            DA-025           Substance Abuse Policy

            DA-026           Seat Belt Use Policy

            DA-027           Fund Balance Policy

            DA-028           Privacy Breach Notification Policy

DA-030           Sexual Harassment Policy and Complaint Form For Reporting Sexual Harassment

DA-031           Use of Facility Policy

DISTRICT ORGANIZATION

            DO-001           Organizational Statement

            DO-002           Health and Safety Plan Policy

            DO-003           Risk Management Plan Policy

            DO-004           Accident/Injury Investigation Policy

            DO-005           Infectious Disease Control Policy

            DO-006           Workplace Violence Policy

            DO-007           Incident Rehabilitation Policy

            DO-008           Emergency Escape/Self Rescue Policy

            DO-009           Firefighter Qualification Policy

            DO-010           Child Abuse Report Policy

            DO-011           Respiratory Protection Policy

                                                                                                            Approved 4-0.

Note: The Board decided that, at an upcoming Workshop, to review and possibly revise the Procurement Policy, DA-012.

2021-12. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to reaffirm the East Quogue Fire District Policy and Procedures Manual, as revised January 2, 2020, containing the following:

DISTRICT ADMINISTRATION

            DA-001           Alcohol Policy (Use and Distribution of)

            DA-002           Public Access to Records (FOIL)      

            DA-003           Military Leave Policy

            DA-004           Driver Training and Response Policy (formerly DO-012)

            DA-005           Cell Phone Policy (Issuance and Use of)

            DA-006           Code of Ethics

            DA-007           Credit Card Policy

            DA-008           Conduct of Elections Policy

            DA-009           Social Media Policy

            DA-010           Classification of Firefighters Policy

            DA-011           Medical Leave Policy

            DA-012           Procurement Policy

            DA-013           Progressive Discipline Policy

            DA-014           Public Comment at Meetings Policy

            DA-015           Travel Expense Policy

            DA-016           Workplace Harassment Policy

            DA-017           Investment Policy

            DA-018           Fixed Assets Policy

            DA-019           Inspection Dinner Policy

            DA-020           Use of Chiefs’ Vehicles Policy

            DA-021           Meals and Refreshments Policy

DA-022           Uniform Guidelines For Determining The Responsibility of            Bidders

            DA-023           Defense and Indemnification of Fire District Officers Policy

            DA-024           Records Retention Policy

            DA-025           Substance Abuse Policy

            DA-026           Seat Belt Use Policy

            DA-027           Fund Balance Policy

            DA-028           Privacy Breach Notification Policy

DA-030           Sexual Harassment Policy and Complaint Form For Reporting Sexual Harassment

            DA-031           Use of Facility Policy

DISTRICT ORGANIZATION

            DO-001           Organizational Statement

            DO-002           Health and Safety Plan Policy

            DO-003           Risk Management Plan Policy

            DO-004           Accident/Injury Investigation Policy

            DO-005           Infectious Disease Control Policy

            DO-006           Workplace Violence Policy

            DO-007           Incident Rehabilitation Policy

            DO-008           Emergency Escape/Self Rescue Policy

            DO-009           Firefighter Qualification Policy

            DO-010           Child Abuse Report Policy

            DO-011           Respiratory Protection Policy

A motion was made by Commissioner Gregory, seconded by Commissioner Mattera, reestablishing the following Capital Reserve Funds:

Building & Grounds Reserve Fund (Generic)

Apparatus & Equipment Reserve Fund (Generic)

                        Communications Reserve Fund (Generic)

                                                                                                            Approved 4-0.

A resolution was drawn up and states as follows:

2021-13. 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 Mattera, seconded by Commissioner Gregory, 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:

2021-14. 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 7:27 p.m., there being no further business for the Organizational Meeting, a motion was made by Commissioner Jackson, seconded by Commissioner Gregory, to adjourn the meeting. Approved 4-0.

Submitted by:

Lorraine Gregory, Secretary

PUBLIC NOTICE

The 2021 Monthly Meetings of the East Quogue 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 19, 2021, at 7:30 p.m. Immediately following the Budget Hearing, there will be a Special Meeting to adopt the 2022 Budget. The Year-End Meeting will be held on Wednesday, December 29, 2021, at 10:00 a.m. Workshops will be held, as needed, on the fourth Thursday 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 13, 2021

Lorraine Gregory

Secretary

Board of Fire Commissioners

East Quogue Fire District

PUBLIC NOTICE

The 2021 Monthly Meetings of the East Quogue 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 19, 2021, at 7:30 p.m. Immediately following the Budget Hearing, there will be a Special Meeting to adopt the 2022 Budget. The Year-End Meeting will be held on Wednesday, December 29, 2021, at 10:00 a.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 13, 2021

Lorraine Gregory

Secretary

Board of Fire Commissioners

East Quogue Fire District

EAST QUOGUE FIRE DISTRICT

SPECIAL MEETING

DECEMBER 30, 2020

The Special Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson, at 10:00 a.m. Present were Commissioners Allyn Jackson, Michael Mattera, James Schaefer, Robert Holley and Stephen Gregory, Treasurer Colleen Pearsall 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 Holley, seconded by Commissioner Gregory, to accept the Minutes of the December 3, 2020 Regular Monthly Meeting. Approved 5-0.

TREASURER'S REPORT

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

2020-25. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to authorize the transfer of $449,235.07 which is a portion of the balance remaining in all codes in the 2020 Budget to the General Fund Code for transfer to Reserve Funds. The remaining balance will be transferred to the Checking Account to be used to pay outstanding invoices.

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

DECEMBER 3, 2020

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 7:30 p.m. Present were Commissioners Allyn Jackson, Michael Mattera, Robert Holley, James Schaefer and Stephen Gregory, Chief Scott Flynn, First Assistant Chief Ted Jankowski, Second Assistant Chief Paul Sulzinski, Firehouse Attendant David Schaffauer, Secretary Lorraine Gregory and Treasurer Colleen Pearsall.

FIREHOUSE ATTENDANT REPORT

See attached report.

Commissioner Jackson advised the Board that the main antenna is not sending out a proper signal. The antenna wiring is not covered in the maintenance contract and it could cost as much as $15,000.00 to fix the problem.

ITEMS FOR DISCUSSION

No items for discussion.

EMS REPORT

Mr. Patel unable to attend the meeting.

See attached report.

STAFF REPORT

1. Noted.

2. Commissioner Jackson advised the Board that he had spoken with Mr. Glass regarding the State mandate that small businesses reimburse employees who miss work due to Covid-19. Mr. Glass advised that such reimbursement does not pertain to emergency services. To be discussed further at a Workshop.

EQUIPMENT AND SUPPLIES

1. A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of the medical supplies requested, at a total cost of $2,098.07 (Hammer Medical - $818.48, True Value Hardware - $175.00, BoundTree - $1,104.59). Approved 5-0.

2. Included in the above purchase from True Value Hardware - Tyvek Suits - $175.00 for 25.

MAINTENANCE REPORT

Work Order Report dated 11/5/20 to 12/3/20 was submitted to the Board.

CHIEF'S REPORT

Chief Scott Flynn thanked the Board members for their help and guidance over the years during his time as Chief and asked First Assistant Chief Ted Jankowski to handle the Chief’s Report.

See attached report.

REQUESTS

1. Tabled.

2. A motion was made by Commissioner Holley, seconded by Commissioner Mattera, authorizing the purchase, from Firematic/Massachusetts State Bid, of one (1) Multi Gas Calibration Machine, at a cost of $6,719.06. Approved 5-0. (Note: The Board requested that the calibration be done every three months, until further notice.)

3. A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase, from Firematic, of five (5) Sets of Bail Out Systems, at a total cost of $2,620.00. Approved 5-0.

4. A motion was made by Commissioner Holley, seconded by Commissioner Mattera, authorizing the purchase, from Firematic of one (1) Hose Fitting for 7-6-1, at a total cost of $625.75. Approved 5-0.

5. First Assistant Chief Jankowski will work with Mr. Schaffauer on this project.

ITEMS FOR DISCUSSION

1. Commissioner Holley has a proposal that will be discussed under Old Business.

2. Progress.

3. Commissioner Holley advised that the update will begin next week.

Commissioner Jackson presented a Draft regarding the Winter Pandemic Procedures and asked for input from the Board and the Chiefs. Comments, if any, will be added. Commissioner Jackson advised the Chiefs that there is an “open prescription” from Dr. Minnerop for members to receive a Covid-19 test at Southampton Hospital.

Chief Flynn advised the Board that the “Hero” sign posted on the south side of Montauk Highway and Sunset Avenue had been removed, including the posts. He approached the homeowner who stated that the sign was on his property and in the way of a new fence installation. The sign was in the homeowner’s possession, but there was no sign of the posts that had been set in concrete. Chief Flynn was told that the posts had snapped. Chief Flynn told the homeowner that he would come back for the sign when he had the pickup truck and would notify the Board of Fire Commissioners as to what had happened with the sign.

At this point, the Chiefs were excused from the meeting.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Holley, accepting the Minutes of the November 5, 2020 Regular Monthly Meeting. Approved 5-0.

TREASURER'S REPORT

Mrs. Pearsall advised the Board that she will be paying the 2021 NYS Retirement System bill ($25,722.00) in advance in order to take advantage of the discount.

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

ABSTRACT OF BILLS

A motion was made by Commissioner Holley, seconded by Commissioner Mattera, approving the Abstract of Bills for the General Fund consisting of 39 checks totaling $71,958.07 and to authorize the transfer of $100,000.00 from the Money Market to the Checking Account. Approved 5-0.

COMMUNICATIONS AND CORRESPONDENCE

A letter was received from Mendenhall Fuel, Inc. bidding the 2021 fuel oil and service contract.

OLD BUSINESS

Commissioner Holley advised the Board that he had received a proposal from a grant writer, Jennifer Mesiana Higman. She expects her time to be nine to twelve hours with an hourly rate of $160.00 per hour. The total cost should be no more than $1,900.00 and the deadline is February 2021.

Commissioner Jackson advised the Board that 5’ will be cut from the siren pole and that, if the pole wobbles, it will be braced to the firehouse.

Commissioner Jackson presented a proposal from Araiys Design, landscape architects for the design of the memorial. To be discussed further at the upcoming Workshop.

Commissioner Jackson also presented a proposal from Long Island Telecommunications & Electronic Services, Inc. for the communications preventative maintenance. To be discussed further at the upcoming Workshop.

NEW BUSINESS

A motion was made by Commissioner Holley, seconded by Commissioner Schaefer, accepting the Mendenhall Fuel, Inc. 2021 fuel cost charge which will be based on the Northville Holding Corp. Tank Car Consumer price at the Holtsville Terminal on the date of delivery, plus an overage of 14.4 cents a gallon (.144) which includes the NYS Oil Spill Fee, LUST fee and the Nora Assessment Fee and the service contract in the amount of $600.00. Approved 5-0. (Note: The Secretary will remind Mendenhall Fuel, Inc. that the District is no longer required to bid the fuel due to the fact that the annual cost does not exceed $10,000.00.)

A workshop was scheduled for Thursday, December 10, 2020, at 7:00 p.m..

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

Submitted by

                                                                                                                                                                                                                                                                                                                                                                                                                                                                     Lorraine Gregory, Secretary

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

NOVEMBER 5, 2020

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 7:30 p.m. Present were Commissioners Allyn Jackson, Michael Mattera, Robert Holley and Stephen Gregory, First Assistant Chief Ted Jankowski, Secretary Lorraine Gregory and Treasurer Colleen Pearsall.

Note: This meeting is being kept to a minimum attendance due to the pandemic.

FIREHOUSE ATTENDANT REPORT

Mr. Schaffauer not required to attend the meeting.

See attached report.

ITEMS FOR DISCUSSION

No items for discussion.

Commissioner Jackson advised the Board that the new siren should be in operation within a few weeks.

EMS REPORT

Mr. Patel not required to attend the meeting.

See attached report.

STAFF REPORT

1. Noted.

EQUIPMENT AND SUPPLIES

1. A motion was made by Commissioner Holley, seconded by Commissioner Jackson, authorizing the purchase of the medical supplies requested, at a total cost of $1,531.27 (Hammer Medical - $1,054.40, Zoll Medical - $262.03, BoundTree - $214.84). Approved 4-0.

2. A motion was made by Commissioner Gregory, seconded by Commissioner Holley, authorizing the purchase from MediUS Health of one (1) Storage Cabinet with 132 Preconfigured Storage Bins, a cost of $1,799.00. Approved 4-0.

3. Tabled pending further information.

MAINTENANCE REPORT

Work Order Report dated 10/1/20 to 10/31/20 was submitted to the Board.

First Assistant Chief Jankowski suggested bringing the Multi Gas Meters to Hampton Bays for calibration and advised the Board that the cost of a machine is approximately $4,000.00.

CHIEF'S REPORT

See attached report.

REQUESTS

1. Tabled.

2. A motion was made by Commissioner Holley, seconded by Commissioner Mattera, authorizing the purchase of one (1) Multi Gas Meter, at a cost of $987.75. Approved 4-0.

3. Mr. Schaffauer will install.

4. Tabled.

5. Commissioner Gregory and Mr. Schaffauer are already in the process of having the outlet installed.

6. A motion was made by Commissioner Holley, seconded by Commissioner Schaefer, authorizing the purchase of one (1) Used Storage Box, at a cost of $600.00. Approved 4-0.

7. Tabled pending further information.

ITEMS FOR DISCUSSION

1. Responsibility of the Chiefs.

2. Commissioner Holley advised the Board that he had reached out to a grant writer a few weeks ago and has not yet received a call back. He will look into this further.

3. Progress.

4. Commissioner Holley will handle.

5. Meeting Room is not available for use due to COVID-19 restrictions.

ATTORNEY DISCUSSION

Mr. Glass forwarded a sample resolution to be used for the adoption of the new LGS-1 Retention and Disposition Schedule. The resolution states as follows:

2020-23. RESOLVED, by the Board of Fire Commissioners of the East Quogue Fire District that Retention and Disposition Schedule for New York Local Government Records (LGS-1), issued pursuant to Article 57-A of the Arts and Cultural Affairs Law, and containing legal minimum retention periods for local government records, is hereby adopted for use by all officers in legally disposing of valueless records listed therein.

FURTHER RESOLVED, that in accordance with Article 57-A:

(a) only those records will be disposed of that are described in Retention and Disposition Schedule for New York Local Government Records (LGS-1), after they have met the minimum retention periods described therein;

(b) only those records will be disposed of that do not have sufficient administrative, fiscal, legal, or historical value to merit retention beyond established legal minimum periods.

A motion was made by Commissioner Jackson, seconded by Commissioner Gregory, accepting the adoption of Resolution 2020-23. Approved 4-0.

MINUTES

A motion was made by Commissioner Holley, seconded by Commissioner Gregory, accepting the Minutes of the October 1, 2020 Regular Monthly Meeting and the October 20, 2020 2021 Proposed Budget Hearing and Special Meeting. Approved 4-0.

TREASURER'S REPORT

Mrs. Pearsall advised the Board that Integrated Technologies did not received the last three checks that she mailed to them. She will deliver a check personally to their Holtsville office.

Mrs. Pearsall also advised the Board that the 2021 Budget has been sent to the Town and to the State Comptroller’s Office and a copy will be posted on the District website.

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

ABSTRACT OF BILLS

A motion was made by Commissioner Holley, seconded by Commissioner Mattera, approving the Abstract of Bills for the General Fund consisting of 39 checks totaling $60,000.00 and to authorize the transfer of $90,000.00 from the Money Market to the Checking Account. Approved 4-0.

COMMUNICATIONS AND CORRESPONDENCE

A letter was received from the Department regarding the probationary membership of Kevin Murphy and the resignation of Kevin Rousell.

OLD BUSINESS

Commissioner Holley advised the Board that he had reviewed the computers that we now have and advised that they are obsolete and need to be replaced. A motion was made by Commissioner Holley, seconded by Commissioner Jackson, authorizing the purchase, from Fluid Imagery, of eight (8) Computers, at an approximate cost of $9,355.00. Approved 4-0.

Commissioner Gregory advised the Board that the work at Station 2 is almost complete. The members were very cooperative and did their best. Dave and Jack also did a fantastic job. He also advised that the parking lot lights need to be replaced and that Dave will be making a butcher block table for the crew area and will use the chairs that are on hand. The old floor that was on top of the concrete floor was taken up and painted.

A motion was made by Commissioner Mattera, seconded by Commissioner Holley, authorizing the purchase, from Revco, of twelve (12) Lights for the parking lot, at a cost of $54.00 each. Approved 4-0.

Commissioner Gregory also advised the Board that, last week, the ambulance had a COVID incident. After a brief discussion, the Board agreed that, when this happens, the ambulance should not be brought into the Main Firehouse. It should be taken “out-of-service” and stored in the Steel Building while waiting to be cleaned.

Commissioner Gregory stated that he is working on the Five Year Plan.

Commissioner Jackson thanked Commissioner Gregory for the work he had accomplished at Station 2.

Commissioner Jackson advised the Board of the following:

1. The siren pole will be installed tomorrow.

2. The booster for the cell phone antenna was set up today.

3. The antique truck is still not resolved. Restoration is costly.

4. He and Commissioner Schaefer met with a rep from Aralys Design regarding the memorial plans. Aralys stated that the District will only be billed for staff costs.

Commissioner Jackson also advised the Board that Commissioner Schaefer advised him that the lawn mower will cost approximately $1,200.00 to be repaired and that a new one will cost approximately $3,500.00.

NEW BUSINESS

Commissioner Jackson advised the Board that the Blood Drive will be held in the Steel Building and that the Red Cross will be responsible for cleaning up after the Drive.

Commissioner Mattera advised the Board that he will contact Clean Co. to see what they would recommend using to sanitize the building.

A motion was made by Commissioner Holley, seconded by Commissioner Gregory, approving the purchase of one (1) Wagner Paint Sprayer, at a cost not to exceed $500.00. Approved 4-0.

2020-24. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to declare the audio/visual cart as surplus property and to accept the offer of $20.00 from Regina Schaefer to purchase the cart.

A motion was made by Commissioner Holley, seconded by Commissioner Gregory, accepting the adoption of Resolution 2020-24. Approved 4-0.

With regard to the upcoming election, Mrs. Gregory advised the Board that the election will still be held in the Meeting Room and signs will be posted regarding masks and social distancing. Masks and hand sanitizer will be available. Each person will be given their own pen to use for signing the book, the poll sheet and marking the ballot. They may keep the pen or throw it out. The large table at the back of the room will be used for the election paperwork. The first area will be for signing the book. Six+ feet down the table will be the poll sheet and ballot. The third station will be the ballot box. There will be no socializing in the room. An election inspector will monitor the masks and distancing.

Commissioner Jackson stated that the Facility Use Agreement needs to be reviewed and that a decision needs to be made as to what the future plans are for the Main Firehouse and Station 2.

Commissioner Jackson suggested speaking with Dennis regarding a preventive maintenance and repairs contract for the electronics.

Commissioner Gregory advised the Board that, in the Steel Building, there are uniforms and shirts being stored and that they should be sized and cleaned when needed.

A motion was made by Commissioner Jackson, seconded by Commissioner Matttera, accepting the probationary membership in the Department of Kevin Murphy and the resignation of Kevin Rousell, pending the return of all of the equipment issued to him by the District. Approved 4-0.

No workshop was scheduled.

At 9:04 p.m., there being no further business, a motion was made by Commissioner Holley, seconded by Commissioner Jackson, to adjourn the meeting. Approved 4-0.

Submitted by

                                                                                                                                                                                                                                                                                                                                                                                                                                                                        Lorraine Gregory, Secretary

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 2021 will be held on Thursday, January 7, 2021, at 7:00 P.M., at the East Quogue Firehouse, Montauk Highway, East Quogue, New York and that the Regular Monthly Meeting of the Board of Fire Commissioners will follow at 7:30 p.m.

Dated: December 8, 2020

Lorraine Gregory

Secretary

Board of Fire Commissioners

East Quogue Fire District

Drawer 860, East Quogue, NY 11942

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

OCTOBER 1, 2020

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 7:30 p.m. Present were Commissioners Allyn Jackson, James Schaefer, Robert Holley and Stephen Gregory, Chief Scott Flynn, First Assistant Chief Ted Jankowski, Secretary Lorraine Gregory and Treasurer Colleen Pearsall.

Note: This meeting is being kept to a minimum attendance due to the pandemic.

FIREHOUSE ATTENDANT REPORT

Mr. Schaffauer not required to attend the meeting.

See attached report.

Decision to fix the lawn mower or purchase a new one was tabled.

ITEMS FOR DISCUSSION

1. Approved.

EMS REPORT

Mr. Patel not required to attend the meeting.

See attached report.

STAFF REPORT

1. Noted.

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

2020-19. The Board of Fire Commissioners of the East Quogue Fire District hereby resolve to retain Hayley Schultz as an On Call First Responder with an hourly pay rate of $24.00.

A motion was made by Commissioner Schaefer, seconded by Commissioner Holley, accepting the adoption of Resolution 2020-19. Approved 4-0.

EQUIPMENT AND SUPPLIES                                                                                          

1. A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of the medical supplies requested, at a total cost of $1,693.96 (Hammer Medical - $269.50, Zoll Medical - $39.32, BoundTree - $285.14, Teleflex - $1,100.00). Approved 4-0.

2. A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, authorizing the renewal of the When to Work Program, at a cost of $200.00. Approved 4-0.

3. Noted.

MAINTENANCE REPORT

Work Order Report dated 9/1/20 to 9/30/20 was submitted to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

1. Tabled.

2. A motion was made by Commissioner Holley, seconded by Commissioner Jackson, authorizing the purchase of one (1) TrueClot Tourniquet Trainer, at a cost of $550.00 and one (1) Rescue Essentials Bleeding Control Instructors Kit, at a cost of $1,365.00. Approved 4-0.

3. A motion was made by Commissioner Holley, seconded by Commissioner Gregory, authorizing the purchase of one (1) M18 Dual Simultan Rapid Charger ($139.00), one (1) M18 Fuel 4-1/2” Grinder ($549.00), two (2) M18 Fuel Sawzall Kits ($638.00), one (1) M18 Fuel 16” Chainsaw Kit 12AH ($449.00), a total cost of $1,775.00. Approved 4-0.

4. A motion was made by Commissioner Gregory, seconded by Commissioner Holley, authorizing the purchase of ten (10) Orange Probie Shields, at a cost of $42.99 each. Approved 4-0.

5. A motion was made by Commissioner Schaefer, seconded by Commissioner Holley, authorizing the purchase of one (1) High Band Radio, at a cost not to exceed $1,000.00. Approved 4-0. (Note: Purchase to be made only if there is no radio in inventory. Mr. Schaffauer will be asked to check the inventory prior to purchasing a new one.)

6. A motion was made by Commissioner Holley, seconded by Commissioner Schaefer, authorizing the purchase of eight (8) Large Pro Firefighter Gear Bags ($70.00) from Hi-Tech, at a total cost of $560.00. Approved 4-0.

ITEMS FOR DISCUSSION

1. The Board would like to view additional vehicles and a purchase will not be made until the end of 2021. Commissioner Holley suggested that the Board establish a plan and set priorities.

2. Commissioner Holley will look for a grant writer for the radios.

3. To be discussed under Old Business.

4. Commissioner Holley will handle.

5. A letter will be forwarded to Chief Flynn, with a cc to Bill Potter, as a reminder to include with membership applications a copy of the individual’s driver’s license.

With regard to the Benevolent Thanksgiving Dinner and election, the Board advised the Chief that, due to the COVID-19 restrictions regarding social distancing and the serving of food, the dinner cannot take place this year, unless there is a drastic change in the restrictions.

Commissioner Schaefer reminded the Board that the District needs to have an Exposure Control Plan in place. Chief Flynn will follow up with Mr. Patel regarding the Exposure Control Forms. Commissioner Holley suggested getting in touch with the County for guidance.

ATTORNEY DISCUSSION

Commissioner Jackson suggested requesting Mr. Glass to attend the Organizational Meeting and one other meeting, perhaps mid-year or, as needed.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Holley, accepting the Minutes of the September 3, 2020 Regular Monthly Meeting. Approved 4-0.

TREASURER'S REPORT

The Proposed 2021 Budget, in the amount of $1,679,000.00, was adopted at the September 20, 2020 Workshop and it did not pierce the 2% cap.

Mrs. Pearsall reminded the Board that the Budget Hearing is scheduled for Tuesday, October 20, 2020, at 7:00 p.m. The Secretary will handle the required postings.

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

ABSTRACT OF BILLS

A motion was made by Commissioner Holley, seconded by Commissioner Schaefer, approving the Abstract of Bills for the General Fund consisting of 20 checks totaling $34,452.20 and to authorize the transfer of $60,000.00 from the Money Market to the Checking Account. Approved 4-0.

COMMUNICATIONS AND CORRESPONDENCE

A letter was received from the East Quogue Fire Department regarding the swearing in of Ann Naughton, Joshua Davonski and Chris Pinto and the resignations of Danielle Tasso and Andrew Pisaneschi and an e-mail was received from the New York State Archives regarding adoption of the new LGS-1 Retention and Disposition Schedule.

OLD BUSINESS

Commissioner Gregory advised the Board that members have been cleaning out the Steel Building and Station 2 and that he is waiting for two additional proposals for the painting at Station 2. Some of the items that were cleaned out were put in the dumpster. Other useable items such as, boots, helmets, turnout gear and misc. items were donated for use by third world fire companies in need of equipment. These items were noted and the Secretary will forward the information to Appraisal Affiliates.

Commissioner Jackson advised the Board that the new siren pole is on order and a map is being prepared (approximately $85.00) indicating where underground utilities, etc. are located.

Commissioner Jackson presented a proposal from Uniden regarding the improvement of cell phone service in the building. A motion was made by Commissioner Holley, seconded by Commissioner Gregory, accepting the proposal from Uniden for the installation of a booster antenna on the pole together with boosters and antennas in the building for the improvement of cell phone service, at a cost not to exceed $2,100.00. Approved 4-0.

Commissioner Jackson advised the Board that the Anniversary Committee would like the Board to consider a Fire Department pin for the members. The Inspection Dinner has been cancelled and the deposit has not been refunded, therefore, the Committee would like to use the Suffolk Theater as the venue for next year’s Dinner.

Commissioner Jackson also advised the Board that he spoke with a landscape architect from Aralys Design Southampton and asked for design suggestions for the monument, flagpole, and the 9-11 and veterans memorials.

Commissioner Schaefer advised the Board that flu shots will be given at 7:00 p.m. before the start of the November Department meeting.

NEW BUSINESS

Commissioner Jackson suggested that the Board consider retro fitting a new ambulance instead of buying a stock vehicle.

A motion was made by Commissioner Jackson, seconded by Commissioner Holley, authorizing the purchase and installation from ProLiner of two back up cameras and a new mirror for the Fire Police vehicle, at a cost of $975.00. Approved 4-0.

Commissioner Schaefer requested the Chiefs to relocate the American flags that are on the rear of the vehicles because the position they are in now block the brake lights.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, accepting the probationary membership in the Department of Ann Naughton and the resignations of Danielle Tasso and Andrew Pisaneschi, pending the return of all District equipment issued to them. Approved 4-0.

Commissioner Schaefer advised the Board that he will be running for re-election in December.

2020-20. 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 election inspectors of the East Quogue Fire District, namely, Faith Erwin, Linda DeRosa and Patricia Despres be appointed to constitute the East Quogue Fire District Board of Elections for the 2020 Annual Fire District Election;

            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, namely, Patricia Densieski, Sue Little and Barbara Danowski;

            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 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 Gregory, seconded by Commissioner Jackson, accepting the adoption of Resolution 2020-20. Approved 4-0.

A workshop was scheduled for Thursday, October 8, 2020, at 7:30 p.m.

At 9:00 p.m., there being no further business, a motion was made by Commissioner Jackson, seconded by Commissioner Holley, to adjourn the meeting. Approved 4-0.

Submitted by

                                                                                                                                                                                                                                                                                                                                                                                                                                                                    Lorraine Gregory, Secretary

ANNUAL ELECTION OF

East Quogue FIRE DISTRICT

DECEMBER 8, 2020

            PLEASE TAKE NOTICE that the Annual Election of the East Quogue Fire District will take place on December 8, 2020, between the hours of 5:30 PM and 9:00 PM at the East Quogue Firehouse located at Montauk Highway and Bay Avenue, East Quogue, New York for the purposes of electing one Commissioner for a five year term commencing on January 1, 2021 and ending on December 31, 2025.

            Candidates for District Office shall file a petition signed by at least twenty-five (25) registered voters of the Fire District, which petition must be filed with the Secretary of the Fire District no later than November 18, 2020. Petition forms may be obtained at the East Quogue Firehouse, Monday through Friday, between the hours of 8:30 a.m. and 4:00 p.m.

            All residents of the Fire District duly registered with the Suffolk County Board of Elections as of November 16, 2020 shall be eligible to vote.

            Please be advised that the Board of Elections of the Fire District shall meet on December 3, 2020 from 6:30 p.m. to 7:30 p.m. at the firehouse for the purpose of preparing the rolls of the registered voters of the Fire District.

Dated: October 29, 2020

                                                            BY ORDER OF THE BOARD OF FIRE

                                                            COMMISSIONERS OF THE

                                                            East Quogue FIRE DISTRICT

                                                            Town of Southampton, Suffolk County, New York

                                                            _________________________________________

                                                            By: LORRAINE GREGORY

                                                                   Fire District Secretary

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

SEPTEMBER 3, 2020

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 8:07 p.m. Present were Commissioners Allyn Jackson, James Schaefer, Michael Mattera, Robert Holley and Stephen Gregory, First Assistant Chief Ted Jankowski, Secretary Lorraine Gregory, Treasurer Colleen Pearsall and William F. Glass, Esq., attorney for the District.

Note: This meeting is being kept to a minimum attendance due to the pandemic. Also, the meeting was delayed due to a conference with Mr. Glass to discuss the handling of a medical issue within the membership.

FIREHOUSE ATTENDANT REPORT

Mr. Schaffauer not required to attend the meeting.

See attached report.

ITEMS FOR DISCUSSION

1. Noted.

EMS REPORT

Mr. Patel not required to attend the meeting.

See attached report.

STAFF REPORT

1. Noted.

EQUIPMENT AND SUPPLIES

1. A motion was made by Commissioner Gregory, seconded by Commissioner Mattera, authorizing the purchase of the medical supplies requested, at a total cost of $1,216.07 (Hammer Medical - $488.45, BoundTree - $177.62, Teleflex - $550.00). Approved 5-0.

2. A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of one (1) Zoll AED Plus, including extra AED pads, at a total cost of $1,911.44. Approved 5-0.

3. A motion was made by Commissioner Holley, seconded by Commissioner Mattera, accepting the proposal from Sharps Compliance for the removal of biohazard waste, at a cost of $70.00 for three (3) months ($280.00 per year) for a three (3) year contract. Approved 5-0.

4. Noted.

MAINTENANCE REPORT

Work Order Report dated 8/1/20 to 8/31/20 was submitted to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

1. Tabled.

2. A motion was made by Commissioner Jackson, seconded by Commissioner Mattera, authorizing the purchase of two (2) AC Hotstick Detectors from TheFireStore, at a cost of $319.99 each. Approved 5-0.

3. A motion was made by Commissioner Holley, seconded by Commissioner Gregory, authorizing the purchase of four (4) Altair 4XR Multi-Gas Detectors with Blue Tooth and 12V Chargers from Firematic, at a total cost of $3,951.00. Approved 5-0.

ITEMS FOR DISCUSSION

1. A motion was made by Commissioner Schaefer, seconded by Commissioner Holley, authorizing the purchase of five (5) sets of Turnout Gear (Glenn Bullock, Michael Algozzino, Alex Gladding and two spare sets) which includes boots, coats and pants, at an approximate total cost of $3,000.00. Approved 5-0.

2. A Zoom meeting will be taking place in October regarding LOSAP points. Commissioner Holley will participate.

3. First Assistant Chief Jankowski reminded the Board that there is a low number of EMT’s in the Department.

ATTORNEY DISCUSSION

With regard to the LOSAP Point System COVID-19 Legislation, Mr. Glass suggested waiting until the end of the year when membership LOSAP Points are reviewed to make a decision as to whether or not to adopt a resolution regarding the determination of awarding a specific amount of points (up to five points) per month for active firefighters during the COVID-19 State of Emergency.

A brief discussion ensued regarding the use of petitions or a form letter for those interested in running for the office of Commissioner. The Board decided to continue with petitions.

MINUTES

A motion was made by Commissioner Mattera, seconded by Commissioner Gregory, accepting the Minutes of the August 6, 2020 Regular Monthly Meeting. Approved 5-0.

TREASURER'S REPORT

Mrs. Pearsall advised the Board that she is still working on preparing the 2021 budget.

Mrs. Pearsall also advised the Board that a refund check, in the amount of $495.00, was received from the AFDSNY regarding the cancellation of the upcoming conference in Niagara Falls.

A motion was made by Commissioner Holley, Seconded by Commissioner Gregory, accepting the proposal from Fluid Imagery for a new computer and monitor for the Treasurer, at an approximate cost of $1,605.00. Approved 5-0.

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

ABSTRACT OF BILLS

A motion was made by Commissioner Holley, seconded by Commissioner Schaefer, approving the Abstract of Bills for the General Fund consisting of 32 checks totaling $27,783.65 and to authorize the transfer of $60,000.00 from the Money Market to the Checking Account. Approved 5-0.

COMMUNICATIONS AND CORRESPONDENCE

An order form was received from Looseleaf Law Publications for the 2021 EMS and Fire Personnel, Legal Guide to NYS Town Law Updates and a letter was received from the Department regarding the membership in the Department of Joshua Davonski and Chris Pinto.

OLD BUSINESS

Commissioner Holley asked if the Board had reviewed the information he presented from Visual Information Services Corp. regarding the electronic sign. Commissioner Jackson suggested buying the antique fire engine from the Department for $5,000.00 and mounting the sign on the engine.

Commissioner Jackson reminded the Board that they need to meet with SandPebble and, possibly, consider a capital improvement program.

Commissioner Jackson advised the Board that Chesterfield will be installing a 70’ wooden pole for the siren (10’ in the ground) and will be removing the old pole. The total cost will be $14,500.00. Integrated Wireless expects to complete their work by the end of October.

Commissioner Jackson also advised the Board that he had been in touch with AT&T and Uniden regarding the poor cell phone service in the building. They suggested a booster be installed in the building. Dennis (Integrated Wireless) advised that a booster would not work. Commissioner Jackson did a survey throughout building and submitted it to AT&T. They will review it and prepare a proposal.

Commissioner Jackson stated that the Department will be responsible for buying the shrink wrap for the antique truck and that Dave will apply it.

Commissioner Schaefer stated that flu shots will be offered again this year and that appointments will be made in advance and paperwork can be done on-line.

NEW BUSINESS

A motion was made by Commissioner Holley, seconded by Commissioner Matttera, accepting the probationary membership in the Department of Joshua Davonski and Chris Pinto. Approved 5-0.

A budget workshop was scheduled for Thursday, September 10, 2020, at 7:30 p.m.

Commissioner Gregory reminded the First Assistant Chief that members need to let the dispatchers know, via electronics, that they are responding to alarms.

Commissioner Holley asked if the Ladies Auxiliary would be allowed to bring food to the drills. Mr. Glass stated that the COVID-19 rules apply to licensed establishments, which the Department is not, and suggested that we practice common sense.

A motion was made by Commissioner Schaefer, seconded by Commissioner Holley, allowing up to twenty five (25) members to occupy the Firemen’s Room, with social distancing, and that fifty (50) members may attend drills, with social distancing. Approved 5-0.

A motion was made by Commissioner Holley, seconded by Commissioner Mattera, authorizing the expenditure of $2,800.00 for Fire Prevention material. Approved 5-0.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of two (2) copies of the EMS and Fire Personnel, Legal Guide to NYS Town Law 2021 Updates, at a cost of $80.75. Approved 5-0.

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

Submitted by

                                                                                                                                                                                                                                                                                                                                                                                                                                                                        Lorraine Gregory, Secretary

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

AUGUST 6, 2020

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 7:30 p.m. Present were Commissioners Allyn Jackson, James Schaefer, Michael Mattera, Robert Holley and Stephen Gregory, Chief Scott Flynn and Treasurer Colleen Pearsall.

Note: This meeting is being kept to a minimum attendance due to the pandemic.

FIREHOUSE ATTENDANT REPORT

Mr. Schaffauer not required to attend the meeting.

See attached report.

ITEMS FOR DISCUSSION

1. A motion was made by Commissioner Holley, seconded by Commissioner Gregory, authorizing the purchase of one (1) Micro Computer from Fluid Imagery, at an approximate cost of $950.00. Approved 5-0.

2. A motion was made by Commissioner Holley, seconded by Commissioner Gregory, accepting the proposal from Fire Fighters Equipment for the yearly gear inspection, at a cost of $12.00 per set.

EMS REPORT

Mr. Patel not required to attend the meeting.

See attached report.

STAFF REPORT

1. Noted.

2. Noted.

3. Noted.

4. Noted.

EQUIPMENT AND SUPPLIES

1. A motion was made by Commissioner Schaefer, seconded by Commissioner Holley, authorizing the purchase of the medical supplies requested, at a total cost of $1,391.19 (BoundTree - $857.44, McKesson - $533.75). Approved 5-0.

MAINTENANCE REPORT

Work Order Report dated 7/1/20 to 7/31/20 was submitted to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

1. Decision regarding the special offer from Verizon for phone service was tabled.

2. Tabled.

3. A motion was made by Commissioner Gregory, seconded by Commissioner Holley, authorizing the purchase of one hundred fifty (150) UPF+50 Neck Gaiter Sun Protector Masks from ccTaylor, Inc., at a total cost of $1,436.18. Approved 5-0.

4. Commissioner Jackson stated that the Board will forward a letter to the Department requesting information as to their intentions and a timeline. The District will be considerate, but cannot allow the vehicle project to go on indefinitely.

ITEMS FOR DISCUSSION

No discussion.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

Commissioner Jackson advised the Board that he spoke with Mr. Glass regarding the Inspection Dinner and was advised that there is nothing stated that an inspection must be done at the dinner and that members are required to be in uniform. There will be no Inspection Dinner this year. The money can be encumbered and put toward the 100 Anniversary Celebration next year. First Assistant Chief Jankowski had suggested that, at the January Department Meeting, an inspection be done for the Class A uniforms and turnout gear. The District could provide a buffet dinner for the members. The Chiefs can all be sworn in at the inspection. Commissioner Jackson suggested that a picture be taken of a full Class A uniform so that members are aware of what the uniform consists of.

MINUTES

A motion was made by Commissioner Holley, seconded by Commissioner Gregory, accepting the Minutes of the July 2, 2020 Regular Monthly Meeting. Approved 5-0.

TREASURER'S REPORT

Mrs. Pearsall advised the Board that she is still working on preparing the 2021 budget.

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

ABSTRACT OF BILLS

A motion was made by Commissioner Holley, seconded by Commissioner Gregory, approving the Abstract of Bills for the General Fund consisting of 33 checks totaling $98,075.89 and to authorize the transfer of 160,000.00 from the Money Market to the Checking Account. Approved 5-0.

COMMUNICATIONS AND CORRESPONDENCE

Commissioner Gregory presented the correspondence on behalf of Mrs. Gregory.

A letter was received from the Department regarding the membership in the Department of Ann M. Naughton and Diana Vamvakitis and the removal of Robert McCoy from the active rolls to Fireman Emeritus.

OLD BUSINESS

Commissioner Jackson advised the Board that the 100th Anniversary Committee is recommending that we postpone major events (dinner, calendar, gifts, parade, concert) until September 2021.

Commissioner Jackson also advised the Chief that Mark Gregory and Tom Mendenhall have taken their physicals and that at least 5 or 6 members still have not. Chief Flynn advised the Board that First Assistant Chief Jankowski e-mailed the individuals and advised them that they must take their physical prior to the next Department meeting or, face suspension.

Commissioner Jackson presented a report on the Communications Pole. Dennis Kenter of Relay Communications recommended a 70’ pole installed 10’ in the ground. An engineering study will not be required. The Board decided to have the pole installed close to the building.

Commissioner Holley presented information from Visual Information Services Corp. regarding an electronic sign. The price ranged between $40,000 and $45,000 and does not include electrical work and a computer link. The sign will be visible from both east and west Montauk Highway. It was suggested that the word “District” be changed to “Department”.

Commissioner Gregory advised the Board that the recliner and lockers for the On Call First Responders had been delivered. Work will begin in the Radio Room on Monday and he is waiting for an estimate on the floor.

NEW BUSINESS

A motion was made by Commissioner Holley, seconded by Commissioner Gregory, accepting the probationary membership in the Department of Diana Vamvakitis and the Fireman Emeritus status of Robert McCoy. Approved 5-0. (Note: A vote on Ann M. Naughton was tabled until she completes her Department physical.)

Commissioner Schaefer advised the Board that the AFDSNY Conference in Niagara Falls has been cancelled and that he was having a hard time getting a refund for his hotel room.

No workshop scheduled.

At 8:50 p.m., there being no further business, a motion was made by Commissioner Holley, seconded by Commissioner Schaefer, to adjourn the meeting. Approved 5-0.

Submitted by

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                Lorraine Gregory, Secretary

Notes and recording done by Commissioner Gregory

Transcription done by Lorraine Gregory, Secretary

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

JULY 2, 2020

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 7:30 p.m. Present were Commissioners Allyn Jackson, James Schaefer and Stephen Gregory, Chief Scott Flynn and Secretary Lorraine Gregory.

Note: This meeting is being kept to a minimum attendance due to the pandemic

FIREHOUSE ATTENDANT REPORT

Mr. Schaffauer not required to attend the meeting.

See attached report.

A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, accepting the proposal from Barnwell House of Tires, Inc. for the replacement of the ten (10) tires on 7-6-11, at a cost of $5,592.28. Approved 3-0.

ITEMS FOR DISCUSSION

1. Approved.

2. To be discussed in conjunction with the EMS Report.

EMS REPORT

Mr. Patel not required to attend the meeting.

See attached report.

STAFF REPORT

1. Noted.

2. Noted.

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, to hire two additional On Call First Responders. Approved 3-0.

EQUIPMENT AND SUPPLIES

1. A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of the medical supplies requested, at a total cost of $820.41 (Hammer Medical - $682.35, Zoll Medical - $169.60, BoundTree - $66.49). Approved 3-0.

2. Noted.

3. Tabled. Commissioner Jackson will look into this further.

4. A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, approving the purchase of WeatherTech floor mats for 7-6-80, at a cost of $169.90. Approved 3-0.

MAINTENANCE REPORT

Work Order Report dated 6/1/20 to 6/30/20 was submitted to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

1. For the time being, the gear will continue to be taken to the Hampton Bays Fire Department for cleaning. The Chief was requested to search for private companies that do this service.

2. A motion was made by Commissioner Gregory, seconded by Commissioner Schaefer, accepting the proposal from Nautical Flag & Flagpole for a new customized 15’ x 25’ US Touch-Tex Flag with accessories for 7-6-11, at a cost of $1,377.60. Approved 3-0.

3. Tabled. Commissioner Jackson will look into new cell phone service. Commissioner Gregory stated that the District has been very liberal with supplying the members with electronics and would like to see the membership make more use of what has been made available to them.

4. Commissioner Schaefer stated that adding two full-time Paramedics would be a strain on the budget and the District would definitely pierce the tax cap again to cover the salaries, vacation pay and benefits that are required to be offered to full-time employees. He also feels that the call volume does not warrant the need for additional full-timers.

5. Written proposal requested by the Board.

ITEMS FOR DISCUSSION

1. Commissioner Jackson suggested that the written point sheets, as well as the thumb reader, be used at least through July and, if there are no issues, then discontinue the sheets. Chief Flynn advised the Board that most of the reports are done through Red Alert.

2. Commissioner Schaefer advised the Board that, if other agencies are involved in our dispatch, we cannot do away with the 19’s.

3. Commissioner Schaefer will contact NDI regarding the physical exam schedule. There are two potential new members that need physicals, as well as several members.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

The Board decided to allow the Department meeting to be held in the Meeting Room with the chairs spread out for social distancing. Until we hear further from the County, no more than ten (10) members may be in the Firemen’s Room at one time.

Commissioner Jackson advised the Board that he spoke with Mr. Glass regarding the recent ambulance incident at the East Quogue Pizza Deli and the request from a police officer for statements from two of the Department members that were at the call. Evidently, an officer was injured by the patient while in the District’s ambulance. Mr. Glass advised that, however a member gets the request, they cannot be forced to make a statement. The Chief stated that he suggested the members prepare a statement, present it to the Board and then forward it to Mr. Glass for review.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, accepting the Minutes of the June 4, 2020 Regular Monthly Meeting. Approved 3-0.

TREASURER'S REPORT

Mrs. Pearsall not in attendance. The Secretary presented the Treasurer’s Report.

1. Reminder for the Board to review and approve the 2019 Financial Statement prepared by Jones, Little & Co.

2. Received a refund check from McNeil, in the amount of $212.38, for the removal of the 2005 Starr Trailer from the insurance policy.

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

ABSTRACT OF BILLS

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, approving the Abstract of Bills for the General Fund consisting of 32 checks totaling $56,825.39 and to authorize the transfer of $50,000.00 from the Money Market to the Checking Account. Approved 3-0.

COMMUNICATIONS AND CORRESPONDENCE

An e-mail/Bulletin was received from Mr. Glass regarding LOSAP Relief and the NY Forward Safety Plan.

OLD BUSINESS

Regarding the proposal from Dennis Kenter of Relay Communications and the service contract with ELI, Commissioner Jackson suggested staying with ELI until the siren project is completed.

A motion was made by Commissioner Gregory, seconded by Commissioner Jackson, authorizing the purchase of eight (8) personal lockers for the On Call First Responders, at a total cost of $1,200.00. Approved 3-0.

Commissioner Schaefer advised the Board that he will be attending the AFDSNY upcoming conference in Niagara Falls.

Chief Flynn will contact the Antique Truck Committee for an update on the vehicle and will prepare a written report to the Board.

Commissioner Jackson advised the Board that Chesterfield looked at the pole to see what can be done to install the new siren, including, possibly, adding on to the existing pole.

NEW BUSINESS

With regard to Mr. Glass’ e-mail/Bulletin referring to the LOSAP Relief, Commissioner Schaefer stated that the District is not obligated to give the LOSAP points and suggested that, at the end of the year, the Board evaluate each member to see if they deserve the points. Members who are not active or behind in their points should not be rewarded. This will be discussed further at the upcoming workshop.

Commissioner Jackson suggested discussing, at a workshop, the renovations at Station 2 proposed by SandPebble.

A workshop was scheduled for Thursday, July 9, 2020, at 7:30 p.m. (Note: Workshop cancelled.)

At 9:10 p.m., there being no further business, a motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, to adjourn the meeting. Approved 3-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                     Lorraine Gregory, Secretary

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

JUNE 4, 2020

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 7:30 p.m. Present were Commissioners Allyn Jackson, James Schaefer, Stephen Gregory, Michael Mattera (7:50 p.m.) and Robert Holley, First Assistant Chief Ted Jankowski, Treasurer Colleen Pearsall and Secretary Lorraine Gregory.

Note: This meeting is the first to be held in the Commissioners’ Office since the start of the Corona Virus and the Board wanted to keep attendance to a minimum.

FIREHOUSE ATTENDANT REPORT

Mr. Schaffauer not required to attend the meeting.

See attached report.

Mr. Schaffauer sent letters to the Town of Southampton Police Department and Suffolk County Fire Rescue and Emergency Services regarding Hampton Bays handling our dispatching (copies attached).

Mr. Schaffauer listed the dock “for sale” on Govdeals.com. An offer has been made for more than the asking price. The District must wait a few more days before being able to accept the offer.

ITEMS FOR DISCUSSION

No items to be discussed.

EMS REPORT

Mr. Patel not required to attend the meeting.

See attached report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, authorizing the purchase of the medical supplies requested, at a total cost of $762.25 (Hammer Medical - $611.25, BoundTree - $151.00). Approved 5-0.

Commissioner Jackson advised the Board that Mr. Patel had heard that T-Mobile is offering a free phone and $50.00 a month service for First Responders. Commissioner Holley stated that T-Mobile and Sprint are offering free phone service for ten (10) years to all first responding agencies. Commissioner Jackson will look into this further, especially since the AT&T service, which the District now has, is unsatisfactory.

MAINTENANCE REPORT

Work Order Report dated 5/1/20 to 6/4/20 was submitted to the Board.

CHIEF'S REPORT

See attached report.

REQUESTS

1. A motion was made by Commissioner Holley, seconded by Commissioner Gregory, authorizing the purchase, for use on 7-6-1, of one (1) M18 Fuel Super Sawzall Kit ($449.00), one (1) M18 Fuel One-Key 9” Cutoff Saw ($894.99) and one (1) M18 Fuel 4-1/2” Grinder ($479.00) from Westhampton True Value, at a total cost of $1,822.99. Approved 5-0.

2. Commissioner Holley suggested continuing cleaning the gear at the Hampton Bays firehouse and asked that the Chief look into companies that perform this service. Mrs. Gregory stated that, on-site gear washing had been looked into in the past and was found not to be feasible due to the cost factor, permits and water waste removal.

3. Commissioner Holley stated that, at present, the County has no set guidelines regarding opening of the firehouses for socializing and that he will notify the Chairman as soon as guidelines are set. The Board decided to allow the opening of the firehouse as follows:

a.) Officers, Board of Directors and Ladies Auxiliary meetings may be held with attendees practicing social distancing, hand washing and sanitizing.

b.) Department meeting may be held on the Apparatus Floor.

c.) No more than 10 members allowed in the Firemen’s Room at one time.

ITEMS FOR DISCUSSION

1. Dispatching by Hampton Bays is going very well.

2. First Assistant Chief Jankowski presented a verbal proposal from Nautique Flag for a 15’ x 25’ flag with accessories for 7-6-11, at an approximate cost of $2,500.00.

3. The Chief advised the Board that Lee Zeldin’s office will be delivering lunch to the firehouse on Friday at 11:00 a.m. as a thank you to the first responders.

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Holley, seconded by Commissioner Schaefer, accepting the Minutes of the May 7, 2020 Regular Monthly Meeting. Approved 5-0.

TREASURER'S REPORT

Mrs. Pearsall advised the Board of the following:

1. Mrs. Pearsall advised the Board that she had participated in many of the State Comptroller’s webinars and that they are available to Board members as well.

2. Received a refund check from Hometown Insurance, in the amount of $431.38, regarding discontinuance of the Juniors insurance coverage.

3. Mrs. Pearsall advised the Board that she will not be able to attend the July 2020 meeting.

4. Jones & Little representation and communication letters need to be signed and the Board needs to approve the Financial Statement.

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

ABSTRACT OF BILLS

A motion was made by Commissioner Schaefer, seconded by Commissioner Mattera, approving the Abstract of Bills for the General Fund consisting of 30 checks totaling $79,695.02 and to authorize the transfer of $60,000.00 from the Money Market to the Checking Account. Approved 5-0.

COMMUNICATIONS AND CORRESPONDENCE

Miscellaneous communications were presented to the Board including an e-mail request from the Hampton Point Association to use the Meeting Room in August (Note: A response will be sent to The Hampton Point Association advising them that they will not be allowed to use the Meeting Room due to the Corona Virus guidelines.), a letter from Fire Districts of NY Mutual Insurance Co. regarding the Annual Policy Holders’ Meeting on Saturday, July 18, 2020 and a letter from Appraisal Affiliates enclosing the Maintenance Service Report for 2019.

OLD BUSINESS

Commissioner Holley asked the Board to advise him as to what the District is looking to do regarding the electronic sign board and the monument so that he can handle this project efficiently.

Commissioner Gregory advised the Board of the following:

1. Now that Hampton Bays is handling the dispatching, the Radio Room is closed and out-of-service. The Hampton Bays dispatching is going very well and the dispatchers are very professional in their dispatch operations.

2. Dennis Kenter advised that it will cost about $2,500.00 to change the Radio Room into an office for Mr. Schaffauer.

3. The District pays ELI $4,800.00 a year for monthly maintenance, but ELI does not perform any routine monthly maintenance. Dennis Kenter quoted a price of $3,600.00 per year which includes a monthly maintenance review of equipment, radios and antennas.

4. With regard to Sandpebble’s Preliminary Planning Cost Information Survey, the Sandpebble representatives would like to meet with the Board as soon as possible to discuss the survey.

5. Discussed with Sandpebble the possibility of a wooden pole for the siren. Transportation from South Carolina to East Quogue would cost approximately $7,000.00 (transport costs and permits) and approximately $3,000.00-$4,000.00 for installation.

6. ELI has the siren and would like to get paid the $15,210.00. Installation is not included in the cost.

Commissioner Gregory recommends taking down the old siren and installing the new one on the existing wooden pole. Sandpebble advised him that the new antenna pole is leaning. Commissioner Jackson advised the Board that no one will certify that the new antenna pole will support the siren. Commissioner Jackson thought that an extension could be put on the old wooden pole. Commissioner Gregory stated that this would probably involve more costly studies.

A motion was made by Commissioner Jackson, seconded by Commissioner Gregory, authorizing the payment of $15,210.00 to ELI for the siren. Approved 5-0. (Note: Commissioner Gregory will discuss the cost of installation with ELI.)

Commissioner Jackson advised the Board that the Inspection Dinner is tentatively scheduled for November 7, 2020 and that a decision needs to be made regarding the Seafood Party in August. First Assistant Chief Jankowski stated that, if the guidelines are not set by July 1, the Seafood Party will be cancelled and suggested having an Octoberfest instead.

A motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, accepting the $2,800.00 Trade-In offer from Proliner for the 2011 Ford Expedition. Approved 5-0.

A motion was made by Commissioner Jackson, seconded by Commissioner Mattera, authorizing Fenton Sign to do the lettering on the new 2020 Chevrolet Tahoe (7-6-80), at a cost of $2,800.00. Approved 5-0.

The Board agreed to leave the word “Department” on the vehicles, instead of using “District”.

A motion was made by Commissioner Jackson, seconded by Commissioner Gregory, authorizing the installation, by Proliner, of a running board on the passenger side of the van, at a cost of $868.00. Approved 5-0.

Commissioner Jackson would like to thank all of the Chiefs, Officers and members for their dedicated service during the pandemic.

NEW BUSINESS

The Board decided that there was no need for a workshop this month.

At 8:38 p.m., there being no further business, a motion was made by Commissioner Jackson, seconded by Commissioner Schaefer, to adjourn the meeting. Approved 5-0.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                            Lorraine Gregory, Secretary

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

MAY 7, 2020

Due to the Coronavirus outbreak and the guidelines issued by the Federal, State and County, the Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was conducted via e-mail and phone conversations between Commissioners Allyn Jackson, James Schaefer, Stephen Gregory, Michael Mattera and Robert Holley, Chief Scott Flynn, First Assistant Chief Ted Jankowski and Second Assistant Chief Paul Sulzinski, Firehouse Attendant David Schaffauer, First Responder Amit Patel, Treasurer Colleen Pearsall and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached e-mail report.

ITEMS FOR DISCUSSION

None.

EMS REPORT

See attached e-mail report.

STAFF REPORT

Noted.

EQUIPMENT AND SUPPLIES

A motion was made by Commissioner Jackson, seconded by Commissioner Gregory, authorizing

the purchase of the medical supplies requested, at a total cost of $633.58 (Hammer Medical - $424.90, Bound Tree - $208.68). Approved 3-0.

MISCELLANEOUS

1. Noted.

2. Noted.

3. Noted.

MAINTENANCE REPORT

No Work Order Report submitted.

CHIEF'S REPORT

See attached e-mail report.

REQUESTS

1. Noted.

2. Noted.

ITEMS FOR DISCUSSION

1. No current update.

2. Request tourniquets for members. More information and prices to follow.

ATTORNEY DISCUSSION

Mr. Glass not requested to participate.

MINUTES

A motion was made by Commissioner Jackson, seconded by Commissioner Gregory, accepting the Minutes of the April 2, 2020 Regular Monthly Meeting. Approved 3-0.

TREASURER'S REPORT

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

ABSTRACT OF BILLS

A motion was made by Commissioner Jackson, seconded by Commissioner Gregory, approving the Abstract of Bills for the General Fund consisting of 30 checks totaling $62,274.91 and to authorize the transfer of $65,000.00 from the Money Market to the Checking Account. Approved 3-0.

COMMUNICATIONS AND CORRESPONDENCE

None.

OLD BUSINESS

1. No progress with engineering study for the new siren.

2. New Dispatching System installation is underway and expected to go on-line next week.

3. Will continue to look into more disinfection of firehouse and equipment.

4. New 80 car is in the paint shop – expected delivery approximately one month.

NEW BUSINESS

1. Commissioners Gregory and Jackson requested that the Red Alert GIS electronic mapping module be updated to include all District fire hydrants. Approximate cost from Alpine Software is $2,595.00.

2. Anticipate June meeting to be held in the Commissioners’ Room – confirmation pending.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        Lorraine Gregory, Secretary

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

APRIL 2, 2020

Due to the Coronavirus outbreak and the guidelines issued by the Federal, State and County, the Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was conducted via e-mail and phone conversations between Commissioners Allyn Jackson, James Schaefer, Stephen Gregory, Michael Mattera and Robert Holley, Firehouse Attendant David Schaffauer, First Responder Amit Patel, Treasurer Colleen Pearsall and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached e-mail report.

ITEMS FOR DISCUSSION

No discussion.

EMS REPORT

See attached e-mail report.

STAFF REPORT

EQUIPMENT AND SUPPLIES

See attached e-mail from Commissioner Jackson to the Board.

MAINTENANCE REPORT

Work Order Report dated 3/1/20 to 3/31/20 was submitted to the Board.

CHIEF'S REPORT

No e-mail report.

REQUESTS

ITEMS FOR DISCUSSION

ATTORNEY DISCUSSION

Mr. Glass not requested to participate.

MINUTES

A motion was made by Commissioner Jackson, seconded by Commissioner Gregory, accepting the Minutes of the March 5, 2020 Regular Monthly Meeting. Approved 3-0.

TREASURER'S REPORT

Mrs. Pearsall advised the Board of the following:

“1. US Voyager sent new fuel cards. District uses Wex now. Leave account open too?

2. Received check from Association of Fire Districts State of New York for $1,095.00 for refund of annual meeting registration as meeting is canceled. Deposited in Checking Account.

3. Insurance audit being done this year over the phone on April 9^th.

4. All accounts reconciled and good.”

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

ABSTRACT OF BILLS

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, approving the Abstract of Bills for the General Fund consisting of 32 checks totaling $126,684.62 and to authorize the transfer of $165,000.00 from the Money Market to the Checking Account. Approved 3-0.

COMMUNICATIONS AND CORRESPONDENCE

None.

OLD BUSINESS

No discussion.

NEW BUSINESS

No discussion.

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                            Lorraine Gregory, Secretary

EAST QUOGUE FIRE DISTRICT

REGULAR MONTHLY MEETING

MARCH 5, 2020

The Regular Monthly Meeting of the Board of Fire Commissioners of the East Quogue Fire District was called to order by Chairman Allyn Jackson at 7:30 p.m. Present were Commissioners Allyn Jackson, James Schaefer, Stephen Gregory, Michael Mattera and Robert Holley, First Assistant Chief Ted Jankowski, Firehouse Attendant David Schaffauer (left 8:20 p.m.), First Responder Amit Patel (left 8:20 p.m.), Treasurer Colleen Pearsall and Secretary Lorraine Gregory.

FIREHOUSE ATTENDANT REPORT

See attached report.

ITEMS FOR DISCUSSION

No items to be discussed.

EMS REPORT

See attached report.

STAFF REPORT

1. Noted.

2. Noted.

EQUIPMENT AND SUPPLIES

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

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

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

MAINTENANCE REPORT

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

CHIEF'S REPORT

See attached report.

REQUESTS

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

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

3. Tabled pending paperwork.

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

ITEMS FOR DISCUSSION

1. No progress.

2. Tabled pending further discussion at a Workshop.

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

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

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

ATTORNEY DISCUSSION

Mr. Glass not in attendance.

MINUTES

A motion was made by Commissioner Schaefer, seconded by Commissioner Gregory, accepting the Minutes of the February 6, 2020 Regular Monthly Meeting. Approved 5-0.

TREASURER'S REPORT

Mrs. Pearsall advised the Board of the following:

1. 2019 Audit has been completed.

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

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

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

ABSTRACT OF BILLS

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

COMMUNICATIONS AND CORRESPONDENCE

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

OLD BUSINESS

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

Commissioner Gregory advised the Board of the following:

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

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

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

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

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

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

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

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

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

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

2020-18. BE IT RESOLVED, pursuant to the provisions of the General Municipal Law and the Town Law of the State of New York, that a sum not to exceed $75,000.00 be expended from the Communications Reserve Fund of said Fire District for the upgrading of the Dispatch and Communications Systems for Fire and Emergency Medical Services, and be it

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

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

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

Chairman Allyn Jackson - Aye

Commissioner James Schaefer - Aye

Commissioner Stephen Gregory - Aye

Commissioner Michael Mattera - Aye

Commissioner Robert Holley - Aye

Resolution 2020-18 was duly adopted.

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

Commissioner Schaefer presented the following proposals for the 2020 landscaping:

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

                                       Station 2 - $6,081.00

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

                                                                       Station 2 - $6.610.00

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

NEW BUSINESS

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

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

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

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

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

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

Submitted by
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                            Lorraine Gregory, Secretary

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 March 5, 2020 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 $75,000.00 be expended from the Communications Reserve Fund of said Fire District for the upgrading of the Dispatch and Communications Systems for Fire and Emergency Medical Services, and be it

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

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

Dated: March 5, 2020

                                                            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